Introduction
Information technology deals with computer-based information systems especially computer hardware and software applications. It entails the study, development, implementation, and management of the same. Computers are used to convert, store, protect, process, transmit, and retrieve information. Computer networks allow individuals in an organization to view their electronic mails and share information. The features of computers needed in an organization depends on the needs of the organization and the work that the computer systems will be used to perform. Printers are output devices that can be connected to computers so that they can help in producing printouts that are useful to an organization. Information technology professional offer security to information when in storage and when in transfer. Computer viruses have become a common aspect and some anti-viruses are needed to protect the computers from virus attacks. Some back up is very important to prevent loss of important information in case computers crash. Our company wishes to open a new office in Hong Kong. The office will be occupied by two employees one performing administrative functions and the other marketing executive. This paper will seek to analyze the equipments that are needed to set a small office network and keep the start up cost low while keeping productivity constant.
Literature Review
As stated before, our company wishes to open a new office in Hong Kong. The marketing director wishes to keep the start cost as low as possible while retaining high productivity. Two computers are needed for the individuals who will be working in the office. A Local Area Network (LAN) is required so that the two computers are interconnected and the individuals can access the internet. A printer is also important in the office for output purposes. These will enable them to access their electronic mails, write reports and tabulate monthly expenses, research potential customers by using the internet, print marketing for distribution to customers, and print management reports. Back up and anti-viruses are essential for security purposes.
Computer Systems Needed in Office
The computers needed by the organization are for simple jobs such as accessing the internet and word processing. The important features to be looked at include the memory and the processing speed. Since the marketing director wants the cost to be minimal and the computer systems will be performing heavy duties, the amount of memory needed is little and the processing speed need not be very powerful. The processor determines the performance of a computer system because it is the place actual processing takes place1. A mid grade Intel processor of two GHz is efficient in the computer systems. The Random Access Memory (RAM) helps in running programs. A one GB RAM is sufficient for accessing the internet, word processing, and printing. I also recommend that the systems to be bought should have memory upgrade slots so that it can be expanded later if need be. The hard drives help in storage of information. One hundred GB hard drive is effective each system. One of the systems should have a DVD Writer to help in writing back up information. The two computer systems should provide for external ports and connections so that peripherals such as printers, internet, iPods and others can be connected. I recommend five USB ports, a firewall port, and an Ethernet connection for internet and networking. Fifteen inch Liquid Crystal Display (LCD) monitors are very efficient. The monitors occupy less space and consume low power compared to the cathode ray tube monitors. Other components that make the system include the output devices such as keyboard and mouse. Each system will cost about two hundred and seventy five U.S. Dollars. One printer will be used to serve the two computers.
Backup
Backing up refers to the process by which copies of information are stored separately from the computer systems so that it can be used to restore the previous state in case of a catastrophe2. Earth quakes, thieves, bomb blasts, and others may cause permanent loss of information. This calls for backup where the information can be retrieved after such incidents. A computer system may crash loosing all information or some parts of information may be lost by mistake or corruption. In such cases, the backup is used to restore the information lost. Back information can be stored in floppy disks, compact disks, DVDs, the internet and others. The backup should be stored in a separate place from the computer systems. To prevent access of sensitive information by unauthorized users, the data can be encrypted so that only some individuals can read it. When data is encrypted, an unauthorized individual who has access to the backup cannot access the data. The marketing director will be required to buy some DVDs for storing software and information. The employees using the computers will also be saving some information such as management reports in their electric mails.
Securing the Company from Virus Attacks
A computer virus is software that infects a computer and spreads to other computers especially if they are interconnected3. They affect the operations of the computer by corrupting data in it. Computer virus can be spread by sharing of floppy disks, CDs, DVDs, flash disks, and other removable medium. Internet downloads also lead to virus attacks. Viruses multiply at a very high rate and may lead to a system crash. To secure the company from virus attacks, the computer should have an antivirus that is updated every time some updates are released. An anti-virus is software that is used to detect attacks and help remove any viruses detected. An updated antivirus will detect the virus and help remove it from the system. The antivirus identifies any threats and helps remove the ones that are detected. To prevent attacks, certain rules are supposed to be followed when browsing the internet, opening attachments and downloading files. Removable storage devices should always be scanned for viruses before they are opened. This way, the computers will be safe from viruses.
Small Office Network
The office will be connected with local area network that will allow the two individuals to share information and browse the internet. With the Windows XP operating system, there is no additional software needed to connect the computers to a Local Area Network. The network will allow the two employees to share resources such as printers, drives, directories, and others4. Ethernet technology will be used. Network Interface Cards will be connected with cables. For the small office network, a ten Mbps Ethernet is very efficient. The expansion slots in the computers will allow the network Interface Cards to fit effectively. Four network interface cables will cost about eighty U.S. dollars. The 10-base-2 approach does net even need a hub meaning that the costs will be minimal. When purchasing the network interface cards, some short cables will be required. Network interface cards manufacturers provide drivers that are used during installation. Data will be transmitted in form of packets from one end to the other.
To connect the local area network to the internet, a cable modem will be used. It will allow the two individuals in the small branch to reach the internet service provider5. One NIC card will be connected to the cable modem and the other will be used to supply the internet to the computers. The Local Area network will facilitate the work of the two employees in the new branch.
Conclusion
Information technology has brought a new system where individuals can access the internet from any place. Accessing the internet is today cheaper than accessing the internet sometimes back. For our organization to maintain the cost of the start up as low as possible, there are some considerations that must be made so that low quality computers do not affect the productivity. Two computers will be bought, a printer, cables for connection to the local area network, network interface cards, and others. The computer systems will have features such as 2.0 GHz processor, 1.0 GB RAM, 100 GB hard drives, and an LCD Screen. Backing up refers to the process by which copies of data are stored in removable devices and over the internet so as to restore the systems to the previous status in case of a calamity that results to loss of data. An anti-virus that is updated frequently will help in protecting the computer from attacks by viruses. Ethernet technology will be used to create a local area network and a cable modem will connect the local area network to the internet.
Reference List
Bansal, S. K. (2002). Fundamentals of Information Technology. New Delhi: A P H Publishing Corporation.
Chu, W. W. (2000). Advances in Computer Communication and Networking. Oxford: Oxford University Press.
Microsoft Support, (2007). Computer Viruses: Description, Prevention, and Recovery. Web.
Preston, W. P. (2007). Backup & Recovery. New York: Reilly Media Inc.
Rutter, D. (2009). Ethernet Networking Explained. Web.
Footnotes
- Bansal, S. K. (2002). Fundamentals of Information Technology. New Delhi: A P H Publishing Corporation.
- Preston, W. P. (2007). Backup & Recovery. New York: Reilly Media Inc.
- Microsoft Support, (2007). Computer Viruses: Description, Prevention, and Recovery. Web.
- Rutter, D. (2009). Ethernet Networking Explained. Web.
- Chu, W. W. (2000). Advances in Computer Communication and Networking. Oxford: Oxford University Press.