Everyone in the UK is a data subject, in a variety of ways, see below:
To ensure that we are comfortable with the level of information held by various organisations the Data Protection Act provides us with rights to data subjects.
Individual’s entitlements-
- To be told when any of their information is being used on behalf or on behalf of a data user
If data is being used, a description is to be given consisting of:
- The purpose for which the data is being held
- To be informed of any other persons or organisations to whom the data may be disclosed
- It is also the individual’s rights to receive clear communication of:
- How the data was obtained
- On occasions when the data has been used to evaluate matters relating to him/her or where the data has or is likely to have been used as the sole basis for any decision which may significantly affect him/her they are to be informed by the data user of the logic involved in making the decision.
- Data users also need individuals to provide proof of identity and may ask for payments of a fee. In return the data user is obliged to provide the information within a maximum of 40 days.
- Individuals are also allowed to give notice to data users informing them that they no longer wish their personal data to be kept and used, if they feel that continued use would either:
- Cause or be likely to cause damage or distress to him/her or to someone else
- The damage being distressing or unwarranted
Exceptions to the disclosure of information to data-
- Data used for the collection of VAT and tax
- Reports created and used by social workers
- Certain medical reported relating to an individual’s mental health
- Information being held for the prevention and detection of crime, or for the apprehension and prosecution of offenders
Flaws In the Data Protection Act:
- Personal data may be denied in the case of subject access requests under the Act- this is due to the time limit in which data controllers must meet in making a response
- For data such as CCTV images, which may have been overwritten, it may be impossible for a data subject to use their data access rights
- If the data has been deleted by the normal procedures of the business by the time data controller responds to a request, that data can not be supplied
Some of the information used has been taken from the Data Protection Act 1998 which is available online at and . The remaining research has been take using handouts from Halesowen College and sources recommended.
The Impact for Organisations:
I have worked for the Youth Offending service where joint databases were shared between NHS trusts and social services. This is so that either organisation had access to data held on clients. Both organisations would be required to notify separately due to the fact that they are data controllers in their own right. Whilst working there myself and others had to be careful about leaving details of clients unattended. If information was left out it was to leave information for the social workers. It was also very important not to disclose certain information and dispose of papers containing client’s information as soon as possible, other than their case files and the database. This is in order to keep within the regulations set by the Data Protection Act.
In contrast I have worked for a Youth project called Evolve who are not registered under the Data Protection Act. Whilst working there we found that we had to be very careful about holding and maintaining records of the young people, which were for the purpose of informing them of further event dates and play scheme dates etc.
As far as I am aware, as long as the information is stored in a paper-based system, which it was and only used for the purpose stated and with the young people’s parents/guardians consent, the youth group do not need to be registered with the Data Protection Commissioner. However it was important to keep in line with the regulations to ensure that the law was not contravened.
Protecting organisations from loss, corruption and viruses-
Data Security
It is a legal requirement of the Data Protection Act for data concerning individuals to be kept secure. Meaning it needs to be protected from unauthorised loss or view. As well as this, the data held on computer systems can be one of the most valuable assets of a company. Security measures have to be put in place to protect it from unauthorised access and damage. In order to deal with security risks, most organisations have an information security policy. Outlined below is what a typical security policy will cover:
- Backup procedures
- Protection against fires and flooding
- Procedures for reporting security incidents
- Training to make staff members aware of their responsibilities
- Access controls to computer systems and data by means of user ID’s, passwords and access rights
- Controlled access data i.e. smart cards, ID badges, sign-in/out
- Screening of prospective employees and disciplinary procedures in the event of security breaches
Backup Procedures
Backing up data involves copying it to a removable device such as a CD-ROM, Zip drive. Backup copies are usually made on a daily basis, or more frequently, depending on the nature and importance of the data. The backup copies should be labelled and even stored in a fire proof safe in case of emergencies, that way it will be safe.
Access Control
The use of user Id’s and passwords in order to gain access to computer systems can help protect information. A user Id is normally assigned to each individual and is open to view, whilst the password is kept secret and does not appear on the screen when typed in. Usually individuals can change their password when they like. In cases where individuals are authorised to access sensitive data, which only certain people are allowed to view, use of a second password is advised. These access controls are used to protect the privacy of individuals and the security of confidential data.
