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Misrak TVET College Training, Teaching and Learning Materials Development yes

MISRAK TVET COLLEGE under

Ethiopian TVET-System

INFOM!TION TEC"NOLO#$ %&''OT %EVICE Level I

LEARNING GUIDE # 14 &nit o( Competence) Competence )

Module Title

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L# Code TTLM Code

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Maintain E*uipment and %o(t+are Inventor and Documentation Maintaining E*uipment and %o(t+are Inventor and Documentation ICT IT%- M./ L.0 -/ ICT IT%- TTLM.1 .1--

LO 0) %tore technical documentation Learning #uide -st e evision

Date) .120.-/ !uthor) IC ICT, IT 4 Misrak TVET College

'age 1 o( -3

Misrak TVET College Training, Teaching and Learning Materials Development

INTRODUCTION

Learning Guide # 14

This learning guide is developed to provide ou the necessar in(ormation regarding the (ollo+ing content coverage and topics 4 • •

%torage Considerations Considerations %toring and !ccessing Technical Documentations5Manuals

This guide +ill also assist ou to attain the learning outcome stated in the cover page6 %peci(icall, %peci(icall, upon completion o( this Learning #uide, ou +ill 7e a7le to 4 •

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!ction is taken to ensure so(t+are, hard+are and e*uipment not in use, stored in a manner as recommended 7 technical manuals Ensure technical documentation is stored securel Technical Technical documentation are accessed and disseminated as re*uired 7 clients

Learning Activitie -6 ead the speci(ic o78ectives o( this Learning #uide6 06 ead the in(ormation +ritten in the 9In(ormation %heets -: in pages ;2<6 ;6 !ccomplish the 9%el(2check: in page =6 /6 I( ou earned a satis(actor evaluation proceed to 9In(ormation %heet 0:6 "o+ever, i( our rating is unsatis(actor, unsatis(actor, see our teacher (or (urther instructions or go 7ack to Learning !ctivit > -6 16 %u7mit our accomplished %el(2check6 This +ill (orm part o( our training port(olio6 ?6 ead the in(ormation +ritten in the 9In(ormation %heet 0: in pages -.2-16 36 !ccomplish the 9%el(2check: in page -?6 <6 I( ou earned a satis(actor evaluation proceed to 9Lap Test: on page -36 "o+ever, i( our rating is unsatis(actor, unsatis(actor, see our teacher (or (urther instructions or go 7ack to Learning !ctivit > 06 =6 Do the 9L!' test: @i( ou are readA and sho+ our output to our teacher6 $our teacher +ill evaluate our output either satis(actor or unsatis(actor6 I( unsatis(actor, our teacher shall advice ou on additional +ork6 But i( satis(actor ou can proceed to Learning #uide -16

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$our teacher +ill evaluate our output either satis(actor or unsatis(actor6 I( unsatis(actor, our teacher shall advice ou on additional +ork6 But i( satis(actor ou can proceed to the net topic6

Learning #uide -st e evision


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In"r$atin S%eet 1

Strage Cnideratin Cnideratin

Strage Strage &aic E*uipment not 7eing used should 7e stored6 It ma 7e ne+ hard+are and so(t+are in 7oes, or loose parts, or sensitive materials that need to 7e stored securel until installed or needed6 Valua7le items such as memor chips or original so(t+are copies ma need to 7e locked in a sa(e6 !n IT store can hold ne+ hard+are, spare parts, repaired e*uipment, etra copies o( so(t+are, dail and +eekl 7ackup copies o( (iles as +ell as memor chips6 It can also hold redundant devices such as printers, modems, ca7les and tools6 hile the IT department ma also also keep keep contra contracts cts,, licence licences s and other other documen documents, ts, some some compan companies ies pre(e pre(err to keep keep such such documentation in their Legal department @i( there is oneA6 IT e*uipm e*uipment ent is o(ten o(ten delica delicate te and epensi epensive6 ve6 The enviro environmen nmentt (or IT hard+a hard+are re and so(t+are storage should 7e) •

locka7le

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dust2(ree

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static2resistant

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sa(e (rom +ater and humidit

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+ell ventilated and lit

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at a constant temperature

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separated (rom other perisha7le stores6

