SUBJECT: ICT CLASS: YEAR 11 ICT DATE: SEPT 4TH, 2023

SCHEME OF WORK

YEAR 11 ICT FIRST TERM SCHEME OF WORK

WEEK TOPIC / THEME
1. MEMORY UNIT
2. MEMORY UNIT
3. IMAGES
4. IMAGES
5. LAYOUTS
6. MID-TERM EXAMS
7. MID-TERM HOLIDAY
8. LAYOUT
9. STYLE
10. STYLE
11. PROOFING
12. PROOFING

TOPIC: DESCRIPTION
TERM: FIRST TERM
WEEK: 1 & 2
TOPIC: MEMORY UNIT
LESSON OBJECTIVES: AT THE END OF THE STUDY, STUDENTS WILL BE
ABLE TO;
i. Define computer memory
ii. List and explain types of computer memory
iii. State the differences between primary and secondary memories
 iv. Explain different units of storage in computer

CONTENT

COMPUTER MEMORY
Computer memory is the storage space in the computer where the data to be processed and the
instructions required for processing are stored.
Types of memory
There are basically two major types of memory, which includes:
· Primary memory (main memory)
· Secondary memory (external storage)

PRIMARY MEMORY
Also known as the main memory is the storage in the computer in which data is stored for
quick access by the CPU and are connected via a memory bus. The primary memory is divided
into two:
Random Access Memory (RAM)
The RAM is the volatile memory that temporarily stores data and instruction currently being
used by the computer. It is called volatile because the content of it disappears when the
computer is turned off or there is loss of power supply. There are two types of RAM namely
Static RAM (SRAM) and Dynamic RAM (DRAM).
SRAM (static RAM) is a type of random access memory (RAM) that retains data bits in its
memory as long as power is being supplied. Unlike dynamic RAM (DRAM), which must be
continuously refreshed, SRAM does not have this requirement, resulting in better performance
and lower power usage.
Read Only Memory (ROM)
The ROM is the non-volatile memory that stores small program that the computer can use to
perform some of the basic operations required to initiate the boot process (it contains the Basic
Input Output System). The content of the ROM are often times stored by the manufacturer of
the system and always permanent. Since the content of it can only be read, they are called Read
Only. Have you ever seen the black/blue background with some information during the booting
process? That’s the content of the ROM being displayed.
 DIFFERENCES BETWEEN RAM AND ROM
S/N Random Access Memory (RAM) Read Only Memory (ROM)
1
Stands for Random Access Memory Stands for Read Only Memory
2 It contains programs used for booting
It keeps operating system, application up the computer and to run initial
program, data in use diagnostics.
3 Data in RAM can be accessed in any Data in ROM cannot be accessed and
order and can be modified cannot be modified
4 RAM holds data temporarily This holds data permanently
5 RAM is volatile (it loses data when ROM is non-volatile (it retains data even
power is turned off) when power is turned off)
6 Higher storage capacity and meant for Limited storage capacity and not meant
running application programs for running application programs
7 It is cheap It is expensive
8 It is fast It is slow
9 It has Static RAM and Dynamic RAM as It has PROM, EPROM and EEPROM as
types types
10 Examples are RAM chips like 2GB, Examples are video game console
4GB, 8GB etc. cartridge, computer BIOS, etc.

Cache memory
Cache memory is a small-sized type of volatile computer memory that provides high-speed
data access to a processor and stores frequently used computer programs, applications and data.
A temporary storage of memory, cache makes data retrieving easier and more efficient.

