Unit 3 Chap 9 & 10 (19 -29)

Question 1

What is data?

Answer 1

Raw facts & figures which haven’t been processed.

Question 2

What is information?

Answer 2

Data with meaning added i.e. processed

Question 3

Information =

Answer 3

Data + meaning

Question 4

What should you consider when designing a data capture form? (7)

Answer 4

Leave enough space for answers

Make sure all necessary details are added

Layout should be simple & logical

Separate into parts if filled by 2+ people

Make sensible use of available space

Instructions should be clear with examples if appropriate

A clear title should describe its use

Question 5

Why code data? (3)

Answer 5

Faster to type than full words

Faster for computer to form searches & sorts

Codes are designed to be unique

Question 6

3 things to consider when designing codes

Answer 6

Should always be the same length

Must be easy to use & remember

Mustn’t be too short

Question 7

2 problems with codes

Answer 7

Remembering what code represents

Staff may require training to use codes

Question 8

What is a database?

2 examples

Answer 8

Colletcion of information

Pupil details in a school

Product details for a business

Question 9

5 problems with databases on paper

Answer 9

Vast amounts of paper needed

Only 1 person at a time can use each document

Documents can get lost

Searching takes a long time

Gathering info from different docs takes ages

Question 10

4 advantages with computer databases

Answer 10

Large amounts of data stored in a small space

Can search quickly

Less likely to be lost

More than 1 user can see data at 1 time

Question 11

4 disadvantages with computer databases

Answer 11

Expensive to buy & install equipment

Collecting & setting up expensive

Staff need to be trained

If system fails you can’t access information

Question 12

What do databases contain?

Answer 12

Records, divided into fields.

Question 13

Data types? (4)

Answer 13

Text

Number

Date/time

Currency

Yes/No

AutoNumber

Question 14

What does text consist of?

What is AutoNumber?

Answer 14

Letters, symbols & numbers (Alphanumeric)

Unique value generated by access for each different record

Question 15

What is a primary key?

Answer 15

Unique value in each record

Question 16

What is a datafile?

Example?

Answer 16

Collection of related records stored in table with field headings

Participant File

Question 17

What is a record?

Example?

Answer 17

All the data connected with 1 item organised under field headings

Michael Alexander

Question 18

What is a field?

Example?

Answer 18

The column which holds the data

Surname

Question 19

What is a key field?

Example?

Answer 19

A field that uniquely identifies 1 record in a datafile/table

00053

Question 20

What is a flat file?

Example?

Answer 20

Database containing 1 table with all records contained in table under field headings. Contains data separated by commas or tabs such as in a csv file.

Participant File

Question 21

What is a relational database?

Example?

Answer 21

A database made up of a group of linked tables

Participants & Trainers

Question 22

What is a data redundancy?

Answer 22

Data unnecessarily duplicated

Question 23

What is data integrity?

Answer 23

Accurate, up-to-date data

Question 24

What is a link field?

Answer 24

A field in 2 tables

Question 25

What is an optical mark reader?

Answer 25

Optical Mark Reader Detect pencil mark by reflecting light on it

Question 26

Advantages of optical mark readers (3)

Answer 26

Fast method for lots of data (10,000 forms per hour) Only 1 computer needed More accurate than data being keyed in by a person

Question 27

Disadvantages of optical mark readers? (3)

Answer 27

If they don't fill the space or aren't dark enough, they won't be read correctly. Only suitable for recording a selection of answers, not text Needs answer on identical prepared forms.

Question 28

What is OCR?

Answer 28

Optical Character Recogition Scanner & special software. Scans text. Writing must be clear 95% accurate For postcodes at sorting offices

Question 29

Advantages of optical character recognition (3)

Answer 29

Cheaper Faster Can recreate tables & the original layout

Question 30

Disadvantages of optical character recognition (4)

Answer 30

Not 100% accurate Documents must be carefully checked & corrected If it is poor quality writing, more mistakes will be made Not worth doing for small amounts of text

Question 31

What does a barcode contain?

Answer 31

Country Code Manufacturer code Product code

Question 32

What is a transcription error?

Answer 32

Any data entry error made when transferring data from one source to another

Question 33

3 types of transcription error

Answer 33

Omission error Transposition error Duplication error

Question 34

What is an omission error?

Answer 34

Data left out

Question 35

What is a transposition error?

Answer 35

Characters are swapped by mistake (teh instead of the)

Question 36

What is a duplication error?

Answer 36

Entering a character twice

Question 37

What is verification?

Answer 37

Checking data by a person

Question 38

What is validation?

Answer 38

Checking data by a computer

Question 39

2 types of data verification

Answer 39

1. Double entry - keyed in twice, both versions identical 2. Proof reading - read over it - on screen or printout

Question 40

7 types of data validation

Answer 40

Range check - data falls into a range Presence check - Ensures fields aren't blank. (required) Format check - Must match preset pattern (input mask) Length check - Data is certain length (length field) Type check - Number/date field correct type Lookup tables - right set of values (y or n) Check digit - added to code to ensure valid (123)

Question 41

Advantages of databases (5)

Answer 41

Info only stored once Files can be linked so updates are automatic Record structure can be altered after being entered Access is fast using queries Validation checks can be made easily

Question 42

Disadvantages of databases (3)

Answer 42

If computer breaks down, can't access information Computer files easily copied (protection) Training needed to use system

Question 43

What is data compression? Example? Advantage? Disadvantage?

Answer 43

Saves space & reduces download time Zip file Easier to send or store (winzip) Must be decompressed before use

Question 44

What are bitmapped graphics?

Answer 44

Depend on resolution for quality

Question 45

What are vector based graphics?

Answer 45

Formed from vector objects i.e. lines Smaller than bitmaps

Question 46

What is CSV? What is RTF? What is Jpeg? What if Tiff? What is Gif? What is Bmp? What is pict? What is txt?

Answer 46

Comma separated variables (text w/ comma btwen items) Rich Text Format (Text as ASCII files w/ formatting) Joint Photographic Experts Group (compressed pics) Tagged Image File Format (Store pics) Graphics Interchange Format (store bitmap pic) Bit-mapped (stores pic) Picture format (Mac pic format) Text (no format plain text)

Question 47

What is Doc? What is pub? What is Xls? What is Ppt? What is Mpeg? What is Mp3? What is Mp4? What is MIDI? What is Pdf? What is html?

Answer 47

Document (WORD document) Publisher (desktop publishing) Excel file Powerpoint (presentation package) Moving Picture Experts Group (Moving pics) Mpeg3 (Compress sound files) Mpeg4 (Compress video files) Musical Instrument Digital Interface Portable Document Format (Adobe acrobat) Hypertext Markup Language (web page)