MAINTAIN

DATA
IN A
COMPUTER SYSTEM

LEARNER GUIDE
 Maintain Data In a Computer System

Learner Information
Details Please Complete details
Name of Learner

Name of Assessor

Site Name

Name of Facilitator

Date started

Date of completion &

Assessment

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Table of Contents

Maintain Data In a Computer System.............................................2

Learner Information..................................................................................................................2
Keys to Icons...............................................................................................................................5
Introduction.................................................................................................................................6
Purpose.......................................................................................................................................6
Specific Outcomes.................................................................................................................6
Assessment Criteria..............................................................................................................6
To qualify..................................................................................................................................6
Range of Learning...................................................................................................................6
Responsibility...........................................................................................................................6
Specific Outcomes and Range of Learning........................................8
Practical Tasks....................................................................10
Credits of this Module............................................................10
Purpose of this Module...........................................................11

1.Usage and protection of equipment and data.................................11

1.1 Major objectives of a computer system................................................................11
1.2 The computer system..................................................................................................11
1.3 Hardware and software..............................................................................................12
1.4 Computer usage in business.......................................................................................12
1.5 Computer viruses..........................................................................................................12
1.6 Progress of Computer Viruses..................................................................................12
1.7 Signs of Computer Virus Infection.........................................................................12
1.8 Protecting data against computer viruses............................................................12
1.9 Reducing computer virus infections........................................................................12
1.10 Safeguarding equipment against danger...............................................................12
1.11 Safeguarding data against danger..........................................................................12

2. Capturing and Maintaining Data...............................................12

2.1 Accessing Data.............................................................................................................12
2.2 Opening documents using Windows.........................................................................12
2.3 Database management programs.............................................................................12
2.4 Search Methods...........................................................................................................12
2.5 Searching using Windows...........................................................................................12
2.6 System Reference Codes...........................................................................................12
2.7 Entering of Data and Generating System Reference Codes...........................12
2.8 Deleting existing Documents using Windows.......................................................12
2.9 Saving Data....................................................................................................................12
2. 10 Procedure to save documents...............................................................................12
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2.11 Capture Errors..............................................................................................................12

2.12 Troubleshooting............................................................................................................12
2.13 Data Retrieval Procedures.........................................................................................12
2.14 Backing up of Data.......................................................................................................12
2.15 Backing up Material.....................................................................................................12
2.16 Backing up of Data using a back up dairy..............................................................12
2.17 Closing of Files and Exiting Programmes...............................................................12
2.18 Procedures for Deadline Delays...............................................................................12
2.19 Alternative Storage Methods..................................................................................12

3. Security and Confidentiality of Data.........................................12

3.1 Computer Security............................................................................................................12
3.2 Guidelines for computer security.................................................................................12
3.3 Authorisation codes and passwords........................................................................12
3.4 Organisational Procedures for security.....................................................................12
3.5 Confidential Information...........................................................................................12
3.6 Maintaining Confidentiality and Security of Data..................................................12

Signatures Required on Successful Completion of this Module:................12

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Keys to Icons
The following icons are used throughout the study guide to indicate specific
functions:

FOLDER ENCLOSURES
This includes all examples, handouts, checklists, etc.

DON'T FORGET/NOTE
This icon indicates information of particular importance.

VIDEOS

Videos recommended as added value learning.

SELF ASSESSMENT QUESTIONS.

Self evaluation for learners to test understanding of the

learning material

ACTIVITY TIPS

These help you to be prepared for the learning to follow and

must be added to the module content/portfolio of evidence.

PRACTICAL TASKS

An important part of the assessment process is proof of

competence. This can be achieved by observation or a portfolio
of evidence. These tasks meet this component of assessment.

EXERCISES

Exercises/questions to be complete to demonstrate

understanding of module content. Shows transference of
knowledge and skill.

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Maintain Data In a Computer System

Introduction
Purpose In order to achieve the credits and qualify for this appropriate
registered standard, determined by the Sector of Education
Training Authority, you are expected to have demonstrated
specific learning outcomes.

Specific Specific outcomes describe what the learner has to be able to do

Outcomes successfully at the end of this learning experience.

Assessment The only way to establish whether a learner is competent and has
Criteria accomplished the specific outcome is through the assessment
process. Assessment involves collecting and interpreting evidence
about the learners’ ability to perform a task.
This module includes assessments in the form of self-
assessments, group exercises, quizzes, projects and a practical
training programme whereby you are required to perform tasks on
the job and collect as portfolio of evidence, proof signed by your
supervisor that you have successfully performed these tasks.

To qualify To qualify and receive credits towards your qualification, a

registered Assessor will conduct an evaluation and assessment of
your portfolio of evidence and competency.

Range of This describes the situation and circumstance in which

Learning competence must be demonstrated and the parameters in which
the learner operates.

Responsibility The responsibility of learning rest with you, so . . .

 Be proactive and ask questions.
 Seek assistance and help from your coach, if required.

Related Units – It would make sense to learn and assess this unit in conjunction
Structuring the with all or part of the following units (if they are relevant to the
Learning Learnership in question:
XX04 Operate a Computer
 XX38 Maintain Supply Levels

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Specific Outcomes and Range of Learning

Demonstrated 1. Explain how computer equipment and data are protected

Knowledge and against damage.
Understanding: 2. Explain the organisational procedures for maintaining the
security and confidentiality of data.
3. Explain how data is backed up and why it is important to back
up data regularly.
4. Describe different search methods for finding data and
explain when to use them.
5. Describe the system reference codes and explain how they
assist in capturing and retrieving data.
6. Describe the organisation’s data retrieval procedures and
explain why it is important to follow them.
7. Describe what constitutes confidential information and who
would be authorised to receive such information.
Demonstrated 8. Switch on the computer and access information in accordance
ability to make with the manufacturer’s specification and organisational
Decisions about requirements.
practice and to 9. Enter data and text correctly and generate reference codes
Act
as necessary (Range of data: addition of data, modification of
accordingly:
data, deletion of data)
10. Identify capture errors and correct them in accordance with
organisational requirements.
11. Save data regularly to avoid loss of information.
12. Maintain confidentiality and security of data in accordance
with organisational requirements.
13. Locate and retrieve requested data within the specified time
limits.
14. Safeguard equipment and data against damage.
15. Close files and exit programmes in accordance with
organisational requirements.
16. Given a situation where completion of work is not achievable
within specified deadlines, report the details promptly and
accurately and give reasons for the delay.
Demonstrated 17. Describe an alternative method of storing or retrieving data
ability to learn when the computer system is not functioning or if the power
from our supply is disrupted.
actions and to
Adapt
Performance:

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Practical Tasks

As part of this module you will be required to complete the following tasks.
An assessor must be present to observe you, as you complete the tasks OR you can
provide a portfolio of evidence proving your competence.

