1. Data Processing
A
process of converting data into meaningful information is called data
processing. Data is the input and information is the output of a data
processing system. Data important but it cannot be used for decision making. It
must be converted into meaningful information in order to use it for making
important decisions. This conversion consists of different steps which are
performed in a sequence.
Examples of Data Processing
Some examples of data processing
are as follows:
1. The marks of students in examination are stored as data. Suppose
a list of students is required who got grade in examination. Some processing
will be applied on marks of the students. This process will give new information
in the form of desired list. In this data processing, the marks of students are
the data (input) and the list of students with A grades is the information
(output).
2. People deposit money in banks that is stored as data in
registers or computers. Suppose the bank manager wants to know the total amount
deposited in the bank. The total amount can be found by adding all amounts
deposited in the bank. In this data processing, the amount of different people
is data (input) and the sum of all amounts is the information (output).
3. The data of the citizens of Pakistan is collected in census and
stored permanently.
This data can be processed for different
purpose such as:
(a)
To find out the literacy
rate of the country
(b)
To find out total number of
PhD’s in the Country
(c)
To find out poverty level
in different areas of the country etc.
Government uses
this information to take important decisions. For example, government may take
steps to eliminate poverty and improve literacy rate in the country etc.
1.2 Types of Data Processing
Data processing
is an important function that converts our data into meaningful information. In
this process, different calculations are performed. Most of data processing is
done using computers now a day. Before computers, data processing was done by
simple machine like calculators. Everything was done by human beings manually
before calculators.
Three levels of
data processing are as follows:
Manual Data Processing
In manual data
processing, everything is done by hand. All types of calculations and
processing to convert data into information are performed by human beings. No
machine is involved at any stage. This type of data processing was used before
the invention of computers and other machines like calculators. Some small or
organizations may still use this type of data processing.
Example
A
bookseller runs his shop. He sells different books and gets money from
customers during the day. He stores the record of all transactions as data in a
register.
The bookseller many want to know
the following information at the end of the day:
1.
Total books sold during the
day
2.
Total profit of the day
3.
Current status of the stock
etc.
The book seller
uses the data stored in the register to find the above information. He will
process the data using pen and paper to calculate total profit and other
information. It is an example of manual data processing.
Mechanical Data Processing
In
mechanical data processing, different calculations and processing are performed
using mechanical machines like calculators etc. The use of mechanical machines
makes data processing easier and less time-consuming. The chances of errors
also become far less than manual data processing.
Example
In the previous example, it is very difficult for
the bookseller to process all the data by hand. The process can become very
easy and less time consuming by using a calculator instead of paper and pencil.
Electronic Data Processing
In
electronic data processing, all calculation and processing is performed by
computers. The data is given to the computer. The computer converts data into
information by applying the required processing. Different software packages
are used in computers for data processing. It takes far less time than other
data processing techniques.
Example
Suppose
there are 1000 students in a college. The college has to maintain huge volume
of students’ data. Suppose a list of students who have not submitted their fee
is required. All forms of students will be searched in manual data processing
to fine the required information. This process is very time-consuming. However,
the required information can be found in a few seconds by using electronic data
processing.
Advantages of Electronic Data
Processing
Some
advantages of electronic data processing are s follows:
1. It is more efficient.
2. It is less time consuming.
3. A large amount of data can be processed easily.
4. It is more reliable.
5. It is more flexible and information can be presented in different
styles.
6. Chances of errors are less than other ways of processing.
Difference between Manual & Electronic Data Processing
Manual Data Processing
1. Processing is performed by hand in manual data processing.
2. It is slow processing system.
3. It requires more people.
4. It is less reliable.
5. There are more chances of errors in manual data processing.
6. It provides less flexibility.
7. Reprocessing is very difficult and time-consuming.
8. It provides limited ways to represent information.
9. Manual data processing becomes complex when data increases.
10. It requires conventional knowledge of calculations.
Electronic Data Processing
1. Processing Is performed by computers in electronic data
processing.
2. It is fast processing system.
3. It requires a few people
4. It is more reliable.
5. There are fewer chances of errors in electronic data processing.
6. It provides more flexibility.
7. Reprocessing is very easy and less time-consuming.
8. It provides a variety of ways to represent information.
9. Electronic data processing remains easy even if data increases.
10. It requires the knowledge of computer and software.
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