There are often future implications that can arise as a consequence of the method of data organisation. Businesses may grow or their focus may change; decisions in regard to the organisation of data should be made with future needs in mind. For example, when creating a customer database it would be wise to include fields for fax and mobile numbers even if current requirements do not indicate a need for such data.
Selecting a suitable method of data organisation can greatly improve the efficiency of further processes. For example, spreadsheets are not designed for organising large tables of data; each cell is independent of other cells. Storing large tables of information in a spreadsheet makes selecting specific data and validating data cumbersome; dedicated database management systems (DBMSs) arrange data into records and fields to simplify such processes. Furthermore, each field should be represented using the most appropriate data type; databases provide this facility whereas spreadsheets do not allow such detail to be specified.
Redundant data is duplicate data, that is, the same data exists multiple times. The duplicate data may be within the same table in a database or it may be in different software applications used by the same organisation. For example, the sales department for a company maintains a list of contacts whilst the ordering department maintains a separate list of customers. Both lists are likely to contain many records for the same people, hence it makes sense for this data to be organised into a central database that can be accessed and used by both departments. If an address or phone number is altered then the altered data will be reflected throughout the organisation.
Redundant data can cause problems for both participants and end-users. Data entry personnel will have difficulties deciding which record to edit or may have to edit multiple records; assuming that they are even able to ascertain that a duplicate record exists. End users will become frustrated as orders are sent to old addresses and duplicate mail-outs are received.
Consider the following:
The salesmen at a large car dealership enter the details of new and potential customers into the company’s database. After each promotional mail-out the company was receiving an ever-increasing number of complaints due to customers receiving multiple mail-outs or customers receiving mail-outs when they had specifically indicated that they did not wish to receive such junk mail. The situation had steadily become more significant as the dealership expanded.
In an attempt to solve the problem the dealership removed all duplicate records where the address fields were identical. Unfortunately this caused further problems, customers complained that they were not receiving notices in regard to servicing their vehicles and others began receiving bills for work done on their flat mate or family member’s vehicles.
GROUP TASK Discussion
Describe the likely organisation of the dealership’s data that resulted in the above problems. Suggest a more suitable method of organisation.
Explain how each of the following methods of organisation affects later information processes.
(a) Letters of the alphabet represented as bitmap images rather than text.
(b) Numbers represented as text rather than numeric.
(c) Video represented as a sequence of different image files rather than as one video file.
Suggested Solutions
(a) If the letters are represented as text, they are stored as their equivalent ASCII values. This allows individual characters to be identified and processed. If they are stored as bitmap images then it is difficult for the computer to determine which character is represented by which bitmap image. This means none of the text processing features are possible. For instance, ASCII codes are arranged in alphabetical order but there is no order to the bitmaps so sorting is difficult.
In addition, an ASCII code requires a single byte of storage whilst a bitmap requires every pixel to be stored, therefore the total storage for the bitmaps will be enormous compared to its corresponding ASCII codes. Any processes will therefore take much longer when working with the bitmap images.
(b) If the numbers are represented as text, the digits can be sorted, but only in alphabetic (not numeric) order. Thus, 1, 110, 130, 11580 will come before 2, 240, 260, 25678. The text digits can be formatted, but not in a mathematical sense. For instance, they cannot be formatted to a number of significant figures or number of decimal places. More significantly the text version of numbers cannot be used to perform mathematical calculations as they have no intrinsic mathematical value.
If they are stored as numeric values, they can be formatted mathematically and sorted into numeric order (1, 2, 110, 130, 240, 260, 11580, 25678) and can be used in mathematical calculations.
(c) Representing a video clip as a series of separate image files (as in an animated GIF sequence) means that while it is possible to display these in fast succession for a small number of images, it becomes increasing slower to present a smooth animation in the same way for large numbers of image files.
If all of the separate image frames are combined and stored as one video file then the size of the file can be reduced enormously as only the changes from one image to the next need to be retained rather than each entire image. Also, it is possible to edit the file using video editing software adding sound effects and background music to specific places in the video clip.
HSC style question:
GROUP TASK Discussion
Describe situations where each of the above inappropriate methods of organisation actually occurs.
GROUP TASK Discussion
For each of the above, suggest suitable software that could be used to reorganise the data into its more appropriate representation.
SET 4C
1. Which of the following is true of all records in a database table?
(A) Each record contains exactly the same number of characters.
(B) All records contain the same fields.
(C) Every field must contain data.
(D) They are stored in record number order.