Guidance "r$ tec%nica' $anua' Most IT e*uipment is (ragile and should 7e handled +ith care  it can 7e damaged i( not packed correctl in storage6 The technical manual that companies e*uipment +ill o(ten advise on packing and storage6 It is also also advi advisa sa7l 7le e to acce access ss the the +e7s +e7sit ite e o( the manu manu(a (act ctur urer er66 O(te O(ten n the the upda update te in(ormation a7out e*uipment on their +e7site, or add additional in(ormation on packing and disposing o( computer consuma7les and e*uipment6 In(ormation (rom technical manuals needs to 7e recorded in the inventor (or all stock @in stora sto rage ge or 7eing 7eing usedA usedA such such as the epect epected ed li(etim li(etime e o( the product6 product6 'rinte 'rinterr manual manuals, s, (or instance, +ill state ho+ man pages can 7e printed 7e(ore the toner cartridge or developer



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needs replacing6 'acked and unopened toner cartridges can 7e kept (or *uite some time, 7ut developer has a more limited shel( li(e6

String c$)nent* "t+are rigina' and dcu$entatin !ll in(ormation a7out storing components can also usuall 7e (ound in technical manuals6 #enerall, #enerall, sensitive components +ill 7e stored as (ollo+s6 •

Me$r, c%i)

Each memor chip should 7e placed in a (oam2protected, anti2static 7ag6 Each 7ag is then placed in an individual 7o or in a larger 7o that +ill have separate slots (or each chip6 Memor +as once ver epensive and al+as stored in a sa(e  ho+ever, as the cost o( memor has (allen, memor is o(ten stored alongside other components6 •

E-)anin card* $t%er&ard and t%er )are

Epansion cards also must 7e placed in anti2static 7ags and each 7ag then placed in an individual 7o or in a larger 7o that +ill have separate slots (or each card6 This 7o is then stored in the storeroom, storeroom, +ith care taken, i( the 7o is card7oard card7oard,, not to place other e*uipment on top o( it6 Mother7oards and other spares should 7e kept in 7oing so that the are not stacked on one another and also to avoid dust 7uilding up6 •

CD.ROM drive and %ard di/

CD2OM drives are stored in stacks on a shel( in the storeroom6 !n o7vious caution to take is that the stack is not too high, as it ma topple over6 over6 "ard disks should 7e placed in (oam2 protected anti2static 7ags6 Each hard disk needs to 7e stored in an individual 7o6 The 7oes can 7e placed on top o( each other in stacks @again, not too highA6 •

S"t+are rigina'

hen hen an orga organi nia ati tion on purc purcha hase ses s so(t so(t+a +are re,, copi copies es need need to 7e made made o( all all disk disks6 s6 Installation o( the so(t+are should 7e carried out +ith the copied disks and not the original6 This ensures the securit o( the original disks, and i( there are an pro7lems +ith the copied disks another cop can 7e made6 The original disks need to 7e stored in a secure place such as a sa(e and pre(era7l o((2site  as a (orm o( assurance against an pro7lems +ithin the 7uilding, such as (looding (rom heav rain or (ire damage6 •

Dcu$entatin

Documentation, including manuals that come +ith hard+are and so(t+are, needs to 7e stored correctl6 %ome manuals ma need to 7e kept +ith the relevant computers i( the are used regularl6 #enerall, manuals are kept in a storeroom or IT li7rar @+hich ma 7e in the Learning #uide -st e evision


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same placeA6 The are onl used at times o( installation and later on (or trou7leshooting6 The should 7e indeed in the inventor and la7elled clearl on shelves or in ca7inets6 Documentation such as licensing should 7e recorded and stored in a sa(e area, such as a locked (iling ca7inet6 !s mentioned, in some larger companies, it ma 7e kept the legal department or in a sa(e6

Mini$i0ing +atage 'oor storage can lead to costl +astage6

Dcu$ent cntr' orking in an IT re(erence section ou might 7e epected to handle changes to technical usersG manuals +ritten 7 sta(( in our o+n IT department6 Document control includes +ithdra+ing old versions, disposing o( them and issuing updated copies6 To do this 8o7 e((icientl, our records inventor must sho+ +ho holds copies6 Tec%nica' dcu$ent Technical Technical in(ormation ma need to 7e availa7le throughout the organiation6 %ome documents +ill have limited access, some ma 7e (ound on the open shelves in the IT +ork area, and others kept in clientGs o((ices6 In a highl developed 7usiness, images o( documents can 7e online via the IT net+ork6