Practical Task Type Date Comments and

Tasks Completed initials of
observer
Task No. 1 Deal with a range of problem
situations regarding the safety of
your computer system, such as:
 Equipment failure
 Software failure
 Viruses.
 Lightning
 Spillage of food and drink
Task No. 2 Effectively capture and maintain data
on your computer. I.e.
 Capture data and correct
errors.
 Search for data.
 Use system reference codes
correctly.
 Save data.
 Back up data.
Task No. 3 Identify the correct procedures
regarding security and confidentially
of data in your department.

Credits of this Module

Credits The Unit Standard XX10: Maintain data in a computer system has
a total credit value of 4.

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Purpose of this Module

Overall The learner should be able to capture and maintain data in a

Outcome computer system.

1.Usage and protection of equipment and data

Specific  Explain how computer equipment and data are protected against
Outcomes damage.
 Safeguard equipment and data against damage.

1.1 Major objectives of a computer system

Objectives The electronic computer is designed to process all types of data
rapidly and accurately. The major objectives of a computer system
are:
 To transform data into information.
 To store some of that information in secondary storage for the
future.
 To present appropriate information to individuals within the
organisation and to groups and individuals outside the
organisation.

1.2 The computer system

Computer A computer is a machine that helps your organisation to do various
System tasks. It operates with a set of instructions that tells it how to do
its job, and this set of instructions that tells it how to do its job is
called a programme.

Each different application or job in an information processing

system requires a different programme.

Computer These computer applications programs can tell the computer how to
System perform certain tasks, such as:
 Food and beverage stock control procedures.
 Budgets.
 Hotel front office and guest reservations operations.
 Writing letters or memo’s to guests/customers and other
departments.

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 Sending invoices to clients

 All computers have the following six components:
 CPU: This is the Central Processing Unit, which processes
numbers and text and sends the information to the screen or
the printer. It is also known as the brain of the computer.
 Input device: Input devices like the keyboard or the mouse,
sends numbers and text into the computer.
 Output device: The monitor or the printer receives the
results from the processing of the data inside the computer
and displays those results for the user of the computer.
 Storage device: A disk holds the data, which the computer
will process. This information is held permanently until you
remove it. A disk can be removable (stiffies/CD-ROM) or
built-in hard drive.
 Programmes: These are the instructions how to process data.
This section is explained in more detail with the software
section.
 RAM: Data is input to the computer. It is a sequence of
facts, figures, letters, words, symbols and such which by
themselves have no meaning. When you key in data in the
computer, it is stored in the RAM section of the memory, RAM
stands for Random Access Memory, and with the RAM section
of the memory you can input, store, or read date and
information as required. The RAM section of the computer
can only be used as a temporary storage area for data,
because when the computer is switched off all the data stored
in the Ram is lost.

Illustrated below is the process of how the computer takes input and transforms
it into output:

Central
Data Input Output Information
Processing
Unit

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1.3 Hardware and software

Hardware Hardware is everything in the computer system you can actually
and touch, for instance:
Software  A keyboard for the input of data.
 A monitor, or printer, for the output of information.
 The processor, which performs the calculations, and logic
operations when instructed and a magnetic disc for the
storage of information and data.
Software cannot be physically touched. It is the overall term used
for programs, processing procedures, data and stored information.
A computer cannot carry out any processing unless it receives a
sequence of instructions in the form of a program.
The computer hardware units by themselves can do nothing. They
need software in the form of programs and date in order to function
and perform useful tasks. There are three types of software used
by computers:
 Application Software carries out the processing for a
specific kind of job, such as writing of letters and
correspondence, stock control and accounting. Examples of
application software are Microsoft Word and Microsoft
Excel programs.
 Utility software works in the background with the
application you are using. It makes the backup copies of your
data in case your computer fails. It is also called accessory
software.
 System Software manages the way in which the computer
processes various jobs at the same time, it places the data
on disks, prints on the computer and displays the results.
This software is also called the operating system software.
An example of system software is Windows 2000. There are
many different version of each type of software, produced
by different companies, with different features.

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1.4 Computer usage in business

(Linked to XX38 maintain supply levels module)
Advantages Summarised below are some advantages the use of computers have
for organisations:
 Computerised food and drinks system. An establishment
needs to manage food and drinks cost effectively to help in
achieving the required gross profit. To control such stock
effectively, a lot of data needs to be processed and this can be
done effectively by using a computer.
With a computerised food and drink system, certain
procedures can be undertaken at the end of each month to
prepare the system for the next month.

 A Computerised stock control system consists of a multifile

database. It is the efficiency with which the files inter-relate
that will affect the ability of the system to allow you to select
relevant information and generate useful information.
One of the great difficulties in controlling catering stock on a
computerised system is that items are rarely purchased and
sold in the same form and quantities and this must be
reflected on the system.
Each record within the system stock file holds the necessary
details for individual stock items.
Examples of transactions processing on a computerised stock
control system include:
 Receipt of stock;
 Transfers of stock from department to department
within an establishment, to include returns;
 Recording write-offs, sales and closing stock figures.
The range and types of stock lists and reports you can obtain,
demonstrate the ability of the system with regard to the
selection and generation of relevant and useful information.

It saves both time and the duplication of work if data can be

keyed in to a system at the point of sale, e.g. by using a point
of sale (POS) device in the restaurant, bars, coffee shop.

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Advantages
Transfers of stock within the establishment are often
provided for in two distinct categories:
 Transfers where goods do not change their form
 Transfers where goods do alter their form.

 Preparing accounts by computer

Most hospitality establishments use computers to process
their accounts, which has the following advantages:
The accounting machine can only store the transactions of one
shift whereas the computer can store information for much
longer. If a guest were to stay over for ten days, the
computer will automatically add the expenses posted on the
computer for each day of his stay and carry them over to the
next day.
With a central computer system there are fewer service slips.
The cost of a guest’s meal in a restaurant would automatically
be entered onto his account.
The guest can find out the status of his account in any
department and need not go to reception for this information.
The computer provides greater detail about the guest’s
account. It will show the date and the time of an order, which
prevents misunderstandings.

 The computer is much more accurate since it makes

calculations automatically. This eliminates most mistakes.

 By using a computerised reservation system hotels can

instantaneously book and keep track of individual and group
reservations made. Hotel salespeople can enter reservation
data and view reservation information directly from their
desktop workstations.

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1.5 Computer viruses

Viruses A computer virus is a program that infects computers with which it
defined comes into contact. It can destroy parts of your computer’s data or
software if infected, and it causes irritation to the user by
displaying messages or doing unnecessary processing.

