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online documents


Mind Map on online documents, created by JACK SQUIRE on 10/01/2015.
Mind Map by JACK SQUIRE , updated more than 1 year ago
Created by JACK SQUIRE over 6 years ago

Resource summary

online documents
  1. Compressing files
    1. Working with online documents means that local files frequently need to be uploaded for sharing, or downloaded to be used for local processing. Files may be extremely large, which can cause problems with transmission (delivery) in terms of speed and network usage. To reduce this problem, fi les have to be compressed (i.e. reduced in size) before transmission and then expanded after transmission. A common method of doing this is to convert them to zip fi les (.zip format).
      1. Zip files are basically stores of data files which may have been compressed. There are many different algorithms for doing the compression – with most compression software supporting several of these. The last item in a zip file is an index, which shows the placement of each of the data files and allows other files to be added. Quite often the zip file will also contain some program code (a sequence of instructions) to allow the files within the zip file to be unzipped (known as self-extracting files). There is a wide range of software available for zipping files, with one of the most popular being WinZip.
      2. introduction: Online documents (such as text documents, spreadsheets, presentations, graphics and forms) are any documents that are held on a computer but can be accessed, edited and shared from anywhere. Services which allow this include Live Documents, Microsoft ® Office ® Live and Google™ Docs.
        1. advantages of using online software
          1. The biggest advantage of using online document software is that you can allow many people to share a version of a document and work on it at the same time as other people (known as collaborative working). You can also access content:
            1. Online documents can also have automatic backup. Backing up files means that you save a copy of the file at a known point in time. This means that you can always go back to that version if you lose or corrupt the present version.
              1. Some software programs will automatically make a copy of the file you have open and are working on at set time intervals. In Microsoft ® Word ® you can set how often you would like the fi le to automatically backup (every 30 minutes, every 60 minutes, etc). Automatic backup of online documents is just an extension of this concept.
              2. Controls over online documents
                1. Version control
                  1. Version control is important when users are sharing documents online, as all users need to be working from the most up-to-date version of the same document. One of the simplest ways of implementing version control is to allow just one user to open a document, or part of the document, for update at any one time. When one user has the document open and someone else tries to access it, the document will be locked . It is only unlocked when the original user has completed updating the fi le and has closed it again.
                    1. Other methods of version control include the software allocating the latest version number showing the time and identity of the person making the changes. If, for any reason, a document does become corrupt (damaged) or is missing important updates, it is possible to roll back to a commonly agreed version number.
                  2. Levels of access and file permissions The system administrator within an organisation can control the levels of access users have to a particular document. They can allocate access to individuals or particular groups of documents by using fi le permissions . Some users may only be able to read documents but not edit them. Other users may be allowed to read and edit documents some may be allowed to add new documents and some will be allowed to delete documents. File permissions can be used to restrict access to certain documents and to restrict what can be done to them. An example within an accountancy business is shown in Figure 1.3 on page 10.
                  3. Read-only access. This allows a user to look at and read a document but not to change it. A university lecturer could use a Word® document to create a test for their class, if the document was set as ‘read-only’ then the class would not be able to make any changes to the wording.
                    1. Read/Write access. This allows a user to look at and read a document, but also to make changes to it. •
                      1. Full control. This allows users to retrieve a document, read it, edit it, add a new document or delete or archive an existing document. Full control is usually given to people who administer the system. They may be senior people within the organisation or senior administrators who report directly to senior management.
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