| (a) |
Describe each of the following types of file. |
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(i) Master file. |
[2] |
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(ii) Transaction file. |
[2] |
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(iii) History file. |
[2] |
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(i) Master
file
- It is a relatively permanent file.
- It is used to store essential and
important data of an organisation business transaction.
- Example: Inventory master file.
(ii) Transaction file
- It is a temporary file.
- It is used to store the latest data
transacted on an on-going basis.
- It is used to update master file.
- Example: Invoice file.
(iii) History file
- It is used to save historic and
achieving data.
- The new history file will not
replace the old ones.
- Both new and one files are saved.
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| (b) |
Describe each of the following types
of control. |
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(i) Access controls. |
[2] |
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(ii) Source document controls. |
[2] |
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(iii) Communication controls. |
[2] |
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(i) Access
controls
- This control limits the access to
authorise process and person processing the data.
- This can be done by authorisation
via signature or password through system.
(ii) Source document controls
- This control can be done by
authorisation on source document by means of initial or signatures
- It can also rely on the use of
prenumbered document where any missing can warrant a check.
(iii) Communication controls
- This control can be done by
encrypting the process data before the transmission and decoding them upon transmission or
receipt.
- It is a security measure to ensure
confidentiality of the information transmitted.
- It is expensive and require
expertise in this control.
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| (c) |
(i) Define the terms physical
control. |
[2] |
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(ii) Describe two methods of file
control which are of direct concern to the systems analyst. |
[4] |
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(i)
Physical control is defined as the means of control that protect against unauthorised
access to information and physical control on site and documents. (ii) The two methods are:
- Labelling the files by using
external label, Header internal label as well as Trailer internal label to avoid
extracting the wrong file being processed.
- Backup the file for purpose of
recovery actions by using generation of master file, master file dumping and record image
copies. In term of loss, damage and failure, with the backup copies, the process can be
recovered easily.
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| (d) |
How can organisational controls
help a company? |
[2] |
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Organisation
controls introduces the separation of duties within the organisation. It does not allow 1
single person to have full access to the entire system. This will avoid fraudulent
transaction being done by this person. |
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