Some viruses are programmed specifically to damage data on your

computer by corrupting your computer programs, deleting files, or
even erasing your entire hard disk.

Computer viruses normally do not infect compressed files or infect

computer hardware, such as monitors or computer chips. They only
infect software.

Viruses in business today have become an issue that all businesses

need to address. The threat of viruses are that they are easy to
write and can spread quickly if not stopped. All reputable
businesses have virus programs to detect, repair or delete viruses
that appear on their systems.

1.6 Progress of Computer Viruses

Threat of A computer virus is contracted when your computer comes into
viruses contact with other computers or software, which is infected. It is
contracted by inserting an infected disk into your computer and by
copying infected files from an infected network computer.
Downloading infected files off the internet can also contract it.

Opening infected e-mails can also contract computer viruses so

always ensure that your e-mail software is virus protected and that
you only open e-mails from trusted sources.

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Threat of Viruses may spread in the following manner:

viruses
 Some viruses remain inactive for a period of time. During this
time they infect all the computer disks that you have placed
in the computer. The activation of some viruses is based on
the amount of times the programme is accessed. Other
viruses become active on a set time or date e.g. Friday the
13th.
 When an infected disk is inserted into another computer the
virus will copy the virus files onto it and infect that computer
with the virus. As this pattern continues, the virus spreads.

The virus will replicate itself on every disk that is inserted in to the
computer’s disk drive. It may remain inactive for a period of time
before activating itself.

A computer virus can have the following catastrophic results for

your computer system:
 A virus might destroy the file allocation table of a computer.
The file allocation table keeps record of all the specific
placing of programmes/data on a hard drive.
 It may change data on datafiles.
 Programmes or datafiles may be totally destroyed.
 The system may “hang” as the system does not react on
instructions.

1.7 Signs of Computer Virus Infection

Signs of Viruses can only spread as long as they are undetected. The most
virus common viruses show no symptoms, and anti-virus tools are
infection necessary to identify these infections.
Many viruses do provide some tip off to the user that they are
present. Here are some signs to watch for:

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Signs of virus infection

Sudden changes in the size of program files could indicate the presence of
a virus.

Changes in the file date or time stamp.

Longer program load times.

Slower system operation might be because of virus infection or it might be

because of other software problems.

Reduced memory or disk space.

Bad sectors on your floppy disk. Regularly do a scandisk on your computer

to detect this.

Unusual error messages that keep popping up.

Unusual screen activity. Screen becomes very distorted with coloured

blocks.

Failed program execution. The system does not recognise the command
given.

Failed system bootups when booting or accidentally booting from the A:

drive.

Unexpected writes to a drive.

1.8 Protecting data against computer viruses

Describe the precautionary measures used in your

organisation for protecting data against computer
viruses. Document this and keep as part of your
portfolio of evidence

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Treatment It is critical that Anti-virus programs be installed on all

and computers/network system to detect viruses before they infect
prevention your computer.
Anti-virus programs will warn you if a virus is detected, so that you
can remove the disk or infected file. Some program can even repair
infected files. Anti-virus software also normally allows you to
disinfect a disk or a computer that has a virus. Your anti-virus
software needs to be updated regularly, as new viruses emerge on a
daily basis and can spread very quickly between unprotected
computers.

In the event of a virus in your dept describe what

corrective actions you will take to rectify the problem.

1.9 Reducing computer virus infections

Find out if a written procedure exists in your

organisation regarding reducing computer viruses.
If so, place it in the department where it is visible to
all computer users. If not, list the following tips and
place it where it is visible to all computer users. Keep
this with your portfolio of evidence.

Tips to The following are tips on how to reduce the chances of infecting your
reduce computer with a virus:
viruses  Never install illegal copies of software onto your computer.
 Avoid inserting disks, from a dubious in origin into your computer.
 Never run programs across a network or the Internet if you are
unsure of their origins.
 Write-protect your disks (if possible) to contain the spread of
viruses to these disks.
 Use antivirus programs to detect and delete/repair any viruses
found on your computer.
 Never use the file server computer as a general workstation if a
network is utilised.
 Back up your data religiously, and don’t discard or overwrite all of
your older backups. It may take you days or weeks to notice and
diagnose a virus, and many of your files may be damaged in the

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meantime.

Review point 1.9 of the previous section. Identify

the critical factors you feel should be addressed in
your department to reduce the risk of computer
infection.

1.10 Safeguarding equipment against danger

Find out and describe what your organisation’s

procedures are for the protection for safeguarding
equipment against damage. Document this and keep as
part of your portfolio of evidence.

Dangers Lightning can totally wipe out all the information and data on your
computer, or seriously disable your computer. Always ensure that
your computer is not situated right next to a window where it might
be struck by lightning.
Food and Drink spilled onto a computer can seriously damage the
sensitive mechanisms of your computer system. It is therefore
advisable never to eat or drink when working on your computer.

Identify any other factors you feel might be a danger to

the equipment used in your department.
Explore the dangers of viruses, lightning and spillage of
food and drink. Write it up as a report and discuss with
an IT support specialist.

1.11 Safeguarding data against danger

Find out and describe the procedures, for the threats

as discussed below, in your department. List them and
keep with your portfolio of evidence.

Threats The major threats to your organisation’s computerised information

systems are disasters, such as fire or electrical failure etc. all
computers are vulnerable to these threats therefore you need to be
aware of the possible threats and how to avoid or rectify them, as

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illustrated on the next page:

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(Linked to module XX04- Operate a computer)

Threat Effect and Solution
Fire Computer hardware, files and manual records may be
destroyed.
Ensure that the fire safety precautions of your unit are
adhered to. Always store backup files and valuable
programs in a fireproof safe or locker.
Electrical All computer processing is halted; hardware may be damaged
power and “disk crashes” or telecommunications disruptions may
failure occur.
In the event of a power failure, notify your systems
manager of the event so that he/she can check if you have
lost any valuable data on your system. He/she might be
able to retrieve any information lost during the power
failure.
Hardware Data are not processed accurately or completely.
malfunction
Notify you systems manager if you suspect a problem with
your hardware (your printer, mouse, keyboard and hard
drive),
Software Computer programs do not process data accurately, completely,
errors or according to user requirements.
Restart the computer. You may lose some work, but there
is no other way to solve the problem. Make sure that you
have set up the auto-recovery options on the programmes
you are working on. If this does not work report any
software errors to you systems manager as soon as they
are detected. It could indicate a software malfunction or
the presence of a virus on your system.
User errors Errors inadvertently introduced by users during transmissions,
input, validation, processing, and distribution of information.
Always check your work before saving and distributing it on
the organisation’s system.
Computer Illegal use of computers hardware, software, or data results in
crime monetary theft or destruction of valuable data.
Prevent unauthorised usage of your computer by setting up
a password system so that no unauthorised persons can have
access to the information on your system.