Basic rules that should be followed when using passwords are as follows:
- Do not write passwords down
- Keep passwords confidential
- Do not use obvious names or numbers
- Change passwords regularly
Theft
Theft of computer equipment or laptops can cause many problems for the owner, if they have not used some form of backup. Confidential files and contacts may be lost and misused if they are not protected properly therefore it is very important to make sure all data is backed up.
Computer Viruses
Viruses damage computer files and cause inconvenience and annoyance to the users. Precautions should be put into place to avoid computers becoming infected, such as:
- Installation of virus checkers- computers are automatically checked for infected data when the computer is started up. Manual checker can also check for viruses on floppy disc
- The sharing and lending of floppy discs should be avoided to reduce the risk of viruses being introduced onto systems
- Files form the internet should be downloaded with caution and unrecognised emails should not be opened- it may introduce a virus.
- Virus checkers should be installed – the software should be capable of detecting viruses and also be able to remove it from the infected file.
Power Failure
- Uninterrupted power supplies (UPS) contain powerful batteries that are continuously on stand-by and will switch in if there happens to be a power failure. Usually they don’t allow work to continue for long periods, however they provide enough time in which to shut down without the loss of data
- UPS systems have specialist software which works alongside the power supply designed to sense a power problem
Research has been taken from course material at Halesowen College- Legal and Security.doc
5.1 Email:
Due to the wide spread growth of the internet more and more people are communicating via email. Email is the preferred method of online communication due to it being so quick and efficient. Emails have a variety of uses which make it appealing. It is used to send files to co workers, greetings and setting up meetings to name a few. It also enables individuals to mange their emails as well as set up folders in which to store information. In addition, it enables information to be organised and helps to manage tasks. Essentially basic electronic communication has evolved into a well sort after resourceful tool.
Advantages of Email -
- Informal method of communication
- Allows addresses to be created in an address book
- The same message can be sent to multiple addresses
- Quicker than writing and sending a letter through the post
- Cheaper than a phone call
- Enables pictures, files, music and text to be sent
- Messages can be sent worldwide
However it does have its downsides. Internet emails may travel and be stored unencrypted on a number of other networks, this may mean that others can access the content of the email and tamper with it. Also worms and viruses can be passed via email causing infections and damage to the computer system. Viruses are difficult to detect, especially when individuals have very little knowledge of viruses and how they work. Additional disadvantages are outlined below:
Disadvantages of email -
- In order to use email the person you are contacting also needs to be connected to the internet
- Junk mail can be received as well as your emails
- Large files can be costly
- Emails carry the same legal weight as a letter typed on headed note paper- employees are not always aware of this
Nevertheless, purely internal or intranet mail systems, this is information that never leaves the organisations network, are much more secure although there is usually individuals within organisations who’s job it is to check and monitor the emails of others.
How to use a network safely -
- Do not send chain letters- it congests the network
- Remember that email is not always secure
- Do not use academic networks for commercial purposes
- Respect others rights i.e. do not use the network to harm others, do not invade privacy
- Keep within the law- do not use unlawful material
- Do not use offensive language or messages
Information has been taken from course resources from Halesowen College GLH\Advantages and Disadvantages of using email.doc and information taken from the internet available at & id=242832
5.2 The Internet and Intranet:
Intranet -
An intranet is a private version of an internet or a version of the internet confined to an organisation (Lawton.S, Digital News and Review, April 19, 1995)
Intranets enable everyone within an organisation to access the same information via their individual computer systems or workstations. The information is available to individual users via a browser. Due to the fact that access is limited only to those within an organisation means that there are no immediate security problems unlike the internet.
Intranets are becoming increasingly used to deliver applications to facilitate group work and teleconferencing, as well as an aid in product management to advance productivity.
Advantages of an intranet -
- Secure
- Protects unauthorised access
- Cost effective
- Easy to use
- Easy to update
- Quick
Specific benefits of an Intranet to organisations -
- Web publishing- allows corporate knowledge to be maintained and easily accessed throughout companies
- Enhances collaboration- Team work enabled due to information being easily accessible
- Timesaving- up to date information readily available
- Cost effective- Less paper being generated, thus reducing paper and printing costs
- Communication- more information available to employees
- Application relevant to users responsibilities and roles
- Improved morale- use of bulletin boards for staff to share information and ideas
Internet -
The internet is a worldwide, publicly accessible series of interconnected computer networks in other words it is a ‘network of networks’ that has million of domestic, academic, business and government networks, which carry various information and services such as electronic email, online chat, file transferring and the interlinked web pages amongst other resources of the World Wide Web .
