Bolivarian Republic of Venezuela

Ministry of People's Power for Education

Antonio José de Sucre University Institute of
TechnologyAdministration with a mention in commercial sciences

Task number 2. Software and Hardware

Student: Sebastián SánchezIdentification card

: V-27.732.808

Porlamar, October 15, 2021

Index
1.- Computer software.
1.2- System software.
1.3- Application software.
2.- Computer hardware.
2.1- The internal hardware. (Motherboard, Processor, Internal RAM memory, Internal ROM
memory, Video card, Sound card, Secondary storage device)
2.2- External hardware. (Input devices, Output devices, Peripheral devices)
3.- Computer management.
3.1- Steps to turn off a computer.
3.2- Recommendations for computer use.
3.3- Proper Use of Computers.
4.- Importance of IT in organizations.
5.- Conclusion.
1. Computer software.
Software is the “non-physical” part of the computer, existing in the form of codes that contain
instructions for the hardware to know what to do. Without these programs, most hardware devices
would be useless. There are two types:
•System software. These are the programs pre-installed on the computer, which provide support
for other programs installed by the user. Some examples are operating systems (Windows, Mac
OS, Linux, BIOS, etc.), disk cleaners, disk defragmenters, antivirus, graphics drivers, encryption
software, among others.
•Application software. These are programs that have nothing to do with the operation of the
computer, but are installed by the user to perform certain functions. For example, spreadsheets
(Excel), word processors (Word), database programs (Access), graphic design programs
(Illustrator), Internet browsers (Chrome), among others.

2. Computer hardware.
Hardware refers to the different tangible elements of a computer, and can be internal or external.

The internal hardware:

•Motherboard (or motherboard). It is the main board of any computer system to which all other
devices connect, either directly (such as interconnected electrical circuits) or indirectly (through
USB ports or other types of connectors). It has basic software called BIOS that allows it to perform
and synchronize its basic functions (such as data transmission, power management, and
recognizing the physical connection of other external components).
•Processor. It is the Central Processing Unit (CPU), that is, the brain of the computer that controls
everything that the computer runs and is responsible for performing calculations and
understanding data. There are several types of CPUs that differ, among other things, in their
speed at processing information. This speed is measured in a unit of frequency called Hertz, and
the faster the speed achieved by the processor, the faster the computer's performance will be.
Currently, the two main CPU brands are AMD and Intel.
•Internal RAM memory. It is the memory that stores information, temporarily and quickly, so that
the computer can use it at the moment. Its storage capacity is measured in units called gigabytes
(GB). The more RAM you have, the faster your computer can run, for example, by opening and
using multiple programs at once. The contents of RAM are deleted as soon as the computer is
turned off because it does not store data (files, videos, programs, etc.), but rather it retains
information about the actions being performed with that data. It does not store the file or program
itself, but the information to run it.
•Internal ROM memory. It is the memory that stores information permanently and is called “read-
only”, that is, the user cannot alter the content once that information has been stored, they can
only install or uninstall it. ROM memory stores everything related to instructions or what is also
called BIOS (basic system or boot program) and includes instructions on how the machine starts
or how programs work, among others.
•Video card. Also known as a “graphics card,” it is an internal hardware device that connects to
the motherboard and allows the computer to display images on the monitor. It requires the
installation of software to tell the computer how to use that video card. The user can modify the
settings of the image projected on the monitor, for example, the quality (higher or lower definition),
the size, among others.
•Sound card. It is an internal hardware device that connects to the motherboard and is classified
according to the channels it uses, for example, stereo, quadraphonic (surround sound), MIDI
(professional-use connector), among others. The main function of the board is to allow the
computer to play sounds (music, voice or any audio signal) through speakers or headphones. It
also receives sounds from the user through a microphone connection.
•Secondary storage device. It is the memory that stores data permanently (or until the user
deletes it), such as documents, spreadsheets, images, videos, audios, file backups, among others.
They are stored data that the computer does not need immediately or quickly for its operation, but
rather the user uses them directly. There are two types of secondary storage devices: internal (the
hard disk drive) and external (external hard disk, memory card, pendrive, CD ROM, etc.).

