Unit 4 Lesson 3:

Maintain Computer Equipment and Systems

(MT)
Table of Contents

Introduction 2

Learning Targets 3

Boot Up 3

Learn about It! 4

Importance of Data Security 4
Different Types of Data Security Technologies 4
Ways to Keep Data Secured 6
Backing up Files 7
Computer Virus 8
Types of Computer Viruses 9
Being Safe from Email Viruses 10
Signs of Virus Infections 10
Handling Virus Infection 10

Check Up 11

Plug and Play 13

Big Idea 14

Wrap Up 15

Bibliography 15

Glossary 15

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GRADE 7/8

Maintain Computer Equipment and Systems

(MT)
Introduction

Fig. 1 Part of maintaining computer system is the prevention of virus infection.

(source: https://www.pexels.com/photo/black-and-white-blood-pressure-gauge-business-computer-263370/)

Contact Centers hold data like client information. These are vital information that need to be
protected and secured. A security breach could cause big damage if these data were accessed
without authorization. Therefore, it is a must that these data be protected and that systems
and equipment where these data are stored be maintained to the highest level of security.

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Learning Targets

In this lesson, you should be able to:

● Define security, back-up and virus check;
● ensure the security of data, including regular back-ups
and virus checks in accordance with standard
operating procedures;
● explain the importance of backing up files and virus
check; and
● perform basic file maintenance procedure in line with the standard operating
procedure.

Boot Up
Loop a Word
Find all words that can be associated with computer and data security.

S S E C C A T O E B V I R U S
U B C O M P U T E R T L R H I
S S E C U R I T Y O O Y J L C
Y X H R H T M F A T A D G U E
S P H O T A K K Z S V T U Z D
T R E Q X P U K C A B U F Q Q
E X V L L S Y S T E M R S U C
M L I A M C I N O R T C E L E
H N K N Y A B Q J L M Q E K Q
E N C R Y P T I O N E F I T W

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Learn about It!

Data is one of the most important assets of a contact center. It relies heavily on databases
containing client and transaction information. Using data has a very big impact in the
operations and success of a contact center. This makes it very important for contact centers to
take data security seriously.

Data security as part of the maintenance of computer systems and equipment in contact
centers should be done. This will prevent data from unauthorized, intentional or accidental
destruction, modification and disclosure.

Importance of Data Security

● It protects data that the company collects, stores, creates, send and receive.
● To comply with existing regulations and laws on data security.
● To keep the data updated and compatible with changing technologies.

Different Types of Data Security Technologies

● Data Encryption protects data with codes that is attached to every piece of data and
will require an authorization key to be accessed.

Fig. 2 Data Encryption Process

● Data Masking is covering up or replacing specific areas of the data (e.g. using special

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 symbols like asterisks) to protect it from external or internal malicious personnel who
may potentially use the data. For example, the first digit of a credit card number will be
replaced with asterisks.

Fig. 3 Data Masking Process

● Data Erasure is done when an information or data is not anymore active and needs to
be removed from the system. For example, if a client requests that his/her information
be removed from a mailing list, the details will be removed permanently.

Fig. 4 Data Erasure Process

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 ● Data Resilience is creating backup copies of data. These back-ups will only be accessed
when there is a need for data recovery during times when data are accidentally erased
or corrupted.

Fig. 5 Data Backup Process

Ways to Keep Data Secured

● Identify what data you have and where you keep them.
● Train the staff in data security including an orientation of data privacy and security.
● Maintain a list of people with access to sensitive and confidential data. It is best to
create a system of data access and if better minimize the list.
● Implement a data risk assessment to identify potential danger to your organization’s
data like virus attacks, malwares or unauthorized access and breach.
● Install trustworthy malware and antivirus software and be sure to conduct regular
scans.
● Implement a system of regular backing up of files.

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 Try It!

Check the computer unit in your laboratory. Observe how data is stored. Record your
observations by answering the questions below:

Questions Answers

1. Is the data organized properly? Is there a

system of file identification to facilitate
easy access to files?

2. Check the operating system, is there a

feature to protect data like antivirus and
anti-malware programs?

