Information Technology Notes

CONCEPT OF DATA PROCESSING

[] What is data and information?

Data is the plural of Datum. Data is a fact or figure which is meaningless unless formatted into a information. Data can be  a

Digit               (0..9) or                       Alphabet      (A..Z, a..z) or

Symbol          (+,-=[ ] < > etc).

Data can be represented as a field. A field is a collection of characters. Fields are grouped to make a record. Records are grouped to make a file.

            Information is a organized form of data which helps in decision making. Information can once again be addressed as a data since one departments output will be another departments input.

Data is a raw-fact and Information is a processed output.  Data is a collection of facts, figures in a organized form and information is obtained after processing according to the logic.  EX:  students marks is a raw fact and once it is processed we get it as a result .

[] What are the steps involved in data processing?

1) Collection of Data: Data should be collected in a organized form. Data can be from primary or secondary source. After collection it should be verified for accuracy through some predefined controls.

2) Classification: Data should be classified according to activity. This is done mostly in manual method.

    Ex: In bank counter, the challans are identified with colours and dispatched to the relevant person.

3) Recording:  Classified data should be recorded through data entry. After recording, batch totals can be verified for accuracy i.e manual totals can be verified with computer total..

4) Sorting: This is to arrange records in chronological order according to activity. Machine can  sort  over 20000 records in less than 10 minutes. To do sorting a unique key field / Master key should be selected.

Sorting can be either on a single field /a group field.

5) Calculating and summary: Calculation will be according to the logic specified in the program which is executed sequentially. After calculation it gives a summary which can be verified with the data collected. Ex: To arrive at employees  Nett Pay  the calculation will be gross addition and deductions.

6) Reporting: Whenever necessary reports can be produced for various levels according to their requirement. The formats for reports are pre-defined. Reports can contain  Text, Graph, Pictures, Voice  etc., Reports help in decision making. The above activities can be grouped also.

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