Notes 2024-2025 Unit 2 Information Technology F6.pdf

Information Technology  Data must be organised to be meaningful to an organisation. Information Management Constructing, organising and managing data within a Topics database. Appreciating the evolution and...

Information Technology  Data must be organised to be meaningful to an organisation. Information Management Constructing, organising and managing data within a Topics database. Appreciating the evolution and importance of data storage and formats of data retrieval. A database management system  An organized collection of data that is stored and managed so it can be easily accessed, retrieved, updated, and Database analyzed. Databases are essential for storing large amounts of structured information in a way that allows for quick retrieval and manipulation.  Database Management (electronic) System (DBMS): Software that allows DBMS users to interact with the database content to create, read, update, and delete data.  Data Integrity: Ensures that the data is accurate and consistent across all entries. Advantages of Efficient Data Retrieval: Queries using a database allow for fast searching and filtering of data. Data Security: Access controls ensure that only authorized users can view or modify data.  Concurrency: Multiple users Advantages of can access and update data simultaneously without using a database conflicts. Backup and Recovery: Most databases support data backup and restore capabilities in case of system failures.  Schools: Manage student Example Use records, grades, and attendance. Cases of Businesses: Track customer Databases information, sales, and inventory. Healthcare: Store patient records and medical history. E-commerce: Manage product catalogs, customer orders, and transactions. Terms used in Database Fields Information Records Tables Management Files Databases Database management systems.  An area within a database table designed to hold a particular piece of data. A single attribute or column in a table, and each field holds a specific type of information for all records Field (or rows) in that table. For example, in a table of employee records, fields might include: ○ Employee ID (integer) ○ First Name (string/text) ○ Hire Date (date) Fields are often defined by their data type and this determines what kind of data the field can hold.  A collection of related data entries that represent a single item or instance in a database Record table. Each record contains one value for each field (or column) in the table, with each value corresponding to a specific attribute of the item. Example of a simple database record  A a structured way to store data within a relational database. It consists of rows and Tables columns, much like a spreadsheet, where: ○ Rows (or records) represent individual entries. ○ Columns (or fields) represent different attributes or properties of the data. Example of a simple database table Investigative activity How data storage and formats of data retrieval have changed over time  Brief history of storage devices Volumes of data to be stored Main Topics Compression utilities Access method and speed Benefits and Challenges  Each of these storage Brief History technologies has of Storage contributed to the Devices advancement of computing by providing different solutions to meet the needs of data storage and retrieval over time.  The earliest form of Punch(ed) Cards computer storage involved punch cards. (1800s - 1970s) Used in the 19th century for data processing. These cards stored data by punching holes in them.  Developed for storing large amounts of data Magnetic Tape sequentially. It was widely used for (1950s - 1970s) data backup and archival purposes Allowed for larger storage capacities compared to punch cards.  A type of data storage device that uses magnetic patterns to record information Magnetic Disk It stores data on magnetic platters. (1956 - present) This technology evolved over time, with increasing storage capacities and decreasing physical disk sizes.  Introduced by IBM in the early 1970s, floppy disks Floppy Disk were a popular form of (1970s - 2000s) portable storage. They were available in various sizes, with the 3.5-inch disk becoming a standard.  CDs, DVDs, and Blu-ray discs use laser Optical Disc technology to read and write data. (1980s - present) They became popular for media distribution and data storage in the late 20th century. Solid State Drives Use flash memory (ssd) instead of spinning disks. (1990s - present) Offered faster access times and greater durability compared to HDDs.  USB flash drives provided a portable and convenient means of storing and Flash Drives transferring data. They use NAND flash memory (2000s - present) (a type of non-volatile flash memory that stores data even when there's no power) They are available in various capacities.  Cloud storage allows data to be stored on remote servers accessed via the Cloud Storage internet. (2000s - present) It provides scalable storage solutions and has become increasingly popular for both personal and enterprise use. Cloud Computing Explained  About They use proprietary Compression algorithms to Utilities eliminate redundancies and make the data more compact.  Compression These tools help reduce file sizes, save disk Utilities space, and make file Examples transfers faster and more efficient. WinRar Users choose a tool that WinZip 7zip balances compression speed, file compatibility, and ease of use.  1. Speed 2. Efficiency Main advantages 3. 4. Cost Data Quality: completeness, of digital Storage validity, consistency, timeliness and accuracy. 5. Data handling and processing  How quickly it can read and write data. Speed Crucial for system performance, as faster storage allows for quicker access to files, faster boot times, and smoother operation of applications. Different types of storage devices have varying speeds based on their technology, interface, and architecture.  How effectively data is stored, Efficiency accessed, and managed, maximizing the use of available storage resources while minimizing waste, redundancy, and unnecessary costs. Efficient digital storage systems are important for optimizing performance, reducing costs, and ensuring scalability.  The expenses associated with storing and managing data. Cost Influenced by multiple factors: ○ type of storage required ○ Capacity requirement ○ performance requirements ○ management requirements. ○ Physical or cloud based  Organizations and individuals can optimize costs by: Cost ○ selecting the right combination of storage technologies ○ implementing efficient data management strategies ○ using scalable cloud storage solutions where appropriate. Balancing performance and cost is key to ensuring effective digital storage.  Refers to the integrity, accuracy, and reliability of data stored in digital formats. Data Quality Several factors may influence the ability to retrieve and use data effectively over time. ○ Integrity ○ Accuracy ○ Backups ○ Hardware quality ○ Environmental Factors ○ Security and Data compatibility  The extent to which all necessary data is present, without omissions, across Completeness the entire dataset. Elements of completeness include: ○ Data capture, transfer & storage ○ Data versions & validation, Incomplete data can lead to inaccurate analyses, flawed conclusions, and operational inefficiencies.  Refers to the accuracy, reliability, and integrity of data in digital form. Essential for making sure that the Validity information being used or processed is correct, trustworthy, and serves its intended purpose. Example: In a school context, maintaining the validity of digital data (such as student records, test results, and educational content) is crucial for smooth operations and decision-making.  Refers to ensuring that data remains uniform and accurate across different systems, formats, or processes. Consistency It means that the same piece of data should be identical wherever it appears or is used, whether in multiple databases, documents, or systems. Data consistency is critical in maintaining reliable information, particularly in environments like schools where various systems (e.g., student management systems, gradebooks, attendance logs) often interact.  Refers to the degree to which data is up-to-date and available when needed Timeliness for decision-making or operations. It focuses on ensuring that data is entered, updated, and shared promptly. Example: In a school setting, timely data is essential for ensuring that actions, reports, and decisions are based on the most current information available.  Refers to the processes involved in the collection, storage, processing, security, and sharing of digital data. Data Handling Example: In a school setting, effective data handling is essential for managing sensitive information such as student records, grades, attendance, and administrative data. Proper handling ensures data accuracy, security, and availability while adhering to privacy laws and institutional policies.  Refers to the manipulation and transformation of raw data into meaningful information using Data various computer-based Processing systems and software. It includes collecting, organizing, analyzing, and storing data to derive useful outputs such as reports, insights, or real-time updates.