Grade 11 Notes: Data Processing and Information Systems

In normal everyday speech the terms data and information are used interchangeably. However, in the context of data processing and information systems the terms have distinct meanings.

• Data relates to facts, events, and transactions and so forth.
• Information is data that has been processed in such a way as to be meaningful to the person who receives it.

Characteristics of good information

1.Purpose- information must have purpose, otherwise it is useless. It might have an immediate purpose or it might be filed away for future use, even if it is just being held because it might be needed one day. When information is used, it should be good enough to fulfil its purpose. Whether information fulfils its purpose adequately will depend on:

• whether it is relevant;
• whether it is complete;
• how accurate it is;
• whether it is clear to the user;
• whether the information user has confidence in the information or is inclined to mistrust it.

Since information should have a purpose, the information users ought to be identifiable. The information should be designed for the needs.

2. Volume- the information available to an information user might vary in volume as well as scope.

3. Timeliness- information might be communicate when it is needed, or it might be delayed.

4. Channel of communication- information can be communicated in a number of different ways. A path or medium by which information is transmitted is known as a channel of communication. Some examples are:

• written reports
• graphs or visual displays
• telephonic conversation
• management meetings
• informal discussions
• broacast media such as TV, Radio & videos
• Noticeboards
• the Internet.

5. Cost- it costs money to collect and process. Information costs money to communicate and file away.