INTRODUCTION TO COMPUTER FUNDAMENTALS

COURSE TITLE: INTRODUCTION TO COMPUTER FUNDAMENTALS

CODE: CS 1101
CREDIT UNIT: 12
STATUS: CORE
COURSE DESCRIPTION
The purpose of the course is to enable students learn the basic skills of using a computer as a
central tool for pursuing their studies. It provides a general introduction to the broad aspects of
computer systems, how it works, a brief history of the computers and the basic components of a
computer. In addition, students will be grounded in the proper use of the Internet for research.
EXPECTED LEARNING OUTCOMES
By the end of the course unit, students should be able to:
▪ Recognize the various parts of a computer systems and what each does.
▪ Explain the functionality of the computer system
▪ Identify and use the various Operating Systems to create and manage files and folders
▪ Select and recommend appropriate software applications for different user problems
▪ Create and format documents and presentation using word processors and presentation
software
▪ Prepare spreadsheets and use the available formulas in a spreadsheet software to
manipulate and present numerical data
▪ Navigate the internet to retrieve, upload and download information
▪ Apply basic email tasks such as sending, receiving and managing electronic mail.
COURSE CONTENT
Module 1: Introduction to Computers Systems
Learning units:
• General introduction,
• Computer sub-system,
• Hardware/ software/ human resource,
• Data/operating environment,
• System unit,

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Module 2: Basic Computer Processing

Learning units:
• Software categories,
• Digital computers,
• Binary numbers
Module 3: Computer architecture
Learning units:
• Input/ output devices,
• Main and secondary memory,
• Central Processing Unit
Module 4: Introduction to operating systems
Learning units
• Windows Professional/XP/vista,
• Windows NT4.0,
• Linux/Unix
Module 5: The Internet and the World Wide Web
Learning units
• Internet;
• World Wide Web;
• Browsers: Netscape and Internet Explorer; internet addresses;
• Use of search engines;
• Use of the internet for on-line purchasing, on-line courses, research;
• Sending, receiving and managing electronic mail.
Module 6: Word Processing
Learning units
• Producing documents with formats and styles,
• Use of mail merge to create letters,
• Manipulating text and graphics and documents create templates and forms to use, import
/ export other documents into MS Word.

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Module 7: Spreadsheets and modelling

Learning units
• Use MS Excel for budgeting and analyzing financial and statistical data,
• Adding charts and objects to charts, import data from other applications such as
databases, carry out simulations and modelling using spreadsheets.
Module 8: MS Power Point
Learning units
• Produce excellent presentations with MS PowerPoint
Module 9: Computer Design & Graphics
Learning units
• Corel Draw;
• Photo paint;
• front page;
• Publisher
MODE OF DELIVERY
• Lectures
• Reading assignments
• In class discussions
• Guided discovery
INSTRUCTIONAL MATERIALS/EQUIPMENT
• Whiteboard and Markers
• Flip Charts
• LCD Projectors
• CDs, DVDs and Tapes
COURSE ASSESSMENT
• Continuous assessment tests 1 & 2 30%
• Group and individual project (course work) 10%
• End of semester examination 60%
Total 100 %

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OBECTIVE:
By the end of this session, students will be able to:
i. Define various terminologies used in computer and information technology
ii. advantages and disadvantage of using computers in our society today
TOPICS
1.0 Data and Information
2.0 Definition of Computer
3.0 Characteristics of computers
4.0 Disadvantage of using Computers
5.0 Importance of computers in business
6.0 Check Your Progress
7.0 Check Your Progress
8.0 LET US SUM UP

INTRODUCTION TO COMPUTER
Definition of Computer:
The term computer is derived from the word compute. The word compute means to calculate.
A computer is an electronic machine that accepts data from the user, processes the data by
performing calculations and operations on it, and generates the desired output results. Computer
performs both simple and complex operations, with speed and accuracy.
or
A computer is a multi-purpose electronic machine that is capable of accepting data, storing the
data, processing the data and finally outputting the processed data (information) through its
output devices in a form that is usable by human being.
or
Computer: It is an electronic device which processes given data to derive the required and useful
information. During the processing the computer has to perform various functions like
(i) Accepting Instructions & data from the user.
(ii) Performing various arithmetic and Logical operations as per Instructions given.

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(iii) Presenting the Information or Output to the user.

A computer is an electronic device that accepts user input (data) and processes it under the
influence of a set of instructions referred to as programs to produce the desired output generally
referred to as information.
• Data are the raw facts may not make much meaning to the user.
• Programs are set of instructions that instruct a computer what to do.
• Information is result after data has been processed.
Computer
A computer is an electronic device, operating under the control of instructions stored in its own
memory that can accept data (input), process the data according to specified rules, produce
information (output), and store the information for future use.
Functionalities of a computer
Any digital computer carries out five functions in gross terms:
1. Accept / take data as input.
2. Accept and Stores the data/instructions in its memory and use them when required.
3. Processes the data and converts it into useful information.
4. Generates the output
5. Controls all the above four steps

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Difference between data and information

Data:
This is the basic facts of any event in the life such as names, cost, prices, date, time etc
(Unorganized facts) e.g. lists of students in the school irrespective of their classes, sex or age.
Information:
This is data that has been turned into a more meaningful form that would make immediate sense
to any user. I.e. processed data (organized facts) example of processed data include: printed
documents, headed tables e.t.c

S.NO DATA INFORMATION

Data is defined as unstructured Information refers to processed,

information such as text, observations, organized, and structured data. It
images, symbols, and descriptions. In gives context for the facts and
other words, data provides no specific facilitates decision making. In other
function and has no meaning on its words, information is processed data
Definition own. that makes sense to us.