Leve' " acce and t%e currenc, " dcu$ent. Genera' acce IT documentation can hold details o( (lo+ charts, program code, technical reports, +iring plans, testing results, measurements and sstem analsis6 These documents need to 7e sorted and identi(ied +ith a ke num7er and an emphasis on making the in(ormation accessi7le6 !ll documents have common re*uirements, the must 7e) •

Avai'a&'e +%en needed) needed ) !s in all human endeavours, time is a constraint con straint in ITH documents must 7e availa7le on re*uest as most o( the time the particular in(ormation sought +ill help decision2making6

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Ea, t "ind) "ind) In order to retrieve a document @to (ind a piece o( in(ormation or update itA e((icientl, it must 7e stored under a classi(ication scheme6

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Current @up2to2dateA) Current @up2to2dateA) Normall, a document has an o+ner o +ner +ho is in charge o( maintaining it, 7ut in order to update a document, a 7usiness process called change controlG must 7e (ollo+ed6

C%ange cntr' is cntr' is the process o( managing and controlling changesH re*uested or other+ise6 It ensures that all +ork is 8usti(ied and that all +ork re*uested and approved is Learning #uide -st e evision


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completed and tested6 In some organiations, o rganiations, no change can 7e made +ithout an approved change control (orm6

Va'ua&'e rigina' and dcu$ent ecurit, Valua7le Va lua7le original documents, possi7l held in a protected place under the care o( IT, ma 7e) •

legal or historical papers

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signed (orms

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tender documents

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contracts

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agreements

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+arranties and licences6

These documents need to 7e sorted, identi(ied +ith a ke num7er, num7er, and (iled @+ith a strong emphasis on securitA6 The need to 7e accessi7le on a need to kno+ 7asisG  this attri7ute is ver important (or in(ormation in IT documents that is con(idential or sensitive and restricted to authorised access @speci(ic individualsA6 The o78ective o( document securit is to preserve the organiationGs in(ormation assets and the 7usiness processes the support, 7) •

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Cn"identia'it,) Cn"identia'it,) +here documentation is accessi7le onl to those authoried to have access Integrit,) Integrit,) +here accurac and completeness o( in(ormation contained in the documents and processing methods are sa(eguarded Avai'a&i'it,) Avai'a&i'it,) +hen documentation and associated assets are accessi7le 7 authorised users +hen re*uired6 Dcu$ent and "i'e )r)ertie

One One simp simple le +a +a to prot protect ect a so(t so(t cop cop docum document ent is to use the the 7uil 7uilt2 t2in in secur securit it  (ile (ile (eatures, no+ common to operating sstems6 &sing this sstem, ever o78ect has a uni*ue o+ner o+ner +ho has control control o( and access access to it6 !n o78ect o78ect can 7e a (older (older,, (ile (ile @documen @documentA tA or a complete complete net+ork drive6 The access provided provided 7 the o+ner can 7e readG, readG, +riteG or no accessG6 accessG6 O+ners O+ners can also also revoke revoke access to users6 users6 Tpicall picall , the depart departmen mentt or a section section +ithin +ithin an organiation appoints the o+ner6 Normall, sensitive documentation is la7eled commercial2in2 con(idenceG6



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Organi0ing dcu$entatin 3%, c'ai", dcu$entatin The purpose o( classi(ing documentation is to store it in an organised manner6 This then allo+s timel and easier access to the right documents docu ments +hen needed6 More generall, documents can 7e managed in line +ith the organisationGs 7usiness goals and o78ectives6 The three main @and relatedA reasons +h an organisation needs to organise its documentation, are that this) •

allo+s them to (ind in(ormation more easil

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allo+s (aster response to an tpe o( *uer

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Makes +ork easier6

T%e &aic " a +e'' rgani0ed ,te$ Acce* r$ t e-)and and +ner%i) Documents should 7e organied so that people are keen to use them6 &sers should not need to learn complicated hierarchies, or constantl re(er to convoluted indees to (ind a document  i( a sstem is comple and hard to use, people end up not using it at all6 The aim is to avoid people having to guess or make 8udgments on +here to store or look (or relevant documentation6 Issues o( (inding documents 7ecome increasingl more important as an organiation gro+s6 ! +ell2organied sstem should 7e (lei7le and a7le to gro+ to handle large num7ers o( documents and users6 Documentation should availa7le to all persons or groups +ithin the organiation on a need to kno+G 7asis6 !ttri7uting !ttri7uting o+nership to documents and (olders makes it eas to esta7lish responsi7ilit (or them, particularl +hen documentation needs to 7e updated6 T%e "i'ing ,te$ and na$ing )rtc' The (iling sstem should shoul d help users retrieve documents *uickl6 ! sstem o( sorting the documents is at the heart o( ever (iling method6 %ome sstems use alpha7etic sorting, (rom ! to J6 $et +ith that method, there can 7e con(usion as to the name o( a document or a 7ook, or i( is unclear i( the alpha7et has 7een used (or the author or title or su78ect, or even the date6



