1. I.T.F.M. Learning Outcome 2
Describe the impact of ICT on workflow, working practices and management and security of information

2. Impact of ICT on workflow
Access shared information
Transmit information electronically
Communicate around a computer network
Reduced need for movement and duplication of documents
Local Area Networks (LAN’s) and Wide Area Networks (WAN’s) are heavily used
Allows access and communication of information without the need for paper

3. Impact of ICT on workflow
fast communication, arrange and even hold meetings on line
Networked software: databases and electronic diaries allows accessing of centrally stored information
Technology has led to de-layering of organisations
Too many levels of mgt have previously hampered communications

4. Impact of ICT on Workflow
Input:
allows information to be received instantly from internal/external sources
Internet enables required information to be collected speedily
Process:
Software enables effective and efficient processing of information, increasing productivity
Output:
, e-diary, Internet and presentation packages enable effective transmission of information

5. Impact of ICT - summary Reduced need for movement of people
Fast communication around the organisation
Reduced need to accommodate people in specific areas
Fewer layers of management
Reduced amount of lost/misplaced documents
Less time wasted
Reduced costs

6. Impact of ICT on working practices
Advances in ICT over recent years have resulted in flexible working practices becoming more common
Hot-desking
Home working
Teleworking
Video-conferencing/audio-conferencing -
which allow remote meetings in a cost effective manner

7. Over the last 20–30 years, organisations have moved from having one mainframe computer to process data for a few of their activities (such as payroll or accounts) to having company-wide, often country- or worldwide, networks of computers affecting and controlling every aspect of their business.

8. The vast quantities of data and information that are held by these networks must be organised and protected – in other words, this data must be managed.
It is about setting up systems, procedures
and controls relating to the way data is input, stored and retrieved, who it is accessed by, how it is kept up-to-date and how it is kept secure

9. Data Management Centralised Systems:
Central dept. dealing with computer services
Responsibility for data mgt.
Including purchase and maintenance of hardware and software, setting up systems
Training, using policies, codes of practice and support systems
A potential disadvantage is that one size doesn’t fit all – some sections of the organisation might have particular needs

10. Centralised Systems Advantages:
Standardisation of computer hardware and software
Standard systems and procedures
Control of what is being used and how
Build-up expertise and specialisation
Overview of organisational data requirements and performance

11. Hardware Considerations
Keeping up to date with developments is essential and having specialists makes this easier, rather than relying on enthusiastic amateurs Having the right input and storage devices – this will depend on the type of data being entered, the volume of data and how often it needs to be backed up Having adequate processor speed, hard drive and memory capacity will ensure the system is optimised

12. Hardware Storage and retrieval devices include: External hard drives
DVDs
CD-ROM’s – large amounts, easily stored
Zip drives – large amounts, fast retrieval
Pen drives – portable, easy to use

13. Hardware Input devices:
Voice data entry – speak into microphone, interprets and displays on screen
Scanners & Optical Character Recognition – scan documents and images
Hand-held devices – portable, information can be downloaded to the main computer later
Touch screen – touch areas of screen rather than type
Mouse, light pen, smart card, bar code reader

14. Software
Utility programmes – helps to search for lost files, check for viruses, check IDs and passwords
Performance mgt – monitor, analyse and report the performance of software
Communications software – control the flow of data to and from remote sites
Applications software – mainly use Integrated packages (Microsoft Office)

15. Software Customised software – specially written for the organisation
Database mgt system – centralised database resource for the whole organisation
Allows a common database with many tables to be linked together
Accessed by everyone

16. Advantages of a Database Mgt System
Data is not stored several times in separate files
Data is consistent
More information is available to all users
Greater security – different levels of access can be granted so only certain people can access some information
Reduces time spent inputting data – data held in one file only

17. Security and Integrity of Data
Security – theft, damage and destruction
Integrity – ‘correctness’ of data and involves the prevention of inaccurate data entry
Privacy – held securely so that only those who need access to the data can access it
Confidentiality – those who do have access respect the data and do not discuss it with others who do not have a right to know

18. Organisations have a responsibility to identify and quantify the risks that their data is exposed to and to put countermeasures in place – policies and procedures that reduce or remove the identified risks

19. Minimising damage from physical threats
Ensure windows are closed and office s are locked when the building is empty
Alarm the buildings
Use cameras and surveillance equipment
Restrict visitor access
Keep visitors away from computer areas
Train staff on how to move equipment
Provide trolleys for transporting items

20. Keep fire doors closed to prevent the spread of fire
Have fir fighting equipment and train staff how to use it
Install a sprinkler system to help put fires out
Lag pipes to reduce the risk of burst pipes
Take out adequate insurance – if the worst happens you can recover from it

21. If the servers, hard drives and laptops are stolen then the data goes with them
Viruses can make files and PCs unusable SO
Store the original software securely – the software can be reinstalled on another system if necessary
Back up all files regularly

22. Access Rights
This means controlling or restricting access to those people who are authorised to use the data
Access rights can be set at different levels – relative to the position held in the organisation
See notes on privacy and confidentiality

23. Paper Based Information
Organisations are also responsible for ensuring the security and confidentiality of data held in paper based information.

24. Procedures should be put in place to ensure that:
Files are returned to the filing cabinet after use
Filing cabinets are locked and the keys stored somewhere safe
Papers are not left at the photocopier
All papers are collected from printers promptly
Papers are not left on desks unattended
Papers are shredded or disposed of properly

25. Data Management Impact
BEAR IN MIND THAT THE IMPACT CAN BE EITHER POSITIVE OR NEGATIVE
Speed: at which data can be input, processed, transferred and retrieved
Accessibility: appropriate access for authorised users and restricted access for others
Security and integrity: if unauthorised users can corrupt data, effectiveness and competitiveness can be reduced

26. Responsiveness: if information is out of date then so are decisions made. Firms must respond quickly
Customer satisfaction: may affect customer records, response times
Staff morale and motivation: affected by quality of data mgt. Frustrating and stressful
Quality of information: appropriate quality and quantity. Accurate and up-to-date

27. Consequences of Poor Management
BEAR IN MIND THAT THE CONSEQUENCES CAN BE EITHER POSITIVE OR NEGATIVE
Cost: duplication of data and user effort use up time and resources which costs money
Reduced effectiveness: poor information leads to quality of decisions being affected and reduces effectiveness

28. Reputation: poor responsiveness to customers and poor decision making can affect reputation
Legal action: must conform to legal requirements. Poor data mgt could lead to legal action
Loss of customers: impact badly on level of customer service

29. Data Protection Act 1998 Collected fairly and lawfully
Held for only the specified and lawful purpose described in the register
Used only for the purposes described
Adequate, relevant and not excessive
Accurate and up-to-date
Held for no longer than necessary
Protected by proper security

30. Copyright, Designs and Patents Act 1988
Ensures exclusive ownership is maintained
No unauthorised copying of materials takes place
Effects books, films, music, computer programs
To copy work you must get permission to do so
May also have to pay a fee
Copyright symbol - ©
May also show copyright owner

31. Computer Misuse Act 1990
Prevent unauthorised access to computer systems or materials
Deter criminals seeking to use computers in committing offences eg. Making unauthorised changes to data with criminal intent
Unauthorised access with the intent to commit or help further offences