Data are the variables that help to

Information is meaningful data.
Purpose develop ideas/conclusions.

Information is refined form of actual

Data are text and numerical values.
Nature data.

Dependence Data doesn’t rely on Information. While Information relies on Data.

Information is measured in
Bits and Bytes are the measuring unit of
meaningful units like time, quantity,
data.
Measurement etc.

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S.NO DATA INFORMATION

As tabular data, graphs, and data trees Information can also be structured as

Structure can be easily structured. language, ideas, and thoughts.

Data does not have any specific Information carries a meaning that has

Purposefulness purpose been assigned by interpreting data.

Knowledge
It is low-level knowledge. It is the second level of knowledge.
Level

Decision Data does not directly help in decision Information directly helps in decision
Making making. making.

Data is a collection of facts, which itself Information puts those facts into
Meaning has no meaning. context.

Example of information is average

Example of data is student test scores. score of class that is derived from
Example given data.

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Difference between Data and Information

The following table highlights all the major differences between data and information −

S.No. Data Information

Data can be understood as a qualitative or

1. quantitative entity that helps in developing Information is data that has meaning.
ideas or helps arrive at conclusions.

It has been derived from a Latin worn 'datum', It was derived from French words and
2.
that means 'to give something'. Middle English origins.

3. Data is the plural of 'datum'. It refers to the 'act of informing'.

It could be letters, numbers, characters, It can be understood as the act of

4.
sentences, and so on. interpreting data.

It can be in a structured format, unstructured

Interpretation would lead to meaningful
5. format, or semi-structured format, such as
data.
graph, tree, table, and so on.

It is a single unit, and is considered as raw It is the data that has been processed, and
6.
information. most of it is useful.

It depends on the sanctity, authenticity and

7. It doesn't depend on information.
validity of data.

It can be understood as the second level of

8. All the data collected may not be useful
knowledge.

9. It is considered as low-level knowledge. It is the second level of knowledge.

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It can't be used in the process of decision- It is used frequently in the process of

10.
making. decision-making.

It can be understood as the property of an

11. organization, and hence, not available to Information is available to the public on sale.
public (for sale).

12. It depends on the source of data. It is reliable, and helps in analysis.

It can't be relied upon, and hence can't be used

13. It is readily available for use.
for analysis.

14. It alone doesn't have any significance. It is significant.

It is specific, since it is processed based on

15. It is not specific (depending on requirements).
the requirement in hand.

16. It can be based on records and observations It is based on processes.

Data processing
Is the process where data is transformed into information.
How a computer works
Data is entered into the computer through the input devices like keyboard then it’s received by
the main memory (RAM) which stores it temporary as it waits to be processed, its then sent to the
CPU for processing and finally its outputted through the output devices like the monitor.

Storage Device (RAM)

Input device Processing Device Output device

Keyboard CPU Monitor

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COMPUTER SYSTEM
A computer system is a combination of various components. It performs the system functions
such as input, processing, output, storage and control. A computer system consists of the
following components:
1. Hardware
2. Software
3. Human ware
4. Firmware
5. Bridge ware
1. Hardware
The physical components of the computer, such as electrical, electronic and mechanical unit are
known as the hardware of the computer. That is, the input units, output units and CPU are called
hardware. Thus, hardware is the equipment involved in the function of a computer. It consists of
the components that can be physically handled. The function of these components is typically
divided into three main categories: input, output, and storage. Components in these categories
connect to microprocessors, output and storage. Components in these categories connect to
microprocessors, specifically, the computer's central processing unit (CPU), the electronic circuitry
that provides the computational ability and control of the computer, via wires or circuitry called a
bus.
2. Software:

The computer performs operations like addition, subtraction, multiplication and division only
when the user instructs it to do so. The user issues instructions and the CPU acts in accordance
with the instructions. The sets of instructions, which control the sequence of operations, are known
as programs, and collectively programs are called software. The software can be broadly classified
into two types. They are:
a. System Software
b. Application software
3. Human ware:

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The man-machine interface is called a human ware. The people who work with the computer are
collectively called the human ware or livewire.
4. Firmware:
The computer programs permanently stored in ROM or PROM are called firmware. These
programs are provided by hardware manufacturer along with the computers. Generally, these are
booting programs which help in the starting of a computer. Such programs cannot be erased or
overwritten.
5. Bridge ware:
The computer components and programs used to translate instructions and information written
for one type of computer into a format that another type of computer can understand is called
bridge ware. This is necessary because different computers are made by different manufacturers.

Check Your Progress

What is human ware?
Notes:
a) Write your answer in the space given below
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ADVANTAGES AND DISADVANTAGES OF USING COMPUTERS

ADVANTAGE S OF COMPUTERS
Characteristics of a Computer
The Characteristics which make computer indispensable are

1. High Speed

• Computer is a very fast device.

