LO2. Input Data Into Computer

Information Sheet 2.1: Basic Ergonomics Of Keyboard And Computer Use

It is important to understand the keyboard options you have when outfitting your workstation. Different types of keyboards offer various benefits.  Below are some options when selecting a keyboard for your workstation.

Split Keyboard

  • Designed to straighten wrists and arms to be in a more neutral position
  • Low force needed to press keys
  • Compact size
  • Compatible with all major computer operating systems
  • Can spread keyboard to a shoulder-width apart
  • Easy to position
  • Can place mouse in the middle of the keyboard (allows for less reaching)
  • No number pad which creates a shorter reach when the mouse is placed on the right side.  If a number pad is necessary it is a separate attachment that can be positioned independently of the keyboard.
  • Can be used with standard mouse or roller mouse.

Arc Keyboard

  • Decreases unnatural wrist positioning (ulnar deviation)
  • Wireless, compact
  • Easily transported

Contoured Keyboard

  • Adjustable slope of keyboard—neutral, positive, or negative
  • Padded wrist wrest
  • Raised middle to promote neutral wrist position
  • Not compatible with a roller mouse.

Adjustable Keyboard Tray

  • Height adjustable
  • Can change tilt on tray (0 to -15 degrees)
  • Swivel feature (keyboard tray and mouse board)
  • Adjustable
  • Takes keyboard and mouse off of desk top creating greater desk top working space.
  • Allows for better flexibility in adjustments and allows for multiple users

Things to consider with an adjustable keyboard tray

  • Ease of use
  • Able to maintain its position
  • Easily rotatable mouse board to allow for right of left handed mouse use.
  • Dial indicating keyboard tray angle

Positioning

  • The keyboard should be at or slightly below elbow height, and parallel with your forearms.
  • If your keyboard has feet on the back that prop it up, make sure to close those feet in order to keep in flat and maintain the wrists in a neutral position.
  • Position equipment and work tasks so that your body is directly in front of and close to your major work tasks (think letter “B” at your belly-button!)
  • Utilize a gel wrist rest to provide rest breaks when typing

Prolonged use of a computer keyboard and/or mouse can lead to frequent muscle aches and nerve pain unless a few guidelines are followed. You can work more comfortably and safely if you incorporate the following ergonomic tips into your work style:

Posture and Positioning

  • Maintain good posture when working at the keyboard. Utilize a chair with back support. 
  • Keep your feet supported on the floor or on a footrest when you work to reduce pressure on your lower back
  • Avoid twisting or bending your trunk or neck. Frequently used items should be positioned directly in front of you and angled upward on a copyholder when working. 
  • Keep your shoulders relaxed with your elbows close to your sides.
  • Avoid resting your elbows on the hard surface or edge of your table. Pads can be used to protect your elbows if necessary.
  • Elbows should be positioned at 100 to 110 degrees when working in order to keep a relaxed position at the keyboard. This could require a slight negative tilt (front of keyboard higher than back) when working in upright positions. If reclined in your chair, the keyboard could be at a positive angle to maintain this relaxed position.
  • Your wrists should be in a neutral or straight position when keying or using a pointing device or calculator. Wrist rests can assist you in maintaining a neutral position when used properly during pauses. Float your arms above the keyboard and wrist rest when keying. Avoid planting your wrists on the table or wrist rest. This can result in bending the wrists either up and down or side to side.
  • Take breaks. These breaks can be brief and should include stretches for optimal results. If possible, take a one or two-minute break every 15 to 20 minutes, or a five-minute break every hour. Every few hours, get up, move around, and do an alternative activity.

Work Technique

  • Reduce keystrokes with the use of macros or software programs allowing “sticky keys.” Use scroll locks and keystroke combinations to reduce pointing-device movements.
  • Alternate tasks to make changes in your working position to avoid making the same movements for prolonged periods of time.
  • Keep your fingers and knuckles relaxed when working at the keyboard.
  • Never hold a pen or pencil in your hand when keying.
  • Avoid hitting the keyboard with excessive force. Studies have shown that the average user hits the keyboard with four times the required force when keying.
  • Avoid holding your pointing device tightly. Your hand should be relaxed.
  • Rest your eyes by refocusing on distant objects intermittently when working.

