Introduction to Electronic Document Preparation and Management

Authors

Yanique Deneisha McDonald a 4th year student at the Mico

University College. Presently pursuing a Bachelor Degree in

Business Education. She passionate about helping people

recognizes and maximizes on their potentials. I see teaching as an

extension of my passion to serve and help students, there is

nothing more exciting to me then empowering students,

motivating them and helping them to grow in confidence. I am

inspired by the quote which states that “The Mediocre teacher

tells, the good teacher explains, the superior teacher demonstrates.

The great teacher inspires.” By William Arthur ward.

Krishana Officer a 4th year students at the Mico University

College pursuing a Bachelor Degree in Business Education. I love

working with children and helping them gives me some

motivation to know I am making a great contribution to my

country for the future. As an aspiring teacher I take pleasure in

what I do and success is what I shall reap. I am a self motivator, a

mentor a woman that lights up a dark room and empowers a lost

soul. I stand on the Psalm 28 v7 The LORD is my strength and

my shield; my heart trusts in him, and he helps me. My heart

leaps for joy, and with my song I praise him.

Driven and self- motivated introvert who aspires to become a

phenomenal teacher. Raised by a single mother, my formative

years have allowed me to formulate my own personal pedagogical

philosophy. It is true that under pressure coal becomes diamond

and I am now more appreciative that have been exerted as I have

been molded into the individual that I am today. The Mico

University College has fostered my evolution as a person to help

with my achievement of personal goals. I aspire to be a teacher

that inspires just as my teachers have been a source of inspiration

to me.

I am vibrant, a confident individual who believes your past

doesn’t make you who you are for the furture. It simply enables

you to make better decisions in moving forward. I believe in the

unexpected as such im self aware, self assure and I take life as it

comes. I am Shelando Johnson a Miconian who is warm,

outspoken, innovative, creative and full of life. A teacher from

birth who believes, every child needs that genuine love and

attention while impacting their lives with knowledge that will

help them in bettering themselves and the society.

Introduction

This book, Introduction to Electronic document preparation and management is intended for

students used in grade seven to nine grade and teachers. The content has been compiled and

organized in such a way to prompt students’ interest in a subject that is fast becoming a

compulsory subject because it provides a good platform for students in an ever evolving

world that is highly technological.

The vivid and colourful illustration combined with study activities makes this book an ideal

study companion to suggested text.

Contents Introduction

Chapter 1 Fundamentals of Computer

What is a computer? Types of computers Advantages and disadvantages of computer Activity 1

Chapter 2 Input output & storage devices

What is an input, output and storage deviceExamples of input & output devices Functions of input & output devices Activity 2

Chapter 3 Ergonomics

What is ergonomics Features of ergonomics Ergonomics ‐ health and safety Key boarding techniques Activity 3

Answer sheet

References

Chapter 1 Fundamentals of Computer P a g e | 1

What is a computer?

A computer is an electronic device that accepts data as input processes the data into information, stores and allows the retrieval of the processed data, and outputs those results in a form that is usable by human or other computers.

The computer has become an indispensable tool in the world of work. Organizations depend on them for document preparation, communication, record keeping, and a host of other tasks.

Types of computers

Computer systems may be classified according to size. The four basic classes are microcomputers, minicomputers, mainframe computers and supercomputers.

Microcomputers

Microcomputers, also called personal computers (PCs) are designed to be used by one person. There are many different sizes of personal computers. New smaller units are often more powerful than larger ones.

Figure 1.1 Microcomputers

• A palmtop computer is hand – sized. Early models offered only a limited number of applications, such as a note a notepad and

By the end of this chapter students must be able to:

Define the computer

Identify the types of computers

Describe the advantage and disadvantages of the computer


address book, but their capacity has increased considerably.

• A personal digital assistant (PDA) is a small handheld device about the size of a pocket calculator. A APD is used for managing schedules and storing contact

information. Mobile phones now offer many of the features of a PDA plus email, internet, audio recording, photographs and video.

A laptop or notebook combines the screen, keyboard, pointing device, processor, memory and hard drive

in a lightweight battery-powered case often no larger than an average textbook. Person who need to take work home, or who travel in their work or have limited workspace often choose to use laptops.

• A desktop is a personal computer (PC) that is designed to be set up in a permanent location. This type of computer is most commonly found in homes, schools and offices.

