Assignment

Programme : BM-PT 206 : Computer Application and Data Processing

Topic : Propose a set of utility software to your organisation by giving
a brief explanation about of those products. (software) ?

Submitted by-
Pranab Thakuria
MBA(PT)- 2nd year
Roll No- 15
Q: Propose a set of utility software to your organisation by giving a brief explanation
about of those products. (software) ?
Ans: A set of utility software propose to our organisation are discussed with their benefits-
 Disk Defragmenters:-
We have noticed that the more files you save on our computer: pictures, word documents, videos, etc., and
the computer gets slower. This is partly because of how magnetic hard drives work, and partly because of
how the Windows File System works. Magnetic hard drives have moving parts in them. The platters, or discs,
where information is stored are constantly spinning, and a metal arm controlled by an actuator moves across
the platters. At the end of the arm is a read/write head. The read/write head reads data from our hard drive
back to our operating system, and it also writes data from our operating system back to the hard drive. These
moving parts inside a hard drive limit its possible speed. Data can only be accessed at the speed the platters
rotate, and the speed the arm moves the read/write head to access data.

The second cause is the Windows File System. When we delete files and programs, they are not really
deleted from the disc. What is actually deleted is a pointer in the file system which tells Windows where your
file is located on the hard drive. Once that pointer is deleted, then as far as Windows is concerned, the file no
longer exists. So the next time Windows wants to write more files to the hard drive, it will consider the space
occupied by that file as empty, and may write new information over it. This can lead to parts of files being
written to separate areas on your hard drive. When the file is written to random areas all over our hard drive,
then it increases the time it takes Windows to access the file. This is because the read/write head must be
moved to several places on the hard drive before the entire file can be accessed.

Defragmenting the hard drive addresses this problem by moving these broken bits of individual files to the
same place on the hard drive. Once all parts of each individual file have been placed side by side, they are
called contiguous files. When all parts of a file are in the same place on your hard drive, the read/write head
doesn’t have to move all around the drive to read your file, or to write a new one. The result is our files and
applications will load faster.

The benefits of defragmenting are usually only noticeable after several gigabytes of information have been
written to a hard drives, and multiple files or programs have been deleted or removed. Hard drives which
have been used for a year or more could certainly benefit from defragmenting.

 Disk Cleaner:-
When our computer runs low on available hard drive space, we can run the Disk Cleanup utility that comes
with the Windows operating system. If we have been using computers for a while, we might be accustomed
to locating unnecessary files and deleting them ourself. However, there are certain advantages to letting an
automatic tool like Disk Cleanup do some of the work for us.

Save Time: Disk Cleanup deletes files from a variety of locations, such as the cached interactive content and
temporary files saved by Internet Explorer, log files, saved memory dumps from computer crashes, old
system restore points and the contents of the Recycle Bin. Although we can find and delete all of these files
manually, Disk Cleanup does it in far less time. For users who do not know how to delete these files
manually, Disk Cleanup eliminates the need for them to learn the process.

File Compression: Disk Cleanup has the ability to search your computer for files that you have not used for a
while and compress them. Compressing files increases the amount of free space on our hard drive without
deleting any files. However, compressed files take longer to open because the computer has to decompress
them when you need to use them. File compression is an optional feature. If you have more than enough hard
drive space, you might prefer not to use it.

Recovers Hard Drive Space: The most prominent advantage of Disk Cleanup is that it recovers hard drive
space. It is not uncommon for Disk Cleanup to recover hundreds--if not thousands--of megabytes of storage
space. For example, Windows writes the contents of the computer's memory to the hard drive by default if the
computer crashes. This file, called a "memory dump," is as large as the amount of RAM in our computer. If
we have 2GB of RAM and our computer has ever experienced a blue screen error, running Disk Cleanup will
recover at least 2GB of space.

 Antivirus:-
The first benefit of having up to date antivirus software is that we will be protected from viruses. It is the
most common and well known form of malware that attacks computers. There are multiple types of viruses
and each can have its own unique impact on different devices. Most viruses are transmitted via infected
emails or when a user enters a corrupt website.

A virus can be very harmful to our devices. Programs will run slower, important documents and folders may
be deleted and severe damage to our computer may mean that it cannot be repaired. The risk of this
happening can be significantly reduced simply by having recent anti-virus protection.

Anti-virus protection can also reduce the amount of spam mail we receive. Receiving mail and ads that we
are not interested in can be extremely annoying. Our inbox may be being bombarded with unwanted emails
could be the result of our computer containing a virus. Anti-virus software can ensure that your inbox
contains only what you wish to receive.
 Back up Software:-
With backup we always have a backup, whatever happens. Every day your backup is created automatically
and immediately stored safely outside our home and/or business. Even after fire or burglary, we can easily get
our data back with the click of a button.

Online backup runs quietly in the background so we do not have to worry about it but it can also provide us
with extensive statistics if required. After each backup we can request a comprehensive report about the
backup job. We can determine at which moment of the day the backup is made, so our productivity is not
affected.

Even though we will have to pay a small fee for our online cloud storage subscription, using online backup
brings considerable cost savings since we do not have the cost of tape streamers, tapes, backup software and
servers and the time we need to backup and verify. In this time of higher energy bills you can also count on a
considerable saving on your energy costs since you do not need a dedicated backup server running 24/7. All
these benefits account for an average saving of at least 60%.

The backup is always ready for restore. We can restore our data at any time and at any location with a simple
press of button retrieval. Some online backup providers can even deliver our backed up data by carrier so we
don’t have to wait for our backed-up data to be downloaded over the internet.

Our data is automatically encrypted before it is sent over the secure Internet connection. The data remains
stored encrypted. This is our data only for us to read.

Making our backups online gives us peace of mind. We will no longer have to worry about backing up our
data and the safety of our backup media.

 File Manager:-
A file manager is a software program that helps a user manage all the files on their computer. For example,
all file managers allow the user to view, edit, copy, and delete the files on their computer. Although a file
manager helps the user view and manager their files it is actually the operating system that is responsible for
accessing and storing the files on a storage device.

Time savings:

 Faster filing and retrieval of information

 Fewer misfiles

 Higher staff efficiency and productivity

Cost savings:
  Less frequent purchase of filing equipment and supplies

 Less office space used for filing equipment

 Less time spent on filing

 Less likelihood of litigation losses resulting from lost documents

 Less likelihood of lost documents leading to unfavorable audit findings and penalties

 Less costly recovery of vital records

Establishing and maintaining control over files will bring specific benefits:

 Easier training of new personnel

 Expandability and flexibility to meet the needs of the office

 Standard procedures for disposal of obsolete records

 Improved service to clients/public

 Protection of vital records

 Compliance with legal and audit retention requirements

 Recuva:-
An essential system utility for recovering lost or accidentally deleted data

There are lots of data recovery tools out there, but Recuva is our favorite. Not only can it recover files that
have been deleted but not overwritten, this free system utility can recover files from removable media such as
USB drives and memory cards. It can even get data off damaged discs, although naturally the success rate
depends on the kind and extent of the damage.

 Secunia Personal Software Inspector (PSI):-

Keep our software up to date with the latest bug fixes and security patches Secunia PSI solves one of the
biggest headaches for Windows users: keeping software up to date in order to keep your system secure. The
free system utility knows about thousands of different programs and can scan our system to identify whether
we have the most up to date versions. And here's the best bit: if we don't, this free system utility can usually
download and install the necessary updates and/or patches without any further intervention from us. The
combination of PSI and Windows Update should ensure that malware can't exploit any vulnerabilities in
unpatched software.