Data, Information, Knowledge and Processing I - N

Data, Information, Knowledge and Processing I - N

1. The quality of information depends upon how good the quality of data is

   • GARBAGE IN = GARBAGE OUT
   • ACCURACY: Accurate data must be correct otherwise it is unreliable. This can include spelling errors or completely wrong data
   • RELEVANCE: Information must be relevant for the purpose that it is being used. Additional information may become confusing
   • AGE: The data must be up-to-date for the purpose that it is being used. Most data can become out of date very quickly
   • COMPLETENESS: It is important that the data needed, is available as some data may be missing
   • PRESENTATION: All of the information provided can be present, accurate, up-to-date and relevant but may be presented badly which could be hard to interpret
   • LEVEL OF DETAIL: The level of detail within information is a combination of relevance and completeness. If it is too detailed then there could be irrelevant information but if there isn't too much detail then it could be incomplete

2. Encoding Data

   • When data is encoded, it is replaced with shorter data.
     • NOT THE SAME AS ENCRYPTION WHERE THE AIM IS TO HIDE THE DATA
     • Data is encoded for a number of reasons including speeding up processing time, reducing the amount of storage needed, improving the accuracy of input, security. improving the presentation of data
     • Encoding Methods
       • NUMERICAL REPRESENTATION: This is when words are replaced with numbers
       • ABBREVIATIONS: This involves replacing words with letters that are related to those words
       • VALUE JUDGEMENTS: This is used in questionnaires when a respondent is asked what they think about a particular thing
     • ADVANTAGES AND DISADVANTAGES
       • ADVANTAGES: Less storage or memory is needed (less of a problem nowadays due to larger processors) / the speed of processing data is increased because the processor only has a few letters and numbers rather than whole words
       • DISADVANTAGES: Interpretation as some codes lead to difficulties when interpreting what they mean / Accuracy as a transcription error may occur when a data entry clerk is entering codes instead of words

3. Validation Methods

   • Validation aims to make sure that data is sensible, reasonable, complete and within acceptable boundaries.
   • RANGE CHECK: A range check is commonly used when you are working with data which consists of numbers, currency or dates/times.
   • TYPE CHECK: A type check will ensure that the correct type of data is entered into that field.
   • CHECK DIGIT: This is used when you want to be sure that a range of numbers has been entered correctly. There are many different schemes (algorithms) for creating check digits.
   • LENGTH: A length check can also be set up to allow characters to be entered within a certain range.
   • LOOKUP: Where you have a field which only allows a limited list of items to be entered then a lookup list can help to reduce errors.
   • PICTURE/FORMAT: A format check will ensure that data entered matches a particular pattern.
   • PRESENCE CHECK: A presence check makes sure that a critical field cannot be left blank, it must be filled in. If someone tries to leave the field blank then an error message will appear and you won't be able to progress to another record or save any other data which you have entered.
   • The purpose of each validation method is to reduce input errors by identifying invalid data at the point of entry because if this invalid data is entered, it will be rejected automatically

4. Verification Methods

   • DOUBLE ENTRY: Requires the data to be entered in twice on the page. Most commonly you see this as a password verification when you create or change a password
   • PROOF READING: Manual verification which involves checking that the data entered on the computer matches the original source data.

5. Backing up and Archiving

   • A back-up of data is a copy of the data. It is used in case the original source of data is lost or damaged then if it is lost, you always have a copy spare
     • Back ups of data can be made to many different types of media for example tapes (usually for businesses), RW optical media (CD-RW or DVD-RW), flash memory, Cloud storage
   • Archiving is different to a back up because it involves moving the data rather than copying it. When files are archived they are moved from immediate access to another storage medium

6. Production Costs

   • Information has to be created therefore will usually cost money.
     • Items needed to collect information: OMR reader, scanner, PDA, tablet computer, video/camera, audio recording equipment
     • Equipment needed to produce information: printer, plotter, projector, display screen, speakers
     • Equipment needed to process and store information: computer/laptop/tablet. hard disk, backup media
     • Software costs
       • Software needs to be purchased as well. It may be paid for annually like a license or there could be monthly costs such as technical support
         • For example, A leaflet would need a DTP (Desktop publishing program) DO NOT USE ACTUAL NAMES LIKE MICROSOFT PUBLISHER
     • Consumable costs
       • If something is used, then it has been consumed and this could be printer ink/toner, paper, electricity, bulbs and petrol.
     • Personnel costs
       • People will be needed to carry out some of the tasks such as if you needed to create a leaftlet, you may need to hire a graphics designer