UNIT 1 MODULE 1: FUNDAMENTALS OF
INFORMATION TECHNOLOGY – STUDY NOTES
1. Information Technology (IT)
Information Technology is the use of computers and software to manage information.
Components of Information Technology
• Hardware – Physical parts of the computer system
• Software – Programs and instructions
• Procedures – Rules and steps for using systems
• Data – Raw facts and figures
• People – Users and IT professionals
2. Scope of Information Technology
Opportunities from IT
• Learning and research
• Training and education
• Communication
• Entertainment
• Career opportunities
Impact of IT
Organisational Impact
• Automation of tasks
• Increased efficiency
Societal Impact
• Privacy and surveillance
• Security issues
• Job creation and retraining
• E-commerce and e-business
• E-learning and e-governance
• Cultural and economic changes
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Ethical, Legal and Political Issues
• Copyright and intellectual property
• Computer fraud and viruses
• Data security and confidentiality
• Monopolies and trade agreements
3. Data, Information and Knowledge
Data
• Raw, unprocessed facts
• Can be qualitative (opinions) or quantitative (measurements)
• Can be detailed or sampled
Information
• Processed data that is meaningful and useful
• Examples: receipts, reports, pay slips
Knowledge
• Application of information to solve problems or make decisions
4. Characteristics of Data
• Unprocessed
• Unorganised
• Discrete
• Can be qualitative or quantitative
5. Ways of Representing Data
• Textual (names, addresses)
• Numeric (ages, height)
• Graphical (images, charts)
• Aural (sound, Morse code)
• Visual (video frames, fingerprints)
Analogue vs Digital Data
Analogue Data - Represents values using physical quantities - Examples: vinyl records, analogue clocks,
landline phones
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Digital Data - Represents values using numbers - Examples: CDs, digital clocks, mobile phones
6. Characteristics of Information
Information must be: - Accurate - Reliable - Complete - Relevant - Timely - Secure - Confidential - Available -
Shareable - Comprehensible - Consistent - Valuable
Information can be distorted or disguised to influence interpretation.
7. Information Sources
Types of Information Sources
• People
• Books
• Newspapers
• Magazines
• Journals
• Websites
• Blogs
• Wikis
• Electronic databases
• CDs/DVDs
• Social media
8. Primary and Secondary Information
Primary Information
Collected by the user: - Observation - Surveys - Interviews - Logs
Advantages: Reliable, accurate Disadvantages: Expensive, time-consuming
Secondary Information
Collected by others: - Internet - TV and radio - Newspapers and magazines
Advantages: Cheap, easy to access Disadvantages: May be biased or outdated
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9. Advantages and Disadvantages of Information Sources
Newspapers
Advantages: Cost-effective, portable Disadvantages: Can be misleading, ads-heavy
Websites
Advantages: Easily accessible, up-to-date Disadvantages: No accuracy standards
Books
Advantages: Learn at own pace, cost-effective Disadvantages: Storage space needed
People
Advantages: First-hand, reliable Disadvantages: Bias, memory errors
10. Information as a Commodity
• Information has economic value
• Used for strategic decision-making
• Examples include:
• Market trends
• Customer profiles
• Buying preferences
11. Information Processing
Information Processing
Activities that convert data into information: - Collect - Collate - Analyse - Present - Disseminate
Types of Information Processing
Manual Processing
Uses non-automated methods
Advantages: - Cheap - Easy to operate - Works without electricity
Disadvantages: - Error-prone - Slow - Requires storage space
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Examples: diaries, filing cabinets
Automated Processing
Uses computers and software
Components: - Input - Process - Store - Retrieve - Output
12. Information Technology Tools
Communication Software
• Email
• Internet
Email Advantages: - Fast - Messages can be stored and forwarded
Internet Advantages: - Large amount of information - Easy access
Internet Disadvantages: - Incorrect information - Security risks
13. Hardware
Categories of Hardware
• Input devices (keyboard, mouse, scanner)
• Output devices (monitor, printer, speakers)
• Processing device (CPU)
• Storage devices
• Communication devices (modem, router)
Storage Types
Primary Storage (temporary): - RAM - ROM
Secondary Storage (permanent): - Hard disk - USB flash drive - CD/DVD
14. Software
Software is a set of instructions that tells the computer what to do.
