COMPETENCY-BASED LEARNING MATERIALS

CONTACT CENTER NCII (Common Competencies)

Information Sheet 2.2-2

Input Data into the Computer

Learning Objectives: After reading the information sheet, you must be able to:

▪ Identify different input devices

▪ Describe the main methods of data input
▪ Discuss the problems with collecting data
▪ Explain the different storage and backup devices
---------------------------------------------------------------------------------------------------------------------------

Input Devices
An input device is a piece of hardware used to provide data to a computer used
for interaction and control. It allows input of raw data to the computer for processing.
Here’s a list of some input devices used in computers and other computing devices:

Keyboard – one of the primary input devices used to input data and commands. It
has function keys, control keys, arrow keys, keypad and the keyboard itself with the
letters, numbers and commands. Keyboards are
connected to the computer through USB or
Bluetooth. A laptop keyboard is more compact
than a desktop keyboard to make the laptop
smaller and lighter. Smartphones and tablets use
on-screen keyboard to input messages and select
commands.

Mouse – an input device used to control the cursor and

coordinates. It can be wired or wireless. It allows the user to
do the following:
• Move the mouse cursor
• Select
• Scroll
• Open or execute a program
• Drag-and-drop
• Hover
• Perform other functions with the use of additional buttons
• A laptop uses a touchpad as the mouse. A smartphone and tablet use a
touchscreen as primary input device and the user’s finger is used as the
mouse.

1
Common Competencies
Contact Center NCII
 COMPETENCY-BASED LEARNING MATERIALS

CONTACT CENTER NCII (Common Competencies)

Microphone – an input device that allows users to input audio into their computers.
Here are some uses of the microphone:
• Audio for video
• Computer gaming
• Online chatting
• Recording musical instruments
• Recording voice for dictation, singing and podcasts
• Voice recorder
• Voice recognition
• VoIP – Voice over Internet Protocol

Digital Camera – is an input device that takes pictures digitally. Images are stored
as data on memory cards. It has an LCD screen that allows users to preview and
review images. Digital cameras have become popular over film cameras because of
the following features:
• LCD screen – allows users to view the photos
and videos immediately
• Storage – can store thousands of pictures
• Picture development – allows users to choose
and pick which pictures to develop
• Size – takes up less space and can be easily
carried

Scanner – is an input device that reads an image and converts it into a digital file. A
scanner is connected to a computer through USB. There
are different types of scanners:
• Flatbed scanner – uses a flat surface to scan
documents
• Sheet fed scanner – like a laser printer where
paper is fed into the scanner
• Handheld scanner – the scanner is dragged over
the page to be scanned
• Card scanner – for scanning business card

Touchscreen – is an input device that

allows users to interact with a computer
using their fingers. It is used widely in laptop
monitors, smartphones, tablets, cash
registers and information kiosks. Most
common functions of touchscreens are as
follows:
• Tap
• Double-tap
• Touch and hold

2
Common Competencies
Contact Center NCII
 COMPETENCY-BASED LEARNING MATERIALS

CONTACT CENTER NCII (Common Competencies)

• Drag
• Swipe
• Pinch

Barcode Reader – also known as barcode scanner or

point of sale (POS) scanner, is an input device capable
of reading barcodes.

Webcam – is an input device connected to the

computer and the internet that captures still
picture or motion video.

Biometric devices – is an input device used to input biometric data into a computer.
Here are the types of biometric devices:
• Face scanner
• Hand scanner
• Finger scanner
• Voice scanner

3
Common Competencies
Contact Center NCII
 COMPETENCY-BASED LEARNING MATERIALS

CONTACT CENTER NCII (Common Competencies)

Stylus – is a pen-shaped input device used

to write or draw on the screen of a graphic
tablet or device. Initially it was just used for
graphic tablets and PDAs, but now, it has
become popular on mobile devices as a
replacement for the user’s fingers. It’s used
for more accurate navigation and to keep oils
from user’s fingers off the device screen.

Main Methods of Data Input

1. On-line Data Entry

Data is entered directly into the computer one transaction at a time (also
known as transaction processing) under program control. The main types of
on-line data entry device are: VDUs, teletypes, light pens, voice input and
shop-floor data collection devices. They can be used off-line also for bulk data
collection.

2. Source Document Conversion

This is where source documents, e.g. order forms and time sheets, are
batched and converted into a computer-acceptable medium. The data is
entered, verified and validated by computer and then transferred to backing
store (tape or disk) for later processing. Such systems are called key-to-
storage systems. The keyboard will be part of the VDU type device.

3. Direct Data Capture

Data is captured directly without a conversion stage. Specially marked or

printed documents (e.g. questionnaires, bank cheques) can be read by special
input devices. Tags attached to clothing and collected at the point of sale are
another example of direct input media. This method eliminates the keyboard,
automates transcription, increases speeds and reduces media costs. ,

Whatever the method of data input chosen one of the aims must be to reduce the
number of stages yet still ensure that data is input free of errors.

Effective Data Entry System

An effective data-entry system must be fast, accurate, versatile, efficient, secure

and cost-effective. This usually entails:

• Reducing the volume of input to minimum practical levels.