• A workstation is a desktop computer, but with more powerful processor, extra memory and greater capabilities. Workstations are used by millions of office workers all over the world. They are used for software development and engineering design, and are popular with users such as scientists, engineers and movie animators, who require most of the features of a PC but need the power of larger computer.

Minicomputers Minicomputers, sometimes called mid-range computers, are more powerful than microcomputers and can support a number of users performing different tasks. They were originally developed to perform Specific task such as engineering and calculations.

Figure 1.2 Minicomputer Mainframe computers

Mainframe computers are large systems that can handle numerous users, store large amounts of data and process transactions at a very high rate they are used in large organizations where many people must access the same data, often simultaneously .


Supercomputers

Supercomputers are largest, most powerful category of computers and consequently the most expensive. These systems are able to process hundreds of millions of instructions per second. They are used for jobs requiring long, complex calculations, for examples navigation satellites, weather forecasting and genetic engineering.

Figure 1.4

TO do

1. What is a computer? 2. Identify the main properties

of each class of computer. 3. State at least one situation in

which each type of personal computer is used.

Advantages of computer usage

The increasing usage of computer in everyday life is largely due to the advantages gained as compared compared with doing task manually. Advantages include:

Increased speed with which the task is done.

Consistency and accuracy of the results produced

Enhance storage capabilities using a wide range of high – capacity, low – cost storage device from which information is easily retrieved

Reliability that organization and various users can depend on it.

Disadvantages of computer usages

It is easier for the security and integrity of data to be compromised. This is because of the digital nature of the data stored and the ease with which data may be transferred from one computer system to the next.

The initial cost of setting up a computer system with all the required components is high. There are also costs associated with the operating a computer system such as electricity, consumables (paper and ink) and any necessary repairs.

To DO

How is a computer system advantageous to you as a student as it relates to:

1. Conducting research, storing data and making presentation

2. Communicating with your teacher and classmates outside of school. Write you answer in your note book.

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Chapter 2 Input Output & Storage Devices P a g e | 5

What is an input device?

An input device is a piece of hardware that is used to enter data into a computer or a similar processing device such as a smart phone. It is classified as a peripheral device that feeds data or instruction into a computer for display, processing, storage, or outputting or transmission. Input devices convert the user's actions and analog data (sound, graphics, pictures) into digital electronic signals that can be processed by a computer.

Examples of Input Devices

Functions of various Input Devices

Keyboard

Keyboard is the most common and very popular input device which helps in inputting data to the computer. The layout of the keyboard is like that of traditional typewriter, although there are some additional keys provided for performing additional functions.

Mouse

Mouse is most popular pointing device. It is a very famous cursor-control device having a small palm size box with a round ball at its base which senses the movement of mouse and sends corresponding signals to CPU when the mouse buttons are pressed.


Define input, output and storage devices

Identify examples of input, output and storage

devices

State the functions of the input, output and storage


Generally it has two buttons called left and right button and a wheel is present between the buttons. Mouse can be used to control the position of cursor on screen, but it cannot be used to enter text into the computer.

Advantages

• Easy to use

• Not very expensive

• Moves the cursor faster than the arrow keys of keyboard

Scanner

Scanner is an input device which works more like a photocopy machine. It is used when some information is available on a paper and it is to be transferred to the hard disc of the computer for further manipulation. Scanner captures images from the source which are then converted into the digital form that can be stored on the disc. These images can be edited before they are printed.

Bar Code Readers

Bar Code Reader is a device used for reading bar coded data (data in form of light and dark lines). Bar coded data is generally used in labelling goods, numbering the books etc. It may be a hand held scanner or may be embedded in a stationary scanner. Bar Code Reader scans a bar code image, converts it into an alphanumeric value which is then fed to the computer to which bar code reader is connected.


Microphone

Microphone is an input device to input sound that is then stored in digital form. The microphone is used for various applications like adding sound to a multimedia presentation or for mixing music.

Optical Mark Reader (OMR)

OMR is a special type of optical scanner used to recognize the type of mark made by pen or pencil. It is used where one out of a few alternatives is to be selected and marked. It is specially used for checking the answer sheets of examinations having multiple choice questions.

Joystick

Joystick is also a pointing device which is used to move cursor position on a

monitor screen. It is a stick having a spherical ball at its both lower and upper ends. The lower spherical ball moves in a socket. The joystick can be moved in all four directions.

