IT User NVQ - Communication

IT Communication Fundamentals

B1.1 & B1.3 Use a minimum of three examples of information: two from IT based and one from another source. Minimum of three different examples of copyright.

There are many examples of electronic and paper based information on their sources. Internet news sites such as BBC provide daily global information whilst reference and research sites such as Wikipedia and GOV (UK government) offer information on a range of topics, from general interest to education, finance, legislation and law. Most businesses of a certain site will have a company website to sell and advertise their products and services. These companies will often have a staff intranet run on company servers for employees only. This gives access to company information, handbooks, procedures, forms and announcements. Paper based information is found in newspapers, books, maps and other printed literature and materials. Marketing information takes form in posters, billboards, leaflets, business cards and advertisements.

Copyright law applies to all information that is available to view and be stored. It applies to music downloads, personal details, medical history, financial records, and protects a company or creator from plagiarism and theft of owned ideas and work. When referencing someone else’s work it is important to acknowledging sources such as websites or books used. This also applies to images taken from imaging sites unless bought through stock photography. Electronically, access to information can be restricted and permissions granted to only those chosen by the authority, an example of this is an HR folder in a company network. Only authorised members of the HR department would have access to the folder and its contents as it would contain personal and confidential information. A person or a business proven to be breaking the Data Protection Act and Copyright laws will be heavily fined and can face a prison sentence.

B1.2 Describe a minimum of four different features of information.

Manuals and training guides provide information on how to use products and appliances including manufacturing guidelines and warranty information. Training guides are tutorials for the use of hardware and software, these start from a beginner level to more advanced features and functions. These can be supplied both paper and electronic format.

Books containing factual information can be bought from specialist bookstores, businesses or borrowed from libraries. These can be history and language books or dedicated to an interest or skill, for example carpentry or photography. Road and ordinate survey maps contain information about local, national or international areas and countries, whilst reports are created to show information relating to finance, success, stock and inquiry. These can be presented in a written form or a presentation on television or over the radio.

Creative work is a vital part of advertising information to attract interest and sales. Companies produce posters, brochures and other marketing materials to appeal to their current customer base and attract curiosity from new ones. Information featured on marketing materials usually relates to discounts, new products, extended sales, company profiles and imagery of goods, ideas and concepts.

Live information such as bus / trains times, road traffic news, national news bulletins and weather forecasts are available to provide continuous up to date coverage online, on television and through electronic displays. This is arguably the most widely used and necessary information feature to allow the smooth operation of transport, businesses and increasing public knowledge on local and worldly matters.

B2.1, B2.2, B2.3 & B2.4 Use a minimum of three different examples of access, navigation and search, one from each category. Use a minimum of three different search techniques and evaluate if the outcomes are fit for purpose.

Access – entering a password to access a file or folder, creating a database query, entering an exact web address into an internet browser.

Navigate – the use of website menu bars, browsing a company intranet, using bookmarks and favourites to store and recall websites and pages of interest.

Search – the use of a search engine, using the find tool in Microsoft programs, using a wild card in database systems when a range of results is required or the exact search name unknown.

Evaluation: – It is important that the information searched for and the results are relevant and up to date. Some websites are not regularly updated so will contain outdated information, a way to check for this is to check the end date on the copyright notice at the base of most home pages. Other informative sites such as Wikipedia are contribution based so users all over the world can input information on a topic. This information may not be accurate or be referenced incorrectly. Using a wildcard in databases will result in increased data found; sort through this for the information required will take time. However it is a useful tool if the name or description of what is being searched is unknown. Level of detail required is fundamental to how information is searched and accessed. For more detailed information, documents are often password protected or found through other means such as books and magazines on a specific topic. Navigation must be a sufficient option on any commercial website so the user can easily find what they are looking for. Poor design and limited functionality will dissuade users from using a site.

B3.1 & B3.2 – See Using Email evidence

B3.3 A minimum of three different examples of managing storage.

Managing storage in electronic communication is important to allow for organisation and easy retrieval of information. Creating message folders and subfolders with rules attached for incoming mail will help to organise busy inboxes into different categories such as department, sender name and importance. Subfolders can be included for completed tasks or read and replied to emails. Any important attachments should be downloaded to a specific folder and the email archived or deleted if possible to create more space. Archiving important emails allows them to be saved on an individual computer or on a network. These emails can be retrieved when needed and opened in a compatible email client. Deleting unwanted emails and regularly clear junk and deleted items folders will help to increase space and also the running speed of an email program. These folders can be set to auto empty on close of the program or after a certain number of days.

B3.4 & B3.5 Describe how to, and respond appropriately to, at least two common IT-based communication problems.

When communicating through IT some problems can occur which can be rectified by following guidelines set by the network administrator of the manufacturer. Examples of problems that can occur are attempting to send or receive an email with an attachment that is too large or unreadable. Many businesses set size restrictions on incoming and outgoing mail for security and space management. Decreasing the size of the file or finding an alternative method of delivery such as a USB stick will allow the recipient to receive without further issues. Sometimes an attachment cannot be opened as it has been created in a program not installed on the recipient’s computer. In this case either an alternative can be downloaded, Windows will recommend appropriate programs, or the sender and resave in a different format.

Emails from unknown senders can be problematic. These can be SPAM or phishing emails attempting to trick the recipient into entering personal or banking details under the guise of a legitimate company. They can also be innocent messages that can contain a virus attachment which is intended to damage the recipient’s computer. Ways to prevent this are to install antivirus software and update it regularly. Increase firewall settings and if possible install spyware prevention software also. Be wary of emails from unknown senders, if an email address does not appear legitimate most email clients have a block feature to stop further emails being received from the address. Any emails that appear to be genuine such as from a bank are often not so contacting the company by phone will clarify what is required.