• It is capable of performing calculation of very large amount of data.

• The computer has units of speed in microsecond and nanosecond.

• It can perform millions of calculations in a few seconds as compared to man who will
spend many months to perform the same task.

• The computer is able to process the date and give the output in fractions of seconds such
that required information is given to the user on time enabling the user to take right
decisions on right time. A powerful computer is capable of executing about 3 million
calculations per second.

• Computers work at very high speed and are much faster than humans. A second is very
large time period time for computer. A computer can perform billions of calculations in a
second. The time used by a computer to perform an operation is called the processing
speed. Computer speed is measured in Mega Hertz (MHz).

2. Accuracy

• In addition to being very fast, computers are very accurate.

• The calculations are 100% error free.

• Computers perform all jobs with 100% accuracy provided that the input is correct.

• Inspite of its high speed of processing, the computers accuracy is consistently high
enough which avoids any errors. If it all there are errors, they are due to errors in
instructions given by the programmer.

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• Accuracy means to provide results without any error. Computers can process large
amount of data and generate error-free results. A modern computer performs millions of
operations in one second without any error.

3. Storage Capability

• Memory is a very important characteristic of computers.

• A computer has much more storage capacity than human beings.

• It can store large amount of data.

• It can store any type of data such as images, videos, text, audio, etc.

• The computer has a provision to store large volumes of data in the small storage devices,
which have capacity to store huge amounts of data and help the retrieval of data an easy
task.

• A computer can store a large amount of data permanently. User can use this data at any
time. We can store any type of data in a computer. Text, graphic, pictures, audio and
video files can be stored easily. The storage capacity of the computer is increasing rapidly.

4. Diligence
• The computer performance is consistent even to all extent of more than 10 million
calculations, it does each and every calculation with same speed and accuracy. Diligence
Modern computers can work for long hours without getting bored or tired
• Unlike human beings, a computer is free from monotony, tiredness, and lack of
concentration.
• It can work continuously without any error and boredom.
• It can perform repeated tasks with the same speed and accuracy.
5. Versatility

• A computer is a very versatile machine.

• The computers perform three basic operations

1) It is capable to access and accept information through various input-output devices
from the user.

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2) It performs basic Arithmetic and Logic operations on data as desired.

3) It is capable to generate the desired output in the desired form.

• A computer is very flexible in performing the jobs to be done.

• This machine can be used to solve the problems related to various fields.

• At one instance, it may be solving a complex scientific problem and the very next moment
it may be playing a card game.

6. Reliability

• A computer is a reliable machine.

• Modern electronic components have long lives.

• The output generated by the computer is very reliable, but it is reliable only when the
data, which is passing as input to the computer and the program, which gives instructions
are correct and reliable.

• Computers are designed to make maintenance easy.

7. Automation

• Computer is an automatic machine.

• Automation is the ability to perform a given task automatically. Once the computer
receives a program i.e., the program is stored in the computer memory, then the program
and instruction can control the program execution without human interaction.

• Once the instructions fed into computer it works automatically without any human
intervention until the completion of execution of program until meets logical instructions
to terminate the job.
8. Reduction in Paper Work and Cost

• The use of computers for data processing in an organization leads to reduction in paper
work and results in speeding up the process.

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• As data in electronic files can be retrieved as and when required, the problem of
maintenance of large number of paper files gets reduced.

• Though the initial investment for installing a computer is high, it substantially reduces the
cost of each of its transaction.

9. Volume and Complexity: Computers are capable of handling big volume sof data and
complex materials,
10. Processing: A computer can process the given instructions. It can perform different types
of processing like addition, subtraction, multiplication and division. It can also perform
logical functions like comparing two numbers to decide which one is the bigger etc.
11. Communication: Most computers today have the capability of communicating with other
computers. We can connect two or more computers by a communication device such as
modem. These computers can share data, instructions, and information. The connected
computer is called network.
12. Flexible. Computers are flexible as they can do work of other machines like radio, phone
13. Recreational. Computer offers recreational facilities like game, movies e.t.c

Disadvantage of using Computers

1) Unemployment
2) Cost i.e. the initial cost, cost of training and cost of maintenance
3) Delicate i.e. you must handle it with a lot of care
4) Viruses, it’s a program which is designed to disorganize the proper functioning of the
computer system, it can be spread easily using the internet or networked computers
5) Pornography more especially computers on internet which can even show sexual acts
6) Crackers: is a person who access information illegally on the network and he goes on to carry
out malicious actions on it.
7) Computer does not work on itself; it requires set of instructions to be provided, else computer
(Hardware) is waste.
8) Computer are not intelligent; they have to be instructed about each and every step which
they have to perform.

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9) Computers cannot take decisions on its own, one has to program the computer to take an
action if some conditional prevail.
10) Computers, unlike humans cannot learn by experience.
11) Dependency
• It functions as per the user’s instruction; thus, it is fully dependent on humans.

12) Environment

• The operating environment of the computer should be dust free and suitable.

13) No Feeling

• Computers have no feelings or emotions.