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(Linked to module XX04- Operate a computer)

Threat Effect and Solution

Computer Computer systems are used for unethical purposes.
abuse Ensure that the security processes are in place in your unit
to avoid anyone tampering with your system in your
absence. If you have a lockable office, ensure that it is
locked during your absence.
Back-up Contact the company IT Manager for your hotel / region.
Failure
Alternative There may be circumstances where the computer is not
Methods working due to a power supply disruption or the computer is
malfunctioning. You will then need to make alternative
arrangements or have a manual system in place for certain
tasks such as billing of guests, sending letters, etc.

Are there any other threats against data in your

department that you are aware of? List those threats
if any and keep with your portfolio of evidence.
Notify your supervisor of these threats, as he/she may
not be aware of them.

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Self-Assessment 01

Instructions  In the following test you will be required to answer all questions.
 You are required to obtain 100% to pass.
 Obtain feedback from your Assessor on the accuracy of your
answer.
 If you do not obtain the pass mark, revise the learning material
and redo the questions.

Question 1
What are the signs of virus infections on your computer system?

Question 2
What are the tips to reduce virus infections on your computer system?

Question 3
How would you safeguard your computer equipment against lightning and food and
drink spillage?

Question 4
List the possible threats to data.

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2. Capturing and Maintaining Data

Specific  Switch on the computer and access information in accordance

Outcomes with the manufacturer’s specification and organisational
requirements.
 Describe different search methods for finding data and explain
when to use them.
 Describe the system reference codes and explain how they assist
in capturing and retrieving data.
 Enter data and text correctly and generate reference codes as
necessary (Range of data: addition of data, modification of data,
deletion of data)
 Save data regularly to avoid loss of information.
 Identify capture errors and correct them in accordance with
organisational requirements.
 Describe the organisation’s data retrieval procedures and explain
why it is important to follow them.
 Locate and retrieve requested data within specified time limits.
 Close files and exit programmes in accordance with organisational
requirements.
 Explain how data is backed up and why it is important to back up
data regularly.
 Given a situation where completion of work is not achievable
within specified deadlines, report the details promptly and
accurately and give reasons for the delay.
 Describe an alternative method of storing or retrieving data when
the computer system is not functioning or if the power supply is
disrupted.

2.1 Accessing Data

(Linked to module XX04 –operate a computer)
Working efficiently will reduce the amount of time you
take to complete a task

Document the correct procedure to access data on your

computer. Keep it with your portfolio of evidence.

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Booting up Locate the power switch on the system unit. The switch may be a
regular looking switch located on the front of the unit – that you
press in. Most monitors also switch on with a button on the front of
the screen.

The computer will firstly do an internal inventory and a self-testing

process to check to see if the system is running properly. This is
called “booting up”.

When turned on the monitor will display a diagnostics screen and

then load the operating system (Windows NT, 95, 98, 2000, XP).

Once the operating system has completed loading, you will see what
is known as the Desktop or program menu of the particular program
your organisation uses. You may be requested to “log in” using a
specific code allocated to you by your supervisor. This must be
entered together with your password.

You are now ready to access data in your computer according to

your organisations procedures and policy.

2.2 Opening documents using Windows

(Linked to module XX04 –Operate a computer)
Open existing Using the menu in Windows
Documents Explorer
 Select file or folder as per
above (highlighted in blue).
 Left click on File, Open
Using the program you are
working in (e.g. Word,
WordPerfect)
 Left click on File, Open
 Select the file / document
you wish to open (highlighted
in blue)
 Either left click on Open
OR
 Left double click on the
file / document you wish to
open.

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Identify if there is more that one way of accessing

data in your computer and document the one that is
more effective and efficient to you. Keep with your
portfolio of evidence.
Access data on your computer within a designated
time frame as set by you manager.
Open an existing document through Windows Explorer
menu option and through MS Word or WordPerfect

2.3 Database management programs

Importance Databases are computerised filing systems for holding large
quantities of information. It allows for the effective storage and
management of large volumes of data.

The following are types of information that are kept in databases,

which makes it easy for the hospitality industry to keep track of
their customers and their products:
 Guest reservation information.
 Stock records, detailing prices and stock levels.
 Customer orders
 Supplier details

Importance Guest reservations, food orders or stock records can be accessed,

recorded, modified or deleted in the database. It is also easier to
keep information up to date in a database, as it is easy to access
and quick to locate specific information on a guest, a food order or a
product.

An advantage of using a database is that many people in the

organisation can share the info at the same time.

Managing the database for your organisation could involve the

following operations:
 Entering new data.
 Locating previously entered data.
 Changing and deleting existing data.
 Selecting portions of your data, such as all the guests in the
hotel or all the orders that are past due.

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 Arranging the data into different sequences, such as in

alphabetical order by last name.
 Producing reports and other printed output, including form
letters and mailing labels.
 Generating statistics – for example, counting the number of
orders for a particular item, or determining the average Rand
amount of all orders placed in the last year.
 Selecting your data. Most database programs provide some
tools to help you select subset of your data.

If you have a lot of data, you want some way to ensure it accuracy.
Many database programs let you prevent simple data entry errors
by defining rules for what data is acceptable in a field by specifying
an allowable numeric range for a field, or a list of valid entries.

Some programs also let you define particular items as mandatory, or

fill in default values whenever an item is left blank.

Importance Database programs do not share a similar look. They don’t allow you
to just jot down whatever information you want on each guest,
customer or inventory item. Instead, they make you decide in
advance, exactly which items of information you are going to collect.

All they have in common is a comparable set of standard features.

Specifically, most database programs have tools for:
 Designing new tables. All database programs have a feature
for creating and structuring new tables. Usually, when you
issue the command for creating a table, you see a screen with
columns for field name, type of data, and in some cases the
field size.
 Viewing and updating data: Most database programs offer
one or two standard forms for entering data – often a tabular
form and one-record-at-a-time form. Most also include
commands for searching for, changing, and deleting individual
records.
 Creating customer data entry forms. If your database is
fairly small and includes relatively few fields, you may find
the standard data entry forms sufficient. If you’re going to
be entering a lot of data, you may prefer to design a
customised form. Most high-end programs let you design your
own forms – placing fields wherever you like, including

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descriptive text or instructions, and adding window dressing

like lines or boxes to make the data easier to read.

2.4 Search Methods

Find out what is the specific procedure to search for

data on your computer system. Document the procedure
and keep with your portfolio of evidence.