Common uses of the internet-
- Email- sending of electronic text messages between individuals
- World Wide Web- a set of interlinked document, images and other resources accessible via the internet
- Remote access- allows computer users to connect to other computers and information can be stored easily, wherever they are in the world
- Collaboration- low cost and instant sharing of ideas, knowledge and skills has made collaborative work easier
- File sharing- files are able to be shared through emailing and adding attachments to messages
- Streaming media- radio and television broadcasters provide internet ‘feeds’ of their live audio and video streams allowing shift viewing or listening
- Web cam use- allowing full frame rate viewing and can be used around the home or elsewhere at low costs
- In the home- dial up, landline broadband, Wi-Fi, satellite and 3G technology (mobile phone)
- Public places- Libraries, internet cafes, airports, coffee shops and hotels have internet access
- Wi-Fi- provides wireless access to computer networks
- Socialisation- Social networking via websites such as Myspace and Facebook
- Political organisations- try to achieve a new method of organisation in order to carry out internet activism
- leisure activities- multiplayer gaming this creates communities
- Downloading of games, movies and music
- Enable access to weather forecasts, sports,
Shopping,
-Holidays and so on
- Marketing- low cost advertising and e-commerce
- Fastest way to spread information to a vast number of people
-Revolutionised shopping
- Facilitated personalised marketing
Disadvantages of the Internet-
- Uncontrolled- accessible to anyone
- Need to have a computer in order to access information
- Information on sites not always factual
- Distraction- drain on corporate resources and to students
- Social networking- unsafe if used by the wrong individuals
- Allows easy access to individuals which can have disastrous consequences i.e. credit card fraud
- Can cause unsafe viewing at the click of a button
- Can cause viruses and infections
Contrast between the Internet an a Intranet-
The major difference between the internet and an intranet is the technology that is used by this I mean the software and hardware. The internet is a large, uncontrolled and accessible to anyone who has a computer and a modem, alternatively, an intranet is controlled and access is governed specifically for approved users.
Extranets:
An extranet is a type of intranet that provides various levels of access to authorised users outside of the local network, unlike an intranet which is generally restricted to employees of an organisation.
The most direct benefit of having an extranet is that it provides clients with an additional source of updated information that may otherwise have to be obtained by telephone or mail. Customers also have constant access to information such as, the latest products, price changes, expansion news etc.
I have carried out my research using course materials- GLH\Intranets and Extranets.doc I have also accessed the internet site and Digital News and Review, 1995.
Part Two:
6.1 IT and Organisations:
For this part of the assignment I have explored how IT has affected organisations in general. Looking at how working practices have changed and the economic implications of IT that organisation may face.
With the increasing changes in information technology the ways in which organisations manage and process information is changing. Many organisations now rely heavily on information technology to communicate with colleagues, other organisations and clients. Outlined below are the ways in which organisations use IT in our society today:
Internet and the workplace- The internet allows greater flexibility to working hours and location due to the un- metered high-speed connection and web applications we now have access to. In addition, the internet can now be accessed on the move through mobile phones and laptops making it easier for employees to make constant contact.
Remote access- Employees can work from home due to the internet which allows computers to connect to other computers which allows information to be shared through many industries. Employees on business trips or on holiday can open a remote desktop session into their normal office computer using a secure Virtual Private Network- giving them complete access to their normal files.
Computer databases- Allows employees of the same organisation and in some cases other organisations to share information and have quick access to information saving time for employees and allowing work productivity to increase.
Economic Implications- IT is playing an increasing role in growth, capital investment and other aspects of the economy especially the internet which is changing the ways in which individuals work and the way we live.
Organisational change- IT can potentially change the structure and performance of organisations and human enterprise. Although it has been suggested that IT allows organisations to gain advantages it does not allow new relationships to be formed amongst suppliers, customers, competitors and providers due to the lack of face to face communication.
Small businesses- Small businesses may be at a disadvantage due to their limited ability to grow quickly, achieve economic of sales and bring products to market which in turn makes them vulnerable and causes them to be brought out by larger businesses. On the other hand, it may provide them with access to global markets and help to diminish transaction costs.
