Information and Communication Technology

Information Processing
Chapter 2-----Data Organization and Data Control

I. Sources of Data Input Error

Error Definition Example
Data source error Providers providing incorrect data. A student providing a wrong student ID
Transcription error Data is read or typed incorrect. ‘0’ &’o’
Transposition error 2 consecutive digits are swapped. ‘123’ becomes ‘132’
Garbage in Garbage Erroneous data will create useless
out (GIGO) result. This principle called GIGO.

II. Data Control

A. Data Validation
Validity Check Function Example
Check digit  Used for self-checking  ID card
 Calculated using formula and  ISBN
attached to the end of the number.  Last digit of EAN-Barcodes
 Valid if ‘check digit calculated’ =
‘checked digit attached’.
Field presence check Make sure all essential data are present. The student ID in a student record.
Field length check Make sure the data includes the correct A domestic telephone number in
number of digits. HK
Fixed value check Make sure the data is one of the values ‘Male’ or ‘Female’ in the ‘Gender’
in a pre-defined list. column.
Format check Make sure the data follows its pattern. Email addresses
Range check Make sure the data is in a pre- Test marks
determined range
Type check Make sure the data type is correct. Date of birth (no characters)

B. Data Verification
Method Difference Similarities
Input data twice Inputting the same data twice by the same Report discrepancies when the
person. two data inputted is different.
Double data entry Inputting the same data by 2 operators.
III. Data Hierarchy
IV. Database Management System
Database Table Record Field
A. Functions
 Creating/Modify/Delete tables
 Add/Delete/Modify/Browse records

B. Features
 Filter: Selecting suitable information for the user.
 Sort: Ordering/Re-ordering
 Index: Helping system the locate records quickly.
 Data Entry Forms
 Allowing users to input related information together.
 Perform data validation/verification.
 Providing features like pull-down menu, check boxes, etc.
 Allowing users to modify the similar records in two tables.
 Query: Assisting browsing processes.
 Reports: Output of the record.

V. File Access Modes

Sequential Access Mode VS Direct Access Mode (Random Access)
Storage backup Application Secondary storage
Highly variable Seek time Short and predictable
Average Reliability Very high
Average Durability Very high
Very high Portable Low
Very low Cost Low
Magnetic tape Examples  CD-ROM
 Hard disk / SSD
 Flash memory