Describe how a spellchecker checks whether a word in a text file is correctly spelt or not.

State one advantage of this feature.

Identify two additional features of a word processing package that could be useful for this office.

Outline the purpose of one application software package other than a word processing package that could be used in this office.

Outline the security measures that should be taken to prevent data loss.

Outline one problem that may arise from the installation of new hardware and software in the office.

The changeover to the new system can be achieved by either direct changeover or phased conversion.

Compare direct changeover and phased conversion.

Each word in the text file is compared with words in a dictionary (held in memory/online);
If the word is found in the dictionary it is correctly spelt / if the word is not found in the dictionary, spellchecker will recognize that it is incorrectly spelt;

Award [1 max].
If power goes off, only the text typed after last (automatic) save is lost;

NOTE: accept responses that express evidence of just a partial loss of the file.

Award up to [2 max].
Apply styles, effects;
Insert (tables/pictures/graphs/formulas/...);
Mail merge;
Macros;
Print;
etc.

Award [1] for stating an application software package and [1] for stating its use in the office, up to [2 max].

Example answers
Spreadsheet;
For graphically presenting various data;

Database software;
For holding employees/customers data;

Web page creators/editors;
To create/manage the office’s web pages;
etc.

Award up to [2 max].
Off site data storage;
Make backups regularly/periodically/frequently;

Prevent physical damage to the computers / Keep equipment in safe and dust-free places / Protect equipment from static electricity that can erase data or damage components / Protection during lightning and electrical storms;

Note: Accept any reasonable examples, but there should be more than one. The focus of the question is on data loss, and not in relation to security/hacking.

Award [1] for stating a problem and [1] for an elaboration, up to [2 max].
Users/employees might be afraid of these changes (for various reasons);
And not willing to help in this change;

Data migration problems;
For example, different file formats so conversion must be performed;

Employee efficiency may drop;
As they learn to use the new system;

Issue of compatibility with legacy software/hardware;
So features of new software/hardware may not work correctly;

Award [1] for outlining what is meant by direct changeover, [1] for outlining what is meant by phased conversion, and then [1] for an advantage or disadvantage of each, up to [2].

Example answer:
Direct changeover, the old software and hardware is completely replaced, in one move, by the new software and hardware;
Phased conversion involves selecting one section in the office for the direct changeover and other sections will be switched when the first section selected is running satisfactorily. Eventually the whole office has been changed;
A phased conversion is less risky than a direct changeover as any problems that might arise will be isolated in only one section in the office;
Direct changeover means everyone in the organization has same software/hardware and so there are no compatibility issues;