DATA CAPTURING

Any Database or information system needs data entered into it in order for it to be of any use.
There are many method which can be used to collect and enter data, some manual, some
automatic.
Automatic Data capturing
We have different method that can be used to capture data directly.
Barcode reader
A bar code reader uses visible red light to scan and read the barcode. As the red light shines
across the light and dark bands of the barcode, so the reflected red light is also lighter and darker.
The hand scanner senses the reflected light and translates it into the computer. The computer
may display the results on a screen and also input it into the correct fields in the database.
Typical uses of barcode
- Shop-to find details on the product sold and price
- Library- record the ISBN number of the book and the borrower’s card number
- Warehouse – to check the label on boxes delivered against what is recorded on the
delivery sheet.
Optical Mark Reader (OMR)
An optical mark reader is a scanning device that reads carefully placed pencil mars on a specially
designed form or document a simple pencil mark is made on the form to indicate the current
choice e.g a multiple exam paper or national lottery ticket selection form
The completed forms are scanned by an optical mark reader (OMR) which defects the presence
of a mark by measuring the reflected light. Less light is reflected where a mark has been made.
The (OMR) then interprete the patter of marks into a data record and sends this to the computer
for storage, analysis and reporting. This provides a very fast accurate method of inputting large
amounts of data, provide the mars have been made accurately and clearly.
Optical character recognition (OCR)
Optical character recognition (OCR) enables the computer the identify written or printed
characters.
An OCR system consists of a normal scanner and some special software. The scanner is used to
scan the text from a document into the computer. The software then examines the pages and
extracts the text from it, storing it in a form that can be edited or possessed by normal word
processing software. The ability to sean the characters accurately depends on how clear the
writing is. Scanners have been improved to be able to read differents styles and size of text as
well as neat hand writing. Although they are often up to 95% accurate, any text scanned by
(OcR) needs careful checking because some letter can misread.
OCR is also used to automatically recognize post on letters at sorting offices.
MANUAL DATA CAPTURING.
Many business prefer to capture data manually.
Paper-based data capture forms.
This is most commonly used method of collecting or capturing data. People are given a form to
fill in with their personal details e.t name, address, telephone number, date of birth etc. once the
form is completed. It is given to a member of staff who will enter the data from it, into database
or information system.
DESIGN OF DATA CAPTURING FORM.

DATA PROCESSING
Data processing: is simply the conversion of raw data to meaningful information through a
process. Data is manipulated to produce results that led to a resolution of a problem or
improvement of an existing situation similar to a production process, it follows a cycle where
inputs (raw data) are fed to a process computer system, software, etc) to produce output
(information and insight).
Generally, organizations employ computer systems to carry out a series of operations on the data
in order to present, or obtain information. The process includes activities like data entry,
summary calculating storage etc. useful and informative output is presented in various
appropriate forms such as diagram, reports, graphic.
STAGES OF THE DATA PROCESS CYCLE.
1. COLLECTION: Is the first stage of the cycle, and is very crucial, since the quality of data
collected will impact heavily on the output. The collection process needs to ensure that
the data gathered are both defined and accurate, so that subsequent decision based on the
findings tthat are valid. This provides both the baseline from which to measure and a
target on what to improve.
TYPES OF DATA COLLECTION.
i. Census (data collection about everything in a group or statistical population).
ii. Sample survey (collection method that includes only put of the total population).
iii. Administrative by- product (data collection is a byproduct of an organization’s day-
to-day operations.
2. Drepavaion: is the manipulation of data into a form suitable for further analysis and
processing. Raw data cannot be processed and must be checked for accuracy. Preparation
is about constructing a dataset from one or more data soures to be used for further
exploration and processing. Analsizing data that has not been carefully seveened for
problems can produce highly misleading results that are heavily dependent on the quality
of data prepared.
3. Input: is the task where verified data is coded or converted into machine readable form so
that it can be processed through a computer. Data entry is done through the use of a
keyboard, digitizer, scanner, or data entry from an existing source. This time consuming
process requires speed and accuracy.
4. Processing is when the data is subjected to various means and methods of manipulation,
the point where a computer program code and its current activity. The process may be
made up of multiple threads of execution that simultaneously execute instructions,
depending on the OS many software programs are available for processing large volumes
of data within very short periods.
5. Output and interpretation; is the storage where processed information is now transmitted
to the user output is presented to users in various report formats like printed report, audio,
video, or on monitor. Output needs to be interpreted so that ti can provides meaningful
information that will guide future decisions of the company.
6. Storage: is the stage in the data processing cycle, where data, instruction and information
are held for future use. The importance of this cycle is that it allows quick access and
retrieval of the processed information, allowing it to be passed on to the next stage
 directly, when needed. Every computer uses storage to hold system and application
software.