Method Every organisation has it own procedures to search for data and
information on their computer systems. Different procedures might
also exist in the various departments of the organisation as the
functions differ in the various departments.

Organisations also use different computer applications to each

other. It is therefore important that you are familiar with the
specific software your organisation and department uses to search
for data.

2.5 Searching using Windows

(Linked to module XX04 – Operate an computer)
Search for Using the menu in Windows
Documents Explorer
 Left click on Tools, Find,
Files or Folders
 Type in the name of the File
or Folder if it is known to
you in the Name box
AND / OR
 Type in some text that
occurs in the document in
the Containing text box
 Indicate the Location either
by using the pull down menu
(arrow pointing down) or
Browse (if you know the sub-
directory the document is
likely to be in)
Using the program you are
working in (e.g. Word,
WordPerfect)
 Left click on File, Open
 Select the directory or sub-
directory that you want to
search in (highlight in blue)
 Type in the name of the File
if it is known to you in the
File name box
AND / OR
 Type in some text that
occurs in the document in the
Text or Property box
 You can refine your search if
you know the type of file,
dates, etc.
 Left click on Find Now

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(Linked to module XX04 – Operate an computer)

Search for Using the menu in Windows
Documents Explorer
 You can refine your search if
you know the type of file,
dates, etc.
 Left click on Find Now
The computer will search for
the file / document and will
provide you with a list of
likely files / documents.
Using the program you are
working in (e.g. Word,
WordPerfect)
The computer will search
for the file / document
and will provide you with a
list of likely files /
documents.

Practice daily to search for data on your computer

within a designated timeframe as set by your manager.
Identify and document the critical factors to adhere to
when searching for data. Keep with you portfolio of
evidence.

2.6 System Reference Codes

Get a copy of your unit’s system reference codes and

file with this module.

Importance Organisations use different application programs that may vary

from organisation to organisation. They therefore will use their own
system reference codes. It is important that you are familiar with
the system reference codes used in your organisation and
department.

Ensure that the system reference codes information is out of sight

of guests and customers as your organisation might deem this
information as confidential to guests and customers.

Type up the regular used codes and put it in a place

where it is visible to the regular system users.

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2.7 Entering of Data and Generating System Reference

Codes

Find out and explain the correct procedure for entering

data and generating reference codes. Keep with your
portfolio of evidence.

Importance Because organisations use different computer packages the

entering of data and the generating of system codes will vary with
each one. The basic principles of security and confidentiality of
data will however remain the same and should be adhered to.

It is important that you are familiar with the correct procedures

of the following aspect of entering of data and generating of
system reference codes:
 Addition of data
 Modification of data
 Deletion of data - Select the data you wish to delete by
highlighting it and right click on selected data. You can also
use the menubar and click on Delete.

2.8 Deleting existing Documents using Windows

(Linked to module XX04-Operate a computer)
Delete Using the menu (Option 3) in Using the program you are
existing Docs Windows Explorer working in
 When deleting a single file /  Left click on File, Open
folder select file or folder as  When deleting a single file
per above (highlighted in select file as per above
blue). OR (highlighted in blue). OR
 If you want to delete several  If you want to delete several
documents in a row, you can documents in a row, you can
click on the first one and click on the first one and
then, holding down the then, holding down the
“shift” key, click on the last “shift” key, click on the last
one. All the files will then be one. All the files will then be
highlighted. You can then highlighted. You can then
delete them all at once. OR delete them all at once. OR

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(Linked to module XX04-Operate a computer)

Delete Using the menu (Option 3) in
existing Docs Windows Explorer
 If you want to delete several
documents that are not all in
a row, hold down the
“control” key while you click
on each document. Once all
the documents you wish to
delete are highlighted, you
can click on the “delete”
button.
 Left click on File, Delete
 It will ask you the following:
“Are you sure you want to
delete _____ (file or folder
name)?”
 Left click on either Yes or
No
 When you delete files or
folders off your hard-drive
the computer sends it to the
“Recycle Bin”. This means
that you can “undelete” it if
you make a mistake.
Using the program you are
working in
 If you want to delete several
documents that are not all in
a row, hold down the “control”
key while you click on each
document. Once all the
documents you wish to delete
are highlighted, you can click
on the “delete” button.
 Press Delete on your
keyboard
 When you delete files or
folders off your hard-drive
the computer sends it to the
“Recycle Bin”. This means
that you can “undelete” it if
you make a mistake.

Note the critical factors to consider in the generating

of system reference codes, in order of importance to
you.

Deleting data exercise:

 Open a new document
 Name it
 Touch type a minimum of 10 lines (copy typing)
 Save document
 Print document
 Delete document

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2.9 Saving Data

Find out and describe the correct procedure to save

data on your computer and keep it with your portfolio
of evidence.

Data It is vital that a document is saved regularly whilst being worked on,
as the contents of the computer’s memory will be erased should the
computer be turned off unexpectedly. This means that if you
accidentally kick your computer’s power cord in the midst of typing
a letter, for example, everything you have typed is lost.
Data is also erased from memory whenever you leave an application
program, because the CPU assumes you’ll need to use the space for
the next task you choose to tackle.
If you are using a spreadsheet program, for example, the CPU
erases the spreadsheet you were using from memory as soon as you
exit that program.
In order to protect your work and to store it for use in future work
sessions, you need to copy it from memory to the hard drive. This is
known as saving your data.
You should save your data whenever:
 You are done working with it and are ready to start on
another project (if you finish typing one letter and want to
start another one, for example)
 You are ready to leave an application program.
Most programs automatically ask you if you want to save the
changes, when you give the command to exit or to close a program.
You should also save to disk whenever you have been working for a
while and want to protect the work you have done so far. This
protects your data against power failures, kicked power cords, or
drastic mistakes.
How often you should save depends on what you are doing and how
easy it would be to do over. A good rule of thumb is that you should
save your work every time you’d be unhappy if you had to do it over
again.

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2. 10 Procedure to save documents

(Linked to module XX04 –Operate a computer)
Saving Using the program you are working in (e.g. Word, WordPerfect):
 When you have finished working on your document, or even
when you are still working on it, you can save it to make
sure that it will be available to you and you do not lose it.
 Using the mouse, click on “File”, “Save”, or click on the
button that looks like a floppy disk.
 You will then be able to click through to the right folder
and save the document using a title of your choice.
 If you have already saved the document before, it will
automatically save it to the right place if you click the
“save” button. If you want to save the document under
another title or in another folder, you should click on “File”,
“Save As”, and then save it in the required folder.
When you are working on long documents, it is a good idea to
save every 10 minutes or so, in case something happens (e.g.
a power failure, software freeze. Etc.) And you lose your
work.

