Podcast
Questions and Answers
Which type of file contains data that is updated regularly based on transactions?
Which type of file contains data that is updated regularly based on transactions?
- Temporary Files
- Transaction Files
- Master Files (correct)
- Security Files
What is the main purpose of Security Files?
What is the main purpose of Security Files?
- To become permanent records of financial data
- To serve as backup files for master or transaction files (correct)
- To maintain up-to-date records for transactions
- To temporarily store data during processing
In information retrieval, what does the process of sorting involve?
In information retrieval, what does the process of sorting involve?
- Arranging outputs in a specific order (correct)
- Accumulating all transactions into a single file
- Highlighting records according to specific criteria
- Searching for specific records in a database
How are Transaction Files typically managed after their data is processed?
How are Transaction Files typically managed after their data is processed?
Which of the following activities is NOT part of data manipulation?
Which of the following activities is NOT part of data manipulation?
What does the term 'data' refer to?
What does the term 'data' refer to?
Which of the following best describes a field in a computer file?
Which of the following best describes a field in a computer file?
What is the primary function of data processing?
What is the primary function of data processing?
What comprises a record in a file?
What comprises a record in a file?
Which statement accurately defines a database?
Which statement accurately defines a database?
How can information be defined in relation to data?
How can information be defined in relation to data?
What is the relationship between a file and its records?
What is the relationship between a file and its records?
What is the significance of a fixed field in data organization?
What is the significance of a fixed field in data organization?
Flashcards
Master Files
Master Files
Permanent files that store information about a company's core data. They are updated regularly with transactions.
Transaction Files
Transaction Files
Temporary files that store information about transactions, such as sales or purchases. They're often used to update master files. After the transaction, the file is usually emptied.
Security Files
Security Files
Backup files that are kept for recovery in case something happens to the original master or transaction files.
Searching Data
Searching Data
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Sorting Data
Sorting Data
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Field
Field
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Record
Record
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File
File
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Database
Database
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Information
Information
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Data Processing
Data Processing
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Data Processing Activities
Data Processing Activities
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Data
Data
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Study Notes
File Management System
- Data: Plural of "datum," representing facts, observations, assumptions, or occurrences. Represented by symbols (letters, numbers, special symbols). Hierarchical organization is recommended.
Data Organization
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Field: A single data item within a file. Can be fixed (e.g., employee ID) or variable (e.g., customer name) length.
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Record: A collection of related fields, representing a unit of information (e.g., student record with student number, name, level, department).
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File: A collection of records for a specific application. Stored on various media (floppy disks, magnetic tape, magnetic disks, flash drives, memory cards).
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Database: A collection of related files for a specific application.
Information and Processing
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Information: Data transformed into a meaningful and useful form for a specific purpose. No precise definition of when data becomes information.
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Data Processing: Manipulating data to give meaning or transform it into information. Involves collecting, assigning meaning, communicating, and retaining data.
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Data Processing Activities: Collection (originating, measuring, recording), Conversion (coding, classifying, verifying, transforming), Manipulation (sorting, calculating, summarizing, comparing), Storage (storing, retrieving), Communication, Reproduction
Types of Data Management Files
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Master Files: Permanent files updated with transactions. Contain permanent and transaction-changing data.
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Transaction Files: Files accumulating records at specific points in time (e.g., daily sales transactions). Emptied after use, often for updating master files.
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Security Files (Backup Files): Backup copies of master or transaction files used for replacement or reconciliation, not for regular processing.
Information Retrieval Methods
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Searching: Locating a specific record (e.g., SQL statement).
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Selecting: Highlighting and displaying records based on specific categories.
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Sorting: Arranging outputs in a specific order (e.g., alphabetically, numerically, chronologically), either ascending or descending.
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