Online documents

Online documents

1. Compressing files

   • Makes files smaller to use less storage
   • A common method is convertin them to zip files
     • Zip files (.zip format) are compressed stores of data files
       • There are many algorithms for the process of zip files
         • Algorithms- A mathematical step by step sequence used to carry out calculations or instructions
         • The last item in a zip file is an index which shows the placemet of each of the data files and allows more data to be added
         • Zip files usually contain a program code which allows he zip files to be unzipped
         • Most compression software will support several zip files

2. Advantages of online software

   • Many people can share the same version of software and work at the same time
   • You can access the content where ever there is an internet connection and a device that connects, eg.
     • PC, smartphone, tablet.
     • Different operating devices- Windows, Mac

3. Controls over online documents

   • Version control
     • A way of tracking down documents, making sure you are using the most up-to-date version.
     • Older versions of the document are kept in case of emergency.
     • Another method: allocating the latest version number showing the time and identity of the person making changes
     • When a user tries to access a document that is already in use, the document will be locked an will only be unlocked when the user is finished with the document.
   • Levels of access
     • The system administrator can control the levels of access each individual has to a group of documents.
       • This can be done by allocating individuals to a certain group of documents by using file permissions
         • File permissions are access rights given to specific uses which contol which useres can read or make changes to the system
         • Read-only access allows users to read the document only
           • Example: A university instructor would create a word document tes for the students. This document would be made read only so the students could not edit the document.
         • Read/write access allows the user to read the document and make changes to it.
         • Full control allows useres to read a document, edit it, add a new document and delete or archive an existing document.
           • This access is usually given to the system administrator. It can also be given to senior administrators or other senior users within the organisation.