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3.1 Backing up data:
3.1.1 What is a Backing up of data?
Backing up refers to the copying of data to a different medium. Backing up data should be regular.
Many computer systems can be set to backup files automatically on a regular basis.
Cloud storage companies use magnetic tapes or hard disk drives to backup clients’ data on a regular
basis.
The backups are often stored in a different place to the main storage.

3.1.2 Why Back up data?

 To safeguard against loss of data due to failure of the original secondary storage device due to
hardware failure, problems caused by files being overwritten accidentally or possible corruption
of files.
 To safeguard against damage caused by hackers.
 Backups are also made in case the files need to be used elsewhere; this protects the originals
against possible corruption or loss.
 Backups don’t guard against the effect of a virus.

3.2 Types of access:

3.2.1 Serial access: The process of locating a record by reading through all the previous records so
slow.
It is used in applications where speed of access isn’t important. For example, in utility biling,
clearing bank cheques or producing pay slips.

3.2.2 Direct access (Random access): Storing or retrieving data items without the need to read
through any other stored data items so fast.
It used in applications where data access is vital. For example, in real-time operations such as
controlling a chemical plant or online systems such as booking air tickets.

3.3 Secondary storage media:

Secondary storage devices ensure that data is stored permanently so that it can be used again at a
later date.
Storage sizes or file sizes are measured in kilobytes, megabytes, gigabytes and terabytes.

1KB = 103 bytes 1MB = 106 bytes 1GB = 109 bytes 1TB = 1012 bytes

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3.3.1 Magnetic Storage Media
Fixed/internal Hard disk drive (HDD):
Uses:
1. Storing operating system.
2. Storing application software, e.g., spreadsheets.
3. On-line and real time processes requiring direct access, e.g., booking air-line tickets, robots, etc.
4. Used in file servers with computer networks.

Advantages:
1. They have very fast data transfer rate and fast access times to data.
2. They have very large memory capacities.

Disadvantages:
1. They can be easily damaged if he correct shut down procedure is not carried out.
2. Their read/write operation can be quite noisy compared to SSDs.
2. They lack portability

Portable Hard discs:

Uses:
1. Portable hard disks can be used as back-up systems to prevent loss of data.
2. They can be used to transfer data, files and software between computers.

Advantages:
1. They have very fast data transfer rate and fast access times to data.
2. They have very large memory capacities.
3. They can be used as a method of transferring information between computers.

Disadvantages:
They can be easily damaged if dropped. Also, incorrect shut-down procedure could lead to loss of
data.

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Magnetic Tapes:
Uses:
1. Tapes are used in a variety of batch processing applications such as clearing bank cheques, utility
billing and producing payslips.
2. Tapes are used for backups of file servers for computer networks.
3. Used in long term archiving of data.

Advantages:
1. They are less expensive than the equivalent-capacity hard disk.
2. It is a very robust technology.
3. They have a huge data storage capacity.
3. The data transfer rate is fast.

Disadvantages:
1. Access time is very slow.
2. When updating another tape is needed.
3. They are affected by magnetic fields.

3.3.2 Optical storage media:

a) CD/DVD disks:
CDs (Compact Discs) are used for files smaller than1Gb such as music and general animation.
DVDs (Digital Versatile Discs) are used to hold very large files (several Gb) such as movie films.
Both CDs and DVDs are portable and can store computer data. They have high storage capacity so
produce high quality pictures and sound needed with multimedia applications.
DVDs have higher storage capacity than CDs.

CD ROM / DVD ROM:

Data can only be read from the discs.

Uses:
1. CD-ROMs are used to store music files, software, computer games and encyclopaedias
2. DVD-ROMs have much larger storage and are used to store films and arcade games.
3. CD-ROMs and DVD-ROMs are used in applications where there is a real need to prevent the
deletion or overwriting of important data.

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CD R / DVD R:
Disks can be written to only once.

Uses:
1. They are used for home recordings of music (CD-Rs) and films (DVD-Rs).
2. They are used to store data to be kept for later use or to be transferred to another computer.
3. They are used in applications where it is necessary to prevent the deletion or overwriting of
important data.

Advantages:
1. Cheaper than RW disks.
2. Once burned they are like a ROM.

Disadvantages:
1. Disks can only be recorded once, so if an error occurs then the disk has to be thrown away.
2. Not all CD/DVD players can read CD-R/DVD-R.

CD RW / DVD RW:
Disks can be updated.

Uses:
1. They are used to record radio and television programmes, but can be recorded over time and time
again.
2. They are used in closed circuit television (CCTV) systems.

Advantage:
Can be written over many times.

Disadvantages:
1. Can be relatively expensive.
2. It is possible to accidently overwrite data.

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b) DVD RAM:
Same properties as DVD RW but quicker access and data can be overwritten more easily.

Uses:
1. Recording devices such as satellite receivers.
2. In some camcorders to record movies

Advantages:
1. They have a greater capacity than CD/DVDs.
2. Writing and reading can occur at the same time.
3. They can be overwritten more times compared with the RW format.
4. Long life – about 30 years.
5. No need to finalise the disk.

Disadvantages:
1. They are not compatible with most DVD players.
2. They are more expensive than other types of DVD media.
3. They have been superseded by newer technologies such as solid state memories.

c) Blu-ray:
Blu-rays are used for storing films (movies). 25Gb equates to 2 hrs HDTV, 13hrs standard
definition TV. It is possible to playback video on a disc while simultaneously recording HD video.

Uses:
1. Home video consoles
2. Storing and playing HD movies
3. Used in many camcorders
4. Will be used for storage of PC data or backing up hard drives.

Advantages:
1. Largest storage capacity of optical media (25 Gb, 50 Gb, 100 Gb).
2. Data transfer rates are high.
3. Access speeds are higher with blu-ray players than with other optical devices.
4. Blu-ray discs automatically come with a secure encryption system, which helps to prevent piracy.

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Disadvantage:
1. Relatively expensive.
2. There are fewer movie titles on blu-ray format.

3.3 Solid state storage media:

Solid State Drives (SSD)
Solid state drives (SSD) are rapidly taking over from HDDs.

Advantages:
1. They are more reliable (no moving parts to go wrong)
2. They are lighter (which makes them suitable for laptops)
3. They have a lower power consumption.
4. They run much cooler than HDD
5. They are very thin.
6. Data access is faster than HDD.

Disadvantage:
Most solid state storage devices are rated at only 20GB write operations per day over a three-year-
period – this is known as SSD endurance.

Memory Sticks/ Pen drives:

They can store up to several gigabytes of data. They are connected to a
computer through the USB port and power to operate them is drawn from
the host computer.

Uses:
1. They are used to transport files from computer to computer. USB Pen drive

2. They are used to take backups of data.

3. They are used as a security device - a dongle - to prevent software piracy.

Advantages:
1. Very compact and portable media.
2. Very robust.
3. Doesn’t need additional software to work on most computers.
4. They are not affected by magnetic media.

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Disadvantages:
1. Can’t write protect the data.
2. Easy to lose.
3. The user needs to be very careful when removing a memory stick from a computer.

Flash memory cards:

Uses:
1. Storing photos on digital cameras.
2. Used in mobile phones to store phone numbers, photographs, etc.
3. They are used in MP3 players to store music. Digital camera Flash memory card
4. Used as a backup store in hand-held computer devices.

Advantages:
1. Very compact and portable media.
2. Very robust.

Disadvantages:
1. Expensive per gigabyte of memory compared to hard disk drives.
2. Have a finite life regarding the number of times they can be read from or written to.
3. Have a lower storage capacity than hard disks.

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