The Nature of Data & Information

Data is the raw material entered into an information system. It is the input of the system. Data can be thought of as unorganised facts that mean little by themselves Information is data that has been ordered and given some meaning. It is the output of the system. In an information system, information technology, participants (people) and information processes combine to transform data into information

The Nature of Data & Information CONT... The distinction between data and information is important. It explains why it is possible for an information system to collect huge amounts of data but fail to satisfy an organisation’s information needs The information processes of organising, analysing, processing and displaying help to convert data into information using methods such as: *Choosing data pertinent to the problem, *Deleting irrelevant data, *Combining data, *Displaying data in an understandable way

Data Data is a vital ingredient of an information system. If the data collected is meaningless, the information presented will be meaningless. Organisations need to ensure that appropriate data is available at the correct time for processing. Data will be appropriate if it is: Relevant—useful to the purpose of the information system Accurate—collected from a dependable source and entered without errors Timely—current, and kept up-to-date Secure—protected from deliberate or accidental damage or loss.

Data CONT... Data with the above characteristics needs to be entered into the information system in the correct form. This depends on the input device, the application software to be used to process it, and the type of information (output) that is required. When the data is entered into the information system it is organised as a particular data type.

Data CONT... The data type describes the kind of data, such as images, audio, video, text or numbers. Images - are data in the form of pictures, such as drawings, paintings or photographs. Audio - is data in the form of sounds. It may be a noise used to get a user’s attention or a voice to explain the operation of a piece of software. Video - is data in the form of pictures and sounds combined and displayed over time.

Data CONT... Text - is data in the form of letters, numbers and other characters whose meaning and format is not specified. Numbers - are data in the form of predefined characters (usually numerals) whose meaning and format is specified. A collection of data can contain a combination of different data types. For example, Web pages often contain both text and images.

Different Data Types

Information Information is an important factor in an organisation’s current and future success. Companies require information on their products, employees, competitors and general operation. Information will be valuable if it is: Relevant—useful to the purpose of the information system Accurate—verified to ensure it is correct Timely—appropriate and current

Information CONT... Organised—arranged to meet the purpose of the information system Cost-effective—the benefit to the organisation is greater than the costs of producing it Information can have the above characteristics but unless it is appropriately presented it may not be effective. A format needs to be chosen that is appropriate for the end users of the information. For example, some people may understand information better if it is presented graphically, while others may understand it better in a table.

Exercise 1.4 Explain the difference between data and information? Why is data a vital ingredient of an information system? What are four characteristics of appropriate data? Describe the five data types. What are five characteristics of valuable information?