Information Handling Software

Information Handling Software

1. Keyfield

   • the information which is UNIQUELY identified.

2. Records

   • What you can do
     • Update
     • Delete
     • Search
   • The detail relating to a single thing or person

3. Operators

   • = equals
   • >greater than
   • <less than
   • <> not equal to
   • >= greater than or equal to
   • <= less than or equal to

4. Joining Operators

   • Operators can be joined by:
     • AND
     • OR

5. Structure of Data

   • Data is unprocessed
   • Information is processed data and has a meaning
   • Field is an item of data or a fact
   • Record is the detail relating to a single thing or person
   • File is a collection of related records
   • Table is where the information is found

6. Search Engines

   • Google and others are used to search the internet for information

7. Queries

   • They are used to search databases to find a record

8. Validation

   • checking of data before being processed to ensure it is acceptable or not
   • Types
     • Data check type: system automatically checks to see if data is being entered in the correct field
     • Range checks: making sure the numbers you have entered are in the range
     • Presence checks: Making sure the key fields always have data in them
     • Format check: Is the data entered in the correct format

9. Verification

   • checking of data that has been copied from one place to another to ensure that it replaces the original

10. Outputting information

    • Reports are used to do this
      • The reports need relevant titles
        • Should contain a date
          • Only important information is contained
            • The details should be well laid out
              • Pages should be numbered

11. Calculating fields

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

12. Other data options

    • Lists- data can be selected from a range of pre-entered data
    • Input Masks can be used when the data will be the same format.

13. Benefits

    • Faster to access data
      • Queries
      • Search Engines
      • Key word searches
    • Output formats
      • Screen
      • Printed
      • Saved as document
    • Data integrity
      • Errors reduced
      • Regular data input
      • Data can be deleted if not needed

14. Security Issues

    • Password protection
    • Passwords changed regularly
    • Don't write passwords down

15. Access Rights

    • Read only access
    • Read/Write
    • Create
    • Delete

16. Backing Up information

    • Make someone responsible
    • Specify how often
    • State what it will be backed up on
    • Where will you keep backups
    • Train people to recover data from backups