IT 74- IT Application Tools in Business

❑ Define the concepts of data, information and data processing.

❑ Explain various data processing activities.

❑ Utilize data processing cycle.

❑ Explain data elements, records, files and databases.

 house number location
number sales photographs
prices costs

codes
addressesDATA age
subject
sounds
rate quantity
tax pictures
height color product names

➢ Data is any collection of facts of figures.

➢ It is the raw material to be processed by a computer.
 Mainly Data is divided into two types

Numeric Data Character Data

This includes 0-9 digits Two Groups of Character Data

A decimal point(.),+,/,- sign
i. String Data ii. Graphical Data

String Data
Consists of the sequence of Two types
characters.

Graphical Data
 DATA Processing Information

Data Processing
➢ The processing of converting data into useful information.
➢ The activities, equipment & personnel involved.
Information
➢ A collection of data which conveys some meaningful idea is
information.
➢ It may provide answers to questions like who, which, when, why,
what, and how. or Observations.
 Input Processing Output Storage
Stage Stage Stage Stage

Data collection
Performing
instructions Decoding
Data capture Storing Data

Encoding

Data Transmission Transform raw

data into Presenting data Retrieve Data
information to user
Data Communication
 Data collection
Involves getting the data/facts needed for processing from the point of its origin to the computer

Encoding
This can be in the form of data entry through a keyboard, scanner or any other input source.

Data Transmission
The transfer of data from one digital device to another. This transfer occurs via point -to-point data streams or channels.

Data capture
The process of obtaining data in a computer-sensible form for at the point of origin

Data Communication
Refers to the exchange of data between a source and a receiver via form of transmission media such as a wire cable.
Performing instructions
To execute the task based in the program instruction
Transform raw data into information
The process of converting data into something useful and meaningful.

Decoding
The process of converting code into plain text or any format that is useful for subsequent processes
Presenting data to user
Involves the use of a variety of different graphical techniques to visually show the reader the relationship between
4. Storage Stage
Storing Data
The use of recording media to retain data
Retrieve Data
The process of identifying and extracting data from a database.
 Types of Data Processing
Type Uses

Batch Processing Data is collected and processed in batches. Used for large amounts of data.
Eg: payroll system

Data is processed within seconds when the input is given. Used for small
Real-time Processing amounts of data.
Eg: withdrawing money from ATM
Data is automatically fed into the CPU as soon as it becomes available. Used for
Online Processing continuous processing of data.
Eg: barcode scanning
Data is broken down into frames and processed using two or more CPUs
Multiprocessing within a single computer system. Also known as parallel processing.
Eg: weather forecasting
Allocates computer resources and data in time slots to several
Time-sharing
users simultaneously.
 Data Processing Methods
There are three main data processing methods - manual, mechanical and electronic.

1 Manual Data Processing

Manual data processing method The entire process
of data collection, filtering, sorting, calculation and
other logical operations are all done with human
intervention without the use of any other electronic
device or automation software. It is a low-cost method
3 Electronic Data Processing
and requires little to no tools, but produces high Data is processed with modern technologies using
errors, high labor costs and lots of time. data processing software and programs. A set of
instructions is given to the software to process the
2 Mechanical Data Processing data and yield output. This method is the most
expensive but provides the fastest processing speeds
Data is processed mechanically through the use of with the highest reliability and accuracy of output.
devices and machines. These can include simple
devices such as calculators, typewriters, printing
press, etc.
 READ RESEARCH

PROBLEM HYPOTHESIZE CONCLUSION

PROBLEM READ HYPOTHESIZE

CONCLUSION RESEARCH
Description of errors in data processing
1. Transcription errors
Occurs during data entry.
The most common computation errors include :
Overflow Errors - Occurs if the result from a calculation is too large to be stored in the allocated memory space.
For example if a byte is represented using 8 bits, an overflow will occur if the result of a calculation gives a 9-bit number.
Truncation Errors - Result from having real numbers that have a long fractional part which cannot fit in the allocated memory
space. The computer would truncate or cut off the extra characters from the fractional part. For example, a number like
0.784969 can be truncated to four digits to become 0.784
Rounding Errors – Results from raising or lowering a digit in a real number to the required rounded number. for example, to
round off 30.666 to one decimal place we raise the first digit after the decimal point if its successor is more than or equal to five.
In this case the successor is 6 therefore 30.666 rounded up to one decimal place is 30.7.if the successor is below
five,e.g.30.635,we round down the number to 30.6
Description of errors in data processing
2. Computational errors
Occurs when an arithmetic operation does not produce the expected results.
Such errors include misreading and transposition errors

Misreading errors
Are brought about by the incorrect reading of the source by the user and hence entering wrong values. For example a user may
misread a handwritten figure such as 589 and type S89 instead i.e. confusing 5 for S.
Transposition errors
Results form incorrect arrangement of characters i.e. putting characters in the wrong order. For example the user might enter
396 instead of 369.
These errors may be avoided by using modern capture devices such as bar code readers, digital cameras etc which enter data
with the minimum user intervention.
Data integrity
Data integrity refers to the accuracy and completeness of data entered in a computer or received from the information
system.

Integrity is measured in terms of accuracy, timeliness and relevance of data.

Accuracy
It refers to how close an approximation is to an actual value.
For example, 72.1264 is more accurate than 72.13.
Timeliness
This is the relative accuracy of data in respect to the current state of affairs for which it is needed.
For example, information in the newspaper that is meant to invite people for a meeting or occasion must be printed prior to the
event and not later.
Relevance
Data entered into the computer must be relevant so as to get the expected output. In this case, relevance means that the data
entered must be pertinent to the processing needs at hand and must meet the requirements of the processing cycle.
THREAT TO DATA INTEGRITY
Threats to data integrity can be minimized through the following ways:

•Backup data preferably on external storage media.

•Control access to data by enforcing security measures.

•Design user interfaces that minimize chances of invalid data entry.

•Using error detection and correction software when transmitting data

•Using devices that directly capture data from the source such as bar code readers,

digital cameras, and optical scanners.

Computer files

A file can be defined as a collection of related records that give a complete set of information
about a certain item or entity.

Some of the advantages of computerized filing system include:

1. Information takes up much less space than the manual filing
2. It is much easier to update or modify information
3. It offers faster access and retrieval of data
4. It enhances data integrity and reduces duplication
5. It enhances security of data if proper care is taken to secure it.
Elements of computer file
A computer file is made up of three elements: characters, fields and records.
A FILE is the collection of records.

Characters Field Records

The smallest element in a The smallest element in a The smallest element in a
computer file and refers to computer file and refers to computer file and refers to
letter, number or symbol letter, number or symbol letter, number or symbol

S/N Names Sex Date of Birth City

Characters 1 James Smith M 1/5/1965 Metro Manila
2 Ariel Tan M 8/5/1965 Davao File
3 John Snow M 2/4/1685 Cebu
Record 4 Jessica Ly F 3/4/2000 Cagayan De Oro

Field
 Sort file
Backup file
Transaction (movement) file

Master files Reference file

Report file
Sequential file Random or direct Serial file Indexed-sequential file
organization file organization organization organization method
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Brainstorm
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Duggal, N. (2021, August 26). What Is Data Processing: Types, Methods, Steps and Examples for Data
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