SECONDARY MEMORY
This is the permanent, non-volatile memory that is not directly accessed by the
computer/processor. Before the content of the secondary memory can be used by the computer,
it must be copied into the RAM. It has the capacity to store huge amount of data. The
secondary storage is the slowest and cheapest form of memory. Examples of secondary storage
include Hard Disk (Local Disk), Optical disk (CD, DVD), Floppy Disk, USB flash drive,
memory card etc.
 Differences between primary and secondary memory
Primary Secondary
It is the internal memory It is the external memory
It is under the direct control of the CPU It is not directly under the control of the CPU
It cannot be used for massive data storage It can be used for massive data storage
It is faster than the secondary storage It is slower than the primary storage
It does not supplement the secondary storage It supplements the primary storage

UNITS OF STORAGE:
Unit of storage
The storage capacity is the amount of space available for the storage of data in a particular
storage media. The storage unit includes:
· Bits: a bit is a contraction of the word “binary digit” and is denoted with either 1 or 0. A
bit is the simplest unit of data storage.
· Nibble: a nibble is a collection of 4 bits
· Byte: a byte is a collection of 8 bits
· Word: a word is 2 bytes
· Kilobyte: a kilobyte is 1024 bytes (1000 bytes approximately)
· Megabyte: a megabyte is 1048576 bytes i.e. 10242bytes (1 million bytes approximately)
· Gigabyte: a gigabyte is 1073741824bytes i.e. 10243bytes (1 billion bytes approximately)
· Terabyte: a terabyte is 1099511627776 bytes i.e. 10244bytes (1 trillion bytes approximately)
Conversion from one unit of storage to another
1. Convert 64 bits to byte
Solution: 8 bits make 1 byte
1 bit makes 1/8 byte
64 bits make 1/8 x 64 = 8 bytes
2. Convert 16384 bits to byte and kilobyte
Solution: a. 8 bits = 1 byte
1 bit = 1/8 byte
16384 bits = 1/8 x 16384
 = 2048 bytes
b. 1024 bytes = 1 KB
1 byte = 1/1024 KB
2048 bytes = 1/1024 x 2048
= 2KB

EVALUATION:
1. Define memory unit
2. List the two main types of computer memory
3. Explain the two types of computer memory with examples
4. State five differences between RAM and ROM
5. State three differences between primary and secondary memories
6. Convert 2GB to Bytes and kilobyte
7. Convert 5KB to bytes
SUBJECT: ICT CLASS: YEAR 11 ICT DATE: SEPT 11TH, 2023

TOPIC: DESCRIPTION
TERM: FIRST TERM
WEEK: 3 & 4
TOPIC: IMAGES
LESSON OBJECTIVES: AT THE END OF THE STUDY, STUDENTS WILL BE
ABLE TO;
i. Define image
ii. List and explain types of images
iii. Perform various operations on images

CONTENT

An image is a visual representation of something, while a digital image is

a binary representation of visual data. These images can take the form of photographs, graphics
and individual video frames. For this purpose, an image is a picture that was created or copied
and stored in electronic form.

Types of images
BITMAP IMAGES

There are two types of graphics, namely Bitmap graphics and Vector graphics. Most graphics
packages are designed with either bitmap or vector graphics in mind. Although some
applications can handle both.

For example, Photoshop Elements is an excellent bitmap package whilst Adobe Illustrator is a
professional vector package.

Bitmap images are made up of tiny coloured squares called pixels. You can imagine bitmap
images are a little like graph paper which has the tiny squares coloured in. As long as the squares
are small then from a distance the image will look fine.

One common problem with BITMAP images is that they do not look as good when they are
zoomed up in size. This is because as each pixel becomes larger, they begin to appear as
coloured blocks - a common name for this effect is 'pixellated' - see the large image below.
VECTOR GRAPHICS

Sometimes it is very useful to be able to change the size of an image without losing quality.

This font for example can be made in many different sizes.

small bigger Bigger still

Notice that the shape of each letter is still smooth no matter what the size. You can make it as
large as you like and it will not pixellate or go fuzzy like a bitmap image would. This is an
example of a VECTOR IMAGE.

Instead of storing every single dot in the picture like bitmaps do, vector images store a set of
instructions of HOW to draw the shape.
WORKING ON IMAGES

Place images into word documents and presentations

Open Microsoft Word.

