Data Processing Operations

Organizational Information

• Organizational information can be classified into three parts: present information, past information, and future information.
• It can be quantitative or qualitative, with quantitative information measured in numerical terms and qualitative information difficult to measure in quantitative terms.

Properties of Information

• Accessibility: information must be readily available with minimal access time.
• Comprehensiveness: information must be complete.
• Accuracy: information must be error-free.
• Appropriateness: information must relate to the user's request.
• Timeliness: processing time for information must be short.
• Flexibility: information must serve multiple users.
• Cost-effectiveness: the benefit of information must be higher than its cost.

Data Processing

• Data processing involves grouping, calculation, storage/retrieval, reproducing, and communication.
• Distributed processing and centralized systems are two data processing techniques.

Types of Information

• Strategic information: derived from internal and external sources, summarized, relevant to the long term, and deals with the whole organization.
• Tactical information: relevant to the short and medium term, and has high speed.
• Operational information: derived almost entirely from internal sources, highly detailed, relates to the immediate term, task-specific, and prepared constantly or very frequently.

Users of Organizational Information

• Internal users: board of directors, directors with functional responsibilities, divisional general managers, division heads, department heads, and section heads.
• External users: external sources such as customers, suppliers, and government agencies.

Characteristics of Information

• Accessibility: information must be readily available.
• Comprehensiveness: information must be complete.
• Accuracy: information must be error-free.
• Appropriateness: information must relate to the user's request.
• Timeliness: processing time for information must be short.
• Flexibility: information must serve multiple users.
• Cost-effectiveness: the benefit of information must be higher than its cost.

Data and Information

• Data: raw facts and figures, whereas information is the result of organizing, analyzing, and interpreting data.
• Types of data: external/environmental data, competitive data, qualitative and quantitative data, and organizational/internal data.

Data Processing Methods

• Manual method: data processing using manual methods.
• Mechanical method: data processing using mechanical devices.
• Electronic method: data processing using electronic devices.

Data Processing Operations

• Data capturing: collecting data at the source point.
• Verification: checking captured data for genuineness and accuracy.
• Arranging: placing data in a logical sequence or order.

Reasons for the Use of Information

• To satisfy legal documents.
• To standardize data collection procedures.
• To improve communication.

Communication Media

• Data transmission and communication devices: computers, telephones, and modems.
• Data transmission: asynchronous or synchronous.

Elements of Data Communication

• Information source.
• Message.
• Transmitter.
• Signal.
• Receiver.
• Information destination.

Networks

• Basic advantages of using networks: sharing resources, provision of local facilities without loss of central control, even distribution of work, and improved communication facilities.
• Categories of networks: local area networks (LANs), wide area networks (WANs), and metropolitan area networks (MANs).
• Components of network: hardware, software, and connectivity.

Internet

• International network of networks of computers linking different types of users.
• Allows users to locate and retrieve information, send messages, and share resources.

Computer Technology

• Definition: an electronic device that accepts data, processes it, and produces a useful output.
• Basic components: hardware and software.
• Hardware: physical parts of the computer, including keyboard, monitor, mouse, and central processing unit (CPU).
• Software: programs and instructions that control the computer.

Central Processing Unit (CPU)

• Components: control unit, arithmetic and logic unit, and main memory.
• Control unit: retrieves and executes instructions.
• Arithmetic and logic unit: performs calculations and logical operations.
• Main memory: stores data and instructions, divided into read-only memory (ROM) and random access memory (RAM).

CPU Diagram

• Control unit: retrieves and executes instructions.
• Arithmetic and logic unit: performs calculations and logical operations.
• Main memory: stores data and instructions, divided into read-only memory (ROM) and random access memory (RAM).

Internet and Its Applications

• The Internet is a global network of interconnected computers, allowing users to access and retrieve related files from anywhere.
• It enables the linking of connected information, regardless of location, and provides access to various types of information, including text, graphics, audio, and video.

Telnet

• Telnet is a protocol that allows users to log on to another computer on the internet, making it possible to access and use remote computers as if they were local.
• It enables users to perform tasks on the remote computer as if they were physically present.

File Transfer Protocol (FTP)

• FTP is a protocol that facilitates the transfer of files between computers over the internet.
• It allows users to upload and download files from remote computers, making it possible to share data and files with others.

USENET

• USENET is a network of online bulletin boards, organized into topic-oriented "newsgroups", where users can read and post messages.
• It provides a platform for people to share information, discuss topics, and connect with others who share similar interests.

Gopher

• Gopher is a protocol that was used to search and retrieve information on the internet.
• It was one of the first programs to investigate the information search and retrieval process on the internet.

Properties of Operational Information

• Operational information is derived from internal sources, highly detailed, and relates to the immediate term.
• It is task-specific, prepared frequently, and largely quantitative.

Classification of Information

• Information can be classified into three categories: present information, past information, and future information.

Quantitative and Qualitative Information

• Quantitative information is measured in numerical terms, such as money or physical quantities.
• Qualitative information is difficult to measure in numerical terms, such as employee morale, motivation, and customer attitude.

Characteristics of Information

• Good information should be accessible, comprehensive, accurate, appropriate, timely, flexible, and cost-effective.
• Information should be available for consumption or use, complete, error-free, relevant to the user's request, and processed quickly.

Cost of Information

• The cost of information includes the cost of equipment, stationeries, consumable materials, training, accommodation, maintenance, staff, and security.

Uses of the Internet

• The internet has various uses, including electronic mail (e-mail), world wide web (WWW), file transfer protocol (FTP), telnet, and gopher.
• Electronic mail is a method of sending messages back and forth among people with internet addresses.
• The world wide web is a tool that allows users to access and retrieve information from anywhere on the internet.

Data Transmission and Communication

• Data transmission may be either asynchronous or synchronous.
• Computers produce digital data, while telephones produce analog data.

Elements of Data Communication

• The elements of data communication include information source, message, transmitter, signal, receiver, and information destination.
• MODEM, front-end-processor, and multiplexor are devices used in data communication.

Types of Transmission

• There are two types of transmission: on-line data transmission and off-line data communication.

Networks

• Networks are collections of interconnected computers and devices that share resources and exchange data.
• The basic advantages of using networks include sharing resources, providing local facilities without losing central control, distributing work evenly, and improving communication facilities.

Components of Network

• The three basic hardware components of a data communication network are computers, devices, and transmission media.

Network Topologies

• Network topologies define the physical and logical arrangement of devices and connections in a network.

Internet

• The internet is an international network of networks that connects different types of users, including academics, industries, governments, and individuals.
• It allows users to locate and retrieve information, send messages, and share resources.

Characteristics of Computers

• Computers have the ability to execute instructions at high speed, accurately, and consistently.
• They can store and process large amounts of data, perform repetitive tasks, and handle complex calculations.
• Computers are also automatic, versatile, and can handle large volumes of data.