Organisation of Data Flashcards

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1
Q

Field

A

Part of record designed to hold a single data item of a specified type

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2
Q

Record

A

Collection of items (may be of differing data types) relating to an individual or object

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3
Q

Master file

A

The principal source of data for an application Semi permanent file which contains some data that may change whenever a transaction
occurs

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4
Q

Transaction file

A

data file in which transaction records that relate to entries in a master file are stored

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5
Q

Data validation

A

A check made by the program to ensure the data entered is reasonable

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6
Q

Range Check

A

The computer checks that data must be a value that falls between two predefined values

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7
Q

Presence Check

A

The computer checks that a value must be entered,

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8
Q

Format Check

A

The computer checks that the data must conform to a prescribed layout (specific numbers or letters)

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9
Q

Data Type

A

The computer checks that the data must be of a specific type (number, text, Boolean, etc.)

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10
Q

Fixed Value / Drop

down

A

The computer checks that the data must conform to one of the values in a predefined list

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11
Q

Data verification

A

Checking transferred data by comparing copies of the data before and after transfer to ensure the data are accurate.

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12
Q

Double Entry

A

Normally the user will have to type in twice. Both entries are compared

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13
Q

Proof reading

A

Read before you submit to compare both

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14
Q

Serial file

A

A file that contains data collected in consecutive manner in no particular order (e.g. cashpoint transactions)

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15
Q

Sequential file

A

A file that contains data or records are stored, one after another, in a defined order ( e.g. Class register by surname)

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16
Q

Indexed

Sequential

A

A file that contains data (records) ordered in primary key sequence.
Another file also has an index to allow data to be accessed directly

17
Q

Random access

file

A

Hashing algorithm is used on key field to calculate the location for the record in the file

18
Q

Header

information

A

Data stored within the file about the file e.g. file name, file size

19
Q

Fixed length

records

A

Each record is of the same length (each field in the record has a fixed number of characters)

20
Q

Variable length

records

A

One or more fields within the record can be of different length

21
Q

A generation file backup system

A

o This involves storage of three of the most recent
versions of master file. (grandfather – father - son)
o Useful if one version is corrupted: the previous
version(s) is still available.
o Data should

22
Q

Incremental backup

A

o Only backs up data that has changed and writes
over older back ups
o Useful as it saves storage space and is faster
than full backup
o Only allows the user to restore the most recent
backup.