The function of joystick is similar to that of a mouse. It is mainly used in Computer Aided Designing (CAD) and playing computer games.

What is an output device?

An output device is a specialized hardware component that allows the ends user to look at or listen to the results of the processing activities. It is used to send data from a computer to another device or user. Most computer data output that is meant for humans is in the form of audio or video.


Examples of output devices

Functions of various Output Devices

Monitors

Monitors, commonly called as Visual Display Unit (VDU), are the main output device of a computer. It forms images from tiny dots, called pixels that are arranged in a rectangular form. The sharpness of the image depends upon the number of pixels.

Printers

A printer is an external hardware output device responsible for taking electronic data stored on a computer or computing device and generating a hard copy of that data. Printers are one of the most commonly used peripherals on computers and are commonly used to print text and photos.

Projector

A projector is an output device that can take images generated by a computer and reproduce them on a large, flat (usually lightly colored) surface. For example, projectors are used in meetings to help ensure that all participants can view the information being presented.


Speaker

A hardware device connected to a computer's sound card that outputs sound generated by the computer.

Headphones

A hardware device that either plug into your computer or your speakers to privately listen to audio without disturbing anyone else.

What is a storage device?

A storage device is any computing hardware that is used for storing, porting and extracting data files and objects. It

can hold and store information both temporarily and permanently, and can be internal or external to a computer, server or any similar computing device.

Storage devices are one of the core components of any computing device. They store virtually all the data and applications on a computer, except hardware firmware. They are available in different form factors depending on the type of underlying device. For example, a standard computer has multiple storage devices including RAM, cache, a hard disk, an optical disk drive and externally connected USB drives.

There are two different types of storage devices:

• Primary Storage Devices: Generally smaller in size, are designed to hold data temporarily and are internal to the computer. They have the fastest data access speed, and include RAM and cache memory.

• Secondary Storage Devices: These usually have large storage capacity, and they store data permanently. They can be both internal and external to the computer, and they include the hard disk, compact disk drive and USB storage device.


Examples of Storage Devices

Functions of various Storage Devices

Random Access Memory (RAM)

This storage is used for storing information temporarily. When the computer is switched off the information on the RAM is wiped off. The access rate of RAM is much higher. They are more expensive than the other types of primary storage devices.

Read Only Memory (ROM)

This is a permanent storage device that contains data that cannot be changed. It is a set of instruction that tells the computer what to do when it starts up.

USB Drive

A USB drive -- also known as

a flash drive or keychain drive -- is

a plug-and-play portable

storage device that uses flash memory and

is lightweight enough to attach to a

keychain. A USB drive can be used in

place of a floppy disk, Zip drive disk

or CD. When the user plugs the device

into the USB port, the

computer's operating system recognizes

the device as a removable drive and

assigns it a drive letter.


Compact disks are known as optical storage devices.

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.

A CD can store around 650 Mb of data. A typical MP3 song is about 3Mb and so a CD can hold about 200 songs.

Compact Disks come in two main forms:

CD-ROM - CD Read Only Memory. Data can only be written once i.e. once the pits are burnt on to the surface, that part of the disk cannot be used again for storage although it can be re-played endless times. Most music discs are of this format.

Memory Cards

A memory card or flash card is an electronic flash memory data storage device used for storing digital information. These are commonly used in portable electronic devices, such as digital cameras, mobile phones, laptop computers, tablets, MP3 players and video game consoles.

Floppy Disk

A floppy disk is a disk storage medium composed of a disk of thin and flexible magnetic storage medium, readable by a floppy disk drive (FDD), and sealed in a rectangular plastic carrier lined with fabric which serves the purpose of keeping the data storage disk free of foreign particles such as dust.

Digital Versatile Disk

DVDs are amongst the most common methods of copying and backing up data at home.

A DVD is similar to a CD in that it is an optical device and that a laser is used to store the data and read the data.

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Vocabulary Words

T M I C R O P H O N E K C D JK U T U O U R F C Z D A H C RI H P D Q M O E N F M P K X RX D P T W P T N S E C M E O RB U R M U N I Y R T N S T H NG Y I J G O N A J B J C D N UT Y N U G M O U N L E H G C JG T T F U K M Q Y J E Y I N US X E Y L M E M O R Y C A R DB D R U E K Z R E A K L X Q NR X I C W Y P E G A R O T S FP B V F O M N S Y E Q U N R VQ K S A W C S Q V O P K I Q OD D E V I C E S R N N I E U QS C A N N E R N I P Y U P O H

INPUT DEVICES OUTPUT STORAGE SCANNER PRINTER MICROPHONE CAMERA PROJECTOR MEMORYCARD MONITOR

C h a p t e r 3 E r g o n o m i c s &

K e y b o a r d i n g T e c h n i q u e s P a g e | 15

Today we will be examining

ergonomics! What exactly is

ergonomics when using the

computer and its importance?