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%imilar con(usion can occur in (ile management programs included in operating sstems such as Microso(t indo+s6 The program makes it eas to create directories and (olders, 7ut one person ma name a (ile 7 the (irst +ord in a document, another +ill give the (ile a code6 !ll users need a common (ile naming polic6

6i'e cde nu$&er and &ar cde ! +idel adopted practice to overcome all that is to give ever 7ook, document and (ile a code or num7er6 The items can then 7e sorted numericall on the shelves or in the (ile dra+ers6 The num7er +ill 7e printed on the document, and is entered int t%e c$)uter inventr, a'ng +it% it 'catin7 %ome large organiations add a 7arcode to items 7 a stick la7el or printed onto each document6 Entr into the computer data7ase is then simpl a matter o( scanning in the +a a supermarket scans items at a checkout6

Dcu$ent and Re"erence Materia' Inventrie There should 7e an inventor o( documents and re(erence materials6 Depending on the amount o( in(ormation, (iling sstem and sie o( the li7rar, the records (or technical papers and manuals can 7e kept on a card inde, or in a computer data7ase6 Each document and re(erence should 7e num7ered or coded, 8ust as +ith the other assets o( the organisation or compan6 ! record o( those num7ers, a description o( the item and its location are then recorded in an inde (ile or an electronic catalogue6

Na$ing cnventin "r IT dcu$ent IT documentation is an integral part o( the (oundation to compl +ith *ualit standards, such I%O =..-)0..., +hich outlines criteria (or a good *ualit management sstem6

IS8N nu$&er veru nu$&ering ,te$ Most 7ooks alread have a num7er printed on the page +ith pu7lication and pu7lisher pu7lishe r details, called the imprint page6 This num7er is the International In ternational %tandard Book Num7er @I%BNA or I%%N (or International %tandard %erial Num7er @(or 8ournals and magaines etcA, used 7 li7raries and pu7lishers and +hich ma 7e used u sed in the inventor record6 "o+ever, these num7ers are long and cum7ersome to (ind, read or +rite6



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To make it easier, a separate separate (iling num7er nu m7er ma 7e stuck on the spine o( the 7ook6 Li7raries use a num7ering sstem called the De+e Decimal sstem6 ! num7ering sstem such as this can 7e used (or 7oth 7ooks and the (ile names (or documents6

Se'".C%ec/ 1

3ritten Tet

Nam Name)KK e)KKKK KKKK KKK KKKKK KKKKKK KKK KKKKK KKKKK KKKKK KKKKKK KKKK KKK KKKKK KKKKK K

Date Date))KKK KKKKKKK KKKKKK KKK KKKKK KKKKK KKK

Intructin: !ns+er Intructin: !ns+er all the *uestions listed 7elo+, i( ou have some di((icult doing this sel(2check, (eel (ree to ask our teacher (or clari(ications6 -6 hat hat needs needs to 7e 7e locke locked d in a sa(e sa(e  06 It can hold hold ne+ hard+are, hard+are, spare parts, parts, repaired e*uipment, e*uipment, etra copies o( so(t+are, dail and +eekl 7ackup copies o( (iles as +ell as memor chips6 ;6 It ma ma keep keep cont contra ract cts, s, lice licens nses es and and othe otherr docu docume ment nts, s, some some comp compan anie ies s pre( pre(er er to keep keep such such documentation in their Legal department6 /6 #ive at least least three @;A @;A environmen environments ts (or IT hard+ar hard+are e and so(t+are so(t+are storag storage6 e6 16 here should should the the memor memor chip 7e placed placed  ?6 !side !side (rom memor memor chip, chip, +hat +hat else must must 7e placed in in anti2stat anti2static ic 7ags 7ags 36 This must must 7e stored stored in in stacks stacks on a shel( shel( in the the storeroom storeroom66 <6 here here the the hard hard disk disk should should 7e plac placed ed =6 hat do ou ou store store in in an o((2site o((2site place place -.6 These are kept in a storeroom or IT li7rar6 li7rar6 --6 'oor storage storage can lead to +hat -06 hat is it that includes +ithdra+ing old versions, disposing o( them and issuing updated copies -;6 This ma need to 7e availa7le availa7le throughout the organiation6 -/6 -/6 It hold hold deta detail ils s o( (lo+ (lo+ char charts ts,, prog progra ram m code code,, tech techni nica call repo report rts, s, +iri +iring ng plan plans, s, test testin ing g resu result lts, s, measurements and sstem analsis6 -16 hat must 7e the re*uirement o( all documents -?6 It is the process o( managing and controlling changesH changesH re*uested or other+ise6 -36 #ive at least three @;A Valua7le Valua7le original documents6 -<6 It helps the users retrieve documents *uickl6 *uickl6 -=6 It is an integral part o( the (oundation to compl +ith *ualit standards, such I%O =..-)0..., +hich outlines criteria (or a good *ualit management sstem6 0.6 hat does I%BN I%BN means