• It cannot make judgment based on feeling, taste, experience, and knowledge unlike
humans.

Check Your Progress

• Bring out various characteristics of computer
• Notes: a) Write your answer in the space given below
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Check Your Progress
• What is the role of computer in business?
Notes: a) Write your answer in the space given below
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LESSON -3
DATA PROCESSING
3.0 Aims & Objectives
3.1 Introduction
3.2 Data Processing Cycle
3.3 Data Types
3.4 Kinds of Data Processing
3.5 Objectives of Data Processing
3.6 Steps in Data Processing
3.7 Practical Data Processing Applications in Business
3.8 Data Processing Operations
3.9 Let Us Sum Up
3.10 Lesson End Activity
3.11 Points for Discussion
3.12 Check your Progress
3.13 References
AIMS & OBJECTIVES
After reading this Lesson you will be able to understand:
1. Concepts of data processing and data processing cycle
2. Objectives and steps in data processing.
3. Various types and kinds of data processing.
4. Applications of data processing in business.

INTRODUCTION
Data Processing Concepts
• Data

Data means any collection of raw hand figures facts. Data can be considered as the raw
material of information. The data may be numerical such as payroll, employee Number, etc. or
non-numerical like Student names, Product names, etc.

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• Data Processing

As data is in its raw form it cannot solve any problem. The data needs some processing to make
it useful. Data processing is the conversion of data into a more useful form. That is, transmission
of data into meaningful information is called data processing.
• Information

The result obtained by data processing is called information. That is, the processed data is known
as information. However, information produced in one data processing step may be used as data
in the next data processing step.

DATA Vs INFORMATION (refer above)

DATA PROCESSING CYCLE

Data Processing is viewed as a system that accepts data as input, processes it into information as
output. This can be explained with the help of the following diagram.

DATA TYPES
The data types may be as follows:
1. Qualitative data: It denotes the characteristics of things such as Average, Fair etc.
2. Quantitative data: It is expressed in terms of measurable quantities such as 10 KG, 40 degree
Celsius etc.
3. Numeric Types: The data types may also be an integer (+, -) without any fractional part or real
number which includes integers and fractions.
4. Floating Point Representation: These data types consist of 3 components namely:

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(1) Mantissa (2) Radix or Base and (3) Exponent

Besides the above, the data types include alphabetic data and alphanumeric data.
KINDS OF DATA PROCESSING
The important kinds of data processing are as follows:
1. Manual Data Processing: Data is processed without the help of mechanical devices. Here the
data is processed using manual things such as abacus, slide rule, Napier bones etc.
2. Mechanical Data Processing: In Mechanical Data Processing, mechanical devices like
calculators, tabulators, etc, are used for processing.
3. Electronic Data Processing: In Electronic Data Processing, the data is processed by either
analog or digital computer.
OBJECTIVES OF DATA PROCESSING
After the industrial revolution, the needs of the mankind increased. Man had to deal with large
volume of data. He had to cope up with more and more information. The information collected is
to be sorted out, stored and retrieved at short intervals. This necessitated the concept of data
processing.
As the complexities of business increased, the number of functions to be performed also
increased. The data processing system must be responsible to supply the information when it is
needed, so as to make the performance of the organization optimum.
Let us have a look at the general objectives of Data Processing.
1. Handle huge volume of Data:
The basic objective of data processing is to handle huge data in order to enable the organization
to function efficiently.
2. Qualitative and quantitative information:
The next important want of data processing is to provide qualitative and quantitative information.
3. Proper and Timely Information:
Different kinds of information are needed in almost all organizations. Data processing provides
correct and timely information.
4. Storage and retrieval of data:
Through data processing, information can be stored and retrieved as and when necessary.

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5. Helps in Decision-making:
In every organization various decision are taken at different levels. Such decisions can be more
accurate if effective data processing system is used
6. Improves Productivity:
To improve productivity, various measures are to be identified and implemented. It is possible
through the properly designed data processing system.
7. Maintaining Performance at Optimum Level:
To maintain the performance of the organization at best possible level various functions at
different levels of the organization are to be coordinated. There should be a smooth flow of
information among various functional departments. This can be easily achieved through data
processing system.
8. Efficient Office Management:
In office management also data processing plays a very important role, through which office
automation can be done.
STEPS IN DATA PROCESSING
1. Identifying the data
2. Input of Data.
3. Manipulation of Data.
4. Output of Information.
5. Storage of Information
1. Identifying the data
Accuracy of information depends on accurate data input. The first step in data processing
therefore, is to locate necessary facts and figures from source documents. Accurate, relevant and
adequate data must be used as input.
2. Input of data:
After extracting the necessary data from the source documents, they must be transposed in a
suitable form acceptable to the computer. Great care should be taken to avoid wrong entries in
the forms.
3. Manipulation of data:

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It involves the process of shifting, sorting and rearranging the given input. Before processing,
validation procedures may be built in to the code to so that input forms do not accept any
incorrect data.
4. Output of information:
The main purpose of data processing is to provide meaningful information to the decision-maker.
Hence, in data processing the person involved must be very careful about what information is
needed and in what form he likes to have it.
5. Storage of information:
The data processed need to be kept for future use. All the processed data will need some form of
secondary storage. When storing the data, it is always important to maintain a backup. It should
be noted that at each and every step the storage might be done.
Check Your Progress
Bring out the steps in data processing
Notes: a) Write your answer in the space given below
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PRACTICAL DATA PROCESSING APPLICATIONS IN BUSINESS

