Introduction to Data Processing System

Data processing system

A data processing system is a combination of machines and people that for a set of inputs
produces a defined set of outputs. The inputs and outputs are interpreted as data, facts,
information, ... depending on the interpreter's relation to the system.

Types of Data

Mainly Data is divided into two types:

1. Numeric Data
2. Character Data

1. Numeric Data

The data which is represented in the form of numbers is known as Numeric Data. This
includes 0‐9 digits, a decimal point (.), +, /, – sign and the letters “E” or “D”.

2. Character Data

Character data falls into two groups.

i. String Data
ii. Graphical Data

String Data
String data consists of the sequence of characters. Characters may be English alphabets,
numbers or space. The space, which separates two words, is also a character. The string
data is further divided into two types.
a. Alphabetic Data
b. Alphanumeric Data

Graphical Data
It is possible that pictures, charts and maps can be treated as data. The scanner is normally
used to enter this type of data. The common use of this data is found in the National
Identity Card.

Information

A collection of data which conveys some meaningful idea is information. It may provide
answers to questions like who, which, when, why, what, and how.

or

The raw input is data and it has no significance when it exists in that form. When data is
collated or organized into something meaningful, it gains significance. This meaningful

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organization is information

or

Observations and recordings are done to obtain data, while analysis is done to obtain
information

Data processing:

Any operation or set of operations performed upon data, whether or not by

automatic means, such as collection, recording, organization, storage, adaptation or
alteration to convert it into useful information.

Data Processing Cycle

Once data is collected, it is processed to convert it into useful information. The data is
processed again and again until the accurate result is achieved. This is called data processing
cycle.

The data processing is very important activity and involves very careful planning.
Usually, data processing activity involves three basic activities.

1. Input

2. Processing

Output

Data Processing Cycle

Step‐1

1. Input

It is the process through which collected data is transformed into a form that
computer can understand. It is very important step because correct output result totally
depends on the input data. In input step, following activities can be performed.

i) Verification

The collected data is verified to determine whether it is correct as required.

For example, the collected data of all [Link]. students that appeared in final examination of
the university is verified. If errors occur in collected data, data is corrected or it is collected
again.

ii) Coding

The verified data is coded or converted into machine readable form so that it
can be processed through computer.

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iii) Storing

The data is stored on the secondary storage into a file. The stored data on the
storage media will be given to the program as input for processing.

Data Processing Cycle

Step‐2

[Link]

The term processing denotes the actual data manipulation techniques such as classifying,
sorting, calculating, summarizing, comparing, etc. that
convert data into information.

i) Classification

The data is classified into different groups and subgroups, so that each group or sub‐group
of data can be handled separately.

ii) Storing

The data is arranged into an order so that it can be accessed very quickly as and when
required.

iii) Calculations

The arithmetic operations are performed on the numeric data to get the required results.
For example, total marks of each student are calculated.

iv) Summarizing

The data is processed to represent it in a summarized form. ft means that the summary of
data is prepared for top management. For example, the summary of the data of student is
prepared to show the percentage of pass and fail student examination etc.

Data Processing Cycle

Step‐3

3. Output

After completing the processing step, output is generated. The main purpose
of data processing is to get the required result. Mostly, the output is stored on the storage
media for later user. In output step, following activities can be performed.

i) Retrieval

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 Output stored on the storage media can be retrieved at any time. For
example, result of students is prepared and stored on the disk. This result can be retrieved
when required for different purposes.

ii) Conversion

The generated output can be converted into different forms. For example, it
can be represented into graphical form.

iii) Communication

The generated output is sent to different places. For example, weather

forecast is prepared and. sent to different agencies and newspapers etc. where it is
required.

Types of data processing systems

 Scientific data processing

 Scientific data processing "usually involves a great deal of computation

(arithmetic and comparison operations) upon a relatively small amount of
input data, resulting in a small volume of output."

 Commercial data processing

 Commercial data processing "involves a large volume of input data, relatively

few computational operations, and a large volume of output." Accounting
programs are the prototypical examples of data processing applications.

 Data analysis

"Data analysis is a body of methods that help to describe facts, detect patterns, develop
explanations, and test hypotheses." For example, data analysis might be used to look at
sales and customer data to "identify connections between products to allow for cross selling
campaigns."

Computer Processing Operations

A computer can perform only the following four operations which enable computers to
carry out the various data processing activities we have just discussed.
(a) Input/Output operations

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 A computer can accept data (input) from and supply processed data (output)
to a wide range of input/output devices. These devices such as keyboards, display screens,
and printers make human‐machine communication possible.

(b) Calculation and text manipulation Operations

Computer circuits perform calculations on numbers. They are also capable of

manipulating numerics and other symbols used in text with equal efficiency.

(c) Logic/Comparison Operations

A computer also possesses the ability to perform logical operations.

For example, if we compare two items represented by the symbols A and B, there
are only three possible outcomes.
A is less than B (A<B); A is equal to B (A=B): or A is greater than B
(A>B).

A computer can perform such comparisons and the, depending on the result,
follow a predetermined path to complete its work. This ability to compare is an important
property of computers.

(d) Storage and Retrieval Operations

Both data and program instructions are stored internally in a computer.

Once they are stored in the internal memory, they can be called up quickly
or retrieved, for further use.