Data security and Data transfer

Data security is about keeping data safe. Many individuals,

small businesses and major companies rely heavily on their
computer systems.

If the data on these computer systems is damaged, lost, or

stolen, it can lead to disaster.

Key threats to data security

Data may get:

● lost or damaged during a system crash - especially one

affecting the hard disk
● corrupted as a result of faulty disks, disk drives, or power
failures
● lost by accidentally deleting or overwriting files
● lost or become corrupted by computer viruses
● hacked into by unauthorised users and deleted or altered
● destroyed by natural disasters, acts of terrorism, or war
● deleted or altered by employees wishing to make money or
take revenge on their employer

Keeping data secure

Measures that can be taken to keep data secure include:

● making regular backups of files (backup copies should be stored

in fireproof safes or in another building)
● protecting yourself against viruses by running anti-
virus software
● using a system of passwords so that access to data is restricted
● safe storage of important files stored on removable disks, eg
locked away in a fireproof and waterproof safe
● allowing only authorised staff into certain computer areas, eg
 by controlling entry to these areas by means of ID cards or
magnetic swipe cards
● always logging off or turning terminals off and if possible
locking them
● avoiding accidental deletion of files by write-protecting disks
● using data encryption techniques to code data so that it makes
no apparent sense

Online banking

When you bank online, after you’ve logged in, you will notice that
the http in the address bar has changed to https. This indicates that
a secure connection between your computer and the bank's computer
has been established. Data sent between the two computers is
encrypted so that anyone trying to intercept your data will receive
meaningless data. The data can only be decrypted into readable data
by using a key that is known only to the two computers - yours and
the bank's.

Data transfer

Transfer of data files containing pictures (graphics), text,

sound, or numbers is possible from one computer to another,
one make of hardwareto another, and one application to
another. This is possible because standard file types and data
formats have been developed.

Data does not need to be transfered on physical media, it can

be transmitted at rapid speeds around the globe.

Data file types

Data files are stored in a number of formats, the formats depend on

whichapplication created the file to begin with. For example, Microsoft
Word stores files as *.doc but Adobe Photoshop stores files in a
different format - *.psd. The file extension identifies the file's format.
Opening files of different formats

When data is transferred from one computer to another, the

computer receiving the data file may not be able to read the format
without the right application installed. For example, an image created
in Adobe Photoshop and saved as a *.psd file (Photoshop's format)
would not be readable by Microsoft Paint.

This is becoming less of a problem as standardisation matures and

applications expand the list of file types they're able to read.

Translating between file types

Data can be stored temporarily in a computer's RAM as a means of

transfer from one application to another. In Microsoft operating
systems this feature is called the clipboard and it can copy data from
one application and paste it into another. Nearly all other operating
systems support this functionality.

For example you can create a graph using a spreadsheet application

and then use the clipboard to copy the graph to a desktop
publishing application.

Limitations

1. Certain elements of one document may not be copiable to

another application, eg video.
2. Some file features (eg text layout and formatting) may be lost
in the translation to a different format.

Import and export

Most applications have the ability to import and export data. Export
saves the file in a format that's readable by other applications.
Import opens a file created in another application for viewing or
editing.

Standard file types

The need to import and export data files has led to the development
of several standard file types that many applications can understand.
Examples are jpg andgif files for images, and mp3 files for sound;
but there are also standard file types for text, movies,
and spreadsheet data.

Often an application of a different type can import data, for example,

a word processor may be able to import a spreadsheet file.

XML files

Recently program developers have started to use the XML web page
file format as the standard way to store data, for example, the new
Microsoft Office suite makes use of XML. RSS feeds on
the Internet also make use of this format. Such files can be read by
any browser on any computer, making it very easy to transfer data
between computers.

Other examples

Other standard file types, such as zip and pdf, have been developed
as ways of distributing data in the most efficient way possible. They
do this by compressing it using zip technology or making it possible
to read using a freely availabledownloaded reader application, as is
the case with PDF files.

Rapid transfer of data

Files can be easily transferred and shared across the globe using
the Internet. A file could be:

● emailed as an attachment
● sent over instant messenger
● downloaded from a website/web server
● accessed over a private network
Documents, eg a spreadsheet, can be stored on a web server and
then accessed via any computer with an Internet connection and
a web browser. Collaborative working is possible too, where multiple
people contribute to the same document.

This makes the world very small as far as transfer of data is

concerned. It has allowed many companies to outsource some or all
of their operations. This is where companies transfer activities such
as ticket processing for airlines or telephone banking queries to
workers in a country where wages and running costs are relatively
low. Often the time difference between the two countries gives even
greater convenience.