The following are some data processing information undertaken by commercial organizations.
1. Process Control:
In the production process, a computer is directly connected to some plant to control and monitor
it. Here, the computer receives the data directly from the plant. It analyses the input data and
initiates action to control the on-going process.
2. Accounting:
The Data Processing System can be used to maintain the accounting records and in preparation
of final accounts. The general ledger, Accounts Payable, Accounts Receivable, etc., are the
examples for the computerized accounting systems followed in most business organizations.
3. Payroll preparation:

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In personnel department the data processing system is used to record the operations of the
number of employees of different departments in each shift, leave taken, deductions and finally
in the preparation of Pay Slips.
4. Sales Analysis:
The Data Processing system is highly useful in sales analysis. The sales manager can prepare the
sales forecast on the basis of per month’s sales reports and subsequent future actions can be
taken.
5. Inventory Management:
Actually, the Data Processing System is a boon to every organization, in respect of inventory
management. Data Processing is used to maintain up-to-date information about stock, their costs
and to initiate orders when the times are about to be exhausted.
6. Office Automation:
The modem offices and business organizations are dependent upon computer-based office
automation for their competitiveness and better management.
7. Banking and Insurance:
Data Processing Systems are highly needed in the Banking sector where the customer satisfaction
is the main criteria. To provide quick and perfect service, data processing system is used.
Automatic Teller machines are places in big cities and linked to central computers. Hence, the
delay in processing is completely avoided.
8. Insurance and stock broking:
Insurance companies and stock broking firms also use the computerized data processing systems.
Large volume of data has to be processed for the preparation of policy statements, interest
calculations, renewal notices and in dealing with the securities.
9. Managerial aid:
The Data Processing System is used as a managerial aid in decision-making for solving business
problems. It is also very useful in the areas of linear programming, PERT, CPM etc.
Today it appears that the computer is everywhere. Not only the business organization, the other
institutions are also using data processing system for their regular use. We cannot think about a

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situation without a computer. Robotics and Artificial Intelligence are the two promising areas of
applications.
Check Your Progress
Explain the various data processing applications in business.
Notes: a) Write your answer in the space given below
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DATA PROCESSING OPERATIONS

The data after some processing is transformed into information, which is organized and
meaningful. It includes the following operations.
1. Data Generation
It involves the operation of collecting the original data. It implies that the raw data are
collected and set out in the form of original document called a source document.
2. Recording
Here raw data is converted into an acceptable form. That is, the data is transcribed from the source
documents on the cards or on some other specified forms and are made readable for the
machines. This operation is performed throughout the IPO cycle. The punched cards and paper
tapes, magnetic tapes, a magnetic disk, tape cassettes, floppy disks, magnetic drums, tape
cassettes, floppy disks, RAM cartridge, charged coupled devices, etc., are used as data recording
media.
3. Verification
After the data have been recorded, their accuracy has to be checked. This can be done with the
help of another machine called verifier or by re-reading.
4. Classification
Classification of information is the next important operation in which the data is separated into
various categories.
5. Sorting

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Sorting involves sequencing the data in a pre-determined order to facilitate processing.

The order may be either alphabetic or numeric.
6. Merging
It is the operation of combining two or more ordered (sorted) sets of data to form another
single ordered set.
7. Calculating
Here calculation of greater magnitude can be processed. Calculation involves solving equations
and manipulation of the source data such as addition, subtraction, etc.
8. Data Storage
The results of processing one set of data are retained in storage for future use of reference. The
basic requirement for utilizing the computer in all business applications is the ability to store and
access data. The data is stored in a location called memory referred by its address. In large
organizations, huge volume of data is to be stored and accessed. Hence, some auxiliary storage
devices are also needed for the effective data processing.
The memory is measured by the following units:
(a) BIT (Binary digit)
It is the smallest possible unit of information. It can be either 0 or 1.
(b) NIBBLE
Four bits form one nibble
(c) BYTE
It is a unit of information consisting of fixed number of bits. It is a combination of 8 bits
(d) CHARACTER
It is represented by one byte. It can be a letter, digit, punctuation mark or special characters.
(e) WORD
The combination of 2 bytes or 4 bytes or 8 bytes is a word.
The data measurement is as follows:
8 bits - 1 byte
1024 bytes - 1 kilobyte (KB)
1024 KB - 1 Mega Byte (MB)

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1024 MB - 1 Giga Byte (GB)