During a regular work day persons may find

themselves physically stress with as a result

of extending their wrist, slouching, sitting

without foot support and looking on the

computer for a long period of time. Let’s

define ergonomics.

What is ergonomics?

Ergonomics is a field of study that attempts

to reduce strain, fatigue, and injuries by

improving product design and workspace

arrangement. The goal is having a

comfortable, relaxed posture and a proper

hand placement is very important when

around the computer.

Features of Ergonomics

Body Position

You should sit with your back straight and

your feet flat. Your feet should be about

shoulder length apart. This will give your

back and shoulders the least amount of

stress while typing.

Monitor position

The monitor should be completely viewable

when you are looking straight ahead.

Usually the top of the monitor should be at

eye height or just above the eyes.

Keyboard Position

The keyboard is best in a flat position, at a

height that allows your forearms to be

parallel to the floor. Often a keyboard tray

beneath the desk can help. We do not

recommend using the pegs in the back of

most keyboards or the use of wrist rests.

Arm and Hand Position

Your forearms should be parallel to the

floor. Your wrists and hands should be

straight. Your wrists should NOT rest on the

desk or table. This is very important and a

common error!

Finger Position

Your fingers should barely touch the home

row keys. Let your left forefinger naturally

sit on the F key, and then place the middle

finger on the D key, the ring on the S key

and the pinky on the A. Do the same with


Define ergonomics

Identify six features of ergonomics

Explain keyboarding techniques



the right hand, beginning with the

forefinger, let it rest on the J Key. Place

your middle finger on the K key, the ring

finger on the L and the pinky finger on the

semicolon (;) key.

Rest and stretch

Be sure to take frequent breaks from the

keyboard and from sitting. Stand up, stretch

your arms and legs, and take a walk if you

can.

So a good posture is needed when using the

computer, diagram 1 below illustrates the

wrong position when using the computer.

Fig 1. Wrong posture at the computer

Fig 2. shows the correct sitting posture

when using the computer.

Fig 3. Illustrates various do’s in a

computer workstation.

When using the computer always ensure

that your computer desk has a built in

tray to hold the keyboard and mouse.

Use a comfortable chair with adjustable

height, lower-back support and adjustable

armrests.

Take frequent breaks away from the

computer, recommended every 30

minutes.

Position your monitor 24-30 inches away

from your eyes.



Once you follow these simple steps you

should be efficient when using the

computer, just maintain a good posture

while typing this will reduce fatigue.

How can ergonomics improve health and

safety?

Applying ergonomics to the workplace can:

reduce the potential for accidents;

reduce the potential for injury and ill

health;

improve performance and

productivity.

Taking account of ergonomics and human

factors can reduce the likelihood of an

accident. For example, in the design of

control panels, consider:

the location of switches and buttons

– switches that could be accidentally

knocked on or off might start the

wrong sequence of events that could

lead to an accident;

expectations of signals and controls

– most people interpret green to

indicate a safe condition. If a green

light is used to indicate a ‘warning or

dangerous state’ it may be ignored or

overlooked;

information overload – if a worker is

given too much information they

may become confused, make

mistakes, or panic. In hazardous

industries, incorrect decisions or

mistaken actions have had

catastrophic results.

Case study 1

Eddie works on an engine assembly line.

He uses a handheld impact wrench to fit a

component to an engine. The assembly line

makes up to 2400 engines a day and it takes

approximately 3 seconds to tighten each

component. As well as the risk from using a

vibrating tool, Eddie often had to adopt poor

postures to reach some parts of the engine.

