A good company must be able to make sure that all the data used is well-kept and saved in a good way for future references. The data should not only include just the company information, but also the suppliers, clients and the entire staff who are on duty and the ones at home during leave or absentees.
Describe the Functions of Input Controls
The functions of input controls include the necessary measures to ensure that the data kept is correct, complete and secure (Kendall, 1999). Input control systems help in providing a framework of data, which will be produced by the user. Input control can be applied in design process. It helps in preserving and keeping the integrity during the instruction. Input controls systems mechanism assists in the collection of data and delivering it to the main system to be processed.
Identify Any Four Types of Input Controls and Describe the Function of each
Audit Trail Control
Audit trail helps in recording the source of each data item received at any time a new data enters the system. It is a progression of accounts of computer events like the operating system works, the application or the users’ activities (Kendall, 1999). The audit trail has many uses in the dominion of the computer security. This uses include the following.
Individual Accountability - User dealings are monitored and tracked down giving a good accountability of their actions. This system prevents users from escaping policy security and, in case if that happens, still the user will be accountable.
Reconstructing Events - Audit trails can help to adjust actions after a problem has happened. The level of damage that happened with the occurrence can be evaluated by checking the audit trail of the system activities to pinpoint when, why and how the incident took place.
Problem monitoring - Audit trail can be best when used to monitor and track troubles and problems that occurred online. Such system of monitoring can support in detecting a problem like huge use of system resources or the network outages.
Intrusion detection - this system can support the detection of unauthorized use. If the audit trail record appropriates, it can support the intrusion detection. Audit trail can work in an active manner to help with intrusion detection. It is among the recent issues that are being worked by the research personnel in a field of information and technology.
Encryption is the most effective and common type of input control system. The most sensitive and private data can be corded or encrypted. This process known as encryption makes it possible for people having the decoding software being the only ones who can read it. There are two main types of encryption, mainly called symmetric encryption and asymmetric encryption. Asymmetric encryption applies two main keys which are related mathematically and are figured to be public key (known by everyone) and the private key (know just to the recipient of the message) (Ciampa, 2009). Symmetric encryption is also identified as a private key encryption and it applies the similar way to encrypt and decrypt messages.
Data Security Control
The most important characteristic of security system today is the use of secure password. A password is a very complex and surreptitious combination of digits and letters that serves up to authenticate a client. A password should have a satisfactory length and needs to be more complicated, as long as an individual can recall it. The complexity of the password creation makes it very difficult for an individual to guess it and get into your private data.
Batch Input Control
Batch controls can help controlling a huge data that is transacted through the system. The main role of batch control is to link the output being generated by the system with the initially entered data into the system. The input provides surety that the data in the batch are work on, and no any record is recorded or worked on more than once and that a trail of audit transactions is generated at the input via processing through system output stage.
Example of a Data Integrity Error That Could Occur if each of these Types of Input Control Were not in Place
Data integrity refers to the validity of data. It is an illustration of an error that is possible to occur when one input control is incorrect. When one aspect of the input system is not in correct place, there can be a software malfunction that can affect the entire computer system resulting to disk crash or computer system failure. To limit data integrity errors there is a need to have a system back up on a regular basis together with the computer update. A correction and error detection software might be needed when data is transmitted.
Advantages of Restricting User Interfaces
The advantage of restricting the user interfaces can be that it only allows user to able to access certain information. The user cannot easily reconfigure any settings in computer system.
It helps in avoiding sharing of information to people who are not members of the organization.
Disadvantage of Restricting User Interfaces
The disadvantage of restriction of the user interface may be if the system is not protected by the password. In this case, the current user is able to view or access some confidential information. It makes the management of the organization inefficient when it comes to information dissemination.
The diagram above illustrates the graphical representation of a web-based input for making hotel reservation. The diagram describes the entry of a guest client, when he/she meets a receptionist first. The secretary creates a database for the client and creates an account having his details regarding his stay at the hotel. The design uses the batch processes where files are in a sequential manner. The reservations being made should actually be validated and reflected in the same way as that appearing in the master file. Thus, before each process is validated, the master file must also be updated
With this account guest can either check in or check out. The client is not in a position to view other details, because they are only meant for the administration. The guest account can be viewed by the administration to help knowing whether guest is still in or already left.
Administration - this module deals with the permission related to the application and rights to preserve the detail forms incorporated in the applications.
Check In-Check Out - this module saves client’s personal data, personal accounting of his particulars stays and check out information.
Reservation - this module handles the room booked with a guest and gives details of how long he/she will be accommodated at the hotel.
Billing - this module helps in generating the client’s bill according to his daily occupancy details and makes it possible for the client to view their daily bills and consumptions.
Reports - this module helps generating all administrative reports, such as check in-check out report, reservations made on a particular day and the expenses incurred.