1024 GB - 1 Tetra Byte (TB)
(f) SECONDARY STORAGE (Backing/Auxiliary Storage):
(a) Magnetic disk - it includes the following:
Hard disk – Rigid, Floppy disk - Flexible
(b) Magnetic tape
(c) Magnetic drum
(d) Mass storage Device - cartridge
(e) Optical Disks - CD ROM (Compact Disk - ROM)
9. Data Retrieving:
Data retrieving is the process of searching or locating a data item from the storage. In EDP system,
the data is retrieved from the storage device in sequential, indexed sequential or random-access
mode. The on-line data storage and retrieval is very useful for the proper functioning of a modern
business establishment.
10. Reporting:
Generally, in business data processing, the processing operation comes to an end with the
reporting of data. In this operation the results of the data processing are made available to others.
The processed information may be reported in a number of ways depending on the use of results.
The results may be printed out in the form of pay slips, bills, etc. or in the form of reports as, PF
Reports or Sales Reports, etc.,
LET US SUM UP
1. Data in its raw form cannot be used. It must be converted into information to make it useful.
2. To process the data various steps are involved such as identification of data, input and
manipulation of data etc.
3. Data processing is useful for decision making and improving productivity in an organization.
POINTS FOR DISCUSSION
1) Write short notes on objective of data processing.
2) What are the steps involved in Data Processing? Explain.
3) Explain in detail about Data Processing Operations.

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ICT - INFORMATION AND COMMUNICATIONS TECHNOLOGY

Overview of ICT:
Information and Communication Technology (ICT)
ICT means the scientific mean of sending and receiving information using scientific means
(computers, networks, internet e.t.c) which requires sending understanding and sending
feedbacks.

Information and Communication Technologies (ICT) is used in all spheres of life. It has changed
the way everything functions, be it learning, solving problems, or working. The tools of ICT such
as communications, networked computers, and media have become crucial for the efficient
working of all professions. Today, it is almost impossible to imagine the functioning of
organizations without these tools. ICT tools have changed the time and space of learning and
working, which has been beneficial for the students as well as the working professionals.

ICT stands for Information and Communication Technology. It refers to the use of technology to
manage, process, and communicate information. ICT includes a wide range of technologies, such
as computers, the internet, mobile phones, and other digital devices. It encompasses the
hardware, software, and services that enable the creation, storage, retrieval, and exchange of
information.
ICT, or Information and Communication Technology, refers to the use of technology to manage,
process, and communicate information. This includes hardware, such as computers, mobile
devices, and networks, as well as software, such as applications, programs, and operating systems.
ICT plays a critical role in modern society, enabling individuals and organizations to access and
share information across different platforms and devices. It has revolutionized the way people
communicate, learn, work, and conduct business.
ICT encompasses a wide range of technologies, including the internet, social media, email, video
conferencing, digital media, and e-commerce. These technologies have enabled individuals and
organizations to connect with each other from different parts of the world, access vast amounts
of information, and work more efficiently.

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ICT is a critical component of modern society and is essential for individuals, businesses, and
organizations to operate effectively and efficiently.

ICT comprises of two parts:

1. IT [Information technology]: It refers to the use of storing, processing, collecting data. All
the different components of the computer, like hardware and software, come under this
category.

2. CT [Communication technology]: It refers to the use of technology for telecommunication,

broadcasting media, audiovisual processing and transmitting information, and transmitting
information through wired or wireless networks.

ICT as a whole is a combination of IT and CT, where we collect, store, process, and transmit data
through wired or wireless methods.

What is ICT?

ICT, also known as Information and Communications Technology, is the infrastructure that
facilitates the communication of people and organizations in the digital world. Generally, it
includes applications, devices, systems, and networking components that enable modern
computing.

ICT System Components

The components of ICT allow people to interact with each other in the digital world. A list of
components of the ICT system is mentioned below. However, ICT is not limited to the list as it
includes any application, system, or device that enables the digital interaction of organizations
and people.

1. Communications Technology:

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People in the present society have all shifted from old means of communication to new modes
which are advanced, faster, cost-saving, and easier to use. Communication technology has made
it is feasible for people to interact globally through various connections. Technology is advancing
day by day and has a major role in giving a boost to the country's economy, as it is generating a
lot of employment and making it easier for people to do things efficiently and in no time.

2. Data:

The word Data is derived from Latin, which means something given. Data is the plural word, and
its singular form is Datum. At the initial stage, the data we provide to the computer is raw. Then,
the computer processes it and converts it into information. This data can be present in the form
of images, documents, audio clips, software programs or any other form. This data is processed
with the help of a CPU and stored in the hard disk of the computer. Computers store the data in
the form of binary numbers means in the form of 1 and 0. There are 5 types of data present:

o Text Data: It contains all the alphabets from A-Z.

o Number data: It contains numbers from 0-9.

o Alphanumeric Data: It contains various symbols like @, #, $, %, &, *, and many more.

o Image Data: It contains images in formats like JPEG, PNG, and JPG.

o Audio-Video Data: It contains data in different formats like MP3, MP4, and HD.

