DATA AND INFORMATION SUMMARY

SPECIFIC OBJECTIVE CONTENT

1. Distinguish Analogue Digital
between analogue - Continuous data - Discrete data
and digital data - Data easily distorted when - Less data distortion in
transmitted transmission
- Cannot be processed - Can be processed directly
directly by computer by computer
2. Identify the need - To convert data from analogue to digital format
for data converters - To convert data from digital to analogue format
3. Describe how data - Data is represented in binary form or machine code
is represented in
the computer
4. Differentiate Data type Description
between data Text Consists of alphabets and alphanumeric data e.g.
types Name
Currency Consists of data of monetary values e.g. P5.00

Date/Time Consists of data that is of date or time e.g. 1200 or

04/12/2018
Number Consists of data that is of counting numbers e.g. 1, 2,
3, 4,
Video Consists of data that is of moving graphics
Image Consists of data that is of picture format
5. Describe methods - Observation: looking at how things are done in the organization
of data collection and taking notes
- Review of literature: Reading the documentation or books in the
organization
- Questionnaire: writing questions and giving them to the
respondent to answer at their own time
- Interview: can either be oral or written, the respondent is given
questions to answer immediately in the presence of the data
collector
6. Describe methods - Key to disc
of data capture - Barcode reading
- Optical mark reading
- Optical character recognition
- Magnetic encoding
- Magnetic Ink character recognition

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7. State reasons for - To save memory

using codes - For security
- To key in data fast
8. Distinguish Verification Validation
between - Checking of data against - Checking data that is
verification and source document inaccurate, unreasonable
validation - Performed after data has or incomplete
been entered - Performed on data at
capturing
9. Perform validation Validation check
checks Length Checks on the number of characters
Range Checks if the data falls within boundaries
Presence Checks if there is data present in the field
that is not to be left empty
Format Checks if data follows a specific format
Character/Type Checks if the data is of the correct data type
check
10. Differentiate data Information
between data and - Raw facts and figures - Processed data
information - Input to computer - Output from computer
- Has no meaning - Has meaning
11. Distinguish - Database: It is a collection of data that is organized so that its
between different contents can easily be accessed, managed, and updated.
database - File: A file is an organized collection of data.
components - Record: A record is the collection of data pertaining to one item or
individual.
- Field: It is a single piece of information or a named unit of
information in a database
12. Describe different - File access is retrieval of files or records
types of file access - Serial Access: To read a serial file the computer has to go through
with regard to discs each record to reach the required one. The reading is only in
and tapes forward. It can never read backward. Device that uses this access
will be the magnetic tape
- Sequential Access: To read a file the computer has to go through
all the files until it reaches the required one. The difference with
the serial access is that in sequential the computer can read
backwards and forwards. Device that uses this access will be the
magnetic tape

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- Direct or random Access: The accessing of record depends on the

key that is used to put them. Any record can be accessed at any
time. To get to one record the computer need not to “look” at the
any other record. Compact discs, digital versatile disks, memory
sticks
13. Describe different - Transaction Files
types of files Set of documents that record and are used in the day to day operations of
the business. A transaction file is used to:
 hold temporary data
 update the master file

- Master files
These are permanent files kept up to date by applying the transactions
that occur during the operation of the business. It is the most up-to-
date file, the most complete file. It is the most important file – if the
master file is lost or damaged all the information is lost.