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Types of Software
System Software
• Controls hardware
• Manages system resources
Examples: - Operating systems (Windows, Linux) - Utility software
Functions of an Operating System
• Multitasking
• Memory management
• Device management
• User communication
15. Application Software
Used to solve user problems.
Categories of Application Software
General Purpose Software (Big Five)
Type Examples Purpose
Word Processing MS Word Create documents
Spreadsheet MS Excel Calculations, graphs
Database MS Access Store and manage data
Communication Outlook Networking
Presentation PowerPoint Slideshows
Advantages: - Cheap - Widely used
Disadvantages: - May not meet specific needs
Custom Written Software
Software made for specific users.
Advantages: - Meets exact needs
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Disadvantages: - Expensive - Difficult to support
Customized General Purpose Software
Modified general-purpose software.
Advantages: - Cheaper than custom software
Disadvantages: - May contain hidden issues
Specialized Software
Designed for specific tasks. Examples: - AutoCAD - Accounting software - Expert systems
16. Communication Tools
Communication tools are hardware or software used to send, receive, and exchange information between
people or devices through a network.
1. Email (Electronic Mail)
Meaning: Email is the electronic transmission of messages and files over a computer network.
Benefits: - Fast and reliable communication - Messages can be stored, printed, forwarded, or deleted -
Supports file attachments - Low cost
Challenges: - Requires internet access - Spam and phishing attacks - Not suitable for sending physical items
Examples: - Gmail - Yahoo Mail - Microsoft Outlook
2. Internet
Meaning: The Internet is a global network of interconnected computers that allows worldwide
communication and information sharing.
Benefits: - Access to vast information - Supports online services (banking, shopping, learning) - Enables
remote work and communication - Information is easily updated
Challenges: - Security threats (hackers, malware) - Misinformation - Privacy issues - Internet addiction
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Examples: - Websites - Search engines (Google) - Online platforms
3. Social Media Tools
Meaning: Platforms that allow users to create, share content, and interact with others online.
Benefits: - Fast communication - Easy sharing of information - Connects people globally - Useful for
marketing and awareness
Challenges: - Privacy concerns - Cyberbullying - Spread of false information - Addiction
Examples: - Facebook - Instagram - Twitter (X) - TikTok
4. Instant Messaging / Chat Tools
Meaning: Tools that allow real-time text-based communication over the internet.
Benefits: - Instant responses - Easy group communication - Low cost - Supports multimedia (images, voice
notes)
Challenges: - Requires internet - Distractions - Security risks
Examples: - WhatsApp - Telegram - Messenger
5. Video Conferencing Tools
Meaning: Tools that allow people in different locations to communicate using video and audio in real time.
Benefits: - Face-to-face interaction - Supports remote learning and meetings - Saves travel cost and time
Challenges: - Requires strong internet connection - Technical issues - Privacy concerns
Examples: - Zoom - Google Meet - Microsoft Teams
6. Voice over Internet Protocol (VoIP)
Meaning: Technology that allows voice calls using the internet instead of traditional telephone lines.
Benefits: - Cheaper than regular phone calls - Supports voice and video calls - International calls at low cost
Challenges: - Depends on internet quality - Call quality issues - Security risks
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Examples: - Skype - WhatsApp calls - Zoom calls
7. Short Message Service (SMS)
Meaning: A service that allows users to send short text messages using mobile networks.
Benefits: - Works without internet - Simple and fast - Widely accessible
Challenges: - Limited message length - Cost per message - Cannot send large files
Examples: - Mobile phone text messaging
8. Discussion Forums / Message Boards
Meaning: Online platforms where users post messages and discuss topics publicly.
Benefits: - Knowledge sharing - Community learning - Information remains available for future users
Challenges: - Slow response time - Misinformation - Requires moderation
Examples: - Reddit - Online school forums
END OF STUDY NOTES