ADMINISTRATIONADMINISTRATION

Sources of Sources of InformationInformation

REVISION – BLOCK 6

Sources of InformationSources of Information

In order for an organisation to function and carry out itsIn order for an organisation to function and carry out itsbusiness effectively it must be able to access information.business effectively it must be able to access information.

Examples of information needed:

train/air/ferry timetables road conditions hotels foreign exchange rates telephone and fax numbers up-to-date share prices

Where can organisations get access to Where can organisations get access to this information?this information?

It is impossible for an employee to hold It is impossible for an employee to hold lots of information in their head.lots of information in their head.

So organisations get information from various sources.

Sources can be grouped into:

People Based Sources

Paper Based Sources

ICT Based Sources

People Based SourcesPeople Based Sources

Some examples are:Some examples are:Conversations -

by telephone

at meetings

face-to-face

eg with line managers

Paper Based SourcesPaper Based Sources

Examples:Examples:

reference books

directories

eg Who’s Who

eg Yellow Pages brochures

catalogues manuals eg computer manuals files eg customer records

ICT Based ResourcesICT Based Resources

Examples:Examples:

computer files eg spreadsheets/databases e-mail electronic diary for times of meetings the internet for all kinds of information

such as flight times cd-roms

The IntranetThe IntranetFeatures:Features:

an internal computer networkeg the Mitel network you use in class

makes information available to users working for the organisation software, files and printers can be shared

server stores all software and data

workstations are connected to a server

staff access is controlled by user codes

Advantages ofAdvantages ofan Intranetan Intranet

employees have access to fast, up-to-date employees have access to fast, up-to-date informationinformation reduced software &

printer costs

efficient communications using internal e-mail

software can be updated for everyone simultaneously

files eg databases can be accessed by many simultaneously

DisadvantagesDisadvantages

staff training is essentialstaff training is essential

can be expensive to set up

when the network crashes, work may come to a stop

Some uses of the IntranetSome uses of the Intranet

Any documents frequently used eg price lists and Any documents frequently used eg price lists and staff newsletters, can be posted on the intranetstaff newsletters, can be posted on the intranet

Newsgroups can be set up to exchange information

File sharing saves lots of time and inconvenience

Messages can be e-mailed

The CD-ROM The CD-ROM

The following are commonly supplied on CD-Rom:The following are commonly supplied on CD-Rom:

Census information – about the populationRoad maps and route finders

Encyclopedia Back issues of quality newspapersRegional and social trends

Magazines and journals

The InternetThe Internet

Is a world wide communications network Is a world wide communications network which can be accessed by anyone.which can be accessed by anyone.

The Internet links vast numbers of computers and computer networks

These networks are run by Governments, universities, and private companies

To Access the Internet

You need:You need: Some services offered:Some services offered:

Communications software

An account with an ISP eg AOL

A phone line

A modem

A computer

ftp – file transfer protocol – users can “zip” files to save space and send to other users

www – world wide web – for access to more than 500 million pages of information

E-mail

Accessing the Internet Accessing the Internet

Large organisations can have direct access Large organisations can have direct access to the Internet.to the Internet.

Different ISPs offer different deals eg monthly fixed charge for unlimited use

ISPs can allow internet access at local call rate

Most individuals access through an ISP ie an Internet Service Provider

Finding Information (1)Finding Information (1)

Search engines eg Yahoo and Excite match Search engines eg Yahoo and Excite match ‘search’ words to opening words of a web site‘search’ words to opening words of a web site

URLs – Uniform Resource Locators or web addresses eg http://www.made4it.co.uk

Hyperlinks – words in blue on web pages which link to another page

Finding Information (2)Finding Information (2)

Computer files eg word Computer files eg word processing documents, can processing documents, can be sent as attachments on be sent as attachments on

e-mail messagese-mail messages

Confidential information should be encrypted(put into code) before being sent over the net

Finding Information (3)Finding Information (3)

Home PageHome Page – This is the first web page a – This is the first web page a user sees when he/she accesses the www.user sees when he/she accesses the www.

Bookmarks – allow you to save addresses of sites you use often

Web browser software – eg Microsoft Internet Explorer – accesses the www

Information AvailableInformation Available

Travel eg Scotrail, Travel eg Scotrail, EurostarEurostar

Hotels eg Hotels eg Hilton Group, Hilton Group, StakisStakis

WeatherWeather

Companies eg Companies eg Companies OnlineCompanies Online

Media eg Daily Media eg Daily Telegraph, The Telegraph, The TimesTimes

English language English language eg Roget’s eg Roget’s ThesaurusThesaurus

Government eg Government eg Department of Department of HealthHealth

Political parties Political parties General ReferenceGeneral Reference

eg Britannica eg Britannica OnlineOnline

Yellow PagesYellow Pages N.B Not all provide N.B Not all provide free accessfree access

Financial egFinancial eg

Exchange Rate Exchange Rate

Share PricesShare Prices

Creating a WebsiteCreating a Website

You must:You must:

4 Advertise the existence of the website

3 Place the pages on the host computer

2 Design the web pages

1 Rent space on the ISP’s host computer

Now answer the following questions in sentences on paper please.

1 What kinds of information do organisations normally need to access?

2 What 3 sources can firms use to access information?

3 Give an example of a “people-based” source of information.

4 What is an Intranet?

5 List 2 advantages to an organisation of using an Intranet.

6 What is the Internet?

7 Name 3 things required to access the Internet.

8 What does ISP stand for?

9 In what form should confidential information be sent over the internet?

10 How could you let customers know you have a web site?

Check your answers with the solution and note your score.