Access to IT- In order for organisations to use IT effectively relies on the ability of organisations/ businesses to participate. However, in order for the employees to be effective they need to have the correct skills, education, ability and a specific knowledge of IT. The businesses will also need financial resources.
Employment and the workforce- workforces are increasingly changing in size world wide as well as the knowledge and skills which are required in order to be successful. Organisations and companies are in competition with one another and are becoming dependent on their abilities to develop, recruit and retain a technologically sophisticated workforce. However many organisations are unable to meet these demands for skilled and knowledgeable workers and as a result the gap is growing.
I have carried out research for this part of the assignment using the internet site http://www.technology.gov/digieconomy/topic.htm
7.1 IT and Individual:
Evaluation of how IT has changed home life:
Introduction:
The first two influential technologies were print and telecommunication, developments of these technologies are still being carried out today.
It has been said that modern IT could be down to a development of mobile military radio which took place during the latter part of the Second World War. The military trained and paid for developments which were then used after the war.
Over time technologies have become wide spread and at one point or another everyone has had use for some type of developed technology, for use in the home. Outlined below are some of the common uses of IT in the home today and their uses-
Information and Entertainment:
- The introduction of televisions with teletext facilities and more recently the development of high definition TV’s (HD ready TV’s). Also all television sets are being changed over to digital.
- Satellite and cable TV- allowing home shopping, interactive features and programming recording.
- Computers- Internet access and the World Wide Web
These technologies have developed, becoming more advanced over time and enabling:
- Internet access via a mobile phone
- Electronic organiser- storing vast amounts of information
- Call back facilities- 1471
- Answering machines and fax machines- makes communication easier
- Facilities for disabled people- video phone and other special services
Leisure and entertainment:
IT is widely used in the home as a form of leisure activity and entertainment, over time more traditional methods of such activities have developed into the following areas:
- Computer gaming- availability of game consoles such as the Playstation, Nintendo, and internet gaming
- Digital cameras- allows you to store pictures on a range of devices
- PC’s- Internet access, home shopping, search engines, news and downloading
- Educational devices- educational aids, interaction between device, TV or computer and the user, creates a fun and interesting way to learn
PC’s and The Internet:
The internet phenomenon as rapidly become widespread throughout individual homes and has become apart of every day living due to its many uses:
- Emails- allowing quick communication to any number of people in one go
- Home banking- via the internet or telephone, less time consuming
- Word processing- typing letters and sending invitations
- Spreadsheets- enables home and work accounts to be managed as well as other finances
Other forms of technologies:
There are other developments in technology that we use in the home, these are:
- Burglary alarms- sensors which detect information
- Smoke alarms- again the use of sensors
Heating and Lighting:
- The use of timers for heating
- Energy saving light bulbs
Effects of IT on different groups-
Access to IT will be different for a range of people. The internet is widely used by individuals from all different groups more so those who are able to afford the technologies and who have knowledge of their uses. Some elderly people do not have accessibility to the wide range of technologies available and therefore continue to use more traditional methods.
The cost of technologies can be very costly, although the prices do normally decrease as they become more popular and the items develop.
Information technologies have enabled individual to work from home via a computer link to the office or factory. The advantages of teleworking are that it allows women in particular to work from home- combing work and childcare.
Furthermore, having access to IT has enabled students and young people to communicate to a wide range of people and gain access to information that they may not otherwise of been able to acquire. Information technologies can be used as an academic aid as well as a form of socialisation and leisure.
Consequently, IT may have serious implication causing the use of items such as MP3 players and computer gaming can distract individuals causing their studies to suffer as well as them becoming anti social. In addition, access to uncontrolled facilities on the internet can have disastrous consequences.
Information has been taken from course resources at Halesowen College: L:\STAFF\PMITSON\Access\Thoery work\IT-society.doc
Part Three:
4.1 Practical use of the Internet:
Internet Use- Clothes Shopping
I selected two sites that I am familiar with from the internet through the search engine Google these were: and
Additions:
This website is very attractive and has a number of links to help you search for what you’re looking for. It also welcomes its customers by placing your name at the top of the page when you sign in; this is providing you have an account with them and customers are provided with a special VIP section.
