CEL 2Data Management

Data Management

• All of us perform data management in our daily lives. Simple activities require data management. • Suppose you want to buy

clothes. Firstly, you recall what clothes you already have (retrieve data). Next, you decide what type of matching clothes to buy (process data)

Data management is work that involves the following 4 parts• Collecting

• Storing

• Retrieving

• Analysing

Data collection

• Data collection can be done by input devices such as • Barcode reader• Card reader• OMR reader• MICR reader

• For example, when you move in or out of a country, your passport is used as a form of identification.• With new biometric passports, you will be

identified through other means such as scanning your thumbprint. Such a system will need to capture data concerning your thumbprint.

Effects of Automated Data Processing

Example 1

• As a pupil, records are kept of your personal details, education history and examination results. This makes it very efficient to retrieve and update your details. • For instance, if you had lost your examination

certificate, all you need to do is pay a small administrative fee and have it reprinted in a very short time.

Example 2

• Your school’s library may also make use of data processing to manage records. • The details of the books in your

library and loan records are stored in a database. • This makes it very easy to perform

functions like checking if a book is available or on loan.

Retrieving your record alone

would probably take hours.

• With a digital library system, you are able to use self-service counters for borrowing and returning books.

IDENTITY THEFT

• Data processing has also brought about new problems like identity theft. • For example, when you call a bank,

the bank officer identifies you by asking for your identification number, D.O.B. and address. So, anyone having this information can call the bank and pretend to be you. This is known as identity theft.

What are the 4 parts of data management?• Collecting• Storing• Retrieving• Analysing

Name the input devices used to collect data from the following:• Barcodes of products

Answer: Barcode reader

• Student’s multiple-choice answers on OMR formsAnswer: OMR reader

What kind of data can a biometric passport contain?• Capturing data concerning your (scanning) thumbprint

How does a self-checkout system in a library benefit customers?• With a digital library system, you are able to use self-service

counters for borrowing and returning books.

What is identity theft?

• Identity theft is anyone having your personal information and calls the bank and pretend to be you.

DATA STORAGE

Data Storage

• The most popular method of storing data is using paper. However, paper has advantages as well as disadvantages.

Data Storage

• ADVANTAGES• paper does not need electricity to work, • it is easily portable, • inexpensive; and • does not require special equipment to retrieve written data.

• DISADVANTAGES• Paper is not good at storing large amounts of data,• Not a good media for searching information,• When you need to copy data, paper is not a good media to use,• Paper also does not stand the test of time. Pages yellow over time

and will fall apart.

Digital media

• Allows for large-scale storage and retrieval of data.• The hard disk is a popular form of

digital media because of its high speed, reliability and low cost.• Data is usually stored in databases.• Database management software is

used to manage databases. For example, Web-based e-mails use databases to store e-mails.

Databases

• Database is a collection of data that is organised so that its contents can easily be accessed, managed and updated.

•Do you know that databases are widely used in schools? We can use databases to store information such as:• Staff data• Student records• Library book catalogue

Microsoft Access is an example of a Database software.• An electronic database is a

database saved in a computer. It is very important as it allows data to be stored and retrieved quickly, reliably and securely.• It can be used by companies

to derive useful information about their business.

Data Value•Data is valuable to many organisations. Some people

spend a lot of time looking at data and trying to make sense of data.•Data is valuable on 2 levels:• Valuable inferences and predictions can be made from

data through data analysis.• Data may be valuable to other people

for dishonest purposes. This include:• Credit card numbers• Social security numbers• Other personal details

Social Security Number (SSN):

A nine-digit number issued to US citizens, permanent and temporary (working) residents.

Purpose: to keep track of individuals for social security purpose.

to be continued…