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1 Traditional File Processing System

Traditional file processing systems have several limitations: 1) Data is duplicated across multiple department files, leading to inconsistencies when one file is updated but not others. 2) There is no centralized control of data, so the same data elements can be defined differently across files. 3) The data is dependent on specific applications so cannot be easily shared or used for new purposes without restructuring the files.

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101 views

1 Traditional File Processing System

Traditional file processing systems have several limitations: 1) Data is duplicated across multiple department files, leading to inconsistencies when one file is updated but not others. 2) There is no centralized control of data, so the same data elements can be defined differently across files. 3) The data is dependent on specific applications so cannot be easily shared or used for new purposes without restructuring the files.

Uploaded by

iamchirec
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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Traditional File Processing Systems

Traditional file processing systems include manual systems and also computer-based
file systems that were linked to particular application programs. This is the type of file
processing that you used with your 3GL programming. They share a number of
characteristics.
The focus is on the individual processing needs of a particular department or area
within an organization. These may be, for example, Accounts Receivable, Payroll, or
Inventory Control.
Each application is designed with its own set of data files. The data may already be
present in files for other applications but would need to be restructured to meet the
needs of the new application. When a new application is required, it is simpler to
develop new file structures along with the new application. In a manual system each
person or area finds it easier to keep their own files with the data organized in the way
that is most useful to them rather than use files already existing which may be
physically located at some distance or in a less useful format.
Traditional files often exist in environments where there is no overall plan to guide the
growth of applications.
We need to briefly examine traditional file processing for several reasons.
There are still file systems in use in organizations. Organizations see no need to change
what is already working for them. Some are small businesses that may not see any
requirement to change or indeed find it economical to do so. A manual file system may
also be used as backup systems for the database systems in many cases.
Many of the problems that occur with the use of file processing systems can also occur
when using database systems if these problems have not been eliminated in the design
phase. For example, problems with inconsistent data can occur with both approaches.
Being aware of this will allow you to design systems that avoid the problem.
Looking at traditional file systems and their limitations will help you to understand
how database systems developed and the reasons for their development.
Structure
Traditional File System
Limitations
There are a number of disadvantages associated with traditional file processing
systems.
 Data duplication
 When files are duplicated and held in a number of locations situations
can arise that will cause data to be inconsistent.
 Corrections or modifications made in one location may not be updated in
another. For example, customer address files held by the Accounts
Department may be updated while those held by Sales are not updated.
For the customer this may mean that the account arrives but the goods
do not.
 Modifications made to data files may also lead to less obvious
discrepancies. For example a suburb name may be spelt differently in
two locations eg Allambie, Allamby. A report generated calculating
sales to customers by suburb may then include the same customers
twice. This may not be obvious if the report is a summary style report.
 Poor data control
 File systems have no centralized control of the data descriptions. Tables
and field names may be used in different locations to mean different
things. For example, the Sales department's files may list a customer as
having a single Name field that is made up of customers Initial and Last
name eg I Smith. The Accounts department may keep the customer’s
name in three separate fields; First name, Initial, Last Name. This may
make it difficult to compare the data in the two files or at least require
additional time in programming the comparison.

Inadequate data manipulation capabilities


Data in traditional file systems is not easily related, particularly if the files have
been developed for separate purposes. If the organization requires information
to be generated that accesses data from several unrelated files the task may
prove difficult or require re-entry of data. For example, in a library the
catalogue of books may be held in one file. Books on order for the library may
be held in another file. When books are received the catalogue will need to be
manually updated if the two files are not related.

Program data dependence


File data is stored within each of the applications that use that data eg A sales
transaction program may have several files relevant to it, Customer,
Stock_in_hand, Sale_Info. These files are integrated into the program.

Limited data sharing


This dependence of the data on the program means that the files are not
necessarily suitable for a new program that is being developed. The new
program may need its data in another form or require additional data that is not
held.

Lengthy development times


Each new application requires development of the program along with the
development of the relevant files for that application. Although the data may be
held elsewhere in the organization the data will need to be imported or re-
entered into the new files. This takes time. As organizations grow and change,
they need to change their internal applications quickly to meet new demands.
Lengthy development times are a disadvantage.

Program maintenance
File maintenance can be time consuming in traditional file processing systems.
Changes to files mean changes to application programs.

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