Work Environment

  • Avoid excessive reaching. Your keyboard, pointing device, files and telephone should be within easy reach.
  • Use a keyboard tray to properly position your keyboard and pointing device.
  • Use a copyholder positioned in line with your monitor and keyboard.
  • When writing at the computer, avoid excessive reaching over the keyboard or work materials. A sturdy in-line copyholder can double as a writing surface if appropriately positioned.
  • Position the monitor so that the viewed part of the screen allows you to keep your neck in a neutral or straight position. The monitor should be centered directly in front of you. The top of the computer screen should be slightly below the top of your head, so that you are looking at it with a slightly downward gaze.
  • Position your monitor to eliminate excessive glare or reflections from windows and lighting.
  • Customize your computer by using your software. The screen font, contrast, pointer size, speed, and color can all be adjusted to maximize your comfort and efficiency.

Information Sheet 2.2: Storage Devices and Basic Categories of Memory

Storage Devices and Basic Categories of Memory

The storage unit is a part of the computer system which is employed to store the information and instructions to be processed. A storage device is an integral part of the computer hardware which stores information/data to process the result of any computational work. Without a storage device, a computer would not be able to run or even boot up. Or in other words, we can say that a storage device is hardware that is used for storing, porting, or extracting data files. It can also store information/data both temporarily and permanently. 

Types of Computer Memory

  • Primary Memory: It is also known as internal memory and main memory. This is a section of the CPU that holds program instructions, input data, and intermediate results. It is generally smaller in size. RAM (Random Access Memory) and ROM (Read Only Memory) are examples of primary storage.
  • Secondary Memory: Secondary storage is a memory that is stored external to the computer.  It is mainly used for the permanent and long-term storage of programs and data. Hard Disks, CDs, DVDs, Pen/Flash drives, SSD, etc., are examples of secondary storage.
  • Tertiary Memory: Tertiary Memory is a type of Memory that is rarely used in personal computers and due to this, tertiary memory is not considered to be an important one. Tertiary memory works automatically without human intervention.

Types of Computer Storage Devices

Now we will discuss different types of storage devices available in the market. These storage devices have their own specification and use. Some of the commonly used storage devices are:

1. Primary Storage Devices

  • RAM: It stands for Random Access Memory. It is used to store information that is used immediately or we can say that it is a temporary memory. Computers bring the software installed on a hard disk to RAM to process it and to be used by the user. Once, the computer is turned off, the data is deleted. With the help of RAM, computers can perform multiple tasks like loading applications, browsing the web, editing a spreadsheet, experiencing the newest game, etc. It allows you to modify quickly among these tasks, remembering where you’re in one task once you switch to a different task. It is also used to load and run applications, like your spreadsheet program, answers commands, like all edits you made within the spreadsheet, or toggle between multiple programs, like once you left the spreadsheet to see the email. Memory is nearly always actively employed by your computer. It ranges from 1GB – 32GB/64GB depending upon the specifications. There are different types of RAM, and although they all serve the same purpose, the most common ones are :
    • SRAM: It stands for Static Random Access Memory. It consists of circuits that retain stored information as long as the power supply is on. It is also known as volatile memory. It is used to build Cache memory. The access time of SRAM is lower and it is much faster as compared to DRAM but in terms of cost, it is costly as compared to DRAM.
    • DRAM: It stands for Dynamic Random Access Memory. It is used to store binary bits in the form of electrical charges that are applied to capacitors. The access time of DRAM is slower as compared to SRAM but it is cheaper than SRAM and has a high packaging density.
    • SDRAM: It stands for Synchronous Dynamic Random Access Memory. It is faster than DRAM. It is widely used in computers and others. After SDRAM was introduced, the upgraded version of double data rate RAM, i.e., DDR1, DDR2, DDR3, and DDR4 was entered into the market and widely used in home/office desktops and laptops.
  • ROM: It stands for Read-Only Memory. The data written or stored in these devices are non-volatile, i.e., once the data is stored in the memory cannot be modified or deleted. The memory from which will only read but cannot write it. This type of memory is non-volatile. The information is stored permanently during manufacture only once. ROM stores instructions that are used to start a computer. This operation is referred to as bootstrap. It is also used in other electronic items like washers and microwaves. ROM chips can only store a few megabytes (MB) of data, which ranges between 4 and 8 MB per ROM chip. There are two types of ROM:
    • PROM: PROM is Programmable Read-Only Memory. These are ROMs that can be programmed. A special PROM programmer is employed to enter the program on the PROM. Once the chip has been programmed, information on the PROM can’t be altered. PROM is non-volatile, which is data is not lost when power is switched off.
    • EPROM: Another sort of memory is the Erasable Programmable Read-Only Memory. It is possible to erase the info which has been previously stored on an EPROM and write new data onto the chip.
    • EEPROM: EEPROM is electrically erasable programmable read-only memory. Here, data can be erased without using ultraviolet light, with the use of just applying the electric field.