SYSTEM CONCEPT.
Environment and boundaries: System theory views the world as a complex system of
inter connected we scope a system by defring its boundary; this means choosing which
entities are inside the system and which are outside-part of the environment, we then make
simplified representations (models) of the system in order to understand it and to predict or
impact its future behavior. These models may define the structure and the behaviour of the
system.
- Natural and human-made systems: there are natural and human-made systems. Natural
systems may not have an apparent objective but there outputs can be interpreted as
purposes Human-made system are made with purpose that are achieved by the delivery of
output. Their part must be “designed to work as a coherent entity else they would be two
or more distinct system.
- Theoretical framework: an open system exchanges matter and energy with its
surroundings. Most systems are open systems; like a car, computer. A closes system
exchanges energy, but not matter with its surrounding, like earth or the project biosphere
2 or 3. An isolated system enhances neither matter nor energy with its environment. A
theoretical example of such system is the universe. They investigate the abstracts
properties of systems matter and organization, looing for concepts and principles that are
independent of domain, substance type or temporal scale.
Some systems share common characterizes.
a. A system has structure, it contains part (or components that are directly or indirectly
related to each other
b. A system has behavior, it exhibits process that fulfill its function or purpose
c. A system has interconnectivity the parts and processes are connected by structural and/or
behavioural relationship.
d. A system’s structure and behavior may be decomposed via subsystem is and sub-
processes to elementary parts and process steps.
e. A system has behavior that is relativity to its surroundings, ay be categorized as both fast
and strong.
f. In some rare cases, a system may refers to the same animal who is also a different best
see freight-train.
A system may refer to as a set of rules that governs structure and behavior of an entity.
System
1. It encloses the system activities
 2. It demarcates the system from other system in the external environment and
3. It reflects the system objectives.
System concept

Feedback and control

Feedback may be defined as a modification and control of a process or system by its result or
effect, by measuring differences between desired and actual results. Feedback is a data about the
performance of a system, for example data bout sales performance in feedback to a sales
manager.
Control involves monitoring and evaluating feedback to determine whether a system is moving
towards the achievement of its goal. The control function the causes necessary adjustments to a
systems input and processing components to ensure that it provides proper output.
A SIMPLE SYSTEM MODEL

E-Environment
I- I/P
T- Transformation
O- O/P
Fb- Feedback
System theory is thus a view that emphasis certain perspectives and relatively ignores other
perspectives. It always important to consider what the consequences are of ignoring certain
perspectives. In studying libraries, one can apply a systems perspective and thus ignore the
specific attributes and the specific historical circumstances. This may be fruitful for some
purposes such as automation and cooperation, for example specific experiences in developing
special services.
System theory is an interdisciplinary fields of science which studies the nature of complex
systems and nature, society and science, and studies complex parts of reality as systems.
General system theory
System theory provides
1. A common vocabulary unifying the server “behavioural disciplines
2. A techniques for treating large, complex organizations
3. A synthetic approach, where piecemeal analysis is not possible due to the intricate
interrelationships of parts that cannot be treated out of context of the whole.
4. A viewpoints that gets at the heart of sociology because it sees the sociocultural system in
terms of information and communication acts.
5. The study of relations rather than entities with emphasis or process and transition
probabilities as the basis of the flexible structure of many degrees of freedom.
6. An operational defineable, objective and goal seeing system behavior
System types.
- Open system
- Closed system
- Hard and soft systems
- Deterministic or mechanistic system
- Self-organizing systems
- Probabilistic or stochastic system
- Adaptive or cyberactic system.
OPEN SYSTEM: An open system is a system connected to and which interacts with its
environment. It taes in influences from its environment and also influences its eivironment by its
behavior. Organization is an example of open system because it interfaces and interrelates with it
otus in the external environment.
CLOSED SYSTEM; A closed system is isolated from the external environment and independent
of it, so that no external influence affect the behavior of the system, nor does the system exert
any influence on its external environment. A closed system is shut off from the external
environment. A closed system I shut off from the external environment and has no relationship
with it. A closed system does not have inputs or output! It has no environment.
DETERMINISTIC OR MECHANISTIC SYSTEM :- A deterministic system is one in which
various states of activities follow on from each other in a completely predictable way; that is
given that A will happen, B must happen then C in a deterministic system, the value of certain
variable and for the relationship between them is known. Deterministic systems are predictable
system where the output can be forecast from the input. Examples of deterministic systems are
computes programs and machines.
DETERMINISTIC SYSTEM
 Predictable System reacts in a predictable Predictable
input way output

Self-organizing systems: A self organising system in one which adapts and reacts to a
stimulus.. The way in which it adapts in uncertain and the same input (stimulus) to the
system will not always produce the same output (response). Social and psychological system
come within this category a familiar example of a self organising system is the most at
controlled heating system found in many homes that automatically monitors and regulates
itself to maintain a desired temperature.
SELF ORGAIZING STEM

Probabilistic or statistics system: In a probabilistic system, some states or activities can be

predicted with certainty while other will occur will varying degree of probability. A
probalisitics system uses probability distribution to predict and expected outcome or a range
of possible outcome