Open the file Calebtday.rtf and replace the text <Your Name> with your name, center number
and candidate number. Create a new folder called Task12a. Save your document in this folder
with the file name “Task12a” as a word document (*.docx)

IMPORT AN ONLINE IMAGE

In Microsoft Word or Microsoft PowerPoint

i. Place the cursor where you want the image to be.

 ii. Click on insert menu or tab, in the illustrations section click on the online pictures
icon.
iii. From the box that open, select where you wish to look for the image and in the search
box enter the type of image you want.
iv. Press the Enter key. The search results are displayed.

NB: seek permission to use image in your publication. This is because of copyright laws.

Import an image provided for the task

i. Select the insert tab followed by picture.

ii. This opens the insert picture window.
iii. Browse through the folders and files until you locate the file calebtday.jpg
EDIT IMAGE: RESIZE IMAGE

Resize the image calebtday.jpg to 8cm high and maintain the aspect ratio. Place this at the top
right of the first paragraph.

Resize the second image calebtday2.jpg to 2.8cm high and 2cm wide. Place this image at the top
left of the second paragraph. Ensure that the text wrap around both of these images.

Steps to achieving the task

i. Find the image calebtday.jpg in your document.

ii. Right click with the mouse on the image
iii. From the drop down menu, select size and position

NB: if you are instructed to maintain aspect ratio, make sure that the boxes related to aspect
ratio are both ticked. If not make sure they are both un-ticked.
WRAP TEXT AROUND IMAGE

Now place the resized image Calebtday.jpg at the top right of the first paragraph. You are
expected to align the image to the margins and to the top of the paragraph and there is a further
instruction to wrap the text around the image. It is wise to set the text wrapping first then place
the image. Click the left mouse button on the image to select it, (this opens the picture tools) then
the Format tab followed by the drop down arrow next to the wrap text icon.
PLACE AN IMAGE WITH PRECISION

There are two methods here

First method is to drag the image until the green guidelines appear at the top and right side of the
image.
The second method is to roughly place the image

i. Right click on the image

ii. Select size and position option to open the layout window.
iii. Click on the position tab
iv. Set horizontal alignment to right aligned to the margin and set vertical alignment to
the top aligned to the top of the line of the text.
v. Click the ok button to position the image
ROTATE AN IMAGE

i. To rotate an image left click on the image to select the image.

ii. Click on the rotation handle, hold it and turn to rotate to whatever angle you want to
rotate it to.
CROP AN IMAGE

i. Left click on the image to select the image

ii. Click on format tab
iii. In the size group, select the crop tool.
iv. Use the crop tool to cut out the region you do not want to appear on the image
v. Press Enter to get the cropped image.
REFLECT AN IMAGE

ADJUST THE COLOUR DEPTH OF THE IMAGE

ADJUST THE BRIGHTNESS AND CONTRAST OF AN IMAGE

PLACE A BORDER AROUND AN IMAGE

EVALUATION
1. Define image
2. List two types of image
3. Differentiate between Bitmap and Vector images
4. How would you perform the following operations on an image?
5. Copy an image from one location to another
6. Resize an image
7. Rotate an image
8. Crop an image
9. Wrap text around an image
SUBJECT: ICT CLASS: YEAR 11 ICT DATE: SEPT 11TH, 2023

TOPIC: DESCRIPTION
TERM: FIRST TERM
WEEK: 5
TOPIC: LAYOUTS
LESSON OBJECTIVES: AT THE END OF THE STUDY, STUDENTS WILL BE
ABLE TO;
i. Use software tool to prepare a basic document to match the purpose and target audience
ii. Create a new document
iii. Open an existing document
iv. Place objects into document
v. Enter and edit data including texts and numbers
vi. Create a table

CONTENT

LAYOUTS
Basic Documents
The word document does not only relate to a word-processed document, but can be a piece of
written or printed material, or an electronic file that provides information or evidence or that
serves as an official record. The document can even include images such as photographs. Such
document will include word-processed documents from Microsoft Word, reports from a
database using Microsoft Access, spreadsheets, graphs and charts using Microsoft Excel, a
presentation using PowerPoint or a web page.
New document needs to be created with regard to the target audience, which will often be a
major factor in setting the styles that will be used within the document. One other important
element is the accuracy of the data entry. You must always check your document for errors.

