Handout 15: Data Storage and Transfer Basics
Pennsylvania Low Incidence Institute
Information Access Tools and Techniques 2007
Loughrey and Fox
An Overview of Data Storage and Transfer Basics
For Note Takers and Adapted PDAs
Information which has been written into a file on a note taker or adapted PDA may be
printed, embossed, or transferred to a computer. Similarly, many computer files can be
transferred into a note taker or adapted PDA. Both students and TVIs should learn to
recognize and use the cables, data storage media, and software necessary to carry out
these tasks.
Cables
Cables may be used to directly connect a note taker or PDA to a computer, printer, or
embosser. There are three main types:
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Serial
Parallel
USB
The type of cable to be used is determined by the type of connectors available on the
devices you are trying to connect. However, most adapted PDAs and the printers
currently being sold use USB cables. Most embossers use only serial or parallel
cables, so some adapted PDAs may not connect directly to your embosser.
Data Storage Media
When you create and save a file on your computer, it is stored on your hard drive, which
is inside the computer. Note takers and adapted PDAs also have internal data storage
media. However, there are many small, external data storage devices which can be
connected to either a computer or note taker. Files can easily be copied to and from
these devices. Some examples of common data storage media include:
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Compact Flash Cards – About the size of a matchbook. Available in many
different data storage capacities up to several gigabytes. Available
commercially for use with digital cameras.
PC Cards (also called PCMCIA Cards) – About the size of a credit card, but
thicker. May be a microdrive or a sleeve to hold a Compact Flash card.
Secure Digital Cards (also called SD Cards) – About a quarter of the size of a
Compact Flash Card, but can store up to a gigabyte of data. Also commonly
used in digital cameras.
USB Memory Drive (also called a USB Key, Stick, or Thumb Drive) – Small
devices which plug directly into a USB port on the computer or adapted PDA.
Inexpensive and available in various data storage capacities up to 1 or more
gigabytes.
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Handout 15: Data Storage and Transfer Basics
Pennsylvania Low Incidence Institute
Information Access Tools and Techniques 2007
Loughrey and Fox
Wireless Connections
Some computers, adapted PDAs, and printers contain the hardware and software
necessary to communicate with one another without a physical connection. Although
these connections are slower and somewhat less reliable than a USB cable connection,
wireless connectivity is a good option for students with limited time or for those who do
not have adequate manual dexterity to make the cable connections. Examples of
wireless connections for data transfer are:
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Infrared – Devices must be in close proximity and have a direct line of sight
between the Infrared senders/receivers on both devices.
Bluetooth – Devices need to be in close proximity, but a direct line of sight is not
necessary.
ActiveSync
ActiveSync is a free Microsoft add-in program. The software is provided with adapted
PDAs, and the most current version can be downloaded into a computer from the
Internet.
Once ActiveSync is installed on a computer, the computer and PDA can easily share
files, email messages, Outlook contacts and calendar data, and more. The computer
and adapted PDA can be connected via a serial or USB cable. If the computer has the
hardware capabilities, a wireless connection can be established using Infrared or
Bluetooth connectivity.
Using ActiveSync, a TVI can easily view the entire file structure in a student’s adapted
PDA. Files can then be moved or copied between the computer and PDA. In this way,
the TVI can easily place instructional materials on the PDA for the student’s later use,
and the TVI can gain access to work the student independently completed using the
PDA. Once the student learns the necessary computer skills, the student can
independently use this application.
ActiveSync is a very powerful, flexible, and useful tool. It should be installed and
configured as soon as a student obtains an adapted PDA in order to facilitate faster and
more effective instruction.
File Types
Each application installed on a computer saves files in a unique format. When you
assign a file name, the application program automatically appends a period plus a three
character extension which associates the file with the application. By default, this file
extension is not displayed. However, you can alter this setting from Windows Explorer
(See “Hide extensions for known file types” in Windows Help system).
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Handout 15: Data Storage and Transfer Basics
Pennsylvania Low Incidence Institute
Information Access Tools and Techniques 2007
Loughrey and Fox
Files created in some applications can be transferred directly into a note taker or
adapted PDA. However, some files must be converted to alternative formats before
transfer, and some file types cannot be read at all using assistive technology. It is,
therefore, important to become familiar with a few common types of files.
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Text Files (.txt) – This is the simplest form of electronic file and can be read by
almost any computer, note taker, or adapted PDA. Files created in Windows
Notepad are automatically saved as .txt files, and any document open in
Microsoft Word can be saved as a .txt file.
Word Documents (.doc) – These files were created by Microsoft Word or
Wordpad. They can be directly transferred between a computer and most
current versions of adapted PDAs. However, they may need to be resaved
as text files or a somewhat simplified format called “rich text (.rtf) before
transfer to most note takers or adapted PDAs running older software. Any
tables in Word documents may be reformatted to widely varying degrees after
transfer. Any pictures, charts, graphs, and most text boxes in Word files
cannot be read using screen readers or note taking devices of any type.
Picture Files (.gif, .tif, .pcx, etc.) – These files contain only images and cannot
be transferred to a note taker or adapted PDA. They can be viewed using
computer screen magnification, but these files will appear to be blank if
opened while using a screen reader.
Excel Files (.xls) – Microsoft Excel files can be transferred to and read directly
by only a few adapted PDAs. These files can be saved as text files before
transfer, but the formatting is entirely lost. Depending on the complexity of
the spreadsheet, text versions may be usable with careful review.
HTML Files (.htm) – These files were created using hypertext markup language,
which is the programming language used to create web pages, application
Help files, and many other documents. These files can be directly transferred
to current adapted PDAs, but they must be converted to text files before
transfer to note takers and older PDAs. Formatting will be lost during this
conversion.
Adobe’s Portable Document Format (.pdf) – These are files that were created
in Microsoft Word or some other application, then translated into this PDF
format for easy distribution. A PDF file is said to be “portable” because it can
be opened and read (although not necessarily edited) by anyone regardless
of the platform (Windows, Macintosh, Linux, etc.) being used. Files in this
format must be viewed using one of the Adobe applications. These files must
be converted to a text file before transfer to a note taker or adapted PDA.
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