External hardware:
•Input devices. They are pieces that receive raw data and that the computer can process through
the corresponding software. They are divided into two categories: manual input devices, which
must be operated by the user (keyboard, mouse, touch screen, microphone, etc.) and automatic
input devices, which trigger the entry of information on their own, independently of the user
(magnetic stripe reader, magnetic ink character recognition, PIN and chip reader, barcode reader,
etc.).
•Output devices. They are pieces that send the data processed by the computer outward. There
are two types: temporary output (such as the monitor, which constantly updates the output image
on the screen) and permanent output (such as the printer, which reproduces information on paper
that persists as a hard copy).
•Peripheral devices. These are the majority of input and output devices that are considered “non-
essential” external hardware components because the computer can function without them. For
example, speakers, webcam, keyboard, microphone, printer, scanner, mouse, joystick, among
others.

3. Computer handling.
It is important to keep in mind to make good use of our computer before using it, some important
steps to turn it on are:
-Press the power button on the CPU (if it is a desktop computer) or press the power button on the
computer (if it is a laptop).
-Select the required user, if your system has any user with a password, and enter it.
-Wait for the programs to load and then use it.
•Steps to turn off a computer:
-Move the mouse to the start button.
-Left click on the shutdown section.
-Wait for it to load and then turn off the monitor if it is a desktop computer and if it is a laptop, wait
for it to turn off completely and then close it.
-Proper posture for using the computer
-Never disconnect peripherals from the computer when it is on. Disconnecting the power while the
computer is on may short-circuit the connector plug or the motherboard.
-Keep at least 300MB free space on C drive, to run Windows. If you are using Windows XP or
Vista then you should have 400 to 600 MB free space on C drive.
-Do not allow a large number of programs to load when the computer starts. They use a lot of
memory and valuable Windows resources (Windows internal workspace).
-In order to manage and use your computer, it is essential to know its components.
-Use an antivirus program regularly. Everyone should use an antivirus program. The best type of
protection is continuous monitoring by an antivirus program.
-If you have a high-speed Internet connection, you need a firewall program. A firewall program
keeps those who want to hijack your computer at bay. You really don't want someone else to gain
access to the operation of your computer.
-Save the software discs that came with your new computer and peripherals. These disks contain
valuable software drivers and Windows programs that are needed when Windows needs to reload.
-To ensure proper operation of our equipment, it is important to properly turn it off after using it.
•Recommendations for computer use:
-Having the desktop full of icons slows down the computer's performance. The ones that matter
are the icons of the most frequently used programs or files.
-Turn off the computer when you are not using it, especially during your break time or when you
finish your work day.
-Memories are for transporting information. Not to work on them.
-It is preferable that if you are going to copy or record data, once you finish, eject and disconnect
it.
-Make sure that the memory does not remain connected to the PC for a long time, it is mostly a
precaution.
-The PenDrive (USB port) should not be removed without notifying the computer.
•Proper use of computers
CARE REQUIRED BY COMPUTER EQUIPMENT:
-Proper use of computers will help our equipment to function properly. Some of the basic functions
for our computer to function properly are the following:
-Do not disconnect it from the switch without first turning it off.
-Do not clean it with water or wet cloths while it is on. First, turn it off, unplug it and wait a few
minutes, then clean it with a cloth that is not too wet.
-Avoid falls and bumps that cause damage to the computer.
-Take special care with electrical power surges.
-In case of an electrical storm, turn off the computer due to any blackout or electrical discharge.
-Install the computer in a safe place and periodically make backup copies of the information that
has been saved on compact discs (DVDs and CDs).
-Use the computer appropriately, as improper use can cause physical damage.

