C AMBRIDGE N ATIONALS - BP2 How Information and data can be stored on portable devices

W HAT IS A S TORAGE D EVICE Storage devices are used to store the files of data that a user wants to keep. Files of data for Cable Ties LTD may be letters, images, spreadsheets or database files containing information on completed or future jobs.

S TORAGE D EVICES How the data is stored can depend on a number of factors such as: Type of storageMagnetic / Optical / Flash Data accessDirect/Serial Access Cost of storageHow much does it cost compared to other devices CapacityThe amount of data to be stored / size of the file Speed How quickly the user needs to be able to access the data from the storage device Portability Whether the data needs to be moved from one place to another such as from home to school Durability How long the storage media can reasonably be expected to last. Reliability Whether the data can always be accessed reliably and in the format in which it was saved.

T YPES OF STORAGE DEVICES Data storage devices can be split into three categories. They are magnetic, optical and flash. Magnetic Optical Flash

T YPES OF STORAGE DEVICES Data is stored by magnetising the surface of flat, circular plates called platters which have a surface that can be magnetised. The drive is inside a sealed unit because even a speck of dust could cause the heads to crash. Magnetic storage tends to be cheapest and has the highest capacity. Magnetic

T YPES OF STORAGE DEVICES Optical Data is burned onto the surface of the disk using a laser beam in the CD drive. A laser beam is also used to read the data stored on the disk. Capacity for data storage is less than magnetic storage devices. Optical is also cheap and is portable.

T YPES OF STORAGE DEVICES Flash Flash memory is a non-volatile, solid state storage method that can be electrically erased and reprogrammed. Flash memory offers very fast access to data and programs. However, retrieving data from an external flash memory device such as a USB stick would be slower than an internal hard disk because the speed of access is restricted by the USB link or connection. Flash memory isn't as cheap as magnetic. Capacity is also less than magnetic.

P ORTABLE D EVICES So what is a portable device/computer system “Portable computers such as laptops, tablet, netbooks and smartphones, are personal computers designed for mobile use and are not permanently placed on a desk” What is the main portable device used by Cable Ties?

E XAM H INT Smartphones are really small computers and are being used more and more by people to keep in contact with friends and colleagues. It is important that you make sure that you know how the features help workers in their jobs. Exam questions will ask you to explain how these features can be useful specifically for Cable Ties LTD.

So how can employees using mobile phones store data and information on portable devices?

I NTERNAL M EMORY The internal memory of a phone determines how much data can be store- The higher the bytes the more it can store Tip: Generally smartphones will have an internal memory of either 8Gb, 16Gb or 32 GB

R EMOTE W ORKING People who are away from their usual place of work because they are travelling can gain access to their files over the internet. They can also send s and transfer files while away from their office and access company files stored on company servers or in cloud storage This requires that the system that stores the files is configured to allow them to do so, can check that they have the proper authentication to be allowed to access the files, and can send and receive the files securely to make sure that no sensitive data is seen by others. The computer system being used must also be configured to access the remote storage

R EMOTE W ORKING Remote access can be by: Sharing the desktop of a computer in the office, which means that the remote computer (a tablet for example) appears to be using the desktop as if in the office Using a Virtual Private Network (VPN) which is a secure connection that appears to be part of the actual company network Accessing files and folders using specialist software such as file transfer protocol (FTP) software

R EMOTE W ORKING However the access is carried out, a username and password is required for the remote user. Also the router that controls access to a company network has to be set up to allow remote access- if not it will refuse access. Key Term: Wireless Access Point (WAP) Used to connect devices to a network using wireless/Wi-Fi

C LOUD C OMPUTING Many companies now offer file storage facilities on their own servers that can be accessed by others over the internet This is known as cloud computing or storage because the users often do not know exactly where the servers are based and only access their files on the servers over the internet. The company hosting the servers is responsible for ensuring that the data is kept safe and secure This type of storage although expensive for large capacities, can be cost effective for smaller businesses that do not have to have their own servers or employ IT technicians to maintain them.

C ABLE T IES & C LOUD S TORAGE Essentially, the use of cloud storage will be perfect for Cable Ties With each employee having use of a smartphone, they will be able to access their ‘cloud’ and download any jobs, calendar information or any work related documents As it is a relatively small business, cost will be kept down with the use of cloud storage as they will not have to pay for a network technician as it can be controlled and set up by Jackie.

S TORAGE D EVICES An example of a storage device that is ‘portable’ is a Flash memory device. Features: Small memory sticks contain flash memory and are used in USB ports. They are used to store data and files for transfer to other computers or for taking away from, or back to, the office. But how can a USB connect to a phone? Similar devices are used in cameras and phones as memory cards (SD or Micro SD).

S TORAGE D EVICES : SD C ARD Some phones have a Secure Digital (SD) card that’s used to expand the amount of storage space on the phone. Usually it can be found underneath the battery cover in the back of your phone. Further Reading: How does an SD Card work

T YPES OF SD C ARD

C APACITY OF SD CARDS

SD C ARDS Benefits: Relatively cheap Portable Range of memory sizes Most have a ‘switch’ to protect data on the card- so it cannot be deleted

E XAM H INT So one method of storing data on a portable device could be through the use of SD (micro) Cards Cable Ties could have the SD cards loaded with information that could help workers with certain jobs, office information or extra information including the Acceptable Use Policy The exam may question you on the best method of storing data on portable devices along with benefits and limitations to each

S ECURITY MEASURES WHEN STORING DATA Data must be kept safe and secure when being stored or transmitted by computer devices Data can be kept safe from loss or accidental damage. It is important Cable Ties are making regular backups and never saving only one copy of their work