Topic 7: The Systems Life Cycle - Input Formats and Data Capture

This section explores the initial stage of a system's life cycle: data input. We will examine various input formats and data capture methods used to feed information into a computer system.

What is Data Capture?

Data capture is the process of converting real-world information into a format that a computer can understand and process. This can involve collecting data from various sources and transforming it into digital data.

Input Formats

Data can be captured in different formats, each with its own advantages and disadvantages.

• Keyboard Input: The most common method. Data is entered character by character.
• Mouse Input: Used for selecting options, navigating menus, and interacting with graphical user interfaces (GUIs).
• Scanner Input: Converts printed documents and images into digital format. Can be flatbed or sheet-fed.
• Microphone Input: Captures audio data, which can be stored as digital audio files.
• Camera Input: Captures images and video, converting them into digital image or video files.
• Touchscreen Input: Allows direct interaction with the screen using fingers or a stylus.
• Barcode Scanners: Reads barcodes to quickly capture product information.
• Magnetic Stripe Readers: Reads data stored on magnetic stripes (e.g., credit cards).
• Optical Character Recognition (OCR): Converts images of text into machine-readable text.
• Voice Recognition: Converts spoken words into text.

Data Capture Forms

Data capture forms are designed to facilitate the efficient and accurate collection of data. They can be physical or electronic.

Physical Data Capture Forms

These are paper-based forms used for data input.

Form Type	Description	Example
Paper Forms	Standard paper forms with fields for data entry.	Application forms, order forms, surveys.
Checklists	Lists of items to be checked or selected.	Inventory checks, quality control checklists.
Rating Scales	Forms with scales for rating items or opinions.	Customer satisfaction surveys, product reviews.

Electronic Data Capture Forms

These are digital forms designed for data input using computers.

Form Type	Description	Example
Web Forms	Forms hosted on websites, allowing users to enter data online.	Online registration forms, contact forms, order forms.
Spreadsheets	Electronic tables used to store and organize data.	Data entry for inventory, financial records, and analysis.
Databases	Structured collections of data stored electronically.	Customer databases, product databases, employee records.
Electronic Data Capture Devices	Specialized devices for capturing data, such as barcode scanners and RFID readers.	Retail point-of-sale systems, warehouse inventory management.

Data Capture Considerations

When choosing a data capture method, consider the following:

• Accuracy: How accurate is the data capture method?
• Speed: How quickly can data be captured?
• Cost: What is the cost of the data capture method?
• Ease of Use: How easy is the data capture method to use?
• Data Validation: How can data be validated to ensure accuracy?

Data Validation

Data validation is the process of checking data for accuracy and completeness. This helps to prevent errors from entering the system.

Examples of data validation include:

• Range Checks: Ensuring that data falls within a specified range.
• Format Checks: Ensuring that data is in the correct format (e.g., date format, email format).
• Consistency Checks: Ensuring that data is consistent across different fields.
• Required Field Checks: Ensuring that all required fields are filled in.