DATA PROCESSING IN COMPUTER
Introduction
Data processing refers to the transformation of raw data into meaningful output. Data can be
done manually using a pen and paper, mechanically using simple devices e.g. typewriter
or electronically using modern data processing tools eg computers
Data collection involves getting the data/facts needed for processing from the point of its origin
to the computer
Data Input- the collected data is converted into machine-readable form by an input device, and
send into the machine.
Processing is the transformation of the input data to a more meaningful form (information) in
the CPU
Output is the production of the required information, which may be input in future.
The difference between data collection and data capture.
Data capture is the process of obtaining data in a computer-sensible form for at the point of
origin (the source document itself is prepared in a machine-sensible form for input)
Data collection involves getting the original data to the ‘processing center’, transcribing it,
converting it from one medium to another, and finally getting it into the computer.
Relevance of the term garbage in garbage out (GIGO) in reference to errors in data
processing.
The accuracy of the data entered in the computer directly determines the accuracy of the
information given out.
Give and explain two transcription and two computational errors committed during data
processing.
Misreading errors: -they occur when the user reads source document incorrectly, thus
entering wrong values, e.g. a user may confuse 5 in the number 586 with S, and type S86
instead.
Transposition errors: - they result from incorrect arrangement of characters (i.e., putting
characters in the wrong order especially when keying data onto a diskette), e.g. the user
may enter 396 instead of 369 computational errors
Overflow errors: -An overflow occurs if the result from a calculation is too large to fit in the
allocated memory space, e.g., if the allocated memory space is able to store an 8-bit
character, then an overflow will occur if the result of the calculation gives a 9-bit number.
Underflow
Truncation: 0.784969 784
Rounding error:30.6666 7
Algorithm or ,logical errors
Data integrity.
Data integrity refers to the dependability, timeliness, availability, relevance, accuracy &
completeness of data/information
Threats to data integrity
Data integrity may be compromised through:
Human error, whether malicious or unintentional.
Transfer errors, including unintended alterations or data compromise during transfer from
one device to another.
Bugs, viruses/malware, hacking, and other cyber threats.
Compromised hardware, such as a device or disk crash.
Ways of minimizing threats to data integrity.
Backing up the data on external storage media
Enforcing security measures to control access to data
Using error detection & correction software when transmitting data
Designing user interfaces that minimize chances of invalid data being entered.
DATA PROCESSING METHODS
1. Manual Data Processing
In manual data processing, data is processed manually without using any machine or tool to get
required results. In manual data processing, all the calculations and logical operations are
performed manually on the data. Similarly, data is transferred manually from one place to
another. This method of data processing is very slow and errors may occur in the output. Mostly,
is processed manually in many small business firms as well as government offices & institutions.
In an educational institute, for example, marks sheets, fee receipts, and other financial
calculations (or transactions) are performed by hand. This method is avoided as far as possible
because of the very high probability of error, labor intensive and very time consuming. This type
of data processing forms the very primitive stage when technology was not available or it was
not affordable. With the advancement in technology the dependency on manual methods has
drastically decreased.
2. Mechanical Data Processing
In mechanical data processing method, data is processed by using different devices like
typewriters, mechanical printers or other mechanical devices. This method of data processing is
faster and more accurate than manual data processing. These are faster than the manual mode but
still forms the early stages of data processing. With invention and evolution of more complex
machines with better computing power this type of processing also started fading away.
Examination boards and printing press use mechanical data processing devices frequently.
3. Electronic Data Processing
Electronic data processing or EDP is the modern technique to process data. The data is
processed through computer; Data and set of instructions are given to the computer as input and
the computer automatically processes the data according to the given set of instructions. The
computer is also known as electronic data processing machine.
This method of processing data is very fast and accurate. For example, in a computerized
education environment results of students are prepared through computer; in banks, accounts of
customers are maintained (or processed) through computers etc.
THE DATA PROCESSING CYCLE
Data processing is the re-structuring or re-ordering of data to increase their usefulness & add
values for particular purpose.
The data processing activities described above are common to all data processing systems from
manual to electronic systems.
These activities can be grouped in four functional categories, viz., data input, data processing,
data output and storage, constituting what is known as a data processing cycle.
What is information?
• Information can be defined as “data that has been transformed into a meaningful and useful
form for specific purposes”.
• Information is data that has been processed to make it meaningful and useful
• Information is the meaning that a human assigns to data by means of the known conventions
used in its representation. (Holmes, 2001).
• Information is produced through processing, manipulating and organizing data to answer
questions, adding to the knowledge of the receiver.
Information can be about facts, things, concepts, or anything relevant to the topic concerned. It
may provide answers to questions like who, which, when, why, what, and how.
If we put Information into an equation it would look like this:
Data + Meaning = Information