Plan your document before starting by making sure that you know:
 The purpose of the document
 The target audience
 How to make it suitable for the audience
 The appropriate medium
  The appropriate package to be used

Create a New Document

To create a new document if the package is already opened

Go to File then click on New

To create a new document if the package is not opened

 First open the application
 It may open a new document, if not then the start screen will open
 In the bottom left corner of the window, you will see an option Open other…
 Double click on the text Open other… and click to select New from the left menu.
 Then choose the package you want to open, either blank document/workbook/database
 It advisable you save your document immediately it is created and continue to update it
with “Ctrl+S”.

Open an Existing Document

Open a document if the software is already running

Click on File, then select Open

Open a document if the software is not running

 First open the application
 Click on File
 On the left pane, select the folder that contains the document
 Search for the document, select it and click on Open

Place Objects into a Document

Place Text

Open the document CBIS TEACHERS DAY CELEBRATION..rtf in Microsoft Word. As you
do this, when you get to the Open window, you may need to change file type to All Files.
Left click on CBIS TEACHERS DAY CELEBRATION..rtf and select Open.

Use the File tab and Save As to save this document with the filename Task1as a word document
rather thing in rich test

Place a Table from a CSV file

PLACE A SCREEN SHOT IN A DOCUMENT

ROTATE AN IMAGE

iii. To rotate an image left click on the image to select the image.
iv. Click on the rotation handle, hold it and turn to rotate to whatever angle you want to
rotate it to.
CROP AN IMAGE

vii. Left click on the image to select the image

viii. Click on format tab
ix. In the size group, select the crop tool.
x. Use the crop tool to cut out the region you do not want to appear on the image
xi. Press Enter to get the cropped image.
REFLECT AN IMAGE

ADJUST THE COLOUR DEPTH OF THE IMAGE

ADJUST THE BRIGHTNESS AND CONTRAST OF AN IMAGE

PLACE A BORDER AROUND AN IMAGE

EVALUATION
10. Define image
11. List two types of image
12. Differentiate between Bitmap and Vector images
13. How would you perform the following operations on an image?
14. Copy an image from one location to another
15. Resize an image
16. Rotate an image
17. Crop an image
18. Wrap text around an image
SUBJECT: ICT CLASS: YEAR 11 ICT DATE: SEPT 11TH, 2023

TOPIC: DESCRIPTION
TERM: FIRST TERM
WEEK: 8
TOPIC: LAYOUT
LESSON OBJECTIVES: AT THE END OF THE STUDY, STUDENTS WILL BE
ABLE TO;
i. Edit and format text in a document
ii. Find and replace text
iii. Use navigation
iv. Explain pagination and work with it
v. Work with table within document
CONTENT

LAYOUTS
Format text in a document
To format text in a document,
1. Select the text you want to format. To select a single word, double click on it. For a line,
click to the left of it.
2. Select an option to change the font size, font colour, or make the text bold, italic or
underline.

Find text in a document

1. In the editing subgroup of the Home menu, click Find or use “Ctrl + F”
2. From the Navigation pane that appears to the left of the window, type in the search box the
word you want to search for.
3. The word is highlighted anywhere it is within the document. Then you can perform
whatever operation you want to perform on it.

Find and replace text in a document

1. In the Editing subgroup of the Home menu, select Replace or use” Ctrl + H”
2. Type the text you want to replace in the Find what search box.
3. Type the word you want to use to replace the word in the “Find what” search box in the
“Replace with” box.
4. Click Replace. Or if you want to replace the word in the entire document, click Replace
All.
5. To replace more word, click on Find Next.
 Practical
Click on this link: cbisteachersday to edit and format the document.
Perform the following operations on the document:
1. Change the colour of text to blue if you are boy and pink if you are a girl.
2. Change the font size to 12 pt and make the title bold
3. Change the Your Name to your exact name
4. Anywhere you see CBIS, make it italic and bold.
5. Justify the document
6. Find and replace the word departure to separation, devotion to dedication and remarkable to
memorable.

