Storage Systems (Cambridge (CIE) IGCSE Accounting): Revision Note

Types of storage systems

What are the different types of storage systems?

• Manual

  • The data is stored in physical form

    • This could be in files, folders or filing cabinets

• Data storage devices

  • The data is stored digitally

    • This could be on USBs, hard drives, memory cards or local servers

  • The computers and hard drives might be kept on the premises or they might be portable

• Cloud services

  • The data is stored online

    • Using services such as Google Drive and One Drive

  • An account with login details is needed to access the cloud service

• Other digital services

  • The data is stored on accounting software platforms

  • These are usually subscription based services

What are the advantages and disadvantages of the different types of storage systems?

Security & sustainability issues

Why does a business need to store data securely?

• If data is not stored securely, then

  • data could be lost

    • The information could be accidentally deleted

    • The user might forget to save after entering the information

    • There might be a technical issue while data is being entered

  • confidential information might be shared

    • The user might access the information on their own personal devices

    • The information might be seen by other users of those devices

    • The information might be sent to the wrong person via email

  • data might be accessed by others

    • Passwords might be guessed by others

    • Data could be hacked

Why does a business need to store data sustainably?

• Storing data sustainably reduces energy use and is good for the environment

• Data should only be kept for as long as needed

• Data should be organised to avoid the need to reproduce the data

How can a business store data more securely & sustainably?

• The methods depend on whether manual or digital records are kept