Storage Systems (Cambridge International IGCSE Accounting)
Exam board Cambridge International · IGCSEUpdated 2026-01-09
Types of storage systems
What are the different types of storage systems?
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Manual
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The data is stored in physical form
- This could be in files, folders or filing cabinets
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Data storage devices
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The data is stored digitally
- This could be on USBs, hard drives, memory cards or local servers
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The computers and hard drives might be kept on the premises or they might be portable
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Cloud services
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The data is stored online
- Using services such as Google Drive and One Drive
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An account with login details is needed to access the cloud service
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Other digital services
- The data is stored on accounting software platforms
- These are usually subscription based services
What are the advantages and disadvantages of the different types of storage systems?
| Type | Advantages | Disadvantages |
|---|---|---|
| Manual | - No technology needed - Simple to understand - Cannot be hacked | - Takes up physical space - Can get lost, damaged or stolen - Slow to search through - Harder to back up |
| Data storage devices | - Fast to access - No internet connection needed - Easy to back up - Portable to move between locations - One-off cost for the device | - Can get lost, damaged or stolen - There are security risks of viruses - Limited capacity on the device |
| Cloud services | - Access anywhere - Easy to share - Automatic backup - Ability to increase capacity - Reduces the need for physical storage space and servers | - Requires access to the internet - Ongoing costs with subscriptions - Security concerns with passwords - Access is dependent on the service provider |
| Other digital services | - Automatic creation of records - Consistency across records - Specialist software - Can be used to produce reports and statements | - Ongoing costs with subscriptions - Access is dependent on the service provider - Training needed for staff - It can be difficult to export data to change to a different system - Data can be hacked |
Security & sustainability issues
Why does a business need to store data securely?
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If data is not stored securely, then
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data could be lost
- The information could be accidentally deleted
- The user might forget to save after entering the information
- There might be a technical issue while data is being entered
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confidential information might be shared
- The user might access the information on their own personal devices
- The information might be seen by other users of those devices
- The information might be sent to the wrong person via email
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data might be accessed by others
- Passwords might be guessed by others
- Data could be hacked
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Why does a business need to store data sustainably?
- Storing data sustainably reduces energy use and is good for the environment
- Data should only be kept for as long as needed
- Data should be organised to avoid the need to reproduce the data
How can a business store data more securely & sustainably?
- The methods depend on whether manual or digital records are kept
| Improve security | Improve sustainability | |
|---|---|---|
| Manual records | - Keep the records in a locked room or cupboard - Dispose of the records using a shredder or a confidential waste company | - Only store information that is needed by the business - Dispose of the records responsibly |
| Digital records | - Install firewalls and antivirus programs - Use secure passwords - Back the data up either on an external hard drive or on a cloud storage - Password protect or encrypt the data - Lock computer screens when away - Wipe data from computers before disposing | - Use efficient storage methods to minimise power consumption |
Exam Hint You might be asked to identify actions to improve security or sustainability. Make sure you know the difference between the two.
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