Use navigation in a document

To go to a page or a heading in a Word document without scrolling, use the Navigation pane.

To open the Navigation pane, press Ctrl+F, or select the View tab and choose Navigation Pane.
 Browse by headings

If you’ve applied heading styles to the headings in the body of your document, those headings
appear in the Navigation pane. The Navigation pane doesn’t display headings that are in tables,
text boxes, or headers or footers.

1. In the Navigation pane, select the Headings tab.

2. To go to a heading in your document, click that heading in the Navigation pane.

Tip: To show or hide the subheadings under a heading, click the arrow next to the heading.

If you scroll through your document, Word highlights the heading in the Navigation pane to
show you where you are. To go back to the top, select Jump to the beginning.
 Browse by page

Select Pages. Then choose a thumbnail image to go to that page.

When you do scroll through your document, Word highlights the page you’re on in the
Navigation pane to show you where you are.
 Search in your document

1. In the search box at the top of the Navigation pane, type the text that you want to find.
2. Select a result to see it in your document, or browse through all the results by clicking the
up and down arrows.

Reorganize your document

You can move parts of your document around by moving them in the Navigation pane. You can
also change the level of headings, and you can add new headings.

1. In the Navigation pane, select the Headings tab.

2. Do any of the following:
 To move part of the document, select the heading and drag it to a new location.

 To change the heading's level or add a heading, right-click the heading, and then choose
the action you want.
 Note: If a document contains regions that are protected, you might be unable to drag a
section beyond the last protected region.

PAGINATION
Note that the word “pagination” refers to pages. It is believed to have originated from either
Latin or French and was in connection to systematically adding page numbers to a book. When
we talk about pagination in Word, it is just about the same thing but the difference is that the
original action had to do with hardcopy books and documents but in Word, we are dealing with
digital documents.

How to do Pagination

Click1: Click Insert.

Click 2: On the dropdown menu that appears, click Page Number. This will reveal another
dropdown tab with options to determine where you want the page number to be. You can hover
over the option you prefer.

Click3: On the menu that appears next to the position you prefer, click on the preferred design
for the page number.

Your page number will be inserted in the header or footer, depending on what you choose.
HOW TO USE DIFFERENT PAGINATION IN WORD

So, what if you want to change from the ordinary numbering style and use something different?
Well, if you just need to change say from numbers to letters or Roman Numerals, that is an easy
task. It is probably easier than adding page numbers.
For this, we are assuming you already have the pages numbered and you want to change the
formatting.
Click 1: Click Insert.
Click 2: On the menu bar that appears, click “Page Number”.

Click 3: On the drop-down menu, click “Format Page Numbers”.

Click 4: A Page Format box will popup and you can choose the format you want from the
Number Format section.

HOW TO START NEW PAGINATION IN WORD?

Now let’s get practical. In real life, you will have to do more than add a page number or more to
a document. You might be writing a research paper and you will have to start with an
introduction and a few more pages like the table of content and definitions before the first page
of the research document. This requires that you start new pagination after a few pages.
You may also need to use different page numbering formats, for example, Roman numerals for
the introduction and contents sections and then Arabic numerals for the main research document.
It gets a bit interesting here.
To do this, you need to insert a Section Break- Next Page between the 2 sections that you want to
have different numbering from the main research. You also need to unlink the section’s footer
from the preceding one.
Now, here’s how to go about it:
Step 1: Click Show/Hide symbol in the Paragraph box so that you can see all section breaks in
the document. If you hadn’t already inserted a section break, then you need to insert one where
you intend to switch from one numbering format to the next.

Step 2: Follow this step if you discover there are no section breaks. Select “Page Layout” and in
the Page Setup box, choose “Breaks” then select “Next Page”
 A section break is a code in your document identifying where a new section begins and Word
will recognize this as a section to add a new header or footer.
Step 3: Click the page number in the footer, this should be below the section break. You will also
see “Same as Previous.”