2. Indexes are created for database tables to increase the speed of:
(A) searches and sorts.
(A) are displayed exactly as stored.
(B) are always used to specify hyperlinks.
(C) are instructions that are not displayed.
(D) are ignored.
4. The best description of redundant data is:
(A) data that is accessed and used by many different users.
(B) data that is incorrect or is out of date.
(C) data that exists multiple times.
(D) copies of data that are maintained for security reasons.
5. Which of the following software
applications organises data into a sequence of slides?
(A) website creation software.
(B) desktop publishing software.
(C) video processing software.
(D) presentation software.
6. Increases in the use of hypermedia are largely a result of which of the following?
(A) The different types of software now available.
(B) Advances in display technology.
(C) The increase in use of the World Wide Web.
(D) Different methods available for organising data.
7. A data dictionary is used:
(A) to describe the contents of each record within a database table.
(B) to specify the size of each data item held in a database table.
(C) as the basis for selecting and sorting data within a database table.
(D) to specify the data type, and various other attributes, of each field in a database table.
8. A JPEG file is opened within a word processor. The file appears on screen as gibberish. The best explanation for this is:
(A) The word processor has converted the file into a format it understands.
(B) The JPEG file was corrupted prior to it being opened.
(C) The word processor has opened the file as a text file.
(D) The JPEG filename extension is incorrect; it is really a text file.
9. Card catalogues are, or were, used:
(A) to store non-computer data such as books, video cassettes and audio tapes.
(B) to hold documents that are difficult to digitise.
(C) to sort larger collections of data differently to their physical order.
(D) to reorganise data into different formats.
10. What is the result of the following HTML code when viewed in a web browser?
<a href=”http://www.google.com”>Search</a>
(A) The browser would open the website www.google.com
(B) http://www.google.com would be displayed. Clicking on this hyperlink would open the Google website.
(C) A text box with a ‘Search’ label attached would be displayed.
(D) Search would be displayed, clicking on this hyperlink would open the Google website.
11. Describe the organisation of data within a database table.
12. Describe the organisation of data within an HTML document.
13. Describe TWO example scenarios where poorly organised data affects future information processes.
14. List and describe reasons why most offices still maintain paper-based filing systems.
15. Digital cameras and high quality inkjet printers have recently revolutionised the photographic industry. Research and discuss reasons why the digital organisation of image data has gained such widespread acceptance.
CHAPTER 4 REVIEW
1. Which of the following is NOT true of the organising process?
(A) It structures and represents data.
(B) It prepares data for use by other information processes.
(C) It alters the data in preparation for processing.
(D) It improves the efficiency of other information processes.
2. All data displayed on a monitor:
(A) must first be reorganised into one or more vector images.
(B) must first be reorganised into one or more bitmap images.
(C) must be reorganised into an analog signal.
(D) must pass through an ADC.
3. What is the best method of colour representation for full colour images to be included in commercial print publications?
(A) RGB as this best reflects the different light colours used to produce the final image.
(B) RGB as this best reflects the different ink colours used to produce the final image.
(C) CMYK as this best reflects the different light colours used to produce the final image.
(D) CMYK as this best reflects the different ink colours used to produce the final image.
4. Altering the size of each sample in an audio file from 16 to 8 bits would:
(A) reduce the volume of the sound.
(B) alter the frequencies within the sound.
(C) halve the number of sound samples.
(D) reduce the quality of the sound.
5. The aim of hypertext is to:
(A) randomly move from one idea to another.
(B) increase the efficiency of searches.
(C) better reflect the associations made by the human brain.
(D) structure the arrangement of data.
6. Resizing an uncompressed bitmap from a resolution of 640 by 480 to a resolution of 320 by 240 would:
(A) result in ¾ of the image being cropped.
(B) approximately halve the size of the file.
(C) reduce the file size by a factor of four.
(D) make each pixel one quarter of its original size.
7. The timeline within a video processing software application is used to:
(A) specify the sequence and timing of video and audio clips.
(B) generate the final compressed video file.
(C) ensure the final video file will be of the required size and resolution.
(D) detail the nature of the transitions between clips.
8. The best description of the organisation of data within a word processor is:
(A) A sequential list of characters, together with tables specifying various
formatting options applied to the text.
(B) A two dimensional table of ASCII values.
(C) A sequence of paragraphs, where each paragraph contains words and each word contains characters.
(D) A series of objects, where each object is represented as a collection of attributes describing the object.
