introduction to electronic document preparation and management (1st edition)
DESCRIPTION
A book that contains vital information about Electronic Document Preparation and Management (EDPM). It has three chapters which focuses on Fundamentals of Computer; chapter two teaches students about the various Input, Output and Storage Devices and chapter three teaches students about Ergonomics. It has activities for each chapter to test on what the students have learnt from the information provided n the book and will foster them in doing individual research.Introduction to Electronic Document Preparation and Management caters to students in grades 7-9 who will learn the basic information about EDPM or even Information Technology. It will assist them as they major into the courses in their senior year.TRANSCRIPT
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
Chapter 1 Fundamentals of Computer P a g e | 2
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 .
Chapter 1 Fundamentals of Computer P a g e | 3
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.
By the end of this chapter students must be able to:
Define input, output and storage devices
Identify examples of input, output and storage
devices
State the functions of the input, output and storage
Chapter 2 Input Output & Storage Devices P a g e | 6
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.
Chapter 2 Input Output & Storage Devices P a g e | 7
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.
Chapter 2 Input Output & Storage Devices P a g e | 8
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.
Chapter 2 Input Output & Storage Devices P a g e | 9
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.
Chapter 2 Input Output & Storage Devices P a g e | 10
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.
Chapter 2 Input Output & Storage Devices P a g e | 11
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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Chapter 2 Input Output & Storage Devices P a g e | 14
Activity 3
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
By the end of this chapter students must be able to:
Define ergonomics
Identify six features of ergonomics
Explain keyboarding techniques
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 | 16
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.
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 | 17
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.
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 | 18
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.
C h a p t e r 3 E r g o n o m i c s &
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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.
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 | 20
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.