Information Handling Software: reports, validation and security

Information Handling Software: reports, validation and security

1. Outputting Information - Reports

   • Reports need relevant titles
   • Should contain a date
   • Only important information contained
   • Details should be well laid out
   • Page numbers
   • Reports are used to output information handling systems

2. Calculating Fields

   • Are fields which content can be worked out by contents of other them

3. Validation

   • When data is entered into a system it is important that the data has the correct structure, or the system will produce an error
   • 0845 1550411 - this is text because there is a space which isn't a number

4. Types of Validation

   • Data Type Check
     • The system will automatically check if the correct data is being entered into the correct field
   • Range Check
     • Making sure numbers entered are within the range
   • Presence Check
     • Making sure key fields always have data in them
   • Format Check
     • Is the data entered in the correct format? e.g. a postcode LLO OLL

5. Other Data Options

   • Lists - where data can be selected from a range of pre-entered data, saving information from being entered incorrectly
   • Input Masks - can be used when the data will be of the same format like a format check

6. Benefits of Information Handling

   • + faster to access data
   • + key word searches can be performed
   • + output formats - screen/printed as a record/saved as a document on a computer
   • + data integrity (errors will be reduced

7. Security Issues - Passwords

   • Password Protection - access can be restricted by usernames and passwords
   • passwords should be changed regularly
   • do not write your passwords down
   • have training to make sure they are kept safe
   • they should not be easy to guess

8. Access Rights

   • Read Only: look and don't change
   • Read/Write: you can make a change
   • Delete: can be deleted
   • Create: can make a new document

9. Backing-up Information

   • Make sure someone is responsible for it
   • Specify how often to back up documents
   • Consider where you are going to keep them?
   • Ensure staff are trained