Step 4: A new tab labeled “Header and Footer Tools” should be visible on the menu. Look for a
highlighted button labeled “Link to Previous” Unselect this button and that should cause the
“Same as Previous” box to go away.

Step 5: With your cursor still positioned where the page number is on the footer, go to Header
and Footer Tools and select Page Number, then Format Page Numbers.

Step 6: You should be directed to “Page Number Format” box. Choose the format you want to
use in that section and then continue to your preferred numbering for the next section. Select OK.

WHAT IS A PAGE BREAK?

A page break is a mark signifying where one page ends and another begins. Normally in Word, it
is inserted automatically at the end of a page. However, a user may decide to end a page midway
as they switch to a new chapter. This can help a printer to determine where the page ends and it
will print the next content on another page.
So, basically, you have 2 types of page breaks.

 There is a natural one added by Word at the end of a page.

 There is another that a user will add manually when the content in a chapter is finished.

INSERTING A PAGE BREAK

Word has several shortcuts and there is an easy one you can use to add a break. The shortcut is
Ctrl + Enter. But before you do that, determine where you want the break and place your cursor
there. This should be between the last sentence of the first section and the first sentence of the
new section.
Make sure you haven’t placed the cursor in the footer space because it will not place a break
there. Once the cursor is in position, use the shortcut.
Alternatively, click Insert, and then choose Page Break. The break will be inserted.

REMOVE PAGE BREAK WORD

Sometimes, you may discover that there is more content you need to add to a chapter, but if you
have inserted a break, Word will add whatever content you try to add in the next page. This
means you need to remove page break, add the content and then put the break after that.
First of all, this will only work for a manual break as the break inserted by Word cannot be
removed.
This is how to go about it:
Step 1: On the Home tab, select the symbol for Hide/Show paragraph marks and other hidden
formatting symbols. (that’s the one that looks like a P facing the wrong way)

Step 2: Locate the page break you inserted and highlight it, then press Delete or Backspace.
SUBJECT: ICT CLASS: YEAR 11 ICT DATE: SEPT 11TH, 2023

TOPIC: DESCRIPTION
TERM: FIRST TERM
WEEK: 9
TOPIC: STYLE
LESSON OBJECTIVES: AT THE END OF THE STUDY, STUDENTS WILL BE
ABLE TO;
i. Explain what a corporate house style is
ii. Use styles

CONTENT
CORPORATE HOUSE STYLE
What is a Corporate House Style?

 A Corporate House Style refers to the consistent use of particular visual design
elements across a company's documents and communications
 These design elements may include specific fonts, colours, logos, and layout styles
Purpose of a Corporate House Style

 The primary purpose is to create a consistent and recognisable image for the company
 It makes the company's documents and products instantly identifiable to clients or
customers
 This consistency also streamlines the creation of new documents within the company by:
o Reducing time and cost spent setting up and formatting documents
o Reducing the risk of errors

Uses of a Corporate House Style

 A corporate house style can be applied to a wide range of materials, including:

o Business documents such as reports and letters
o Marketing materials like brochures and advertisements
o Digital content including websites and email templates
o Product packaging

STYLES
Styles

 A style is a collection of formatting attributes, including font face, font size, font colour,
text alignment, and more
 Styles ensure consistency in your document's formatting
Create and Modify Styles

 To create a style, you select your desired formatting options and then save them as a new
style
 You can modify a style by editing its formatting options and then saving the changes

Apply and Update Styles

 Applying a style is as easy as selecting text and then choosing the desired style
 When you update a style, all the text using that style in your document will reflect the
changes

Font Attributes
Font Face

 This is the design of the text; examples include Arial, Times New Roman, and Calibri
Font Type

 Serif fonts have little feet or lines attached to the ends of their letters, while Sans-serif
fonts do not

 Serif fonts are generally considered more traditional, and Sans-serif fonts are seen as
modern

