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Data Management
• All of us perform data
management in our daily lives.
Simple activities require data
management.
• Suppose you want to buy
clothes. Firstly, you recall what
clothes you already have
(retrieve data). Next, you
decide what type of matching
clothes to buy (process data)

Data management is work that involves the
following 4 parts
• Collecting
• Storing
• Retrieving
• Analysing

Data collection
• Data collection can be done by
input devices such as
• Barcode reader
• Card reader
• OMR reader
• MICR reader • For example, when you move in or out of a
country, your passport is used as a form of
identification.
• With new biometric passports, you will be
identified through other means such as
scanning your thumbprint. Such a system will
need to capture data concerning your
thumbprint.

Effects of
Automated Data Processing

Example 1
• As a pupil, records are kept of your personal details,
education history and examination results. This
makes it very efficient to retrieve and update your
details.
• For instance, if you had lost your examination
certificate, all you need to do is pay a small
administrative fee and have it reprinted in a very
short time.

Example 2
• Your school’s library may also make
use of data processing to manage
records.
• The details of the books in your
library and loan records are stored
in a database.
• This makes it very easy to perform
functions like checking if a book is
available or on loan.
Retrieving your
record alone
would probably
take hours.

• With a digital library system, you are able to use self-service counters
for borrowing and returning books.

IDENTITY THEFT
• Data processing has also brought
about new problems like identity
theft.
• For example, when you call a bank,
the bank officer identifies you by
asking for your identification number,
D.O.B. and address. So, anyone
having this information can call the
bank and pretend to be you. This is
known as identity theft.

What are the 4 parts of data management?
• Collecting
• Storing
• Retrieving
• Analysing

Name the input devices used to collect data
from the following:
• Barcodes of products
Answer: Barcode reader
• Student’s multiple-choice answers on OMR forms
Answer: OMR reader

What kind of data can a biometric passport
contain?
• Capturing data concerning your (scanning) thumbprint

How does a self-checkout system in a library
benefit customers?
• With a digital library system, you are able to use self-service
counters for borrowing and returning books.

What is identity theft?
• Identity theft is anyone having your personal information and
calls the bank and pretend to be you.

Data Storage
• The most popular method of storing data is using paper. However,
paper has advantages as well as disadvantages.

Data Storage
• ADVANTAGES
• paper does not need electricity to work,
• it is easily portable,
• inexpensive; and
• does not require special equipment to retrieve written data.
• DISADVANTAGES
• Paper is not good at storing large amounts of data,
• Not a good media for searching information,
• When you need to copy data, paper is not a good media to use,
• Paper also does not stand the test of time. Pages yellow over time
and will fall apart.

Digital media
• Allows for large-scale storage and
retrieval of data.
• The hard disk is a popular form of
digital media because of its high
speed, reliability and low cost.
• Data is usually stored in databases.
• Database management software is
used to manage databases. For
example, Web-based e-mails use
databases to store e-mails.

Databases
• Database is a collection of data that is organised so that its contents
can easily be accessed, managed and updated.

• Do you know that databases are widely used in
schools? We can use databases to store information
such as:
• Staff data
• Student records
• Library book catalogue

Microsoft Access is an example of a Database software.
• An electronic database is a
database saved in a
computer. It is very
important as it allows data to
be stored and retrieved
quickly, reliably and securely.
• It can be used by companies
to derive useful information
about their business.

Data Value
• Data is valuable to many organisations. Some people
spend a lot of time looking at data and trying to make
sense of data.
• Data is valuable on 2 levels:
• Valuable inferences and predictions can be made from
data through data analysis.
• Data may be valuable to other people
for dishonest purposes. This include:
• Credit card numbers
• Social security numbers
• Other personal details
Social Security Number (SSN):
A nine-digit number issued to US
citizens, permanent and temporary
(working) residents.
Purpose: to keep track of individuals
for social security purpose.

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Cel 2 Data Management (Form 3) dated 4.8.14

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Cel 2 Data Management (Form 3) dated 4.8.14