3. Is there a regular backup mechanism

available? Is it active?

Backing up Files
Backing up of files is important especially when there is a security breach wherein data has
been intentionally damaged, deleted, or lost. Therefore, as a responsible computer user, you
need to apply a system to backup files when something goes wrong. Softwares can be
reinstalled but data can be lost forever due to machine breakdown, virus, power outage,
software upgrades. It can also be due to natural and manmade calamities such as fire,
earthquakes, and human error.

A back-up is a duplicate copy of a file, program, folder, or storage if the original is damaged,

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corrupted or lost. The backup is used to restore data into its original location in the system.
There are two types of back up, namely: full backup, which is backing up everything on the
computer system. It includes data, programs and even the operating system while an
incremental backup is a backup of only those that have changed since the last backup.

The idea of backup is keeping all your data organized. This will help simplify the backup
process. The best way is to store data in a single location so when backing up, you do not have
to search for everything. It is also better to organized data and classify them in a single
location according to type, use or data of access or creation. This will help you choose which
to backup first in order of importance.

If your operating system provides a backup feature. It is best to set a regular incremental
backup maybe on a daily basis or a full backup at least monthly. If you are someone who
cannot get in the habit of backing up, this will be useful. You can also make use of software
packages for backing up.

Computer Virus
Computer Virus is a malicious program that replicates itself by copying and embedding
itself to another program. It is spread through other executable programs or documents like
emails. The purpose of virus varies from gaining administrative access and control to steal
sensitive data or just merely cause damage to the system.

Hackers spread viruses using any of the following means:

● concealing using it like useful or friendly programs
● as an attachment to emails that trick users
● visiting infected websites
● clicking on an executable file
● visiting an infected online advertisements

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 ● through removable storage devices such as flash drives

Effects of virus are the following:

● infecting resources or system software
● modifying or deleting key functions or applications
● copying/deleting or encrypting data causing damage

Types of Computer Viruses

Computer viruses comes in different forms that infect systems. They can be any of the
following:
● Boot Sector Virus destroys the master boot record, preventing the computer from
starting or opening. It spreads mostly through removable media like USB drives. It is a
very difficult task of removing this type of virus for most of the time it will require the
system to be formatted.
● Direct Action Virus is also known as a non-resident virus which means it stays hidden
in the memory of the computer and selects files to infect whenever a code is executed.
● Resident Virus unlike the direct action type, this gets installed in the computer which
makes it difficult to identify and even remove.
● Multipartite Virus spreads through multiple ways like infecting the boot sector and
executable files at the same time.
● Polymorphic Virus are difficult to identify since it changes into a different form
whenever it replicates.
● Overwrite Virus deletes files it infects which requires the file to be deleted to be
removed also losing the original file.
● Spacefiller Virus also known as “Cavity Virus” because they occupy the empty spaces
between codes but does not create damage to the file.

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 ● File Infectors are attached with program files of which when the file is executed the
virus is also loaded causing damage to the computer. These virus types are usually
attached to emails.

Being Safe from Email Viruses

Here are some ways to do to be safe from any virus infection:
● Use a professional email service.
● Screen emails first before opening them.
● Make sure that your system has an updated anti-virus software.
● Disable message preview in emails since some virus executes automatically as you
preview your email message.
● Ignore or delete messages with attachments especially coming from subscriptions not
made.
● Be cautious in opening media such as images and videos since some viruses disguise as
such files.
● Do not open email attachments unless you know who it came from.
● Avoid downloading executable or documents from the Internet, especially those
coming from malicious sites.
● Never open file with double extensions. This is a typical sign of a virus program.
● Do not send or forward files you have not virus-checked first.

Signs of Virus Infections

To be guided, here are some signs that your system needs to be checked for virus infection:
● new files or programs in the computer
● files or folders missing or getting deleted
● programs running on their own even if they are not executed
● files having multiple copies on their own
● slow system performance
● pop-ups keeps on opening on the screen

Handling Virus Infection

If you suspect that your system has a virus infection, you may do the following:
● Run an antivirus software, but just make sure that it is updated.
● Immediately stop all commands and downloads.
● Go to safe mode then run the antivirus. In safe mode, most programs are not running.

