3. Data Preparation

The first stage in the data processing cycle is to collect the data and prepare it in such a way that computers can understand it..

Operators also have to make sure that the data entered in is accurate, because if you put Garbage In (rubbish) you will get Garbage Out or GIGO

 

Movie: Introducing Data Preparation

 

Data Collection and Preparation Methods.

There are a variety of methods used in CDP to collect and prepare data.

 

a. Bar Codes

Almost everything nowadays has a bar code..

Bar codes consist of a series of lines that represent numbers. These codes are read into the computer, using laser light scanners, and converted into binary form before being sent for processing.

Using bar codes is a very fast and accurate way of entering data into a computer system.

Once an item has been given a bar code it enables a computer system to instantly identify it. In the Airport Movie, British Airways uses bar codes to identify passengers’ baggage. A bar code is printed for each piece of baggage that enables BA’s computer systems to track baggage all around the world.

 

b. Magnetic Stripe

On the back of bank and credit cards there is a stripe of a magnetic material that can be used to hold information.

When the card is inserted into the cash dispenser the bank’s computer can read the information in the magnetic stripe.

These are used by shops and Cash line machines throughout the airport. Magnetic stripes are simple to operate. Using cards with magnetic stripes is a quick and accurate way to enter account details into the system.

They have one major disadvantage: they are relatively easy to forge. Criminals use forged magnetic strip cards to carry out fraud. In order to counter this people have developed the smart card.

 

c. Smart Cards

Smart cards have a microchip and on-board memory instead of a magnetic stripe to hold information.

The microchips can hold a lot more data and are much more difficult to forge. Because of this they are already beginning to replace the magnetic stripes on bank cards and credit cards (although many for now have both storage methods). Smart cards are in use in shops throughout the airport.

 

Because smart cards can hold information that can be regularly updated and are difficult to forge, they have many potential security uses throughout the airport helping the authorities make sure that only authorised personnel access sensitive areas around the airport.

 

 

 

d. Magnetic Ink Character Recognition (MICR)

MICR is the system of using magnetic ink to print information on cheques. MICR is used by banks to speed up the processing of cheques by passing them through an automatic MICR reader that can process thousands of cheques in an hour.

It has the added advantage of making cheque forgery difficult for criminals. The shops around the airport accept cheques in payment for goods.

 

e. Optical Character Recognition (OCR)

A device called an Optical Character Reader is able to recognise text and numbers, either typewritten or written by hand and read them directly into a computer.

Scanners with suitable OCR software can be used to read pages of text into word processing programmes.

One big advantage of entering data this way is that it saves the time spent typing all the information out again.. Care has to be taken though, because badly formed text can't be recognised or may be recognised as other letters.

Click the button below to see a movies of how this is done!

Movie: How OCR Works

 

f. Mark Sense Cards

These are pre-prepared cards like Lottery tickets or documents such as order forms that have particular spaces for marking with a pencil or pen.

A mark sense reader, a special input device, connected to a computer reads these marks by scanning.

Mark sense documents are popular for collecting and entering data from multiple choice questionnaires or exams.

Watch the movie below to see an example of mark sense readers in action!

Movie: Marked your Card! Movie: Mark Sense Reader in Action

 

 

 

What you have to do!

Either in a new Word Document or in your Brain. Under a Sub Heading Preparing Data for Processing complete the following tasks.

1. From the airport movie describe the locations in the airport where the following forms of input are found:
   • magnetic stripe cards
   • smart cards
   • MICR
   • bar codes.
2. Give at least three pieces of information contained in the number of a barcode.
3. Explain why you think price is not included as part of the bar code.
4. What method of gathering data is used with the National Lottery.
    

 

 

What you should now be able to do!

• Describe various methods of preparing items for the start of the commercial data processing cycle.

• Explain some of the advantages and disadvantages to each method.

• Understand the various pieces of information contained within bar codes.

• Explain why the price is not included as part of bar code information.

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Continue to 4. CDP Cycle: Data Input & Validation