4
Common Competencies
Contact Center NCII
 COMPETENCY-BASED LEARNING MATERIALS

CONTACT CENTER NCII (Common Competencies)

• Reducing the amount of data which needs manual preparation.

• Designing input to ease the task of preparation (using menus and simple
boxed forms).
• Using the minimum number of stages from origin of the data to computer input

Problems with Collecting Data

1. The preparation of source documents is slow, hard work and prone to

mistakes.
2. Typing speeds are very slow compared with computer speeds. This is known
as the 'keyboard bottleneck'.
3. It is wasteful to use media e.g. punched cards and paper tape which can be
used only once.
4. Mistakes can easily be made when copying from one medium to another.
Such mistakes are known as transcription errors.
5. Transmission delays or losses can occur, particularly if data have to be
physically transferred to the computer.

Data entry can be expensive, often accounting for 40-50% of the total data-
handling costs.

So, providing prompt and correct input data is a major problem (remember the
adage GIGO-garbage in, garbage out).

Storage
Primary Storage

Primary storage is also called the main or internal memory of the computer. This storage
is accessed directly by the CPU and is where the main instructions for the computer’s
operations are stored. The CPU can access these instructions and execute them as they are
needed.

Primary storage is most often the RAM and the ROM, which will be discussed later in this
chapter. The main function of the primary storage devices is to hold data for a short period of
time while the computer is running and power is going to the devices. This data is removed
once the power is stopped (like when the computer is shut down).

Secondary Storage

Secondary storage is also called external, secondary or auxiliary memory. This type of
storage holds data for the long term. Data stored on secondary storage devices can only be
removed by deleting it. Secondary memory is where the operating system, hardware drivers
and data created by the user is kept and stored permanently.

5
Common Competencies
Contact Center NCII
 COMPETENCY-BASED LEARNING MATERIALS

CONTACT CENTER NCII (Common Competencies)

This means that, in the case of power failures, secondary storage will preserve the
information that is saved to it, even if the power to the computer is lost, while the data on the
primary storage devices will be lost.

The most common example of secondary storage is the hard drive inside a computer. Other
examples include solid-state drives (SSDs), USB flash drives and secure digital (SD) cards.

Backup Devices

Backup refers to the process of making copies of data or data files to use in the event the
original data or data files are lost or destroyed or storing the copies in a different place from
where you keep your computer.

The most popular backup media to use are:

External hard drives (HDD): These are

quite fast and generally reliable.
However, if an external hard drive is
used often, the mechanical stress can
shorten its lifespan. External hard drives
are fragile.

External SSDs (Solid State Drives):

SSDs have no moving parts. SSDs are
more expensive that hard drives and the
storage space is limited due to the cost
(the more space you get, the more
expensive the SSD becomes).

USB (Universal Serial Bus) flash drives:

USB flash drives are cheap and relatively
easy to use. There are no moving parts,
so they are an excellent way to move
data around. However, they can be slow
and unreliable.

CDs (compact disks) and DVDs (Digital

Versatile Disk): CDs and DVDs are still
occasionally used but writing a CD or
DVD is much slower and less convenient
than using other media. They have a

6
Common Competencies
Contact Center NCII
 COMPETENCY-BASED LEARNING MATERIALS

CONTACT CENTER NCII (Common Competencies)

lower capacity than most flash drives and

much lower capacity than portable hard
drives.

Online storage/backup services: Online

data storage is virtually unlimited in size.
This means that there is plenty of space
for you to back up your entire hard drive,
including all of your purchased
programs, music, photos, and files.
Saving to the cloud means that you are
saving to hard drives in a remote
location. You must keep your username
and password safe in order to protect
your data because if someone knows (or
even guesses) your credentials, it may
result in loss of data.

References
https://edu.gcfglobal.org/en/computerbasics/what-is-a-computer/1/

https://www.siyavula.com/read/cat/grade-11-cat/storage-memory-and-processing-
devices/03-storage-memory-and-processing-devices

https://community.webroot.com/tech-talk-7/why-are-computers-so-important-
47952#:~:text=Computer%20has%20become%20very%20important,amount%20of
%20data%20in%20it.

https://kb.mc3.edu/article/saving-files-in-windows-10-991.html

https://www.academia.edu/34890204/_CBLM_Perform_Computer?auto=download

Taylor G. (1986) Data Input Methods, Media and Devices. In: Work Out Computer
Studies for First Examinations. Macmillan Master Series. Palgrave, London.
https://doi.org/10.1007/978-1-349-18143-8_5

7
Common Competencies
Contact Center NCII
 COMPETENCY-BASED LEARNING MATERIALS

CONTACT CENTER NCII (Common Competencies)

SELF-CHECK 2.2-2
INPUT DATA INTO THE COMPUTER

I. Direction: Name at least 5 input devices

1.
2.
3.
4.
5.

II. Identify the following data storage devices

___________________ 1.

___________________ 2.

___________________ 3.

8
Common Competencies
Contact Center NCII
 COMPETENCY-BASED LEARNING MATERIALS

CONTACT CENTER NCII (Common Competencies)

___________________ 4.

___________________ 5.

9
Common Competencies
Contact Center NCII