Try to open the files, key in the data and save it.
Exit the system being sure that all the data was
processed and saved. Practice this exercise daily until
you are familiar with the procedure.
Request an observer to watch and give you testimony.

2.11 Capture Errors

Find out and document the correct method in your

organisation to capture errors and to correct them.
Keep with your portfolio of evidence.

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Importance It is important that you can identify any capture errors that have
been made, either by yourself or by someone else that uses the
same system.

Organisational requirements may differ from department to

department and even from organisation to organisation. You must
ensure that you follow the correct methods of identifying and
correcting any capture errors, as this may have a negative financial
or procedural implication for the organisation.

Capture and correct errors on you system using the

correct method. Are there any shortcomings with
regard to capturing and correcting errors in your
department? If there are, how can you solve this
problem?

2.12 Troubleshooting
Guidelines Sometimes problems arise while you are working on a specific
task and you are unsure whether to call in the Systems
Information Manager. Most occasions the problem is small and
can be solved yourself without calling in a professional. Be
careful not to put yourself in any danger whilst doing so.

Here are some tips on how to solve small problems on your

system:

Problem Remedy

Work has disappeared from
the screen.
Computer gives an error
message when it starts up.
Work won’t print.
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Have you not accidentally scrolled down the page?
Have you not left a disk in the floppy drive?
Have you got enough paper? Is there a paper
jam, enough toner/ink? If on a network are you
printing to the correct printer? Have you got
enough memory left on your hard disk for printing
to occur? When hard disks get full, failure to
print is sometimes the first warning you get.
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2.13 Data Retrieval Procedures

Document the correct procedure used in your

department for data retrieval and keep it with your
portfolio of evidence.

Importance Organisational specific programs may vary on the data retrieval

procedures to use and you should familiarise yourself with them to
effectively retrieve any data required.

Word processing programs. Even though each organisation or

department uses a different method or program to retrieve data
the basic principles will stay the same.

Once something is stored on disk, you can always copy it back into
memory when you want to use it again. As soon as the data is copied
back into memory, the data reappears on your screen and you can
modify it if you like.

In general, any data that appears on screen while you’re using an

application program is currently in memory. Should the system go
off unexpectantly the information is usually still available and you
might be able to save it.

Practice the retrieval of data, daily on your computer

system. List problem areas if any, in the data retrieval
method used in your department. Note the critical
factors you feel should be address to reduce the
problems?

2.14 Backing up of Data

Ensure that you have at least the previous backup

safely stored, and the one before that.

Explain and document the specific procedures to back

up data in your department. Keep it with your portfolio
of evidence.

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Importance Each organisation or department might have specific procedures

and methods to back up information or data. Familiarise yourself
with the backing up procedures used in your department if it falls
within your area of responsibility.

A backup procedure makes copies of your data and software, or

parts of it, onto disks or tape. It is important to back up data in
the event of human error or computer failure.

It is not always practical to back up information on disks if the

volume is too large. If a large volume of information is backed up
consistently a tape drive must be considered, which has a capacity
of over 2 gigabytes. (A disk only has a capacity of 2 megabytes).
This means that a tape can hold more than a 1 000 times as much
data as a disk.

An organisation may run a backup procedure on a daily, weekly,

monthly or continuous basis as transactions are being processed.

It is important to remember to regularly back up work, as you will

have to redo more work if something goes wrong. The amount of
effort needed to recover from data loss grows with each day
without backup.

Importance Backup disks must not be stored next to or on your computer as it

may be stolen, or destroyed in a fire. Backup disks must be stored
in a fire safe place that is away from your office.

If data is lost from your computer, you will need to restore it from
the backup disks. This recovery operation can be full or partial.

A full restore process would copy all the backed files to your
computer. For a partial restore the backup utility software will
enable you to select the specific files or folders you wish to
recover.

You have to select what you wish to restore and know where you
want to restore it to before you start the procedure.

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Backup The are different ways to back up information which include:

procedures A partial backup:
 Selected folders and/or files are backed up. You may wish to
only back up certain files that get used a lot.
 At the end of each day only the new and changed data is
backed up to a removable disk.
 At the end of the day backup items are copied to a different
disk allocated for each day. A colour coded system can be
used. E.g. each day of the week can have the same colour.
 By using a different disk for each day you can avoid
overwriting the backup items from the previous day.

A full backup:
 A backup copy is made of every file and folder on your
computer. This procedure will ensure that your complete
data/software is available for transfer to another computer
in the event of fire/theft.
 It is a good idea to keep a diary of the backup disks used to
remember which disks contain what.

(Linked to module XX04 –Operate a computer)

Backup Grandfather, Father and Son:
procedures  ‘This method is used for all types of copying. The principle is
that each version of the back-up data contains a small number
of changes from the previous version. So for example if you
are working on a file the first version if the ‘Grandfather’.
When you make some changes to it the second is saved as the
‘Father’. The next day when you open the file and make some
more changes you might save it as ‘Son’.

Full Media Copy:

 This method is where the entire contents of a disk, tape or
drive are copied to another disk, tape or drive. When backing
up in this way everything is copied – the operating system,
utilities, applications and files / data.

File copy:
 This method is when files are individually saved. The
advantage is that because of the moderate amount of data
being saved the costs of back-up media is reduced and less

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time is required to save or restore the data.

Record-by-Record:
 This method is used in on-line updating of data. The way it
works is that after a change to a record the previous version
is saved and the new record replaces it on the main data file.
This allows previous versions to be restored if required. Only
a small amount of data is stored and restored so costs are
low.

2.15 Backing up Material

(Linked to module XX04 – operate a computer)
Material You can back-up onto the following:

Magnetic tape:
 This is considered reliable if properly cared for and can hold a
large amount of data.

Exchangeable magnetic disks:

 These disks range in size and have very high data transfer rates.
They are vulnerable to accidental damage and dust and therefore
need to be handled with care.

Removable cartridge disks:

 These are sealed disks that require an additional drive in order to
run.

Floppy disks:
 These are used for immediate copying and longer-term back up of
data. However there capacity is low and speed of access is slow.
Floppy disks can also become corrupt and data can be lost in this
way.

Videotape:
 This has not been exploited as yet. They are able to hold large
amounts of data and are relatively cheap.

Optical disks:
 These are capable of holding large amounts of data. They are
often referred to as CD-ROM or CD’s and can be written to by
users. Two types of CD’s are available: the one you can copy files
to only once and the other is a re-writable CD, which means you
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can erase old data and copy new data onto the CD.

