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2671_Computer file Classification

Computer files are classified into master files, transaction files, and reference files based on their nature and usage. Master files contain permanent data that is regularly updated, transaction files are temporary and used for processing transactions, and reference files hold data for ongoing reference. The classification criteria include the nature of content, organization method, and storage medium, along with various operations such as create, delete, retrieve, and update.

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6 views

2671_Computer file Classification

Computer files are classified into master files, transaction files, and reference files based on their nature and usage. Master files contain permanent data that is regularly updated, transaction files are temporary and used for processing transactions, and reference files hold data for ongoing reference. The classification criteria include the nature of content, organization method, and storage medium, along with various operations such as create, delete, retrieve, and update.

Uploaded by

editkandros
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 PDF, TXT or read online on Scribd
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Week 2

Computer file Classification


Computer files are classified as follows

Master file
There are files of a fairly permanent nature, e.g. customer ledger, payroll, inventory, etc. A
feature to know is the regular updating of these files to show a current position. For example
customer's order will be processed, increasing the "balance owing" figure on a customer ledger
record. It is seen therefore that master records will contain both data of a static nature, e.g. a
customer name, address, and data that, by its nature will change each time a transaction
occurs, e.g. the "balance" figure already mentioned.

Transaction file
This is also known as movement file. This is made up of various transactions created from the
source documents. In a sales ledger application the fiie will contain all the orders received at a
particular time. This file will be used to update the masterfile. As soon as it had been used for
this purpose it is no longer required. It will therefore have a very short life, because it will be
replace by a file containing the next batch of orders.

Reference files
A file with a reasonable amount of permanency, Examples of data used for reference purposes
are price lists, tables of rates of pay, names and addresses.

Criteria for classifying computer files


Criteria for classifying computer files are:
 By nature of content: it refers to the nature of file content.
 By organization method: it refers to the, way files are arranged e.g. Serial, sequential,
random etc.
 By Storage medium: it refers to storage devices in which a file's could only be stored
such as magnetic or optical disk And magnetic tape etc
 Operations of Computer Files
 Create: Creating a file with a given name.
 Delete: Deleting a file that are unwanted.

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 Retrieve: Retrieving a stored file or lose file.
 Copy: Copying a created file to either an external or in-built storage device.
 View: Viewing a created file or granting privilege of viewing.
 Open: Opening a file to use its contents.
 Update: Reading or updating the contents.
 Close: Closing the file, thereby losing access until it is opened again

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