THE DIFFERENCE BETWEEN DATA AND

INFORMATION <Heading A>

Data is a collection of raw or unprocessed facts and figures from which no

meaningful decisions can be made. An input device is used to enter data into the

computer, while INFORMATION is processed facts from which the user can make

meaningful decisions. These facts are presented to the user via an output device.

Sources of Data and Information <Heading B>

One can get data and information from people (through interviews, questionnaires,

surveys, etc.), places (through architectural design or works of art, etc.) and things

(documents, journals, reports, blogs, drawings, etc.).

Qualities of Information <Heading B>

ACCURACY TIMELINESS

RELEVANCE INFORMATION COMPLETENESS

RELIABILITY

 ACCURACY: The information must be correct. It is important that information

is accurate as inaccurate information can cause significant problems with

severe consequences.
  TIMELINESS: This refers to how up to date the information is. Information

that is not timely can lead to wrong decisions been made, costing companies

time and money.

 RELEVANCE: Is there a good reason for collecting the information? Consider

whether you really need the information, as collecting unnecessary or

irrelevant information would just be a waste of time.

 COMPLETENESS: This refers to how comprehensive or ‘whole’ the

information is. All the information that is needed must be available when

requested.

 RELIABILITY: This means that a piece of information from one source does

not contradict information from another source. For example: if a student's

date of birth is 30 September 2012 in one system and 5 March 2010 in

another, then the information is unreliable. Unreliable information cannot be

trusted and may prove costly for an organisation.

TYPES OF DOCUMENTS <Heading B>

Turnaround document: A turnaround document is a document that has

been output from the computer and sent out to an individual. This

individual would modify or put additional information on the document and

return it to the sender. The new information contained in the document is

then used for data entry into the computer system.

An example of a turnaround document is a utility bill, such as a light bill.

These bills would normally have a perforated section that must be

removed, completed and returned. This section is then used as input into

the computer.

Human-readable documents: These can only be read and understood by human

beings like a printed memorandum.

Machine-readable documents: These documents can only be

read and understood by machines like barcodes and QR

codes.

Source document: This is the original document that contains information. It may

be of a business transaction (receipt, order form, invoices, etc.) or a job application

or some other form (for example, a form filled out at the doctor’s office). Source

documents are human-readable documents.

EVALUATION OF INFORMATION
OBTAINED ONLINE <Heading B>

In today’s society, information is readily accessible to everyone. The internet has

literally put any information that is needed at the fingertips. With so much

information, how do you know what is true or what is false? How would you evaluate

the reliability of information that is obtained from online sources?

 EVALUATION EXPLANATION

CRITERIA

What is the purpose of the source? Is it to provide meaningful

information, to entertain or is it just an opinion piece?

Purpose and Intended

Who is the intended audience? Is the piece for scholars,
Audience
students, or the general public?

Who is the author? Is it a single person or is it an organization

such as a government agency, non-profit organization or a

corporation?

What are the qualifications, occupation, experience and

Authority and Credibility
expertise of the author?

Who is the publisher? Is it for scholars? Is it a peer-reviewed

journal? Is it for the general population?

If the information is presented on a website, is it an

organizational website, or a personal blog?

Is the information well researched? Are there references (e.g.,

citations, footnotes, or a bibliography) to sources that will

provide evidence for the claims made?

Accuracy and Reliability

If the source includes facts or statistical data, can this

information be verified in another source?

If the data was gathered using original research (such as

polling or surveys), what was the method of data collection?

 EVALUATION EXPLANATION

CRITERIA

Has the author disclosed the validity or reliability of the data?

When was the information published? Check websites to

Currency and Timeliness
determine the date the web page was created or updated.

Objectivity or Bias Does the article contain opinions or facts? Is it biased or

unbiased? Does it promote an agenda?

How is this information relevant to your assignment? What is

the importance of information for your needs?

Relevance

DATA VALIDATION AND VERIFICATION

<Heading B>
During the data entry process, incorrect or inaccurate data may be keyed into the

computer. This may at times be deliberate or may be a simple error. To eliminate

incorrect data entry, data must always be verified or validated.

Data verification involves checking the data to ensure that it is accurate and

consistent. Data verification is performed to ensure that the data entered into the

computer exactly matches what is on the source document. Data verification is a

HUMAN CHECK for inaccuracies.

METHODS OF DATA VERIFICATION <Heading C>

Method Definition
 Someone checks (reads through) the data that was entered into the

system against the original document to ensure that whatever is in the

Proofreading
source document is the same entered on the computer. Proofreading is

important to check for typographical and transpositional errors.

Double entry The data is entered twice and then the two copies are compared. For

example: when creating online accounts, the user is normally required to

type their password twice.

Data validation is the process used to determine whether the data entered falls

within the acceptable range of values for a given field. Data validation is done to

ensure that the data entered is sensible and reasonable. For example: to start a

Twitter (X) account, users must be 18 years or older. Accounts will be created for

users who fall in that age range (range check). This, however, does not guarantee

that the correct age will be entered. A user may be 15 years old but type 18. While

this data is valid and will be accepted, it is incorrect. Data validation does not check

for correctness. Data validation is a COMPUTER CHECK for inaccuracies.

METHODS OF DATA VALIDATION <Heading C>

Method Definition

This check is done to ensure that the data entered has the correct

data type.
Data-type check
For example: only whole numbers are entered for a field declared

as integer.
 Method Definition

Range check This check is done to ensure that the data entered falls within a

predefined range. For example: teenage years – 13 to 19.

Format check This check is done to ensure that the data entered follows a

predefined format. For example: the date is written dd/mm/yy on a

form.

Consistency This check is done to ensure that the data entered is logically

check consistent. For example: checking that the delivery date is after the

shipping date on a parcel.

Uniqueness check This check is done to ensure that an item is not entered multiple

times into a database.

This check is done to ensure that the data entered is not unrealistic.

For example: if a user is entering salary amounts into a payroll

Reasonableness
system, this check will ensure that they do not enter an extra zero
check
by mistake.

This check is done to ensure that important or required fields in a

document are not left blank. For example: on a job application form,
Presence check
the applicant must enter an address. The presence check could be

carried out on the address field to ensure that all applicants entered

an address.

This check is done to ensure that the data entered is of the correct

length. For example: 9 digits are entered in the taxpayer registration

Length check
number (TRN) field on a document. If the number entered is longer

or shorter than this length, then an error message will be displayed.