Q.2.1
Q.2.1.1 Distinguish between RAM and ROM. (2)
Q.2.1.2 Provide two reasons why RAM is referred to as volatile memory. (4)
Q.2.2 ABC bank needs your advice. It currently has 50 PCs being used by its tellers and
customers, and management is debating whether to use Google Apps for Work or
Office 365 as its productivity tools.
Q.2.2.1 Distinguish between Office 365 and Google Apps using any two
distinguishing factors.
(4)
Q.2.2.2 Identify any two advantages of each:
• Office 365
• Google Apps.
(4)
Q.2.2.3 Suggest with reason to which of the two productivity tools is the most
viable choice for ABC bank based on cost.
Q.2.1.1 - RAM stands for Random Access Memory and ROM stands for Read-Only Memory. The main difference between the two is that RAM is a volatile memory, meaning that its content is lost when power is turned off or lost, while ROM is non-volatile memory, meaning that its content is retained even when power is turned off or lost.
Q.2.1.2 - Two reasons why RAM is referred to as volatile memory are:
1. RAM needs continuous power supply to maintain the stored data. Once the power is lost, the data is lost as well, which is why it is considered volatile.
2. RAM is designed to be a temporary working memory for the computer, used to store data that is being actively used by the CPU. Once the computer shuts down, the data in RAM is no longer required and is cleared, making it volatile.
Q.2.2.1 - Two distinguishing factors between Office 365 and Google Apps are:
1. Ownership and Pricing: Office 365 is owned by Microsoft and is a paid subscription service, while Google Apps is owned by Google and offers both free and paid versions.
2. Integration with Existing Infrastructure: Office 365 is generally preferred by businesses already using Microsoft products as it integrates seamlessly with other Microsoft software such as Outlook, SharePoint, and Microsoft Teams. Google Apps is known for its cloud-based collaboration and has integration with Google services like Gmail, Google Drive, and Google Calendar.
Q.2.2.2 - Two advantages of Office 365 are:
1. Familiarity and Compatibility: Office 365 offers a range of widely used and familiar tools like Microsoft Word, Excel, and PowerPoint, making it easy for users to adapt. It also ensures compatibility with other Microsoft software and formats.
2. Extensive Features: Office 365 offers a wide range of advanced features and capabilities, such as email management, document collaboration, video conferencing, and file storage, providing a comprehensive productivity solution.
Two advantages of Google Apps are:
1. Cloud-based Collaboration: Google Apps allows real-time collaboration on documents, spreadsheets, and presentations, enabling multiple users to work simultaneously on the same file from different locations, enhancing productivity and teamwork.
2. Cost-effectiveness: Google Apps offers a free version with limited features, making it suitable for small businesses or individuals with a tight budget. The paid version, Google Apps for Work, also provides additional features at a relatively lower cost compared to Office 365.
Q.2.2.3 - Based on cost, Google Apps may be the most viable choice for ABC bank. Google Apps offers a free version that can cater to the needs of small businesses or organizations with a limited budget. The paid version, Google Apps for Work, provides additional features at a lower cost compared to Office 365 subscriptions. This cost-effectiveness can be advantageous for ABC bank to meet its productivity needs while minimizing expenses.
Q.2.1.1 RAM (Random Access Memory) and ROM (Read-Only Memory) are both types of computer memory, but they have some key differences.
- RAM is a volatile memory type, meaning that its contents are lost when the power is turned off or when the computer is restarted. On the other hand, ROM is a non-volatile memory type, meaning that its contents are retained even when the power is turned off or when the computer is restarted.
- RAM is used as temporary storage for data that the computer is actively using, such as the operating system, running programs, and open files. It allows for read and write access, meaning that data can be both read from and written to RAM. In contrast, ROM is used for permanent storage of data that is essential for the operation of the computer, such as the BIOS. It only allows for read access, meaning that data can only be read from ROM but cannot be written to it.
Q.2.1.2 RAM is referred to as volatile memory due to the following reasons:
1. Data Loss on Power Loss: As RAM is volatile memory, it requires a constant power supply to retain data. If the power supply is interrupted or the computer is shut down unexpectedly, the data stored in RAM is lost. This makes RAM unsuitable for long-term storage of data.
2. Fast Read and Write Operations: RAM is designed for fast access and retrieval of data, allowing the computer to quickly retrieve and store information. This speed is achieved by using dynamic memory cells that require constant refreshing of the data stored. This constant refreshing process consumes additional power and makes RAM volatile.
Q.2.2.1 Office 365 and Google Apps are both productivity tools, but they have some distinguishing factors:
1. Ownership and Installations: Office 365 is a Microsoft product that is installed on local machines or servers. It requires manual installation, configuration, and maintenance by IT staff. In contrast, Google Apps is a cloud-based solution that does not require any local installations. It is accessed through a web browser and all updates and maintenance are handled by Google.
2. Offline Access: Office 365 provides the ability to work offline, meaning that users can access and edit their documents even without an internet connection. This can be useful in situations where internet connectivity is unreliable or not available. On the other hand, Google Apps primarily relies on internet connectivity and emphasizes real-time collaboration. While Google Docs, Sheets, and Slides do have offline capabilities, they are more limited compared to the full offline access provided by Office 365.
Q.2.2.2 Advantages of each productivity tool:
Office 365:
1. Familiarity and Compatibility: Office 365 offers a suite of applications such as Word, Excel, and PowerPoint that are widely used and familiar to many users. This familiarity allows for a smoother transition for employees who are already accustomed to using Microsoft Office applications. Additionally, Office 365 provides compatibility with existing Microsoft Office file formats, making it easier to work with documents created in previous versions of Office.
2. Rich Feature Set: Office 365 offers a comprehensive set of features and functionalities, including advanced data analysis capabilities in Excel, extensive formatting options in Word, and powerful presentation tools in PowerPoint. These features can be beneficial for businesses that require advanced document processing and creation capabilities.
Google Apps:
1. Collaboration and Real-time Editing: Google Apps focuses on enabling real-time collaboration among users. Multiple users can work on the same document simultaneously, making it easier to collaborate and share ideas. Changes are automatically saved, reducing the risk of data loss or versioning conflicts.
2. Cloud-based Storage and Accessibility: With Google Apps, files are stored in the cloud, allowing for easy access from any device with an internet connection. This provides flexibility and convenience for users, as they can access their documents and files from different devices, including smartphones and tablets.
Q.2.2.3 Based on cost, considering that ABC bank has 50 PCs, Google Apps for Work might be the most viable choice. This is because Google Apps offers more cost-effective pricing options compared to Office 365. With Google Apps, there are different pricing tiers available, including affordable plans specifically designed for small businesses. Additionally, Google Apps eliminates the need for upfront hardware costs associated with installing and maintaining local installations of Office software.