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.
|
Original |
Data |
|
Single key sorting |
Field Grade/a |
|
Group sort |
Primary key grade/a |
Secondary key marks/d |
|
Name |
Marks |
Grade |
Name |
Marks |
Grade |
Name |
Marks |
Grade |
|
XX |
84 |
D |
XX |
84 |
D |
IS |
86 |
D |
|
IS |
86 |
D |
IS |
86 |
D |
XX |
84 |
D |
|
MN |
45 |
T |
AS |
81 |
D |
AS |
81 |
D |
|
OR |
61 |
F |
OR |
61 |
F |
BY |
65 |
F |
|
AS |
81 |
D |
BY |
65 |
F |
OR |
61 |
F |
|
BY |
65 |
F |
MN |
45 |
T |
MN |
45 |
T |
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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