3. Software:

Software is a set of programs or instructions which tell a computer how to work. The software
executes tasks, which are specific in nature, through the set of instructions that operates them.
Software is digital portions that run with the help of hardware. Software is of two types:

o Application Software: These are downloaded by the user according to needs, such as
games, antivirus, browsers, and many others.

o System Software: These include operating software like Mac OS or Windows. System
software runs without user intervention

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4. Hardware:

It is divided into two types:

o Internal Hardware: They are found inside the system unit, which includes the motherboard,
CPU, RAM, ROM, graphics card, fan, sound card, expansion slot, and different types of drives.

o External Hardware: It is the physical part of the computer like the monitor, keyboard, or
mouse. External hardware components are input devices, output devices and storage devices;
these are known as peripherals. It is further divided into -

a. Input Devices: These are used to ender data in the computer, e.g., keyboard,
scanner, joystick, light pen, etc.

b. Output devices: They receive the information from the computer and convert it
to a readable format. e.g., monitor, speakers, printer, headphone, etc.

c. Storage Devices: These are used to store data. E.g., the optical disk, floppy disk,
USB flash drive, memory card, etc.

5. Cloud Computing:

Cloud computing is a data center available on the internet for users across the globe. Clouds have
multiple functions and can be classified into the following types:

o Enterprise Cloud

o Hybrid Cloud (Combination of enterprise and public cloud)

o Public Cloud

ICT and IT

Applications of the computer, which include storage, retrieval, transmission and data
manipulation, are parts of Information Technology (IT). It is often popularly known as a
communication system, computer system, and information system. It is known as the subset of

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the ICT and also includes other technologies of information distribution such as televisions and
telephones. Along with these technologies, it is popularly known for computer networks.

The primary use of Information technology is in the storage, transmission, and manipulation of
information. It is particularly beneficial for businesses. IT can be defined as a computer system
that can act as a communication and information system. Peripheral equipment, hardware, and
software are the part of the computer system that facilitates the functioning of the IT system. IT
comprises television and telephone technology along with computer and computer systems. ICT
is a major field, and IT is a part of ICT that has a specific application, and a limited group can
access it.

ICT has an exhaustive list of components that are growing continuously. Computers and
televisions were the traditional ICT devices, and some of the new ICT devices include smartphones,
robots, and digital TVs. ICT also covers the domain of the wireless network along with wired
devices and networks.

Applications of ICT Tools

ICT has a special provision in engineering and technology due to its widespread applications in
almost every profession. It has a great impact on our day to day lives. Additionally, there are
various roles and importance of ICT in almost every field. It has significantly contributed to
engineering and technology literacy. Moreover, ICT is expected to grow more in the coming years.
Some of the applications of the ICT tools are listed below:

1. ICT in Workplace:

From a small office to a big organization, computers are used directly or indirectly on a daily basis
according to the need. From transmitting data from one user to another on a personal level or
organizational level, data is transferred with the help of various applications.

2. ICT in Education:

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Nowadays, ICT is widely used by students for e-learning. Students take help from various websites
and applications which are available for clearing their concepts and enhancing their skills. These
websites and applications help the students to learn the various concepts through animations and
other resources.

3. ICT in Healthcare:

ICT plays a major role in healthcare from manufacturing and packaging to the distribution of
medicines. The various types of machinery used in hospitals like x-ray machines, ECG, CT scan,
MRI, etc., are also made with the help of ICT.

4. ICT in Governance:

The various schemes and benefits for the citizen are introduced by the government through
different digital portals. The government has recently announced a digital India initiative to
support ICT. To update your Aadhaar card, Passport or pay the electricity and water bill, all can be
done from the convenience of your home. ICT helps the government in storing our personal data
securely such as details on Aadhaar card, ration card, pan card, and on different portals.

5. ICT in business:

Various e-businesses, telecom and marketing websites use ICT as a medium to promote their
websites. ICT helps the business industry from carrying out transactions to delivering any item;
ICT has done it all and made almost everything paperless and user-friendly.

Role of ICT in Business:

o For recording the data

o For retrieving the previous data

o For maintaining the cash flow

o For maintaining the profit and loss

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ICT Tools

1. Mobile Phones: There are various smartphones available in the market which allows us to
access the internet and to communicate in different corners of the world.

2. Tablet: A tablet is a smaller version of a laptop that is mainly used for educational purposes.
Nowadays, it is widely used in India for reading e-books.

3. Smartboard: Smartboards are generally used in educational organizations for teaching

purposes. It helps the teachers to teach students through various animations and video
content.

4. Newspaper: Newspaper publishers have launched their respective applications to help the
users to read the newspaper on their mobile phones.

5. E-mail: Nowadays, e-mails are used almost everywhere for transmitting data, to communicate
with people, for giving confidential information and for various other purposes.

The Role of ICT in Society:

ICT plays a vital role in modern society, enabling individuals, communities, and organizations to
access and share information, connect with each other, and conduct business more efficiently. The
following are some of the key roles of ICT in society:
Communication: ICT has revolutionized the way people communicate with each other. It has
enabled people to connect with each other across different platforms and devices, including email,
social media, instant messaging, and video conferencing.
Education: ICT has transformed the way people learn, making education more accessible and
flexible. It has enabled the development of e-learning platforms, online courses, and educational
apps, making it possible for people to learn anytime, anywhere.
Healthcare: ICT has had a significant impact on healthcare, enabling the development of
telemedicine and remote patient monitoring systems. It has also enabled the collection and
analysis of healthcare data, leading to improved diagnosis and treatment of diseases.
Entertainment: ICT has created new opportunities for entertainment, enabling the development
of digital media, online gaming, and streaming services.