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$ou $ou must a7le to get 0- points to 7e competent other+ise ouGll take another test6

String and Acceing Tec%nica' Dcu$entatin
In"r$atin S%eet !

String dcu$entatin =%,ica' trage ! large range o( o((ice (urniture and (ittings can 7e used to store or displa documents6 %ome are (ireproo( +hile others are designed to hold volume or *uantit6 *uantit6 $ou $ou can see a variet o( storage units used in di((erent li7raries6 Con(idential documents ma 7e kept in a ver secure place, such as a storeroom6 Other 7ooks ma 7e kept in 7ookcases or open steel shelves6 'eriodicals, 8ournals, magaines and 7rochures ma need to 7e kept in 7oes on shelves, to help locate speci(ic issues6 ! large li7rar +ill pro7a7l need a sstem o( o ( access to 7ooks called a Compactus, +hich is shelving on +heels, to allo+ more shel( space in a compact area6

Di""erent "r$at and 'catin cntr' Technical Technical documents and help in(ormation are supplied on a variet o( di((erent media that the IT department must store and manage6 The di((erent media include) •

7ooks

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micro(iche

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CDs

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Internet online

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Digital images 'aper

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(ilm

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Video6

Each di((erent media (ormat ma re*uire di((erent means o( o ( storage and sometimes, di((erent +as o( (iling and management6 $our $our organiationGs 7ookshelves and (iles ma 7e in a (ile room, a storeroom, a li7rar or a personGs o((ice6 It is not necessar to keep everthing in a central cen tral place6 Man documents and manuals can 7e kept on shelves close to +here the are most o(ten used, even in peoplesG Learning #uide -st e evision


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o((ices and 7 +orkstations6 The important thing is to keep a record that sho+s +here an item is at all times, and to ensure that an movements o( the item are recorded in the data7ase or inventor6 The inventor o( documents ought to tell a searcher +here a document, a (older, tape, disk or 7ook is stored +hen no one is using it6

E'ectrnic trage No+adas, it is more practical @and environmentall considerateA to store nearl all documents electronicall6 I( +e value our documentation, it must nt 7e nt 7e stored on a local hard drive6 It must 7e stored on a server that is regularl 7acked up6 Net+r/ trage Net+ork %torage is one proven sstem o( storage, using a local area net+ork @L!NA, is 7ased on the structure o( an organiation6 On the organiationGs L!N, each ma8or department or team is given its o+n (older) Operations, Customer %ervice, !dministration, "uman esources, 'aroll, !ccounting, etc6 ithin the department (older, (older, su7(olders are assigned to di((erent sections and pro8ects6 Advantage " net+r/ trage •

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•

•

Each department and +orkgroup can o+n (olders assigned to them6 The department +ill manage its location, maintenance and access6 It is (lei7le and easil epanda7le to allo+ (or gro+th) simpl su7divide (olders i( more classi(ication is needed6 It is (lei7le +hen 7usiness realignment occurs) departmental (olders can 7e moved to re(lect the ne+ structure +ithout disrupting their contents6 Departments are in charge o( archiving documentation +hen the 7ecame out o( date6

6r$at "r tring IT dcu$entatin For a document to 7e availa7le to customers, documentation must 7e stored in a (ile tpe that is +idel compati7le +ith a num7er o( plat(orms6 Documents cannot 7e stored in a (ormat that the audience or user ma not 7e a7le to open6 Guide'ine "r n'ine dcu$ent #eographical distance is no longer a 7arrier to communication6 Modern documentation is also increasingl distri7uted online, 7ecause it) Learning #uide -st e evision