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 ● Remove the Internet connection to avoid the virus from spreading.
● Delete temporary files for this helps speed up the virus scan.

Try It!

Try running your antivirus software. Observe if there will be viruses or malwares that will be
detected. If there is, record in the table below your observation then research for the effect of
the virus found and the solution to clear the virus.

Virus found Effect Solution

Check Up

A. Identify the following:

1. This will prevent data from unauthorized, intentional or accidental destruction,
modification and disclosure.
2. It protects data with codes that is attached to every piece of data and will
require an authorization key to be accessed.
3. It is done when an information or data is not anymore active and needs to be
removed from the system.
4. It is backing up everything on the computer system including data, programs
and even the operating system.
5. It is a backup of only those that have changed since the last backup.
6. It is a malicious program that replicates itself by copying and embedding itself to

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 another program.
7. These are difficult to identify since it changes into a different form whenever it
replicates.
8. They are attached with program files of which when the file is executed the virus
is also loaded causing damage to the computer.
9. It is unlike the direct action type gets installed in the computer which makes it
difficult to identify and even remove.
10. It is also known as a non-resident virus which means because it stays hidden in
the memory of the computer but not get installed but not affect the system’s
performance.

B. Answer the following questions in complete sentences.

1. How does organizing our files help in the backing up process?

2. Why should employees and staff be oriented about data security?
3. In what way do viruses hide in email messages?
4. Why is the overwrite virus very damaging to the system?
5. Differentiate a resident from a non-resident virus.

C. Answer the following questions in complete sentences.

1. Why should antivirus programs always be updated?

2. Why do you think viruses spread easily in the Internet?
3. Among the different virus types, which do you think is the most damaging?
4. Cite ways on how you can prevent virus from spreading through emails.
5. Explain what happens when you open executable files attached to emails that
are virus infected.

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 Plug and Play
Checking Data Security

You are the maintenance staff of your company. You need to backup files and scan the
computer unit for virus infections. Afterwards, you are to submit a maintenance report to
your manager by filling up the form below:

MAINTENANCE REPORT

Maintenance Personnel:___________________________________________ Date: ____________________________

Comput Serial Peripheral Operating Application Date of Last Name of Maintenance

er ID No. connected/ System Software Maintenance Personnel
No. Serial Installed
Number

Problems Found:

Maintenance/ Repair done: (please indicate step by step):

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Your work will be checked using the rubrics below:

Criteria Excellent (3 pts) Fair (2 pts) Needs

Improvement (1 pt)

Accuracy Information is Some information is Some information is

Student is able to accurately placed in wrongly placed in missing.
place pieces of each field some field.
information and
enter the correct
data in each
necessary field

Clarity Statements are very Some statements are Most statements are
Student is able to clear and not clear and needed not clear and needed
prepare clear and understandable with minor revisions. major revisions.
understandable no revisions
report.

Presentation Report is clean and Report contains Report is messy and

The student is able to free from erasures some erasures and contains many
legibly present was annotated erasures.
readable report. properly.

Big Idea

Data security is the goal of computer maintenance especially in contact centers because of the
amount of data handled by contact centers, data should always be protected from malicious
access, damage or loss.

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 Wrap Up

● Data security is the foremost goal in computer maintenance. If the system fails, all data
in it maybe damaged or lost.
● We can prevent virus from spreading by protecting our system first.
● The first step in solving virus issues is knowing when and how it strikes.

Bibliography

Website:
Comodo Antivirus. “What are Antivirus?”. Accessed February 2, 2018.
https://antivirus.comodo.com/cloud-antivirus.php
ComputerWeekly. “Six Essential processes for keeping data secure.” Accessed February 2,
2019. https://www.computerweekly.com/opinion/Six-essential-processes
-for-keeping-data-secure
Microfocus. “What is data security.” Accessed February 2, 2019.
https://www.microfocus.com/en-us/what-is/data-security

Glossary

Backing up is the process of keeping a duplicate copy of data or files for safekeeping
Data Security is protecting the data from alteration, damage or loss.
Viruses are computer programs that maliciously damages are computer.

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