Data Processing

Topics Covered:

Data processing and its need

Steps in data processing

Objectives of data processing

Operations of data processing

Methods of data processing

Data Processing:

It is the process of converting the data into directly useful form by

applying some manipulations and calculations. Data processing can be

performed manually or electronically.

Need for data processing:

Data processing came into existence to maintain increasing need of

complex information. It can assist in handling the paperwork for an

ever-increasing volume of data. The processing of data usually requires

performing repetitive operations with few variations on one document

after another.

Steps in data processing:

Various steps involved in data processing are:

1.Identifying the data: The first step in data processing is to collect

related facts from the source document. e.g. marks collected from

checked answer sheets.

2.Input: After collecting these facts needed to be given to data

processing system. The input of data into a data processing system

occurs when data stored on the documents is recorded in some form

acceptable for entry into the data processing system. e.g. information of

an employee recorded in a time card is an input for pay roll system.

3.Processing: It is a step of applying calculations on data to convert it

into directly useful form. Before actually processing input may need

shifting, sorting, rearrangement and validation checks. After this various

calculations are applied on data to convert the data into more useful

form. e.g. finding topper of class using marks of different students is

processing.

4.Output: Main purpose of data processing is to provide meaningful

related information. Output refers to the final result obtained after

processing the data. e.g. Result obtained after processing marks is an

output.

5.Distribution: It means distribution of output to different persons. The

document that contains output is known as report, e.g. Mark sheet is a

report.

6.Storage: It refers to the storage of processed data. This storage is kept

for future use. The stored data may be directly useful or may be used as

input for next stage processing.

Basic pattern of data-processing

Input OutputProcessing

Objectives of data processing:

Major objectives of data processing are:

Handling large volume of data: basic objective of data processing is

to handle large volume of data so that organization can work efficiently.

Provide timely information: Different types of information are

required in organization. Data processing provides accurate and timely

information.

Storage and retrieval of information: Through data processing

information can be stored and retrieved as and when necessary.

Helps in decision making: To work properly there is a need of

decision making. Data processing helps in accurate decision making by

providing accurate and timely information.

Improve productivity: To improve productivity various checks are

identified and applied. Data processing helps in confirming such

activity.

Data processing operations:

Major operations involved in data processing are:

Data generation: It is the process of collecting the facts. These facts

can be collected through observations or interviews or using some

source document.

Classification: It is an activity of dividing the data or identifying the

like data on the basis of one or more characteristics. e.g. employee time

cards may be grouped by departments.

Sorting: After data is classified, it is usually necessary to arrange or

rearrange the data into some logical order. This arranging or rearranging

procedure is called sorting. e.g. Employee time cards classified by

department may be sorted by employee’s last name.

Calculations: The arithmetic manipulation of data to create meaningful

results is known as calculation. This operation is the most significant

part .This operation results in conversion of data into information. e.g.

after classification & sorting of time cards net pay for each employee

may be calculated.

Summarizing: Finally data must often be reduced to a meaningful,

concise form. This process is called summarizing.

Data retrieval: It is the process of searching the data. The data retrieval

from the file may be retrieved in sequential or direct manner.

Reporting: It is the last operation of data processing. In reporting, the

result of data processing is made available to others. The processed

information may be reported in different manner depending upon the

need and use of the information.

Methods of data processing:

Data can be processed in any of the following ways:

-Manual -Mechanical -Electronic

Manual data processing: It is a method in which all processing is done

by human beings. It is the common type of data processing. The human

beings receive data through his five senses, store it in brain which act as

control and logic unit and books, reports, records etc. act as external

storage, using this human being perform many operations on data and

provide results. It is a slow and error prone method.

Functions of manual data processing system

Data information

n

PROCESSING

PERMANENT STORAGE

CENTRAL PROCESSOR

TEMPORARY STORAGE

A DESK

INPUT OUTPUT

INPUT TRAYS

OUTPUT TRAYS

FILING CABINET

ACCOUNTATNT

Mechanical data processing: It is a method in which mechanical tools

like adding machines, cash registers, calculators etc. are used for fast

calculation, analysis and retrieval of data. These tools provide

advantages like speed, accuracy, neatness, effective control etc.

Electronic (Computerized) data processing: Commonly known as EDP.

it is a method which use computer for processing. The characteristics of

computer such as high speed, accuracy, capability of storing large

amount of data has made it the most powerful tool for data processing.

Functions of electronic data processing system

Data information

n

PROCESSING

PERMANENT STORAGE

CENTRAL PROCESSOR(ALU)

TEMPORARY STORAGE (main memory)

Magnetic core, semiconductor memory etc.

INPUT OUTPUT

KeyboardCard

readerMICROCRetc.

MonitorPrinter

etc.

Cards,tapes,disk etc.

Thanks!!