Handling Computer Files III - SS2 ICT Past Questions and Answers - page 2

Efficiency: Computerized files enable rapid access, search, and retrieval of information, saving time and increasing productivity.

Space Savings: Digital files take up negligible physical space compared to stacks of paper documents, allowing for more efficient use of office space.

Dependency on Technology: Computerized systems are vulnerable to hardware or software failures, power outages, and cybersecurity threats.

Learning Curve: Transitioning to digital systems may require training for staff to become proficient in using software and tools.

Dependency on Technology: Computerized systems are vulnerable to hardware or software failures, power outages, and cybersecurity threats.

Learning Curve: Transitioning to digital systems may require training for staff to become proficient in using software and tools.

Computerized files facilitate collaboration by enabling instant sharing over networks or through the internet. Team members can simultaneously access and edit documents, making real-time collaboration possible. Additionally, features like version control and comments streamline the review and approval process, enhancing teamwork and reducing delays associated with physical transfer of manual files.

In certain situations, organizations might choose manual files due to specific needs. For instance, in a highly confidential environment where digital security is a concern, physical files might be preferred to minimize the risk of data breaches. Similarly, in industries that require legal or regulatory compliance with physical records, such as medical charts or legal documents, manual files could remain the preferred choice.

Consider a financial institution that relies on computerized transaction records. If their system experiences a catastrophic failure due to hardware issues or cyberattacks, they could lose critical financial data. The backup and recovery feature of computerized files would be essential in quickly restoring the lost data and ensuring the institution's operations continue smoothly without significant financial loss or regulatory violations.