9. In a spreadsheet each row:
(A) contains data of the same type.
(B) contains cells which are independent of each other.
(C) can contain labels, formulas, or values.
(D) defines a record.
10. Cell A1 contains the formula =B$2+$C$3 + D4. What would the formula become when copied into cell B4?
(A) =B$5+$D$7+D4 (B) =C$5+$D$7+E7 (C) =C$2+$C$3+E7 (D) =B$2+$C$3+D7
11. Determine the most appropriate type of software application for each of the following. In each case, justify your choice in terms of data organisation.
(a) Creating a company logo. (b) Designing a full-colour advertising leaflet.
(c) Preparing a budget. (d) Preparing photographs for use on a website.
12. Compare and contrast alternative methods for organising image data.
13. Compare and contrast the organisation of data in a spreadsheet with that in a database table.
14. List and describe the advantages of paper-based methods of organisation compared to computer-based methods.
15. “The method used to organise data has a profound effect on the efficiency of other information processes.” Do you agree? Justify your answer using examples.
In this chapter you will learn to:
• identify hardware requirements to carry out a particular type of analysis
• describe the best organisation for data for a particular type of analysis
• use software analysis features in a range of software applications to analyse image, audio, video, text and numeric data
• compare and contrast computer and non-computer tools for analysis on the basis of speed, volume of data that can be analysed, and cost
• analyse data on individuals for the purpose it was collected
Which will make you more able to:
• describe the nature of information processes and information technology
• classify the functions and operations of information processes and information technology
• identify and describe the information processes within an information system
• recognise and explain the interdependence between each of the information processes
• identify and describe social and ethical issues
• describe the historical developments of information systems and relate these to current and emerging technologies
• select and ethically use computer based and non-computer based resources and tools to process information
• analyse and describe an identified need
• generate ideas, consider alternatives and develop solutions for a defined need
• recognise, apply and explain management and communication techniques used in individual and team-based project work
• use and justify technology to support individuals and teams
In this chapter you will learn about:
Analysing – the process by which data can be represented and summarized so humans can better understand it
Hardware requirements for analysing, including:
• large amounts of primary and secondary storage allowing for fast processing
• fast processes allowing many rapid calculations Software features for analysis, including:
• searching/selecting data
• sorting
• modelling/simulations
• what-if scenarios
• charts and graphs to identify trends
• file comparison
Non-computer tools, for analysing, including:
• searching manual filing systems
• non-computer models and simulations with these
Social and ethical issues associated with analysis, including:
• unauthorised analysis of data
• data incorrectly analysed
• erosion of privacy from linking databases for analysis
5
TOOLS FOR INFORMATION PROCESSES:
ANALYSING
Analysing is the information process that transforms data into information; it makes sense of the data, changing it into a form or representation that can be understood by humans and used to obtain knowledge. Transforming data into information is a central aim of all information systems. They all collect data, transform it somehow into information, and finally this information is used to increase the knowledge of the system’s users. Hence the analysing information process is central to achieving the purpose of all information systems.
The analysing process does not alter the data; rather it makes use of the data to create information. Data is the raw material of analysis; however unlike production processes, analysis does not change or alter its raw materials. Rather the analysing process uses various techniques to examine and summarise, but not change, the raw data; information is created as a result of applying these techniques to the data.
Common analysis techniques include searching, selecting, sorting, charting and comparing data. The purpose of such analysis
is often to summarise the data, make predictions, identify trends or to simulate some real life situation. The information resulting from the analysis process will only be valid if the data is both valid and complete and the method of analysis is also valid.
Each of the other information processes exists primarily to support the analysing process. Collecting gathers data for subsequent analysis. Storing and retrieving allows data to be maintained for later analysis. Transmitting and receiving provides a method for different systems to share and analyse each other’s data. Processing alters
data in preparation for analysis. Organising prepares the data for each information process; in terms of the analysing process it organises the data prior to analysis and then after analysis the resulting information is organised in preparation for display.
Finally the information is actually displayed.
The ability of computers to examine vast quantities of data with incredible speed and accuracy make them excellent tools for analysis; manually performing such processes is tedious and prone to errors. In this chapter we examine hardware requirements necessary for various types of analysis. Software controls hardware, hence we examine various software features of particular use during the analysing process. We then consider non-computer analysis tools and finally examine social and ethical issues associated with the analysing process.
Fig 5.1
Analysing transforms data into information.
Information system
Displaying Analysing Other
information processes
Organising
Data
Information
Information Information
Data