2. Magnetic Storage Devices

  • Floppy Disk: Floppy Disk is also known as a floppy diskette. It is generally used on a personal computer to store data externally. A Floppy disk is made up of a plastic cartridge and secured with a protective case. Nowadays floppy disk is replaced by new and effective storage devices like USB, etc.
  • Hard Disk: Hard Disk is a storage device (HDD) that stores and retrieves data using magnetic storage. It is a non-volatile storage device that can be modified or deleted n number of times without any problem. Most computers and laptops have HDDs as their secondary storage device. It is actually a set of stacked disks, just like phonograph records. In every hard disk, the data is recorded electromagnetically in concentric circles or we can say track present on the hard disk, and with the help of a head just like a phonograph arm(but fixed in a position) to read the information present on the track. The read-write speed of HDDs is not so fast but decent. It ranges from a few GBs to a few and more TB.
  • Magnetic Card: It is a card in which data is stored by modifying or rearranging the magnetism of tiny iron-based magnetic particles present on the band of the card. It is also known as a swipe card. It is used like a passcode (to enter the house or hotel room), credit card, identity card, etc. 
  • Tape Cassette: It is also known as a music cassette. It is a rectangular flat container in which the data is stored in an analog magnetic tape. It is generally used to store audio recordings. 
  • SuperDisk: It is also called LS-240 and LS-120. It is introduced by Imation Corporation and it is popular with OEM computers. It can store data up to 240 MB. 

3. Flash Memory Devices

It is a cheaper and more portable storage device. It is the most commonly used device to store data because is more reliable and efficient as compared to other storage devices. Some of the commonly used flash memory devices are:

  • Pen Drive: It is also known as a USB flash drive that includes flash memory with an integrated USB interface. We can directly connect these devices to our computers and laptops and read/write data into them in a much faster and more efficient way. These devices are very portable. It ranges from 1GB to 256GB generally.
  • SSD: It stands for Solid State Drive, a mass storage device like HDD. It is more durable because it does not contain optical disks inside like hard disks. It needs less power as compared to hard disks, is lightweight, and has 10x faster read and writes speed as compared to hard disks. But, these are costly as well. While SSDs serve an equivalent function as hard drives, their internal components are much different. Unlike hard drives, SSDs don’t have any moving parts and thus they’re called solid-state drives. Instead of storing data on magnetic platters, SSDs store data using non-volatile storage. Since SSDs haven’t any moving parts, they do not need to “spin up”. It ranges from 150GB to a few more TB.
  • SD Card: It is known as a Secure Digital Card. It is generally used with electronic devices like phones, digital cameras, etc. to store larger data. It is portable and the size of the SD card is also small so that it can easily fit into electronic devices. It is available in different sizes like 2GB, 4GB, 8GB, etc.
  • Memory Card: It is generally used in digital cameras, printers, game consoles, etc. It is also used to store large amounts of data and is available in different sizes. To run a memory card on a computer you require a separate memory card reader.  
  • Multimedia Card: It is also known as MMC. It is an integrated circuit that is generally used in-car radios, digital cameras, etc. It is an external device to store data/information.

4. Optical Storage Devices

Optical Storage Devices is also secondary storage device. It is a removable storage device. Following are some optical storage devices:

  • CD: It is known as Compact Disc. It contains tracks and sectors on its surface to store data. It is made up of polycarbonate plastic and is circular in shape. CD can store data up to 700MB. It is of two types:
    • CD-R: It stands for Compact Disc read-only. In this type of CD, once the data is written cannot be erased. It is read-only.
    • CD-RW: It stands for Compact Disc Read Write. In this type of CD, you can easily write or erase data multiple times.
  • DVD: It is known as Digital Versatile Disc. DVDs are circular flat optical discs used to store data. It comes in two different sizes one is 4.7GB single-layer discs and another one is 8.5GB double-layer discs. DVDs look like CDs but the storage capacity of DVDs is more than as compared to CDs. It is of two types:
    • DVD-R: It stands for Digital Versatile Disc read-only. In this type of DVD, once the data is written cannot be erased. It is read-only. It is generally used to write movies, etc.
    • DVD-RW: It stands for Digital Versatile Disc Read Write. In this type of DVD, you can easily write or erase data multiple times.
  • Blu-ray Disc: It is just like CD and DVD but the storage capacity of blu ray is up to 25GB. To run a Blu-ray disc you need a separate Blu-ray reader. This Blu-ray technology is used to read a disc from a blue-violet laser due to which the information is stored in greater density with a longer wavelength.

