Bpp learning Media is an acca approved Content Provider

business history
, while freeing up 
hard-disk space
. If archived 
data is needed, it can be restored from the archived tape to a hard disk. Archived data can be used to 
recover from site-wide disasters, such as fires or floods, where data on primary storage devices is 
destroyed. Archiving also helps avoid the slowdown in processing which may occur if large volumes of 
data build up on the main operational storage. 
How long data should be retained will be influenced by:

Legal 
obligations 

Other business needs
Data stored for a long time should be tested periodically to ensure it is 
still restorable
– it may be 
subject to 
damage
from environmental conditions or mishandling.
6.2.6 Passwords and logical access systems 
A
 password 
is a set of characters which may be allocated to a person, a terminal or a facility which is 
required to be keyed into the system before further access is permitted. 
Unauthorised persons may circumvent physical access controls. A 
logical access system 
can prevent 
access to data and program files through measures such as the following. 

Identification 
of 
the 
user 

Checks on user authority 

Authentication of user identity 
Virtually all computer installations use passwords. Failed access attempts may be logged. Passwords are 
not foolproof. 

Standard system passwords (such as 1234) given when old passwords are reset or provided to 
new employees must be changed. 

Passwords must never be divulged to others and must never be written down. 

Passwords must be changed regularly – and changed immediately if it is suspected that the 
password is known by others. 

Obvious passwords must not be used. 
Passwords are also used by administrators to control access rights for the reading, modifying and 
deleting functions. 
6.2.7 Administrative controls