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Importance / It is important to back-up data for the following reason:

Implications
 Mechanical or electronic failure could mean that you loose
important data. Re-inputting the data is costly to the
establishment, both in time taken to do it and in delays in
providing services and / or products. Furthermore the loss of
information could also inconvenience guests – delays in billing,
incorrect billing, etc, which could result in loss of revenue.

2.16 Backing up of Data using a back up dairy

Procedure The following procedure can be used to back up data. This can be
done on a daily, weekly, monthly:

Step Procedure
1. Back up the information you wish to save onto a disk.
2. Clearly mark the disk with a previously designated number or colour
code so that you know what information is on which disk.
3. Complete the backup dairy as follows:
 Fill in which department the backup disks belong to.
 Fill in which computer the backup is for.
 Note the date that the backup was made.
 Note the time that the backup was started and the time it
was finished.
 Note whether the backup was a partial or a full backup.
 Note the contents of the backed up data. A document name
or information on the disk, this will make it easier to
remember what information is on the specific disk.
 Note the disk colour for easy recognition.
 Note the number of disks that was used to make up the
backup.

BACKUP DIARY
Department: Computer:
Backup Start Finish Type of Content Disk No of
Date Time Time backup Colour Disks

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2.17 Closing of Files and Exiting Programmes

Find out and document the correct procedure used in
your department for the closing of files and the exiting
of programs and keep it with your portfolio of evidence.

Importance It is important to save any data you wish to keep before you close
the file you have worked on and exit the program. Most programs
will ask you whether you wish to save the information or not. You
should be familiar with the specific methods used to complete these
two functions.

Reducing the magnetic radiation emitted by terminals:

You should not turn off your computer too often. In general, you
should turn off your computer only when you don’t plan on using it
again for several hours. You may want to turn off your monitor
temporarily, both to protect the screen and to turn off the
electromagnetic radiation.

2.18 Procedures for Deadline Delays

Find out what is the procedure for deadline delays in

your department and document it. If there is no
procedure, observe the process and list the steps.
Keep it with your portfolio of evidence.

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Deadline Given the situation where completion of work is not achievable

delays within a specified deadline, the details must be reported promptly
to your supervisor/unit manager/systems manager, accurately and
reasons must be given for the delay.

It is important that your unit manager or supervisor be notified

immediately in the event of you not being able to complete a set
task within a specified deadline.

There might be other departments in your organisation waiting for

the completed work from you and it might delay their work should
they not receive your completed work within a specified deadline.

Always give your unit manager or supervisor the reasons for the
delay as it might impact on the project as a whole if problems are
being experienced.

Explain your responsibility in the event of delays in

your dept in term of meeting deadlines.

2.19 Alternative Storage Methods

Find out what alternative storage methods for data is

used in your organisation. List them and keep with your
portfolio of evidence.

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Storage To avoid cluttering the memory with too much data and at the same
Methods time to ensure you save a copy of it, data you are not immediately
working with should be transferred to a section- storing device,
such as a disc. The disc is for long-term storage of data.

Make extra copies of data for safekeeping by copying from the

computer hard drive to a stiffy. This way you ensure that your
information is still available to you in the event of your computer
having a system malfunction or in the event of a powercut.

Archive data that you don’t use regularly (and therefore don’t want
taking up space on your hard drive), but that you don’t want to
discard altogether.

Long-term storage of data is possible as information can be put

onto CD-ROM. This means that you will only be able to read the
information and not be able to make any alterations to it. This form
of storage is also effective for catalogues, company policy
documents and any large amount of information that does not need
to be changed but that does get read often.

To avoid cluttering the memory with too much data

carry out the following storage methods:
 Transfer data for storage to a disk.
 Archive data that you don’t use regularly.
 Store data onto a CD-ROM disk.

Request written confirmation of your competency in

the above from the Night Auditor and file with your
Port Folio of Evidence

Self-Assessment 02

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Instructions  In the following test you will be required to answer all questions.
 You are required to obtain 100% to pass.
 Obtain feedback from your Assessor on the accuracy of your
answers
 If you do not obtain the pass mark revise the learning material
and redo the questions

Question 1
Why is it important to save data regularly?

Question 2
What are the troubleshooting problems and remedies?

Question 3
Why is it important to back up data?

Question 4
Discuss the importance of notification of deadline delays.

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3. Security and Confidentiality of Data

Specific  Explain the organisational procedures for maintaining the

outcomes security and confidentiality of data.
 Describe what constitutes confidential information and who
would be authorised to receive such information.
 Maintain confidentiality and security of data in accordance
with organisational requirements.

3.1 Computer Security

Find out what is the standards regarding computer

security in your organisation, document and keep with
your portfolio of evidence.

Security The aim of computer security is to secure your organisation’s

Measures computer data from unauthorised access. The focus of most
computer security systems is authorisation and identification.

Authorisation means that users are only allowed to do what they

have specifically been authorised to do. E.g. only certain staff may
work on certain programmes.

Identification means that each user has an identification code

which is uniquely identifiable. E.g. Management can trace which
staff members have worked on which programmes.

Each staff member also has a password, which must be used in

conjunction with their identification code, to access certain
programmes.

There is a computer security risk when using a stand-alone

computer but there is an even greater computer security risk to
computers that are linked to other computers in a network. A
hacker (someone who breaks into computers) has to have physical
access to a stand-alone computer whereas computers that are
linked to a network provide the hacker with remote access.

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3.2 Guidelines for computer security

Guidelines The following guidelines are important to ensure that organisational
computer security is not breached.

No Guidelines
1. It is important to remember never to write down your password as
an unauthorised person might use it to gain access to your computer
and programmes.
2. Use a password that is not unique to you but which is easy for you
to remember. Never use something from your personal life for a
password, such as your dog, child or husbands’ name. Remember
that a hacker (someone who breaks into computer systems to steal
information or to alter information) may gain access to your
personal records and from this personal data might be able to guess
your password.
3. The best passwords are ones that are reasonably long as they will
be difficult to guess or to discover.
4. Always be on the alert when typing in your password, as someone
might see what you are typing and then gain access to your
programmes/computer at a later stage.
5. Change your password regularly as someone might just discover
what your password is and use it to gain access to your
programmes/computer.
6. Never e-mail your password to anyone who claims that they need it
for some important sounding reason.
7. Never e-mail your password to anyone as someone else may
intercept it and use it to gain entry to your computer/programmes.
8. Never leave your computer unattended while you are still logged on,
as someone might access it.

As an exercise, study the guidelines for computer

security and make suggestions where these guidelines
can be improved in your own area of work.

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3.3 Authorisation codes and passwords

Get a copy of your unit’s computer confidentiality

undertaking, complete it and file with this module.

