DBT 1101 Fundamentals of Information

Technology

Strathmore
UNIVERSITY

Mr. Malongo Newton A.

nmalongo@strathmore.edu
Tel.: +254 720 373 069
9th June, 2025
6A-1
 Data and
Information
Processing
 Data Processing

Data Processing is the process of

converting raw data into meaningful
information through a series of
operations such as collecting,
organizing, calculating, storing, and
presenting.
 Importance of Data Processing

•Helps in decision-making by converting

data into useful information.
•Ensures accuracy and consistency in
records.
•Facilitates data storage and retrieval.
•Supports business, education, health,
and government systems.
Stages of Data Processing
•Data Collection
• Gathering raw facts from various sources.
Example: Collecting student scores from exams.
•Data Preparation
• Cleaning and organizing the data. Example:
Removing errors or duplicates.
•Data Input
• Entering data into a computer system using
devices like keyboards or scanners.
•Data Processing
• Performing operations like sorting, calculating,
comparing, or classifying. Example: Calculating
averages or totals.
 CONT’
Data Output
•Presenting the processed information in a readable format
(text, charts, reports).

Data Storage
•Saving data for future reference using hard drives, databases,
or cloud storage.

Data Distribution
•Delivering the output to users or systems for decision-making
or further processing.
 Methods of Data Processing

Method Description Example

Handled by humans Recording sales in a

Manual Processing
without technology. notebook.

Done using tools like

Mechanical Using a calculator for
calculators or
Processing totals.
typewriters.

Done using computers Using Excel or a

Electronic Processing
or automated systems. database system.
Types of Computer-Based
Data Processing
Type Description Use Case

Data is collected and

Batch Processing processed in groups at Payroll processing.
set times.
Data is processed
Real-Time Processing immediately as it is ATM transactions.
received.
Done by hand without
Manua computation of
Manual Processing computers. Slow and
student marks
prone to errors.
Interactive, continuous Online booking
Online Processing
input and processing. systems.

Data processed using

Distributed Cloud services, large-
multiple computers in
Processing scale systems.
different locations.

Centralized All processing done at Mainframe-based

 Compare Different Data
Processing Methods
Method Description Advantages Disadvantages
Handled by
Manual Simple tools, low- Time-consuming,
humans without
Processing tech. error-prone.
computers.
Processes data in
Batch Efficient for large Delay in getting
large groups at
Processing volumes. results.
scheduled times.
Processes data Immediate output, Expensive,
Real-Time
instantly as it's suitable for live requires complex
Processing
input. data. systems.
Input and
Online processing are Fast and user- Needs constant
Processing interactive via responsive. system availability.
terminals.

Processing spread
Complex to
Distributed across multiple Scalable, efficient
manage, potential
Processing computers/system resource use.
security risks.
s.

All processing
Centralized Easy to control, Bottlenecks, single
done in one main
6A-9 Processing consistent. point of failure.
system.
 Advantages of Automated
Data Processing
•Speed – Faster than manual methods.
•Accuracy – Reduces human error.
•Efficiency – Handles large volumes
easily.
•Storage – Saves space and allows easy
retrieval.
•Security – Data can be protected using
passwords and encryption.
 Information Processing
•
• Information Processing refers to the steps involved
in collecting, organizing, analyzing, storing, and
communicating data to generate meaningful
information for decision-making.

It is broader than data processing because it

includes how people, systems, or machines interpret
and use the information.
Key Components of Information
Processing
Component Function
Capturing raw data (e.g., typing on a keyboard,
Input
scanning a document).
Converting data into meaningful information
Processing
(e.g., calculations, analysis).
Saving information for future use (e.g.,
Storage
databases, cloud storage).
Presenting results in useful formats (e.g.,
Output
reports, graphs, displays).
Directing and managing the whole process
Control
(e.g., system software, policies).
Stages of Information Processing
Cycle
1.Input – Data is entered into the system.
2.Processing – Data is analyzed and converted into
information.
3.Storage – Processed information is saved for
immediate or future use.
4.Output – Information is presented to the user.
5.Feedback – Output is reviewed and used to improve
future inputs or processes.

Think of it like how your brain works — you see

something (input), understand it (processing), remember
it (storage), talk about it (output), and learn from it
(feedback).
Real Life Cases of Information
Processing

Example Explanation
Inputs student marks → processes
School Management System averages → stores records → prints
transcripts.
Receives order → checks stock →
Online Shopping processes payment → sends
confirmation.
Collects climate data → analyzes
Weather Forecasting patterns → produces forecasts →
shares updates.
Data Processing Vs.
Informatuon Processing
Information
Feature Data Processing
Processing
Only converts raw data Manages and interprets
Focus
to information data and information
Broader (includes
Scope Narrower feedback and usage of
information)
Analyzing marks to
Calculating student
Example decide student rankings
marks
or actions
Importance of Information
Processing
•Improves accuracy and
efficiency in business and daily
life.
•Supports decision-making.
•Enhances communication and
data sharing.
•Enables automation and smart
systems.
Information Management

Information Management is the process

of collecting, storing, organizing,
securing, and distributing information
so that it can be used effectively and
efficiently.

It ensures the right information is

available to the right people at the right
time.
Objectives of Information
Management
•To improve decision-making.
•To ensure accuracy and reliability of
information.
•To maintain confidentiality and security.
•To support planning, operations, and
control in organizations.
•To enhance efficiency in information flow.
Key Activities in Information
Management
Activity Description
Gathering relevant data from various
Information Collection
sources.
Safely keeping information in
Storage
physical or digital formats.
Arranging data in structured formats
Organization
(folders, databases, etc.).
Protecting information from
Security
unauthorized access or loss.
Retrieval Accessing information when needed.
Sharing information with authorized
Distribution
users or systems.
Deleting outdated or unnecessary
Disposal
information securely.
Tools for Information
Management

•Databases (e.g., MySQL, Oracle)

•Spreadsheets (e.g., Microsoft
Excel, Google Sheets)
•Document Management Systems
(e.g., Google Drive, SharePoint)
•Content Management Systems
(CMS) (e.g., WordPress, Joomla)
•Cloud Storage Services (e.g.,
Dropbox, Google Cloud)
Importance of Information
Management
•Increases productivity and workflow
efficiency.
•Prevents information overload and data loss.
•Enhances data security and compliance with
regulations.
•Supports strategic planning and innovation.
•Improves communication and collaboration
within organizations.
Challenges in Information
Management
•Data security threats (e.g., hacking, data
breaches).
•Data overload – Too much information to
manage effectively.
•Inconsistent data formats and
duplication.
•User resistance to new technologies or
systems.
•Cost of systems and infrastructure.
 Best Practices in Information
Management

. Use strong passwords and access

controls.
•Keep backups regularly.
•Classify and label information properly.
•Train staff on information handling
policies.
•Use automated tools for data
processing and retrieval.
 THE END

THANK YOU!!!!!!

QUESTIONS??
6A-24