He had to repeatedly stretch out his arm and

constrain his posture while tightening the

adapter. After a few weeks Eddie found that

he was leaving work with shoulder and neck

pain. One tea break, Eddie’s line manager

saw him rubbing his neck and shoulder and

recognised that the pain could be due to the

type of work Eddie was doing. The line

manager spoke with Eddie and then told the

company health and safety officer about

what she had seen. The company assessed

the work by considering ergonomics

principles and, after getting ideas from the

workforce, came up with the following

modifications:

They replaced the impact wrench

with one with minimal reaction

force so that little shock was

transmitted to the hand. They also

suspended the wrench so Eddie

didn’t have to support its weight.

They modified the workplace layout

so workers had better access to all

sides of the engine, avoiding the

need to adopt poor working

postures.



They implemented a job rotation

scheme so the five workers on the

line were moved around a number

of different tasks.

Some of these tasks still required the use of

vibrating tools, but the overall personal

exposure was halved. As a result of the

modifications there was:

a reduction in vibration exposure;

no need to adopt poor and

constrained postures;

reduced boredom and fatigue for

Eddie’s team;

improved productivity.

For this lesson we will look at using the

keyboard in its entirety, the various keys on

the keyboard and their importance. Having

good keyboarding techniques will increase

speed when typing thus reducing the length

one would take to type a document. Two

key terms when looking at keyboarding

techniques:

Word-processing which is the preparation

of documents such as letters, reports,

memos, books or any other type of

correspondence, and Word processor an

application, program or software that allows

you to edit, print and save these documents

for use at a later date. Microsoft Word is

one of the most commonly used word-

processors, but there are others such as

Lotus, WordPro, WordPerfect etc.

Below we will discuss different parts of the

keyboard, these include The Cursor, The

Space bar, The keyboard, Character keys,

Modifier keys and Command keys. There

are others that you can research on your

own.

The Cursor

It is the position indicator on a

computer screen where the text you type

will appear. The cursor is also a visible

and moving pointer that the user controls

with a mouse or touch pad, or similar input

device. The cursor moves across the screen

as you type, after you have started typing

you are able to move the cursor anywhere

within your text.

The Space Bar

This is the longest key on the keyboard

and is used to insert a blank space after

each word. When typing always put two

spaces after each full stop, exclamation

marks and one space after each commas.



The Keyboard

This input device resembles a typewriter,

when you press a key coded message is sent

to the CPU. The CPU sends a signal to the

monitor to display the character that you

have typed.

Character Keys

These are letters, numbers, punctuation

mark or other symbol displayed on the

keyboard. These keys are displayed below

the function keys that are labeled F1 to

F12.

Modifier keys

These are also known as Caps Lock and

Shift, because they are used to change the

function of the character keys. Press Caps

Lock only if you want to type a large

block text in capital letters. If you want

a single capital letter, hold Shift and

press the letter key, then release both

keys.

Command Keys

Also called system keys which include Ctrl

and Alt keys, these special command keys

are used in combination with other keys to

perform specific tasks.

Fingering position is essential when using

the keyboard.



CROSSWORD PUZZLE

Complete the following using the clue going

across and clues going down.

Across

5. use to separate words.

Down

1. changes the function of the character key

2. a moving pointer

3. can be found below the function keys

4. an example would be WordPerfect

Vocabulary Words

T M I C R O P H O N E K C D J

K U T U O U R F C Z D A H C R

I H P D Q M O E N F M P K X R

X D P T W P T N S E C M E O R

B U R M U N I Y R T N S T H N

G Y I J G O N A J B J C D N U

T Y N U G M O U N L E H G C J

G T T F U K M Q Y J E Y I N U

S X E Y L M E M O R Y C A R D

B D R U E K Z R E A K L X Q N

R X I C W Y P E G A R O T S F

P B V F O M N S Y E Q U N R V

Q K S A W C S Q V O P K I Q O

D D E V I C E S R N N I E U Q

S C A N N E R N I P Y U P O H

Activity Chapter 1 Chapter 2

Activity 1 1. B

2. B

3. A

4. A

1. C

2. C

3. B

4. D

5. D

Activity 2 a) Minicomputer

b) Mainframe

c) Super computer

d) Microcomputer

a) E

b) C

c) A

d) F

e) D

f) B

References

Computer Input Devices. (n.d.). Retrieved April 17, 2016, from

http://www.tutorialspoint.com/computer_fundamentals/computer_input_devices.htm

Jacob, A., & Augustine, A. (2008). Electronic Document Preparation and Management for

CSEC.

http://www.tutorialspoint.com/computer_fundamentals/computer_input_devices.htm

Introduction to Electronic Document Preparation and Management

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