Utility software performs housekeeping tasks to help maintain the computer system.

(a) Tick one box in each row to identify which utility software would be most appropriate for the scenario described.

Scenario	Encryption	Defragmentation	Compression
A user wants to email a large folder of photos, but the attachment size is too big.
A student is worried about their laptop being stolen and wants to prevent thieves reading their diary.
A computer is loading files slowly because parts of files are scattered across the hard disk.
A business wants to archive old invoices to save storage space on their server.

(b) State the general purpose of utility software, as distinct from the Operating System itself.

Data Compression is used to reduce file sizes.

(a) Explain two benefits of compressing a file before sending it via email.
(b) A student has a text document containing their computer science coursework.
Explain why Lossless compression must be used for this file rather than Lossy compression.
(c) A website designer is uploading images to a webpage. They choose to use Lossy compression.
i. Describe how Lossy compression reduces the file size of an image. ii. State one negative effect on the image of using Lossy compression.

A law firm stores sensitive client data on its laptops. They use Encryption software.

(a) Describe how encryption software protects the data on the hard drive.
(b) A new employee suggests that encryption prevents hackers from stealing the data files.
Explain why this statement is incorrect and state what encryption actually achieves.

Over time, the performance of a magnetic Hard Disk Drive (HDD) can decrease due to fragmentation.

(a) Explain how a hard disk becomes fragmented over time.
(b) The user runs Defragmentation software.
Describe the process the software takes to defragment the disk.
(c) Explain why running defragmentation software improves the speed of loading files.
(d) State why a Solid State Drive (SSD) should not be defragmented.

A system administrator is configuring a new server.
Complete the description of the utility software using the words from the list below.
Not all words will be used. The administrator installs utility software to maintain the server. To protect data transmission, they use Encryption. This uses a mathematical (1) to scramble the data. The data can only be understood by a user who possesses the correct (2) to decrypt it.

To manage storage, the administrator uses Compression. They choose Lossless compression for the company database. This ensures that when the file is decompressed, the (3) data is restored exactly as it was. This is different from Lossy compression, where data removal is (4).

The server uses a magnetic hard disk. Over time, files may be split and stored in (5) locations on the platter. The administrator runs Defragmentation software to move these file parts so they are stored in (6) blocks. This reduces the distance the (7) has to move, which speeds up file access. This process does not create more free (8) on the disk, but it organises it better.