4. Importance of IT in organizations.
1. It saves you time and money
The objective of information technology in all its forms is to simplify and facilitate certain
processes. In the business world, this translates into significant savings in both time and money.
For example, management software like the one we develop and market at Aplimedia allows,
thanks to automation, to greatly reduce the time spent on routine and repetitive tasks. From billing,
warehouse control, collections and payments, customers, suppliers, etc.
This time saving has two direct consequences. On the one hand, the cost of carrying out these
tasks is reduced and, on the other, employees have more time to devote to other types of tasks
more focused on the company's growth. Therefore, if we look at companies that use IT intelligently
and in all possible areas, we will see that their competitive advantage is enormous, since their
productivity will be higher and they will also have more resources to focus on growth.
2. It is essential for success
Nowadays, the importance of IT in business is such that we could even say that it is essential for
success.
Millions of workers depend on computers to a greater or lesser extent to carry out their daily tasks.
But that's not all: clients, suppliers, competitors, potential clients... They all use the Internet and IT
to evaluate you and make decisions.
Administrative departments need IT to pay employees or manage bills… Managers need it to
communicate with employees… Without all these tools, companies would be completely incapable
of taking on all the work they are currently able to complete.
3. Break down boundaries and barriers
Information technology can break down barriers and limits at all levels. For example, it allows you
to coordinate work teams in different geographic locations or to attract customers who have never
visited our establishment and who are hundreds of kilometers away. With information technology
we can bridge cultural gaps and appeal to potential customers who would otherwise be out of our
reach.
It is also an excellent help in customer service, because it allows us to assist our clients, resolve
their doubts and incidents without having to be face to face. Tools such as email, online training or
courses, newsletters, blog posts... All of them contribute to improving our image in the eyes of our
clients and providing a better service.
CRM software stands out in this regard, which, broadly speaking, focuses on building customer
loyalty and increasing the chances of closing a greater number of sales.
4. Facilitates team communication
In addition, IT plays an important role in communication between employees in most companies.
We are referring to direct communication tools such as Skype, WhatsApp or email, but also to
tools that allow all team members to have access to the same information.
This is the case of management software, where it is most common to work with a single database
that is always up to date. So if, for example, a colleague enters the program and makes a change
to a piece of data on a client's record, the next time another colleague accesses the program, they
will see the updated data. This means significant savings in time and money as we avoid errors
and loss of time resulting from erroneous, duplicate or obsolete information.
5. Keeps our data safe
As technological and information technology innovations are introduced, new cyber threats are
emerging and growing just as quickly. That is why it is very important that our company does not
work with obsolete technology or software.
Working with updated tools allows us to have greater security because they are programmed and
updated to be able to deal with these new threats that arise every day. Investing in security
technology is necessary, whether your company is responsible for your data or you work in the
Cloud and your provider is responsible for taking the appropriate security measures.
6. Increases the attractiveness of companies in the eyes of talented candidates
The main value of a company lies in its workers. A company is only as good as its employees.
They are its most valuable resource and the real difference between a solvent and successful
company and one that is heading towards failure. That is why it is important to know how to make
our company attractive to talented candidates.
The importance of IT in the company in this sense is relevant because, firstly, workers expect
companies to provide them with advanced technology and IT with which they can perform their
tasks efficiently.
But it can also be a motivational element with great potential in many ways. For example, it
facilitates collaborative work between team members, allows employees to have the freedom to
work from home if they need to, improves communication and reduces stress thanks to better time
management and meetings... In short, it turns companies into much more attractive places with
facilities and amenities that attract talent.
7. It is accessible to all types of companies
Technology advances day by day. New innovations appear on the market every day and are
becoming more accessible to all types of companies of all sizes. If your company doesn't spend
time researching what new technologies exist that could be useful to it, chances are that if you do
a quick search, you'll realize that you've missed out on a lot of interesting new things for your day-
to-day work.
Companies that are ahead of the curve and adopt new computing technologies and tools are also
the most successful companies.

5. Conclusion.
Computers, today, play a fundamental role in everyday life. They have facilitated roles that were
previously performed inefficiently, time-consuming and simply tedious.
Knowing hardware and software is essential to exploit the maximum potential that the world of
computers offers us, since it facilitates communications, for example, through the Internet.
Using a webcam allows for the sharing of "videos" to see the status of something that may be far
away and not accessible for instant viewing.
A scanner allows the digitalization of texts, images, etc., thus promoting a way of sharing
information with other users.
What is meant by this is that, without a doubt, the advancement of technology has brought
numerous advantages that facilitate the transmission of human warmth and the sending and
receiving of information in a much more efficient and effective way.
In order to make operations easier and more comfortable, faster processors, increasingly better
graphic cards, flat monitors to save space, among others, are progressively being created.
For administration, information technology is a very important tool for carrying out its daily
activities, since it can create a useful database for planning into the future and correcting current
anomalies. With the help of information technology, the administrator will be able to design an
automated control system, integrated into a system accessible to all those who make up the
organization, generating a database capable of being read in any language, that is, that can be
read equally by an accountant, an administrator, a manager, executives or any operational
command.
Day by day, the cultivation of technological growth reaps its harvest at the same time that it is
sowing anew, so computing is undoubtedly a field that always invites the discovery of new things.