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Computer Applications (UNIT - 4)

The document discusses file management and data processing, explaining the concepts of files, folders, file organization, and access methods. It outlines various file access methods such as sequential, direct, and indexed-sequential access, as well as the steps involved in data processing, including data capturing, validation, processing, storage, and retrieval. The document emphasizes the importance of efficient file organization and the role of databases in maintaining data for future reference.

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Rupak Kumar
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Download as PDF, TXT or read online on Scribd
4 views

Computer Applications (UNIT - 4)

The document discusses file management and data processing, explaining the concepts of files, folders, file organization, and access methods. It outlines various file access methods such as sequential, direct, and indexed-sequential access, as well as the steps involved in data processing, including data capturing, validation, processing, storage, and retrieval. The document emphasizes the importance of efficient file organization and the role of databases in maintaining data for future reference.

Uploaded by

Rupak Kumar
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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UNIT – 4

FILE MANAGEMENT AND DATA PROCESSING

File
File is nothing but an Electronic document. The contents can be ordinary Text or it can be an
executable program. Each file is given a file name to identify it. The File name is in the form:-
File Name. Extension
Filename can consist of Alphabets or combinations of alphabets, numerals and special
characters. Extension indicates the type of file.
Example: Rupak.Doc
Here File name is Rupak
Extension name is .DOC which indicates Document file.

Folder
Folder contains a group of files. Folder is otherwise called as directory. Folder may have a
set of files under it. It may have other folders under it also. This files and folders can be
arranged in hierarchical manner or a tree like structure.

File organization
The arrangement of records in a file is known as File Organization. File Organization deals
with the arrangement of data items in the secondary storage devices. The file organization
deals with how the logical rows of tables are organized on the physical storage medium.

For organizing records efficiently in the form of a computer file, following three things are
important:
(a) A logical method should be selected to organize records in a file.
(b) File structure should be so designed that it would allow quick access to needed data
items.
(c) Means of adding or deleting data items or records from files must be present.

Access Methods
An access method defines the technique that is used to store and retrieve data. An access
method is a function of a mainframe operating system that enables access to data on disk
or other external devices. Access methods have their own data set structures to organize
data, system provided programs to define data sets and utility programs to process data
sets.
Different Types of File Access & Storage Methods
 Sequential Access Method
 Direct or Random Access Method
 Indexed-Sequential Access Method

Sequential Access Method


Sequential Access Method is one of the simplest file access methods. Most of the OS
(operating system) uses a sequential access method to access the file. In this method, word
by word, the operating system read the file, and we have a pointer that points the file’s base
address. If we need to read the file’s first word, then there is a pointer that offers the word
which we want to read and increment the value of the word by 1, and till the end of the file,
this process will continue. The sequential access method is one of the most used methods
because more files like text files, audio files, and the video files require to be sequentially
accessed.

Direct or Random Access Method


Direct Access Method is also called the Random access method. In the Database System, we
mostly use the Direct Access Method. In most of the situations, there is a need for
information in the filtered form from the database. And in that case, the speed of sequential
access may be low and not efficient. Let us assume that each storage block stores 4 records,
and we already know that the block which we require is stored in the 10th block. In this
situation, the sequential access method is not suitable. Since if we use this, then to access
the record which is needed, this method will traverse all the blocks. So, in this situation, the
direct access method gives a more satisfying result.

Indexed-Sequential Access Method


The index sequential access method is a modification of the direct access method. Basically,
it is kind of combination of both the sequential access as well as direct access. The main
idea of this method is to first access the file directly and then it accesses sequentially. In this
access method, it is necessary for maintaining an index. The index is nothing but a pointer
to a block. The direct access of the index is made to access a record in a file. The
information which is obtained from this access is used to access the file. Sometimes the
indexes are very big. So to maintain all these hierarchies of indexes are built in which one
direct access of an index leads to information of another index access.
DATA PROCESSING
Data Processing means, processing the input data to produce some meaningful and
purposeful information. Computer has the capability of processing high-volume of data in
less time with higher accuracy. Hence the data processing performed by computer is
sometimes called Electronic Data Processing (EDP).

Data processing involves 5 distinct steps:-

 Data capturing
 Data validation
 Processing / Execution
 Data storage
 Data Retrieval

Data Capturing

Data capturing encompasses the activities of inputting data to the computer. Before giving
input to the system the required data are to be first identified and put in the defined format
called source data layout. The aim of this layout is to have faster data entry. To reduce the
volume of data and also have better organization and easy access to data those can suitably
be coded. After data are ready they can be entered to the computer through keyboard. This
is sometimes called data capture through intelligent terminal. The other form of data
capture is through scanners or optical devices. In this type of data capturing data are not
entered rather data are captured from the source document or paper as it is Photographs,
fingerprints, signatures, objective multiple type answers in answer papers etc. are captured
through this method. Another form of data capturing is through some interfacing devices
from where data can be transferred directly to the computer. Example of this is Electronic
cash Registers used in shops and cash counters.

Data Validation

After data capturing, the data is validated. Data validation involves checking of input data to
fit to requirements or specifications. For example price of a book can be numeric only. If by
mistake Alphabetic data are entered then it is checked and error is shown to revalidate the
data. This prevents unwanted and unspecified data to enter into the system and causing
errors.
Processing/Execution

The valid input data are stored in file or database and processed as per the instructions. The
instructions are put in programs or software. This software or program, when executed does
the processing of input data and produces the output. Again outputs are stored in files in
memory.

Data Storage

After processing of data, the outputs are produced. The outputs may be formed in different
ways depending on the requirements and specifications. The same set of data can be
printed in tabular form or in form of graphs. There is variety of ways for presenting data.
The printed output is sometimes called hardcopy. There can be provision of answering to
queries of user where the answer is displayed on the monitor screen itself. So it depends on
the requirements of user.

Data Retrieval

An important step of Data Processing is maintaining Database. Database is nothing but


collection of data which is controlled centrally with many provisions of data security. This is
where; normally data are stored for reference. The input data and output data are stored in
database. Even after processing of data and producing of data is over, database is
maintained properly with safety for future needs and reference. The important tool of data
processing is file. File is nothing but an electronic document where data can be stored.
Depending on the type of file structure and organization the data access speed varies.

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