notes

information processing objectives 4-5

Module 1 – Objectives 04 & 05

• Distinguish Among Data, Information and Knowledge;
• Explain Information Processing;

Data , Info , Knowledge

Data : raw, unprocessed facts and figures

Information : processed data / data that has meaning added to it / results

when the data has been refined

Knowledge: is what we know , it happens only when human experience

and insights is applied to data/info (knowledge what someone has after
understanding info)

Information Processing

notes 1
 Manipulation of data to produce useful info.

Types of information processing: MANUAL info. processing and Automated

Info. Processing

Main acitivies of the INFORMATION PROCESSING CYCLE:

Input (raw data) —> Process (Manipulate /refine) —>Output (info)

Info. Processing Terms

Input- retrieval of raw data from environment + delivering it to the
computer

Processing- manipulate, refine, process the data to produce useful info.

(organised, meaningful facts for the user)

Output- after data has been refined + manipulated into useful info — the
info is displayed to the end users

Storage- saving the info for future use

Manual Information Processing

Key pointers
Humans are required to perform all the tasks

Does not require technology to be used to convert data —> info

Greater creativity in the data processing activities , people are more

inclined to work

Simple, not much training required

Eg: typing letter on a type write —> place in envelope —> seal envelope —>
post

Problems / Disadvantages
Slow speeds of getting data processed

Inefficient process

notes 2
 Need to protect the paper that it is stored on

can be repetitive when attempting to reuse data

querying info. is not easily accomplished

Steps of Manual Processing

C.C.A.P.D
Collect: gathering data

Collate: combining the data gathered

Analyze(processing): examine data gathered / make it useful

Present: put the data gathered in a useful form in order to gain meaningful
output

Disseminate: distribute the output to relevant users

Automated Info. Processing

Key points
technology tools and facilities are used to assist the processing of data into
info.

includes use of machinery (typewriters , computers, ATM machines )

which uses electricity

technology replaces human labour

notes 3
 examples: mail merge, photo copier (millions of copies, sort, staple, collate,
duplex)

Automated Info. Processing : Advantages / Benefits

fast , reliable , convenient way of processing data

high efficiency + flexibility in carrying out data processing activities +

retrieval of data by using tech.

easy to query + update data

data stored in the system can be reused multiple times

Disadvantages of Automated Info. Processing

costly to set up

dependence on automated tech. increases laziness

when technology fails, the system can no longer operate

have the potential to fail and can lead to danger in human life (eg. failed
elevators / failed smoke detectors)

Steps of Automated I.P.

Input: data capture / data entry

Process: analyze, sort , calculate

Store: cataloguing data so that it can be located + displayed on request

notes 4
 Retrieve: pull / recall from storage

Output: present + disseminate

Information Systems
Organized system that processes data (i.e. raw facts) + produces info. for
decision-making, progress reporting + for planning/evaluation of programs

Can either be manual / computerised (automated) or a combinationof both

Automated Info. System: an assembly of computer hardware, software,

firmware / any combination of these, configured to accomplish specific
info-handling operations such as communication , computation ,
dissemination , processing + storage of info.

included are: computers , word processing systems , networks ,

Management information systems are a common eg. of automated info.
systems.

Examples of Manual Information Systems

Staff attendance recorded in notebooks

Payroll calculated in physical ledger books

Letters done by hand + typewriters instead of word processors

Handwritten reconciliation of sales / purchasing activites

Sales processing done using basic cash registers/handwritten bills

Inventory recorded in physical notebooks

Examples of Automated Information Systems

ATM transactions

Airline reservations

notes 5
 Manufacturing inventory control systems

POS - point of sale systems

Payroll database management system

Benefits (reasons for the use) of Info. Systems

Main :

Enhance speed of processing + Assist in a more objective

retrieval of data eg: I.S. can decisions making
perform calculations/process
Increase accuracy : more
paperwork much faster than
accurate calculations that
people
humans
More realiable: can get same
Can provide new efficiencies :
results using same input all the
ATM , telephone systems ,
time
computer controlled airplane air
Enables storage + retrieval of terminals
large volumes of data

Better communication - the

Allow for multitasking
internet distributes info instantly
to many people across the world

Extra:

Expanded scope for using the i.s. , widening scope of analysis

More efficient

More flexible : eg integrating different business info, sub-systems

Enhance presentation of info.

Can help companies learn more about purchase patterns and preferences
of customers

Have made possible new medical advances in surgery + patient monitoring

notes 6
 Negative (problems) Impact of Info. Systems
By automating activities that were Heavy users of I.S may suffer
previously performed by people from repetitive stress injury ,
info. systems may eliminate jobs techno stress + other health
provs.
May allow organisations to
collect personal details about Internet can be used to distribute
people, that violates their privacy illegal copies of
software/books/articles
System outages can cause
shutdown of business / Can be expensive to set up info.
transportation services, system
paralyzing communities
Sometimes there are issues with
training personnel to use system

There might be resistance to

change

I.S. rapidly changing therefore

increase in problems with
obsolescence

notes 7