Data organization in Information System is a process by which data is arranged and organized in a chronological manner to make it useful information in an information system. There are several ways into which data organization in information system is done. This through several groups of elements of data such as characters, fields, records, files and databases, just as writing can be organized in letters, words, sentences, paragraphs and documents making data organization in information system easy and convenient. Engineering in Kenya has more information.
Group of Elements used in Data Organization in Information System
In the group of element used in data organization in information system, Character is the most basic logical data element that can be observed or manipulated. It consists of a single alphabetic, numeric or other symbols. Character is considered the basic entity that has certain attributes or properties that has value in groups of element used in data organization in information system.
After the characters the next group of element in data organization in information system is the Field. It consists of a grouping of characters for example grouping of alphabetic characters in a person’s name forms a name field. Specifically a data field represents an attribute or characteristic of some entity such as an object, person, place or event.
The Record refers to related fields of data that are grouped together. It represents a collection of characteristics that describe an object. For example a payroll record consists of data fields describing attributes or properties such as the person’s name, address, Tax and many more. Records can be grouped into Tables for data organization in information system whereby they are used as the most basic structure used for storing data in a database. The data is stored in terms of in columns that represent a field or their respective field identifier and rows that represent the record or the respective data types.
In data organization in information system a group of related records is called a File. When a group of records of data or table containing data item that have the same attributes and characteristics for example the records of an employee are kept together the make an employee’s file.
Database is an integrated collection of logical data relating to a particular subject or purpose. It is considered as a collection of related file of data and has the power to process stored data to useful information. The database has several features that include,
- Data entry
- Data editing such as searching, sorting, indexing and retrieving
- Viewing and formatting
- Logic and arithmetic functions
- Querying and reporting
- Linking to other databases, in web sites for online processing.
These features enable easy manipulation and management of data organization in information system.
Illustration of groups of element used in Data Organization in Information System
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Features of Database used in Data organization in Information System
Queries are the basic logical feature of database used in data organization system. These are the information retrieval requests made to a database for example making a selection of records from a given group of data items for processing. The queries enable to process data easily by selecting data with the given attributes of the request.
Feedback that is given back after the request is processed by the query is referred to as Report. These are the data results that the database will deliver as a result of a query. For an orderly storage of data, a database has to be created with Tables, queries and indexes that make it possible for data organization in information system.
The most important feature of database used in data organization in information system is the Database Management System. It is a set of computer programs that controls the location, maintenance, and use of the databases of an organization and its end users. Examples include Microsoft Access, Lotus, and visual basic among others. These set of programs have tools called data control that enable them to customize or extract selected data from a database.
Importance of Data Organization in Information System
Information is very important to run our day to day activities. Each every bit information is of very important in every aspect of life. It is used in decision making in life, thus for it to be suitable, convenient and useful data must be organized and processed into information thus the data organization in information system.