1. Information Collection, Storage and Sharing

2. The use of computers have made it easier than before, to collect, store and share large amounts of information.

3. Reasons for Collecting Information The most common reasons of collecting information are: So that the information can be used as a commodity So that the information can be used as a commodity To make tactical and strategic decisions To make tactical and strategic decisions To monitor, control and supervise operations To monitor, control and supervise operations To be informed To be informed

4. Storing Information Reasons for storing information are: For reference For reference For analysis For analysis As a back-up As a back-up For archives For archives For distribution For distribution

5. Sharing of Information Information can be shared using: Manual files Manual files Networks Networks E-mail or instant messaging E-mail or instant messaging CDs and floppy disks CDs and floppy disks

6. Protecting and Securing Information

7. Since information is so valuable, considerable effort is spent protecting it from theft, fire, viruses, hackers, data loss and data corruption.

8. Protecting Information Numerous methods are used to protect and secure information. The most widely used of these methods are: Using passwords Using passwords File encryption File encryption Physical access restriction Physical access restriction Software access restriction Software access restriction

9. Protecting Information Cont’d Virus protection Virus protection Using fireproof cabinets Using fireproof cabinets Using firewalls Using firewalls Back-up and recovery Back-up and recovery Archiving Archiving

10. Data Corruption Data may be corrupted by: A computer virus A computer virus Willful acts of employees Willful acts of employees Computer malfunction Computer malfunction Power surges or outages Power surges or outages Poor methods for updating data Poor methods for updating data

11. Reducing the risk of data corruption Minimizing the risk of computer malfunction by performing periodic computer maintenance and keeping the computer in a cool room away from smoke and dust Minimizing the risk of computer malfunction by performing periodic computer maintenance and keeping the computer in a cool room away from smoke and dust Using surge protectors and uninterrupted power supply units Using surge protectors and uninterrupted power supply units Performing quality control audits to minimize willful corruption Performing quality control audits to minimize willful corruption Installing anti-virus software Installing anti-virus software