Serif Sans-serif
 Times New Roman Arial
Georgia Helvetica
Font Size and Colour

 Font size is measured in points, with one point being 1/72 of an inch
 Font colour can be any colour available in the software's colour palette

Text Formatting
Text Alignment

 Alignment refers to the positioning of text within a document

 Options include left, right, centre, and fully justified (aligned to both the left and right
margins)
Text Enhancement

 You can make your text bold, italic, or underline it to highlight important information

Spacing

 You can adjust paragraph spacing (before and after a paragraph) and line spacing within a
paragraph
Bullets

 Bullets are used for listing items - they can either be numbered or not
 You can change bullet shape, alignment, line spacing, and indent
SUBJECT: ICT CLASS: YEAR 11 ICT DATE: SEPT 11TH, 2023

TOPIC: DESCRIPTION
TERM: FIRST TERM
WEEK: 10
TOPIC: PROOFING
LESSON OBJECTIVES: AT THE END OF THE STUDY, STUDENTS WILL BE
ABLE TO;
i. Explain what proofing is
ii. Explain validation and give types
iii. Describe verification

CONTENT

SPELL CHECK

Utilising Automated Software Tools

 Automated software tools like spell check and grammar check help to
minimise errors in your work
 These tools scan the document for spelling and grammar errors,
highlighting potential issues
 Always review and make appropriate changes based on the
suggestions these tools provide
Considering Automated Suggestions

 Automated suggestions provided by spell check software may not

always be accurate or appropriate
 The software may not recognise some words or phrases, particularly
technical terms or jargon
 Always use your judgement when accepting or rejecting these
suggestions

VALIDATION

Why use validation?

 Validation is essential to ensure data is accurate, complete, and

meets specific criteria before it's processed
 It helps minimise data entry errors and maintains the integrity of the
data

Characteristics and Uses of Validation Checks

 Range check: Confirms that the data entered falls within a specific
range
 Character check: Ensures that the data contains the correct type of
characters, like letters or numbers
 Length check: Verifies the data entered is of the correct length
 Type check: Validates that the data is of the correct type, like text or
number
 Format check: Confirms the data is in the correct format, such as a
valid email address or date
 Presence check: Ensures that the data field is not left empty
  Digit check: this ensures the digits of number expected in a given
data is complete.

Using Validation Routines

 Validation routines are procedures that automatically perform

validation checks
 They help to minimise data entry errors, saving time and maintaining
data quality

PROOFREADING

Why Proofread?

 It is the final check to identify and correct errors before a document is

finalised
 It ensures professionalism and prevents misunderstanding in
communication

Identifying and Correcting Data Entry Errors

 Transposed numbers:
o Numbers that have been swapped, like typing 21 instead of 12
 Incorrect spelling:
o Words that are not spelt correctly
 Inconsistent character spacing:
o Different spacing between characters in a document
 Inconsistent case:
o Incorrect use of uppercase and lowercase letters

Identifying and Correcting Layout Errors

 Inconsistent line spacing:

o Different spacing between lines in a document
 Blank pages/slides:
o Unwanted empty pages or slides in a document or presentation
 Widows/orphans:
o Single lines at the beginning or end of a page that should be
with the rest of the paragraph
 Inconsistent or incorrect application of styles:
 o Different font styles or sizes are used inappropriately in the
document
 Split tables and lists:
o Tables or lists that are incorrectly broken up over columns or
pages/slides

VERIFICATION

Why use Verification?

 It is a process to ensure that data is accurate and has been inputted

correctly
 It helps to maintain data integrity and reduce data entry errors

Characteristics and Uses of Verification

 Visual checking: Manual method of verifying data by comparing the

source with the entered data
 Double data entry: A method where data is entered twice and then
compared for inconsistencies

Is there a Need for Validation as well as Verification?

 While verification ensures data is entered correctly, validation makes

sure the data is sensible, reasonable and within acceptable
boundaries
 Both verification and validation are essential in maintaining data
accuracy and quality