PROCESSING OPERATIONS OF DATA

Data processing occurs when data is collected and converted into usable information.Data
processing starts with data in its raw form and converts it into a more readable format,giving
it the form and context necessary to be interpreted by computers and utilized by employees
throughout an organization.
The data ,after collection, has to be prepared for analysis. The collector data is
raw and it must be converted to the form that is suitable for the required analysis. The results
of the analysis are affected a lot by the form of the data. So, proper data preparation is a must
to get the reliable results.

OPERATIONS IN DATA PROCESSING

● Questionnaire checking
● Editing
● Coding
● Classification
● Tabulations

The plan of data analysis is decided in advance before collecting the data. Data preparation
process is guided by that plan of data analysis. Important steps of data preparation process are
described below.

1.Questionnaire checking

When the data is collected through questionnaires the first step of data preparation process is
to check the questionnaires if they are acceptable or not. This involves the examination of all
questionnaires for their completenes and interviewing quality.
A questionnaire may not be acceptable if:
● It is incomplete partially or fully.
● It is answered by a person who has inadequate knowledge or does not qualify for the
participation.
● It is answered in such a way which gives the impression that the respondent could not
understand the questions.
If sufficient number of questionnaires are not accepted the reasearcher may like to collect
more data.

2.Editing
 Editing of data is a process of examining the collected raw data to detect errors and
omissions and to correct these when possible.In the process of editing,a careful scrutiny of
the completed questionnaires and or schedules is made. Editing is done to assure that the data
are accurate,consistent with other facts gathered, uniformly entered,as completed as possible
and have been well arranged to facilitate coding and tabulation.
Depending upon the stages at which editing is done, editing is classified into two types.
1. Field editting
2. Central editting

Field editing:
Field editing consists in the review of the reporting forms by the investigator for
completing (translating or rewriting) what the latter has written in abbreviated and/or in
illegible form at the time of recording the respondents' responses. This type of editing is
necessary in view of the fact that individual writing styles often can be difficult for others to
decipher. This sort of editing should be done as soon as possible after the interview,
preferably on the very day or on the next day. While doing field editing, the investigator must
restrain himself and must not correct errors of omission by simply guessing what the
informant would have said if the question had been asked.

Central editing:
Central editing should take place when all forms or schedules have been
completed and returned to the office. This type of editing implies that all forms should get a
thorough editing by a single editor in a small study and by a team of editors in case of a large
inquiry. Editor(s) may correct the obvious errors such as an entry in the wrong place, entry
recorded in months when it should have been recorded in weeks, and the like. In case of
inappropriate on missing replies, the editor can sometimes determine the proper answer by
reviewing the other information in the schedule.

3.coding
Coding refers to the process of assigning numerals or other symbols to answer so
that responses can be put into a limited number of category for classes. Such classes should
be appropriate to the research problem under consideration. They must also possess the
characteristics of exhaustiveness and also that of mutual exclusively which means that a
specific answer can be placed in one and only one cell in a given category set.

4.Classification
Classification refers to arranging data in groups or classes on the basis of some
common characteristics.Data having a common characters are placed in one class and in this
way,the entire data get divided into a number of classes.
 Purpose of classification:
● Simplifying and condensing the data.
● Comparison of characteristics
● Render data for tabulation and statistical analysis.
● Drawing meaningful conclusions.
● To study the relationships.

Types of classification:
● Classification based on attributes
Data are classified on the basis of common characteristics which can either be
descriptive.Descrpitive characteristics refer to qualitative phenomenon which cannot be
measured quantitatively.

● Classification based on class- interval

Unliked descriptive characteristics ,the numerical characteristics refer to
quantitative phenomenon which can be measured through some statistical units.

5.Tabulation
It refers to the process of arranging data in a tabular format. Usually data is presented in
the form of statistical tables, which undergo further analysis. In other words, tabulation is an
orderly arrangement of data in rows and columns.
Purpose of tabulation:
● Facilitates comparison.
● Tables present data in a condensed manner.
● To furnish maximum information.
● Provides basis for various statistical computations.

General principles of tabulation

● Every table should have a clear,concise and adequate title so as to make the table
intelligible without reference t huo the text and this title should always be placed just
above the body of the table.
● Every table should be given a distinct number to facilitate easy reference.
● The column heading (captions) and the row headings (stubs) of the table should be
clear and brief.
● The units of measurement under each heading or subheading must always be
indicated.
● Explanatory footnotes,if any, concerning the table should be placed directly beneath
the table,along with the reference symbols used in the table.
● Source or sources from where the data in the table have been obtained must be
indicated just below the table.
● Usually the columns are separated from one another by lines which make the table
more readable and attractive.Lines are always drawn at the top and the bottom of the
table and below the captions.
● There should be thick lines to separate the data under one class from the data under
another class and the lines separating the sub divisions of the classes should be
comparatively thin lines.
● The columns maybe numbered to facilitate reference.
● Those columns whose data to be compared should be kept side by side.Similarly,
percentage and/or averages must also be kept close to the data.
● It is generally considered better to approximate figures before tabulation as the same
would reduce unnecessary details in the table itself.
● In order to emphasis the relative significance of certain categories ,different kinds of
type ,spacing and indentations may be used.
● It is important that all column figures be properly aligned.Decimal points and (+) or
(-) signs should be in perfect alignment.
● Abbreviations should be avoided to the extent possible and ditto marks should not be
used in the table.
● Miscellaneous and exceptional items, if any, should be usually placed in the last row
of the table.
● Table should be made as logical, clear, accurate and simple as possible.If the data
happen to be very large, they should not be crowded in a single table for that would
make the table unwieldy and inconvenient.
● Total of rows should normally be placed in the extreme right column and that of
columns should be placed at the bottom.
● The arrangement of the categories in a table may be chronological, geographical,
alphabetical or according to magnitude to facilitate comparison.Above all, the table
must suit the needs and requirements of an investigation.