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Computing Solutions Sinhaputhra

Finance Ltd

Sources of Information:

Information can be classified in a number of ways depending upon its applications, usage or
contribution in computerization and working of an organization.

1. Action vs. Non-action


2. Recurring vs. Non-recurring
3. Internal vs. External
4. Planning information
5. Control information
6. Knowledge information

What is the source of the information needed by the management? Is it Internal, External
or a mix of both?

1. Top Level Management: Internal and External


2. Middle Level Management: Internal and External
3. Low Level Management: Internal
4. Operational Level: Internal

STORAGE TECHNIQUES AND SECURITY

Storage Techniques:

There are three methods in which data could be stored. They are:

1. Manual method of storing data


2. Storing data in files
3. Storing data in databases

Sinhaputhra Finance company ltd uses mostly uses database system to store datas, and stores in
other 2 methods as well.

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Computing Solutions Sinhaputhra
Finance Ltd

1. Hand written documents, letters, printouts, etc. stored in files; they could also be in books
and papers. These are meant by Manuel method of storing data.

2. The second method is in computer files. It is a block of arbitrary information, or


resource for storing information, that is available to a computer program and is usually
based on some kind of durable storage. A file is durable in the sense that it remains
available for programs to use after the current program has finished. Computer files can
be considered as the modern counterpart of paper documents which traditionally were
kept in offices' and libraries' files, which are the source of the term.

3. The third method is in databases, which can be defined as a structured collection of


records or data that is stored in a computer so that a program can consult it to answer
queries. The records retrieved in answer to queries become information that can be used
to make decisions. The computer program used to manage and query a database is known
as a database management system (DBMS).

Manual Method:

• Savings Accounts opened and closed register details , savings deposits, withdrawal
slips, and so many other important issues are submitted to the files, so that it could be referred
when in need. Also for the internal audit matters these files will be very important to refer in
situations.

Some of these documents have to be kept safely because even though some of these details
are being stored in the computer files, the entering to the system is done manually. So incase
an error had occurred, for later reference, these have to be kept safely.

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Computing Solutions Sinhaputhra
Finance Ltd

Computer Files:

• The payroll file contains information concerning all the employees in the company and
their payroll details; each record in the payroll file concerns just one employee, and all the
records have the common trait of being related to payroll—this is very similar to placing all
payroll information into a specific filing cabinet in an office that does not have a computer.

• Copies of all the important letters sent by the company which is usually done using the
word-processing program, which could be given different specific names and a specific
location to save it too.

Such files could be created, moved, modified, grown, shrunk and deleted whenever needed.
They could also be moved, renamed, or deleted too whenever necessary. This is the main
advantage when compared with the manual storage technique.

Databases:

The entire company’s the important datas are stored in databases. When considering the
storage techniques, this company is giving more priority to databases because of its immense
advantages.

1. The data could be stored in an orderly manner, so that it is easy when retrieving.
2. Accessibility of the stored data could be restricted
3. As the company is a large multi-user system, databases are the preferred method of
storage, where coordination between many users is needed.
4. At the same time the security wise is also an added advantage

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Computing Solutions Sinhaputhra
Finance Ltd

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