5. Cloud and Virtual Storage

Nowadays, secondary memory has been upgraded to virtual or cloud storage devices. We can store our files and other stuff in the cloud and the data is stored for as long as we pay for the cloud storage. There are many companies that provide cloud services largely Google, Amazon, Microsoft, etc. We can pay the rent for the amount of space we need and we get multiple benefits out of it. Though it is actually being stored in a physical device located in the data centers of the service provider, the user doesn’t interact with the physical device and its maintenance. For example, Amazon Web Services offers AWS S3 as a type of storage where users can store data virtually instead of being stored in physical hard drive devices. These sorts of innovations represent the frontier of where storage media goes.

Characteristics of Computer Storage Devices

  • Data stored in the Memory can be changed or replaced in case of a requirement, because of the mobility of the storage devices.
  • Storage Devices validate that saved data can be replaced or deleted as per the requirements because the storage devices are easily readable, writeable, and rewritable.
  • Storage Devices are easy and convenient to access because they do not require much skill set to handle these resources. 
  • The storage capacity of these devices is an extra advantage to the system.

Storage Devices have better performance and data can be easily transferred from one device to another.

Information Sheet 2.3: Data Inputs

Data Inputs

Data input refers to any information delivered to a computer or software application. Because the provided information is also considered data, supplying information to the computer is also known as data input. This action enables the computer to perform its intended function and provide an output.

What is data entry?

Data entry is the process of entering any type of data into an online device, such as a computer or other electronic device. It aids in the transformation of raw data into valuable information. 

For instance, entering data into spreadsheets allows you to integrate these sheets and applications to get more comprehensive conclusions and actionable data.

Before, businesses utilized pen and paper to enter data, but this has now transitioned to data entry into computers.

Data input vs. Data entry: Using the right term at the right time

  • When to use which term: Data entry refers to the process of transferring data from manual form to digital form, either with the help of a data entry expert or any other support. The process of data entry has evolved due to the advancements in technology and it helps to read unstructured data and convert it into structured form. But it still requires human intelligence and nuanced understanding to ensure data entry accuracy. Therefore, the final step in data entry ends with a quality check by data entry experts.

Data input is the process of providing relevant information to a software program and this can be done by anyone who wants an output. This process could be automated or outsourced to professionals to get better results.

  • Purpose of data entry and data input: Data entry makes data available to computer systems in a manner that helps to understand the data and act on it. This data becomes useful only if it is relevant, and in a computer-readable format. So, the purpose of data entry is to make information available for computers.

Data input provides not just a single purpose but the use of the full power of that data. For example, you input date into ATM software to draw cash.

  • The source of data: In data entry, the source of data could be from a piece of paper but it has major relevance in the future. Therefore, it needs to be shifted from its present storage medium to a different medium that makes it easier to retrieve the data. The main source of the data could be from a paper, forms, or other written materials like prescriptions, resume, lists etc. Even though the source of data is different, all of these should be digitally stored, possibly in the cloud.

In data input, the source of data need not be different and it does not require changing data from one medium to another. The software asking for an input is already a part of the digital world. The input could be manual or digital. AI is widely used in this field to intake raw data and with data annotations and labelling. This raw data can be understood by the machines.

  • How it is done: In data entry, there are advanced technologies such as Optical Character Reader and Natural Language Processing that help to automate data entry. However, automated systems require the help of humans to ensure accuracy.

In data input, it could be manual entry or it could be an automated input from a digital database based on criteria already known to the software.

  • Verification: Since data entry is a manual process, it needs to be cross-checked and verified manually. This helps to eliminate any chances of error. This can be done either with the help of another person who checks the data against the sources or by assigning two people to compare against each other and identify any errors.

In the case of data input, the data input is given on software application that is expected to be smart. For example, the ATM will not accept a non-numeric figure.

  • Tools needed: Data entry needs basic tools for accessing software and requires a keyword and mouse to enter the data. Technically, the data has to reach a destination software and this could be accessed using devices like headphones, tablets etc. It is much easier and quicker to access software using a keyboard and mouse. Data entry deals with huge volumes of data and the fastest way to reach the software is the most efficient way.

In data input, tools are a little more diverse since the focus is not on keying in large volumes of data in the shortest possible time.

Today, businesses are very busy carrying out their daily business operations and many organizations rely on data entry services to convert paper-based data into its digital format to derive valuable insights. Technological advancements have made data entry outsourcing more accessible to business enterprises, which have a positive impact on their productivity, growth, and bottom line.

Information Sheet 2.4: Ergonomic Guidelines In Work Performance

What is Ergonomics?

