This document defines key concepts related to information systems. It discusses how data is collected and processed to produce meaningful information as output. Data is raw facts and figures while information is processed data. The document provides examples of manual and computerized information systems and their advantages. It explains the stages of inputting data, processing it, and generating output. Encoding and decoding convert data for processing and understanding. Data collection brings together data for applications. Information technology uses computing and communication to spread information globally in various forms like text, photos, and movies.

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Chapter # 1Chapter # 1
Information SystemInformation System

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Data & InformationData & Information
DATADATA
 Collection of facts andCollection of facts and
figuresfigures
 Representation ofRepresentation of
informationinformation
 NumericNumeric
AlphabeticAlphabetic
AlphanumericAlphanumeric
INFORMATIONINFORMATION
 Processed andProcessed and
meaningful form ofmeaningful form of
data is informationdata is information
 Reprocessed data toReprocessed data to
get more resultsget more results

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Data ExamplesData Examples
 A set of names and addresses written onA set of names and addresses written on
student’s admission formstudent’s admission form
 A telephone conversation converted toA telephone conversation converted to
electrical signals to be sent down theelectrical signals to be sent down the
wireswires
 A song written in sheet music so that it canA song written in sheet music so that it can
be playedbe played

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Information ProcessingInformation Processing
 Is the organization, manipulation and distribution of informationIs the organization, manipulation and distribution of information
 Example:Example:
 The sorted data for those students in admission form which haveThe sorted data for those students in admission form which have
taken computer subject.taken computer subject.
 Listening the songsListening the songs
 Reading a map from one place to otherReading a map from one place to other
 What does the number 29061996 mean?What does the number 29061996 mean?
 Is it:Is it:
 A birthday? (29A birthday? (29thth
June 1996)June 1996)
 A bank account number?A bank account number?
 A club membership number?A club membership number?
 A telephone number?A telephone number?
 Without processing or more information this data isWithout processing or more information this data is
meaningless.meaningless.

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Data ProcessingData Processing
Input
Process
Data
Collection
Output

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ProcessingProcessing
Processing has various operationsProcessing has various operations
 CalculationCalculation
 AnalysisAnalysis
 ComparisonComparison
 ManipulationManipulation

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The three stages of doing tasksThe three stages of doing tasks
Input Process Output
• Data is put into the information system.
(INPUT)
• The data is processed. (PROCESS)
• Information comes out of the information
system. (OUTPUT)

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Manual information systemsManual information systems
 We are all used to using manualWe are all used to using manual
information systems.information systems.
 An example of a manual informationAn example of a manual information
system is a telephone directory.system is a telephone directory.

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Manual information systemsManual information systems
 All we need to know to find a person’sAll we need to know to find a person’s
telephone number in the telephonetelephone number in the telephone
book is their name and address.book is their name and address.
(INPUT)(INPUT)
 We look up the name and the addressWe look up the name and the address
(PROCESS), and we find their(PROCESS), and we find their
telephone number. (OUTPUT)telephone number. (OUTPUT)

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Manual information systemsManual information systems
Input Process Output
• Have the name and address. (INPUT)
• Look up the name and address. (PROCESS)
• Find the telephone number. (OUTPUT)

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Computerised informationComputerised information
systemssystems
 Computerised information systemsComputerised information systems
have several advantages over manualhave several advantages over manual
information systems.information systems.
 These include:These include:
 Greater flexibilityGreater flexibility
 SpeedSpeed

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Examples of computerisedExamples of computerised
information systemsinformation systems
 DVLA – Driver Vehicle LicensingDVLA – Driver Vehicle Licensing
AuthorityAuthority
 The DVLA has a computerisedThe DVLA has a computerised
database about every driver anddatabase about every driver and
vehicle in the UK.vehicle in the UK.
 This database can be used to findThis database can be used to find
information about a vehicle or driverinformation about a vehicle or driver
even if the data is incomplete.even if the data is incomplete.

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Advantages of computerisedAdvantages of computerised
information systemsinformation systems
 A single computer can store all theA single computer can store all the
information needed.information needed.
 By using several terminals differentBy using several terminals different
people can access information at thepeople can access information at the
same time.same time.
 Information is not duplicated.Information is not duplicated.
 Information can be transferred toInformation can be transferred to
other computer systems easily.other computer systems easily.

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EncodingEncoding
 To convert information or data into a formTo convert information or data into a form
ready for processingready for processing
Example:Example:
Information about products is encodedInformation about products is encoded
into bar codes which are then printed oninto bar codes which are then printed on
products labels.products labels.

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DecodingDecoding
 To convert data back to a form where itTo convert data back to a form where it
can be understood.can be understood.
Example:Example:
On a school data file, the names of theOn a school data file, the names of the
teachers are stored .teachers are stored .

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Data CollectionData Collection
 Bringing together all the data for anBringing together all the data for an
application and getting it ready forapplication and getting it ready for
processing.processing.
 In schools there is a admission form thatIn schools there is a admission form that
filled completely and send admin back .filled completely and send admin back .
Their details are typed into a computer viaTheir details are typed into a computer via
a keyboard.a keyboard.

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Data CaptureData Capture
 Means obtaining data for a ComputerMeans obtaining data for a Computer
 Term is used in situations where a computerTerm is used in situations where a computer
peripheral inputs the data automatically.peripheral inputs the data automatically.
ExampleExample::
In examination candidate does a multiple choiceIn examination candidate does a multiple choice
test by making a card with pencil in right places.test by making a card with pencil in right places.
The card is read by a mark sensing device.The card is read by a mark sensing device.

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Information TechnologyInformation Technology
 Uses Computing with high speed communication links toUses Computing with high speed communication links to
spread information from one place to other.spread information from one place to other.
 All types of equipment or programs that are used inAll types of equipment or programs that are used in
processing informationprocessing information
 World has become a global villageWorld has become a global village
 Information can be communicated in any shape such asInformation can be communicated in any shape such as
 PhotographsPhotographs
 MoviesMovies
 TextText
 Digital diagramsDigital diagrams