Confidentiality A measure that can be used to ensure that staff members adhere
undertaking to the security and confidentiality code of the organisation is for
each staff member to sign a document, whereby the staff
member undertakes to adhere to the computer security and
confidentiality policy of the organisation.

All users are to adhere to the following:

 All users will have their own initials as an authorisation
code, as well as a self-determined password, to access the
system.
 All users must sign the Undertaking of computer
confidentiality and security document.
 The completed form is to be filed in the staff member’s
personnel file.
 The password is confidential and may be known only to the
user. It does not print, nor appear on the screen, when
typed.
 The confidentiality of these codes is the responsibility of
the user.
 Under no circumstances are these codes to be handed over
to any other member of staff/management.
 The user will be held responsible for any transactions
carried out using his/her code.
 Passwords must be changed on a monthly basis for optimum
security. The Front Office Manager must ensure that this
is done.
 Any member of staff found using the code of another
member of staff will be subject to disciplinary action.

An example of such a document follows on the next page:

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UNDERTAKING
OF COMPUTER CONFIDENTIALITYAND SECURITY
Company: Department:
Full name: Department Tel Ext:
I, the undersigned hereby undertake as a terminal user, to adhere and to
execute the following instructions, namely that I:
1. Will not reveal my access code to any other person or organisation.
2. Will ensure that my access code is renewed every 30 days.
3. Will not allow my access code to be used by anybody other than myself or, via
my access, make the system available to any other person.
4. Will not reveal to any unauthorised person, either within or outside the
organisation, information pertaining to the following:
 Computer hardware used in the organisation.
 Computer system procedures.
 Computer software.
 Information contained in the computer system.
5. Will sign off from the terminal whenever I am not working thereon or
whenever I leave my office.
6. Will, in the event of leaving my office, ensure that the office is always locked.
7. When not in use, will handle and safeguard the computer disks in my possession
according to organisational policy.
8. Will position the screen of my terminal in such a manner, so that it cannot be
observed from a door or a window.
9. Will allow no unauthorised person into the area where the terminal is located
whilst such terminal is in operation.
10. Acknowledge that a breach of this undertaking can lead to disciplinary steps
being taken against me.
SIGNATURE WITNESS
SIGNATURE
PLACE DATE

Explain the consequence if security procedure of

accessing codes and passwords are not adhered to.

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 50

3.4 Organisational Procedures for security

Describe the correct procedures used by your

organisation to maintain security and confidentiality of
data. Keep it with your portfolio of evidence.

Importance The organisational procedures to maintain the security and

confidentiality of data may differ from organisation to organisation.
It is your responsibility to ensure that you are familiar with the
specific procedures and policies as laid by your organisation.

3.5 Confidential Information

Guidelines Confidential information can be defined as, any information, which
may cause harm to any guest staying in your establishment, your
organisation’s integrity and reputation and the employees of your
organisation.

Guidelines regarding the handling of confidential information are

given below:

Step Area Confidential information

1. Organisation Operating procedures. The operating procedures
of your organisation must be kept confidential to
unauthorised persons, as the divulgence thereof
might be advantageous to your competitors.

Financial procedures. Never divulge any

information regarding the financial procedures of
your organisation to strangers as they may use it to
defraud the organisation.
Only authorised persons are to have access to this
kind of information.

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Computer system procedures. Hackers can

compromise the security of your organisation’s
computer information. Never give out any
information regarding your computer procedures to
unauthorised persons.
Certain procedures are delegated to specifically
authorised persons and they must ensure the
confidentiality thereof.

Security procedures. Safeguard the security

procedures of your organisation to ensure the
safety of guests and employees in your
organisation.
2. Guests or Financial information, personal and reservation
customers details. It is a serious breach of etiquette to
divulge any information regarding guests or
customers to any unauthorised persons who might
use it for fraudulent uses. The confidentiality of
guest and customers are of vital importance as
unscrupulous persons might use it to their own
advantage.
Only specifically authorised employees are to have
access to this type of information.
3. Employees Personal information. Divulging any personal
information regarding other employees is a serious
breach of security for an organisation as the
information could jeopardise their safety. It is the
responsibility of the personnel department to
ensure that no unauthorised persons have access to
this information.

Salary information. Never give out any employee

salary information to unauthorised persons. You
would not like any information regarding your salary
to be given to strangers.
It is the responsibility of the personnel department
to ensure that no unauthorised persons have access
to this information.

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List what information regarding your guests and

customers do you regard as confidential and what do
you not regard as confidential guest information?

3.6 Maintaining Confidentiality and Security of Data

Find out what specific organisational policies are in

place regarding confidentiality and the security of data
and keep it with your portfolio of evidence.

Controls The specific policies and manual procedures for protecting the
confidentiality and security of data are called control. These
controls can be applied to the overall running of the computer
systems in your organisation as illustrated below:

Control Example
Hardware Restricting access to machines/terminals; checking for
equipment malfunction.
Software Requiring logs of operating system activities, restricting
unauthorised access to software programs.
Data security Using passwords; restricting access to terminals to limit
access to data files.
Operations Establishing procedures for running computer task
correctly, establishing backup and recovery procedures
for abnormal or disrupted processing.
Staff Adhering to established formal written policies and
procedures.

What do you think would happen in a department if

these controls were not implemented?
Note your thoughts and keep with your portfolio of
evidence.

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Self-Assessment 03

Instructions  In the following test you will be required to answer all questions.
 You are required to obtain 100% to pass.
 Obtain feedback from your Assessor on the accuracy of your
answers
 If you do not obtain the pass mark revise the learning material
and redo the questions

Question 1
What are the guidelines for computer security?

Question 2
What are the guidelines for confidential information?

Question 3
What control can an organisation use to protect computer systems?

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SIGNATURES REQUIRED ON SUCCESSFUL COMPLETION OF THIS

MODULE:

General
comments
& review
by
Assessor

General
comments
from
Learner

I …………………………………………… (Assessor) hereby certify that I have examined the

learners’ workbook and that the learner has successfully completed this section of
the training programme.

_______________________ _________________________
SIGNATURE ASSESSOR SIGNATURE LEARNER

DATE: ___________________ DATE: _____________________

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Acknowledgements

This module was developed by Louise Whyte of Training and Assessment

Services for Theta.

Additional research and information has been extracted from the following
resource books.

Title
Hotel-keeping and catering
First step in retail management
Information Systems
Author
H. van Huyssteen/R. Nanny
T. Diedericks/M. Steyn/M Steynberg
Mark Wrice
Kenneth. C. Laudon/Jane Price Laudon

Additional information was provided by Ms Dale Kennedy – Holiday Inn Eastern

Boulevard, Cape Town.

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