  • Derived from the Greek words ‘Ergon’ meaning work and ‘nomos’ meaning laws. Thus, ergonomics can be simply defined as the how workplace and equipment can be best used and designed for comfort, safety, efficiency and productivity.
  • “Ergonomics (or human factors) is the scientific discipline concerned with the understanding of the interactions among human and other elements of a system, and the profession that applies theory, principles, data and methods to design in order to optimize human well-being and overall system performance.”-International Ergonomics Association Executive Council, August 2000
  • Simply, ergonomics is the branch of science that deals with the people and their working environment. It is for worker safety and health and maintaining the healthy working environment. It can also be understood as the study of worker in their working environment.
  • Ergonomics is concerned with designing or arranging workplaces, products and systems so that they fit the people who use them and the maximum output can be obtained from them. It extends beyond the proper posture of the workers.

Importance of ergonomics:

a) Increases productivity

  • Best ergonomic solution enhances the productivity
  • Ergonomic reduces the unwanted tension, awkward position of the body.
  • Ergonomic is focused in making the work your easier and comfortable, this thereby reduces any kind of stress, risk and enhances the satisfaction and productivity.

b) Reduces the cost

  • Ergonomics can be considered as the one-time investment
  • As ergonomics is focused about marinating the better health of the worker it can further reduce the cost of compensation that would be made by the injured or unhealthy staffs.
  • It also reduces the indirect and the opportunity cost that could have incurred due to injury.

c) Improves the quality of the work

  • Improved ergonomics favors the favorable environment where the workers can work efficiently.
  • As the ergonomics improves, level of satisfaction in the quality of the work increases.

d) Others

  • Helps to reduce the absenteeism due to more comfort, safety and healthy working environment
  • Assurance to the worker as their workplace is safer (acts as the motivation)
  • More focus on the working environment and worker’s health makes them feel valued and boost of moral.

Principles of Ergonomics

1. Work in neutral postures

  • Proper posture maintenance is necessary
  • Working too long with “C” curve can cause strain
  • Keeping the proper alignment of neck hands wrist are also necessary

2. Reduce excessive force

  • Excessive pressure or force at the joints can cause injury
  • Better to minimize the work that requires more physical labor

3. Keep everything in reach

  • Keeping everything in reach would help in avoiding unneeded stretching and strain
  • More or less this principle is related with maintaining good posture.

4. Work at proper height

  • Working at right makes things way easier
  • Sometimes height can be maintained by adding extensions or avoiding extensions on the chair or tables

5. Reduce excessive motions

  • Repetitive motion needs to be avoided
  • This can cause disorder and numbness in long run
  • Motion scan be reduced by the use of power tools

6. Minimize fatigue and static load

  • Fatigue is common in strenuous work
  • Having to hold things for longer period is example of static load
  • Fatigue can be reduced by the intervals and the breaks between the works.

7. Minimize pressure points

  • One needs to be aware of pressure points
  • Almost everyone of has to sit on chairs that had cushioning, one of the pressure point is behind knees, which happens if air is too high or when you dangle your legs. Pressure point is also created in between your thigh and the bottom of a table when you sit.
  • Anti-fatigue mats or insole can be used

8. Provide clearance

  • Work area should have enough clearance
  • Let the worker not worry about the bumps that they have to encounter on daily basis.

9. Move, exercise and stretch

  • Move and stretch when you can
  • It better to take intervals between the works and stretch and move along
  • Stretching technique may differ and depend on the work one does

10. Maintain a comfortable environment

  • This principle is focused on the other component of the working environment.
  • It is concerned about the lightening, space, cool air and many more.

Ergonomic Injuries/Musculoskeletal Disorder (MSDs):

  • Ergonomic injuries or MSDs can affect the muscles, nerves, tendons, ligaments, joints, cartilage and spinal discs.
  • Musculoskeletal disorder (MSDs) is also known as the repetitive motion injury. These are the condition that can affect muscles, joints and bones. It is caused due to individual risk factor or ergonomic risk factor.
  • MSDs are the single largest category of workplace injuries and are responsible for almost 30% of all worker’s compensation costs
  • Individual risk factor include age, nutrition, activity, etc., while ergonomic risk factors includes:
    • High task repetition
    • Awkward body posture for longer period
    • Sitting in same posture
    • Lifting heavy weights.

However, MSDs can be simply prevented as:

  • Avoiding repetitive action.
  • Use of machines for strenuous action.
  • Maintaining the body posture.
  • Use of cushion pads, lumbar support whiling sitting for the longer time.