Consideration for the compression of files for the transfer and display of data

Compression is the reduction in size of data in order to save space or transmission time.

Lossy compression

Lossless compression

File sizes

Techniques for file size minimisation



Optimisation of files

Digital or online



You want to get your high quality media to your clients quickly. Find a way to reduce the file size of the following media whilst retaining the as much quality as possible. Use your research skills, walkthroughs, tutorials etc at your discretion.

Audio (MP3) -


Video (MP4) -


Image (RAW) - OR


Strategies for efficient online data management

Strategies for efficient document version control

  • large companies often have several people working on the same project, sometimes even the same document causing errors.
  • these documents often have a version control table as their first page listing who is working on it, dates, when, draft or final
  • version numbers can be added to the file name, eg NikeCompanyReport2015Ver01.doc,     NikeCompanyReport2015Ver02.doc
  • version numbers can also be added to the footer of the document
  • version numbers in the footer help people know which version they are reading
  • a trick to keep a document from being written over is to make it Read Only, then it must saved as different version
  • there are document management systems that make it work more smoothly. eg when a file is open, it can't be opened by others


The picture below, from an AIT syllabus by Schools Curriculum and Standards Authority, shows how the last version of the old AIT syllabus has a footer added for this version. It does this by using the year.

Concept of cloud computing

Cloud computing is a type of Internet-based computing that provides shared computer processing resources and data to computers and other devices on demand. It is a model for enabling ubiquitous, on-demand access to a shared pool of configurable computing resources (e.g., computer networks, servers, storage, applications and services). Cloud computing and storage solutions provide users and enterprises with various capabilities to store and process their data in either privately owned, or third-party data centres that may be located far from the user–ranging in distance from across a city to across the world. Cloud computing relies on sharing of resources to achieve coherence and economy of scale, similar to a utility (like the electricity grid) over an electricity network.

Examples of Cloud Computing

G-Suite for Education (formerly Google Apps for Education)

Applications such as Google Docs and Google Sheets are used on-demand across the internet through a web browser. The applications do not have to be downloaded and installed on the client computer. Multiple users in disparate locations around the world can collaborate at real-time over the internet. Data storage is provided through Google Drive. All files are stored on the internet and nothing is downloaded directly to the computer (unless using the synchronisation). This means users can access their files on any device providing it has access to the internet.

Advantages of Cloud Computing

  • Frees business from not having to invest in hardware
  • No need to install software on devices
  • Reduction in maintenance and hardware upgrades
  • Easy to collaborate with others
  • Increased flexibility in working arrangements
  • Can access documents from any device through the internet

Disadvantages of Cloud Computing

  • Requires sufficient internet access to run applications
  • Requires download and upload of data to the internet, which can be costly
  • Disruptions to internet services can leave businesses unable to use the cloud service or the application at all
  • Security of data is more vulnerable with data being stored on the cloud, particularly companies that have proprietary or sensitive information that needs to be stored

Lifewire, What Is Cloud Computing?,

Computer Basics: What is the Cloud?


What Does Cloud Computing Mean?

System utility tools and accessories for the efficient operation and maintenance of data

Utility software is system software designed to help analyse, configure, optimise or maintain a computer.

Disk clean-up tools

Disk Cleanup (cleanmgr.exe) is a computer maintenance utility included in Microsoft Windows designed to free up disk space on a computer's hard drive. The utility first searches and analyzes the hard drive for files that are no longer of any use, and then removes the unnecessary files. There are a number of different file categories that Disk Cleanup targets when performing the initial disk analysis:

  • Compression of old files
  • Temporary Internet files
  • Temporary Windows files
  • Downloaded program files
  • Recycle Bin
  • Removal of unused applications or optional Windows components
  • Setup log files
  • Offline web pages (cached)

the above list, however, is not exhaustive. For instance, 'Temporary Remote Desktop files' and 'Temporary Sync Files' may appear only under certain computer configurations, differences such as Windows Operating System and use of additional programs such as Remote Desktop. The option of removing hibernation data may not be ideal for some users as this may remove the hibernate option.

For disk clean up tools on Windows 10, see the following Disk Cleanup support tip from Microsoft.

Deletion of temporary files/internet cache

Temporary Internet Files is a folder on Microsoft Windows which serves as the browser cache for Internet Explorer to cache pages and other multimedia content, such as video and audio files, from websites visited by the user. This allows such websites to load more quickly the next time they are visited.

Each time a user visits a website using Microsoft Internet Explorer, files downloaded with each web page (including HTML and Javascript code) are saved to the Temporary Internet Files folder, creating a web cache of the web page on the local computer's hard disk drive, or other form of digital data storage. The next time the user visits the cached website, only changed content needs to be downloaded from the Internet; the unchanged data is available in the cache.

Despite the name 'temporary', the cache of a website remains stored on the hard disk until the user manually clears the cache, the cache expires or if the cache is full. This is often regarded as a privacy issue, because anyone with access to the computer can view the cache. The contents of the folder are indexed using an index.dat file, a form of database.

For deleting temporary internet files in Internet Explorer, see the following tip on deleting the temporary internet files from Microsoft. For other browsers, see here.

Disk fragmentation

Disk Defragmenter is a utility in Microsoft Windows designed to increase access speed by rearranging files stored on a disk to occupy contiguous storage locations, a technique called defragmentation. Defragmenting a disk minimizes head travel, which reduces the time it takes to read files from and write files to the disk. Beginning with Windows XP, Disk Defragmenter also reduces system startup times.

As of Windows 10, the program has been renamed to Defragment and Optimize Drives.

For defragging Windows 10 computers, see the following tip on improving your computer's performance from Microsoft.

Disk Defragmentation Explained

Anti-malware, Virus, SPAM and spyware

What is Malware - TechSupportDell

What is Malware? | Learn about todays threats with Norton Security Center. - Norton

How to protect your computer from malware - Google

Three tips for spotting malware - Google Help

Malware Fundamentals - Kaspersky Lab

Understanding Spam & Phishing -


  • Read the following article ( and answer the questions below:
    1. What is the name of the malware that the article is referring to?
    2. How is a victim's computer typically infected?
    3. What is the malware designed to do?
    4. What are the implications of the effect of the malware infection? Explain.
    5. Discuss 3 ways in which a user can prevent malware from accessing their computer system.
    6. Your mate's computer is running incredibly slowly, taking seemingly forever to do anything. In addition, ads keep popping up randomly and it appears to be getting worse. Conduct some research and describe a process that your buddy can follow to remove malware from a badly infected computer.


Use compression to optimise transfer and display of data

use - be or become familiar with something through experience

data - information in digital form that can be transmitted or processed



Additional Information

Activity: Take a photo with a DSLR camera in RAW format. Use compression and file size minimisation techniques to find the perfect balance between quality and file size for the image, which is to be used for display on a webpage.

Use system utility tools and accessories to ensure efficient operation and maintenance of data

use - be or become familiar with something through experience

data - information in digital form that can be transmitted or processed



Additional Information

Activity: What are some system utility tools that are built in to many common operating systems? Create a table that outlines common operating systems, the names of their built-in utilities, and how they assist in the maintenance of a computer system.

Apply document version control

apply - use, utilise, employ in a particular situation



Additional Information

Activity: Apply version control to the files on your desktop/Google Drive.