There are links to check you account and set up an account, ‘My account’ enables customers to check their balances, look at previous statements, and orders it also allows you to track you order and allows you to arrange returns as well as email any queries you may have. The site has links to help you search for the exact item that you want. Once you click onto the main area it provides a drop down list of categories such as brands, sportswear, kids clothing, women and men’s. This site also gives you access to buying electrical appliance and sale items. In addition there is a quick search facility, which allows you to type in a key word, the site then brings up all items associated with the word.
Additions allows you to zoom in on the item you are interested in giving you a clearer picture of the item, the prices are clear and visible to see so that you know what your buying. If you double click on the item it gives you the option to add the item to the shopping basket, you can then continue to shop whilst the basket provides a total of your goods.
When you are ready to complete your order you are able to click onto ‘view basket’ which guides you through the process of paying for your order. It provides a list of the items in the basket along with an expected delivery date and a break down of the total and delivery charge. It also allows you to pay for your items straightaway with a variety of cards or through an addition direct plus account.
The downside to this site is that it does not tell you straight away that your preferred item is sold out until you express an interest in the item, which can be quite annoying. Also delivery dates can be weeks away, if items are not in stock even though it states that the item is available.
Next Clothing:
The Next site is more superior and has an attractive homepage with a drop down facility which provides you with, women’s wear, men’s wear, children’s wear and house and home. The clothing has been placed into categories i.e. work wear. It also gives you the option to request a catalogue. You are able to click on the clothing and zoom to get a clearer picture. A wide range of different types of clothing are available as well as household items
Comparison:
Overall, I prefer the Additions direct website I felt it was more user friendly and offers a wide range of clothing. The pages were also well organised and easy to view. Next clothing seemed to be the more superior site but I found that there were a lot of items placed on each page, making it harder to view items of interest and I did not find the zoom facility to be very helpful.
Furthermore, the cost of items were easy to see on the additions web site where as on the Next website it told you the price but when you clicked onto the item the prices differed depending on the size.
There are a wider variety of functions on the Additions site which makes it better in my opinion I like the ‘my account’ facility which allows you to set up an account with them and monitor orders and delivery dates. Unlike the next site which only allows you to register your details.
Evaluation:
The idea of buying clothes from the internet can have its advantages and its disadvantages. The advantages of buying clothes on the internet is that you can do it from the comfort of your home and it may be less time consuming because you have the option of going straight to a particular item of clothing.
The disadvantages to buying clothes from these online stores is that there is no way of telling whether the items are going to fit or checking the quality of the item you are purchasing and the process of returning goods is more time consuming and costly.
The methods of payment do provide a secure way of processing payment, these sites ask you to enter a security password however there is always that doubt in your mind due to fraud being carried out over the internet.
Placing orders on these internet sites does not always mean that your order has gone through because the sites state that your order is being processed - sometimes items may have sold out due to high demand or have been discontinued, especially if ordering a sale item.
I personally, like using the internet to buy clothes and regularly use the additions direct website because I do not like the hassle that I am usually faced with in store and by using the internet I can shop in the comfort of my own home and at any time of the day or night, meaning it fits in with my lifestyle. However there is never any guarantee that the items I buy are going to be suitable or fit, which can be a problem.
Bibliography:
Course material:
EMAIL GLH\Advantages and Disadvantages of using email.doc
Intranets and Extranets, GLH\Intranets and Extranets.doc
I.T and Society L:\STAFF\PMITSON\Access\Thoery work\IT-society.doc
Internet:
Additions
[online], Available:
http://
[2008, May 19]
Data Protection Act, FACTSHEET
[online], Available:
[2008, May 19]
Data Protection Act 1998, HMSO,
[online], Available:
.
[2008, May 19]
Enzine Articles
[online], Available:
& id=242832
[2008, May 19]
Intranet
[online], Available:
.
[2008, May 19]
Next
[online], Available:
http://
[2008, May 19]
Understanding the Digital Economy
[online], Available:
[2008. May 24]
Journal:
Digital News and Review, 1995.
Appendices:
Appendix A-
Health and safety Checklist
The following pages show the checklist that was used to evaluate the health and safety issues at Halesowen College, Block 5, Learning Resource Centre, The Matrix Computer suite.
Natalie Dunstan-Bailey Page
