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Topic
Explain information processing
 Information Processing
Information processing may be defined as the
manipulation of data to produce useful information.

Information processing can also be described as the set

of activities, done in a particular sequence, by which
data produce information.
 Information Processing
There are two types of information processing:
▪ Manual Information Processing
▪ Automated Information Processing
 Manual Information System
Manual Information System: A system
whereby humans are required to perform all
the tasks.

In manual information systems, no

mechanical or electronic devices are used to
perform any task, all are done manually.
Components of Manual Information Processing
Components of manual information
processing includes:
collect: gathering the data
collate: combining the data gathered
analyse: examine the data and make it useful
present: put the data gathered in a useful
form in order to gain meaningful output.
Disseminate: distribute the output
Components of Manual Information Processing
All tasks can be broken down into three
stages: input, process and output.

Input Process Output

Components of Manual Information Processing
Components of Manual Information Processing
All tasks can be broken down into three
stages: input, process and output.
Surname and
mobile • (Input)
number

Search and
• (Process)
Locate

Address • (Output)
Examples of Manual Information Systems
• Telephone directory

• A dictionary

• Guinness Book of Records

Automated Information Processing System
Automated Information Processing System: A
system that uses information technology tools
and facilities, such as a computer and a printer, to
transform raw data into information.
Computerised information systems are much
more flexible than manual ones and a lot faster.
With a computerised system you could type in a
phone number and, if the number was stored in
the system, the name and address could be
provided immediately
 Components of Automated Information
Processing
The major tasks are the same for both a manual and
automated information system/processing:
•Data entry or capture (input),
•Processing (process),
•Presentation and distribution (output).
Components of Automated Information
Processing
Components of automated information
processing includes:
▪ input (data capture or entry)
▪ process (for example, analyse, sort,
calculate)
▪ store,
▪ retrieve,
▪ output (present and disseminate);
Types of Automated Information Systems
• Control and Monitoring systems: traffic lights and robots
• Transaction Processing systems: eg Automated Payroll
System
• Management Information System (MIS)
• Office Automation Systems : Word processors, Spreadsheet
• Decision Support Systems (DSS)
• Executive Information Systems (EIS)
• Expert Systems
Combination
• Information system can be either manual or automated
(computerized), or a combination of both.
Data capture
• Any database or information system needs data entered into
it, in order for it to be of any use.
• There are many methods which can be used to collect and
enter data, some manual, some automatic.
Barcode reader
Automatic Data capture
Barcode reader
• A bar code reader uses visible red light to scan and 'read' the
barcode. As the red light shines across the light and dark
bands of the barcode, so the reflected red light is also lighter
and darker
• The Hand Scanner senses the reflected light and translates it
into digital data. The digital data is then input into the
computer. The computer may display the results on a screen
and also input it into the correct fields in the database.
Automatic Data capture
• Barcode reader
• Typical uses:
– Shop - to find details on the product sold and price
– Library - record the ISBN number of the book and the borrower's
card number
– Warehouse - to check the labels on boxes delivered against what is
recorded on the delivery sheet.
Optical Mark Readers (OMR)
Automatic Data capture
Optical Mark Readers (OMR)
• An Optical Mark Reader is a scanning device that reads carefully
placed pencil marks on a specially designed form or document.
• A simple pen or pencil mark is made on the form to indicate the
correct choice e.g. a multiple choice exam paper or on the
National Lottery ticket selection form.
• The completed forms are scanned by an Optical Mark Reader
(OMR) which detects the presence of a mark by measuring the
reflected light. Less light is reflected where a mark has been
made.
Automatic Data capture
Optical Mark Readers (OMR)
• The OMR then interprets the pattern of marks into a data
record and sends this to the computer for storage, analysis
and reporting.

• This provides a very fast and accurate method of inputting

large amounts of data, provided the marks have been made
accurately and clearly.
Automatic Data capture
Optical Character Recognition (OCR)
Automatic Data capture
Optical Character Recognition (OCR)
Optical Character Recognition (OCR) enables the computer to
identify written or printed characters.

An OCR system consists of a normal scanner and some special

software. The scanner is used to scan the text from a document
into the computer. The software then examines the page and
extracts the text from it, storing it in a form that can be edited
or processed by normal word processing software.
Automatic Data capture
Optical Character Recognition (OCR)
The ability to scan the characters accurately depends on how clear
the writing is. Scanners have been improved to be able to read
different styles and sizes of text as well as neat handwriting.
Although they are often up to 95% accurate, any text scanned with
OCR needs careful checking because some letters can be misread.

OCR is also used to automatically recognise postcodes on letters at

sorting offices.
Manual Data capture
Although there are many methods of capturing data automatically,
many businesses prefer to capture it manually.
Paper-based data capture forms
This is the most commonly used method of collecting or capturing
data.
People are given a form to fill in with their personal details, e.g.
name, address, telephone number, date of birth etc.
Once the form is completed, it is given to a member of staff who
will enter the data from it, into a database or information system.
Manual Data capture - Data Entry
Whilst the customer is present or on the telephone, a member of
staff could ask the customer the questions on the data entry form
and type their answers directly into it.
This data will then be stored in the appropriate database table.
If paper-based data capture forms are used (as above) then the
member of staff can take the information from the data capture
form and manually type it into the data entry form.
If staff are doing this, it is important that the fields on both forms
are laid out in the same order to speed up the process of entering
the data.
Design Techniques
Design Techniques
Design Techniques
Design Techniques
• Other instructions that you could include:
• Where to return the form to after completion
• Whether to fill in the form in blue/black ink
• Whether to fill in the form using block capitals
• Which fields are compulsory to fill in - you could indicate this
with a * and then put a code at the bottom of the form
Question
• Which of the following are examples of a manual information
system, and which are automated information system?
i. Telephone book
ii. A bus schedule mounted on a wall
iii. A payroll database management system
iv. A catalogue
v. Electronic funds transfer system
vi. A hardcopy of an examination timetable
vii. A dictionary
Question
• Which of the following are examples of a manual information
system, and which are automated information system?
i. Telephone book (manual)
ii. A bus schedule mounted on a wall (manual)
iii. A payroll database management system (automated)
iv. A catalogue (manual)
v. Electronic funds transfer system (automated)
vi. A hardcopy of an examination timetable (manual)
vii. A dictionary (manual)
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