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Business and economy: ICT have transformed the way businesses operate, enabling them to
communicate with customers and suppliers more efficiently, automate processes, and access
global markets. It has also created new industries and job opportunities in the field of information
technology.
In summary, ICT has had a profound impact on society, enabling people to access information,
communicate with each other, learn, work, and conduct business more efficiently. It has created
new opportunities and challenges, and its role in society is likely to continue to grow in the future.
The Impact of ICT on Business and Organizations:
The impact of ICT on business and organizations has been significant, transforming the way they
operate, compete, and interact with their customers. Below are some of the key impacts of ICT on
business and organizations:
Automation and Efficiency: ICT has enabled automation of many business processes, improving
efficiency and reducing costs. Technologies such as robotics, artificial intelligence, and process
automation have made it possible to automate routine tasks and free up human resources for
more strategic activities.
Globalization: ICT has enabled businesses to expand their reach and compete globally.
Technologies such as e-commerce, digital marketing, and supply chain management have made
it possible to reach customers around the world and manage operations across multiple locations.
Data Management and Analysis: ICT has enabled organizations to collect and analyze vast
amounts of data, enabling better decision-making and insights into customer behavior.
Technologies such as data analytics, machine learning, and business intelligence have made it
possible to extract meaningful insights from large datasets.
Customer Engagement: ICT has transformed the way businesses interact with their customers.
Technologies such as social media, customer relationship management systems, and chatbots
have made it possible to engage with customers in real-time, provide personalized experiences,
and build stronger relationships.
Security and Privacy: ICT has brought about new security and privacy challenges for businesses.
Technologies such as encryption, firewalls, and intrusion detection systems have been developed
to address these challenges and protect business operations and customer data.

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In summary, ICT has had a profound impact on business and organizations, enabling automation
and efficiency, globalization, data management and analysis, customer engagement, and security
and privacy. As technology continues to evolve, businesses will need to continue to adapt and
leverage ICT to remain competitive in a rapidly changing business environment.

Advantages

1. Communication: Time and money can be saved since information can be transferred
much more quickly. It is now speedier and more effective thanks to ICT.
2. Globalization: Video conferencing reduces travel and lodging costs. ICT has enabled the
world economy to become a single interconnected system that allows one to contact a
business or family member and bring nations and people closer together.
3. Cost-effectiveness: Sending an e-mail seems free, even when it isn't, and it is
unquestionably less expensive than making a phone call. ICT has also aided in the
automation of commercial procedures, reorganizing firms to make them incredibly
efficient.
4. Greater accessibility: ICT has enabled businesses to be automated, providing customers
access to a site or voicemail seven days a week.
5. Bridging the culture clash: More access to technology has made it possible for
individuals of different cultures to speak with one another and exchange ideas, increasing
awareness and decreasing prejudice.
6. Creation of new employment: The emergence of new, fascinating occupations has been
the most significant benefit of ICT.
7. Education: Computers, their programming, and the Internet have made it possible to
educate people in ways that were impossible for earlier generations.
8. Complicated structure: Teachers can explain the complex system and lesson and ensure
students understand it thanks to ICT.
9. Make Things Easier: Teachers may design interactive classrooms using ICT, which makes
the lesson more fun.

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10. GUI Enhance Learning: Images may be employed in education to enhance students'
long-term memory using ICT.

Disadvantages

1. Lack of work security - Because technology is constantly evolving, experts in various

industries think that ICT has created job security a major problem. If people want to feel
comfortable in their work, they must continually learn new things or be aware of
developments in their field.
2. Cultures were becoming dominant - Although ICT could have made the globe more
interconnected, it has also led to one society absorbing a weaker one. For instance, it is
currently said that American teens have an influence on how the majority of young
teenagers throughout the world today act, dress, and behave.
3. Privacy - Information technology may have boosted, simplified, and improved
communication, but it has also given rise to privacy concerns. People are increasingly
concerned that their formerly private information may become public knowledge due to
mobile phone signal interceptions and e-mail hacking. Apart from these issues, Computer
worms, Trojan horses, malware, spam, and phishing are a few of the various threats that
may ruin our daily lives.
4. Reliance on Technology and Information Reliability: Just because something is online
doesn't guarantee it is dependable. Anybody with computer and internet access can create
a blog or post something on a website. The open-source encyclopedia Wikipedia is an
excellent illustration of this because, although being a good source of knowledge,
academic institutions do not accept it as a reliable source of references.
5. Expensive: Too expensive to be able to afford.
6. Need Separate Training: Lack of experience makes it challenging for instructors to utilize
ICT technologies.

BOOTING

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The process of loading the system files of the operating system from the disk into the computer
memory to complete the circuitry requirement of the computer system is called booting.
Types of Booting:
There are two types of booting: •
Cold Booting: If the computer is in off state and we boot the computer by pressing the power
switch ‗ON‘ from the CPU box then it is called as cold booting.
• Warm Booting: If the computer is already ‗ON‘ and we restart it by pressing the ‗RESET‘ button
from the CPU box or CTRL, ALT and DEL key simultaneously from the keyboard then it is called
warm booting.

REFERENCES:
1. Parameswaran R., Computer Applications in Business, S.Chand and Sons company Ltd., New

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