'age 11 o( 11 o( -3

Misrak TVET College Training, Teaching and Learning Materials Development •

is easier to documentation keep up2to2date

•

is less epensive to produce

•

can 7e presented in a (ile (ormat that can 7e used on an plat(orm

•

takes up less space than printed materials

The documentation kept on a server must not 7e allo+ed to 7ecome out o( date @+hile the latest version is stored some+here elseA and unrestricted access should 7e avoided6

Online documents ma 7e saved, stored and distri7uted in an o( the (ollo+ing (ormats6 ?,)er te-t $ar/.u) 'anguage @?TML The main 7ene(it o( "TML is that the computer screen scree n displas the (ile much (aster, (aster, particularl over distance6 !nother ma8or advantage is that "TML is designed (or the +e7, intranet or Internet6 The user can cop and paste content, including most (ormatting (eatures, into an standard tet editor, editor, such as o((ice applications6 "TML is the pre(erred pu7lishing (ormat (or an tped documents6 "o+ever, pu7lishing in either native or 'DF (ormat should 7e considered i() •

•

The phsical sie o( the document does not 8usti( the investment o( time to convert to "TML @i(, (or eample, it is over /. pagesA6 The document contains man graphics @eg more than -. imagesA6

Native Native re(ers to the original so(t+are used to create the document6 For eample, Microso(t O((ice programs such as M% ord, M% Ecel and M% 'o+er'oint6 The user can save the (ile to a local server or their 'C or laptop, i( the (ormat is compati7le6 Native (ormat should 7e discouraged considering the potential num7er o( di((erent plat(orms used 7 customers @although this is increasingl less o( a pro7lem +ith cross2plat(orm operating sstems6A Ad&e Acr&at =rta&'e Dcu$ent 6r$at @=D6 !cro7at is a use(ul product (or creating snapshotsG o( eisting (iles that can 7e vie+ed 7 users +ho do not necessaril have access to the so(t+are that +as used to originall produce the (ile6 !do7e !cro7at eader is availa7le as (ree+are (rom the compan +ho develop it6 Files in 'DF (ormat are generall reduced in sie (rom the original6 ! (ull !do7e !cro7at license is re*uired in order to produce (iles in 'DF (ormat6 Learning #uide -st e evision


'age 1! o( 1! o( -3


For compati7ilit issues, 'DF is pre(erred over native (ormat6 Dcu$ent cntr' and ditri&utin In an IT organiation or department, the controlled distri7ution o( documentation is o( paramount importance6

Leve' " ecurit, and cn"identia'it, The inventor record o( an document should sho+ the securit level6 •

?ig% ecurit, B va'ua&'e rigina'* etc %ome documents in the care o( IT must 7e kept sa(e, perhaps in their original condition6 The ma hold trade secrets or con(idential in(ormation6 %ome documents are held in a (orm that is lia7le to damage and must 7e kept in a secure area, not to 7e removed, +ith even authorised people onl a7le to access copies or images o( them6

•

?ig% ecurit, B critica' in"r$atin and "ragi'e $edia Original documents that ma have a critical value, or 7e recorded on a (ragile medium such as tape, should not 7e allo+ed to leave their secure storage place6 Onl copies should 7e taken out6

•

Mediu$ ecurit, B enitive and retricted $ateria' %ome records contain sensitive material, and ma not 7e seen 7 all emploees6 Each document and each authorised user o( a sstem should 7e assigned a securit level6 &nauthorised people can 7e denied access to the +hole sstem6 I( a personGs securit level +ere lo+er than the securit level o( a document or record, access +ould 7e denied6

•

L+ ecurit, B genera' acce reuired Other documents might hold kno+ledge that is critical to the +orkings o( IT e*uipment, 7ut copies or images can 7e (reel distri7uted, so long as the version o( the document is clearl marked, and the reader has the necessar authorit6

?ard c), dcu$ent I( a document is in hard cop, and the user is authoried to access it, the th e lenderGs details can 7e recorded in a simple data7ase to keep track o( it



