Lo2: Process and organize data

Important notes

Selecting the right technology and software

In order to select the right technology and software to complete a task, it is important to
understand the functions of each piece of technology and each type of software. When starting a
new job or when a new piece of equipment is purchased, staff should be trained in the main
functions of the equipment: how to operate the equipment; Occupational Health and Safety
issues; routine maintenance; and the procedures for reporting major faults.

The technology available may include:

 computers, including laptops

 digital cameras
 Zip drives
 modems
 scanners
 printers

Software applications may include:

 email and Internet browsers

 word processing
 spreadsheets
 databases
 accounting packages
 presentation packages

In order to use computer technology correctly, it is important to know the manufacturer’s

instructions, as well as the organization’s policies and procedures regarding:

 booting up, logging on and logging off (eg is a password needed?)

  correctly identifying and opening files (eg understanding the file management program)
 modifying files (eg does the file need to be saved with a different file name?)
 saving and closing files, (eg understanding the electronic filing system)
 printing files

Storage of data

Most data is stored on a computer’s hard drive. It is important to understand a computer’s file
management system in order to save work in the right place. Data is stored in folders (or
directories) and sub-folders (or sub-directories), similar to a paper-based filing cabinet.

Below are examples of how Microsoft Windows Explorer organises its directory:

This is a section of Windows Explorer showing how the files are organised into a multi-level
filing system.

The “+” signs to the left of some folders indicates that there are further sub-folders located in
these folders.
By clicking on a folder with a “+” sign to its left, all the sub-folders within that folder can be
seen, as in the example to the right, under the Lotus folder.

A “-” sign to the left of a folder indicates that all sub-folders are showing.

Other than on the hard drive, data may also be stored on:

 floppy disks: remember that a limited amount of information can be stored here, so it is a
good idea to compress the file to accommodate large amounts of data
 CD-ROMs: suitable for large amounts of data
 back-up system: particularly important in case of computer failure to safeguard large
amounts of information
Retrieving documents

Documents can be opened from:

 a software program (eg Word)

 a file management program (eg Windows Explorer)

If a document cannot be found, it is possible to do a search by clicking on “Start”, then “Search”,

then “All files and folders”, and by filling in the information that is known, as shown below.

Technology consumables

In the course of completing work tasks, it is important that employees know how to identify and
replace technology consumables, including:

 printer ribbons and cartridges

 CD-ROMs
  floppy disks
 toner cartridges
 back-up tapes
 Zip disks

There should always be an adequate supply of these consumables. Supplies should be checked
on a regular basis, the timing of which would vary according to the size of the organisation and
the rate of use of these items.

The ordering of these consumables may involve filling out a requisition form or an order form or
arranging for a tender or contract for their supply.