Information handling systems (reports, validation and security)

Information handling systems (reports, validation and security)

1. Outputting information -reports

   • Reports are used to output from a information handling system. important points to consider are
     • Reports need relevant needs
     • Should contain a date
     • Only important information contained
     • The details should be well laid out
     • Pages should be numbered

2. Calculating fields

   • Calculated fields are fields which the content can be worked out by contents of other fields

3. Validation

   • when data is entered into a system it is important that the data has the correct structure or the system will produce an error

4. Types of validation

   • Data type check - the system will automatically check if the correct data is being entered into the correct field
   • Range checks - making sure if the numbers you have entered are in the range between 5-50
   • Presence checks - making sure that key fields always have data in them
   • Format check - is the data entered in the correct format

5. Other data options

   • Lists - where data can be selected from a range of pre entered data, this saves information from being entered incorrectly
   • Input masks - can be used when the data will be of the same format

6. Advantages of information handling

   • Faster access to data
   • Search engines can be used to get information quickly
   • Key word search
   • Fast access
   • Search criteria

7. Benefits

   • Outputs formats
     • Screen
     • Printed as a format
     • Saved as document on a computer
     • Saved as a sound so people can hear it
   • Data integrity
     • Errors are reduced by the validation rules that have been sold
     • Making sure the data is interrupted regulary
     • Ensuring the data is deleted when not needed

8. Securities issues - passwords

   • Password protection- access can be restricted by usernames and passwords
   • Passwords need to be changed regularly
   • Don't write your password down
   • Password shouldn't be easy to guess

9. Access rights

   • Only certain people will be allowed to see certain pieces of information
     • you can delete items
   • Read only access - can only look and not change

10. Backing up information

    • Make sure that someone is responsible for backing up the information
    • Specify how often you back up the information
    • State what you are going to back it up
    • Make sure staff are trained to recover data from backups