'age 1( o( 1( o( -3


%ample loan data7ase Item

estrictions

Borro+ed 7

'hone

Date

eturn date

S"t c), dcu$ent Distri7ution can 7e made secure secu re and tracked 7 granting access to onl the appropriate documents @7 pre2determined levels o( securitA and 7 sending documents 7 email and (iling5registering a cop o( the email6 I( the customer is o(( site, the email attachment must 7e in a compati7le (ormat6 In the case o( intranet html documents, usage u sage can 7e tracked 7 the num7er o( times that the page has 7een accessed, and privileges can 7e allocated o( access needs to 7e restricted6 Re)rting* auditing and arc%iving dcu$entatin $our $our manager could ask ou (or a report on +ho has 7een using the technical tech nical documents listed in the inde or inventor6 $ou ma need to sho+ +hatGs 7een added, +hatGs 7een deleted, or trans(erred6 $ou $ou ma 7e asked to etract e tract (rom our inde or inventor a summar o( +ho has 7orro+ed 7ooks, or taken, or even read various documents6 Technical Technical records need regular auditing6 $ou ma 7e called on at intervals to check records and manuals6 I( so, ou +ould do auditing 7 auditing 7 looking (or items missing, damaged, misplaced, 7orro+ed (or too long, or materials that are out o( date6 %ome documents have to 7e kept, 7 la+, l a+, (or a certain amount o( time and should 7e archived6 ecords or 7ooks that have not had an activit (or a +hile can 7e trans(erred to archives, (reeing up valua7le space6 Su$$ar, Because o( rapid advances in technolog and products and rapid e*uipment o7solescence, IT documentation is in constant evolution and rene+al6 The task o( document maintenance is essential to e*uipment maintenance, decision2making, 7usiness securit and legal and license o7ligations6 It must not 7e taken lightl 7 an organiation, and proper resources need to 7e allocated to it6



'age 14 o( 14 o( -3


Se'".C%ec/ !

3ritten Tet

Nam Name)KK e)KKKK KKKK KKK KKKKK KKKKKK KKK KKKKK KKKKK KKKKK KKKKKK KKKK KKK KKKKK KKKKK K

Date Date))KKK KKKKKKK KKKKKK KKK KKKKK KKKKK KKK

Intructin: !ns+er Intructin: !ns+er all the *uestions listed 7elo+, i( ou have some di((icult doing this sel( check, (eel (ree to ask our teacher (or clari(ications6 -6 It ma 7e kept in a ver secure place, such as a storeroom6 06 ! large li7rar +ill pro7a7l need a sstem o( access to 7ooks called +hat ;6 #ive at least three @;A media +here technical technical documents and help in(ormation are supplied6 /6 hen ou ou value value our document documents, s, +here +here should should ou store store it 16 It is one proven proven sstem sstem o( stora storage, ge, using using a local local area net+ork net+ork @L!NA6 @L!NA6 ?6 #ive the (our @/A reasons +h #eographical #eographical distance distance is no longer a 7arrier to communication6 36 Online documents ma ma 7e saved, stored stored and distri7uted in +hat +hat (ormats6 <6 Critical in(ormation in(ormation and (ragile media +ere given +hat securit securit level =6 Valua7le Valua7le original +as given given +hat securit securit level -.6 Those that re*uire general access +ere given +hat securit level --6 %ensitive and estricted materials +ere given +hat securit level -06 Checking the items missing, damaged, misplaced, 7orro+ed (or too long, or materials that are out o( date +as kno+n as6



'age 1 o( 1 o( -3


$ou $ou must a7le to get 0- points to 7e competent other+ise ouGll take another test6

La) Tet

=ractica' De$ntratin De$ntratin

Name) KKKKKKKKKKKKKKKKKKKKKKKKKKKK KKKKKKKKKKKKK KKKKKKKKKKKKKKKK K Time started) KKKKKKKKKKKKKKKKKKKKK KKKKKKKKKKKKKKKKKKKKKKKK KKK

Date) Time (inished)

KKKKKKKKKKKKKKKK KKKKKKKKKKKKKK KK KKKKKKKKKKKKKKKK KKKKKKKKKKKKKKKK

Intructin: $ou $ou are re*uired to per(orm the (ollo+ing individuall +ith the presence o( our teacher6



'age 12 o( 12 o( -3




$our $our teacher +ill evaluate our output either satis(actor or unsatis(actor6 I( unsatis(actor, our teacher shall advice ou on additional +ork6 But i( satis(actor, ou can proceed to the net topic6



'age 15 o( 15 o( -3

lo2

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