INFORMATION TECHNOLOGYSection Five – Information Processing

Grade 11/_____ Date: ___________

Name: __________________________________________

Objective: 1. distinguish between data and information; (Data as raw unprocessed facts; information as processed

data. )2. explain the characteristics and functions of Information Processing;

Forms of Information Processing: Automation

process control Acronym : a p i c i m s commercial industrial scientific data processing information retrieval management.

3. identify the sources of data in specified application areas; (Source document, turnaround document, machine and human readable document.)

Data and InformationIn the context of data processing, data are defined as numbers or characters that represent measurements from observable phenomena. Information may be defined as a meaningful answer to a query. The processing is usually assumed to be automated and running on a computer. A computer is a machine which manipulates data according to a list of instructions which makes it an ideal example of a data/information processing system. Information Processing can be described as a cycle, where data (which may have no inherent meaning to the user) is converted into information (which does have meaning to the user).

Characteristics and Functions of Information Processing

Forms of Information ProcessingAutomation is the use of computers to perform previously manual tasks. Industrial automation is the use of control systems such as computers to control industrial machinery and processes, replacing human operators.

A control system is a device or set of devices to manage, command, direct or regulate the behaviour of other devices or systems. We can use information processing systems to control machines automatically. E.g.:• factories are often largely automated e.g. manufacturing chemicals, packing goods.• Some factories use robots to manufacture goods such as automobiles• The signalling systems on many railways across the world are controlled by computers, to

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ensure that the trains pass safely• Most electronic equipment in the home have some element of computer control e.g. video recorders, digital televisions, digital cameras, washing machines, microwave ovens, cell phones

There are two main types of control systems:Automation systems – carry out straightforward tasks, such as running through a program on a washing machine. They do this without any human involvement at all. Once an automation system has been switched on it follows a set of predetermined actions to the end.

Process control systems – are used in manufacturing in which actions are changed depending on feedback from sensors. They are used for more complex operations. They constantly check the state of play and change the actions in response.

Commercial Data Processing – computer systems are used in many businesses to carry out some time-consuming administrative tasks. Eg.:• Payroll – calculating how much each employee should be paid every month• Orders – recording orders that customers place with the business and then keeping track of when the goods are sent• Sales – in a shop, dealing with purchases at the till• Invoices – sending requests for payment to customers and other businesses• Payments – paying other businesses who have supplied materials and services• Accounts – keeping track of all the payments made by the business and income• Budget – planning finances in the future• Correspondence – sending letters and emails to suppliers and customers• Marketing – designing packaging and advertising• Security – using door entry systems

In some cases these activities run fairly automatically: in other cases employees use software to help them with their work.

Industrial Data Processing - processes are procedures involving chemical or mechanical steps to aid in the manufacture of an item or items, usually carried out on a very large scale. Data processing is used in:

• Computer Aided Design – using computers to design products (manufacturing businesses)• Computer Aided Engineering and Computer Aided Manufacturing – using special software to develop and test products (manufacturing business).• Control systems – controlling the processes used when manufacturing products (food and chemical industries)

Scientific Data Processing - scientist can gather a lot of data during an experiment. Sometimes they will use sensors to capture data over a period of time. In other experiments the scientists themselves may be recording readings on a source document. They will use statistical methods to analyse the figures they have collected and often display the results in a chart.

Information Retrieval and Management

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When data is stored it should be accurate, up to date, structure in a way that makes it possible to search for specific data and stored on a suitable storage medium. If this is done then it makes information retrieval easier.

Information retrieval is when data stored on a computer system is searched and the relevant information is found.

Information management ensures that all data is input accurately, stored correctly, retrieved easily and output in a way provides useful information.

Sources of DataSource Document - is a document in which data is collected for entry into a computer system.Examples of source documents include:

Medical records Lab reports Subject diaries X-rays ECG printouts

A turnaround document - is a document that has been output from a computer, some extra information added to it, and then returned to become an input document. For example, the document on which electricity meter readings are recorded is then used as a source of input for preparing electricity bills.Therefore it is a machine readable document that has some information printed on it by a computer but has more information added to it by a human. It is then fed back into a computer to transfer this newly added information. OCR and OMR are used together in a turnaround document.

They are used for:a. Verify the accuracy and completeness of information that has already been enteredb. Update information already entered with additional data.

They allow cheap, fast input of information into a computer system.

A machine readable - is a document from which the data can be ‘read’ by an input device such as a scanner or mark reader. For e.g. multiple choice exams, barcodes on labels of products sold in shops.

Human-readable - is any document that needs to be read by humans. Handwriting can be very difficult to read. Sometimes a series of boxes are placed on a form to try to force the writer to separate out the letters to make them clearer. The numerals that commonly accompany a UPC barcode are a human-readable form of the information present in the barcode. In the case of barcodes used in stores, laws frequently mandate that a human-readable price be displayed with the merchandise, rather than relying solely on the machine-readable barcode and price disclosure only at the point of sale.

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ISBN-13 represented as EAN-13 bar code showing both machine-readable and human-readable data.

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