ICT 0417 - Proofing

Objective: Use validation routines to minimise data entry errors

Data entry is a crucial part of many ICT tasks. However, human error can often lead to inaccuracies in the data. Validation routines are designed to detect and prevent these errors, ensuring the integrity and reliability of the information.

What are Validation Routines?

Validation routines are checks implemented in software to ensure that data entered by a user meets specific criteria. They help to identify and flag invalid or incorrect data before it is permanently stored or used. These routines can be simple or complex, depending on the requirements of the application.

Types of Validation Routines

Several types of validation routines are commonly used:

• Data Type Validation: Checks that the entered data is of the correct type (e.g., a number, text, date).
• Range Validation: Ensures that numerical data falls within a specified minimum and maximum value.
• Format Validation: Verifies that the data follows a predefined format (e.g., a date entered in DD/MM/YYYY format, a phone number with a specific pattern).
• Required Field Validation: Checks that mandatory fields have been filled in.
• Consistency Validation: Ensures that related data fields are consistent with each other (e.g., a departure date is before a return date).
• Lookup Validation: Checks if the entered value exists in a predefined list or database.

Examples of Validation Routines in Practice

Here are some practical examples of how validation routines are used:

1. Age Field: A form asking for a person's age might have a range validation to ensure the entered value is a positive number within a reasonable range (e.g., 0-120).
2. Email Address: An email address field might use format validation to check if the entered text matches the standard email address pattern (e.g., user@example.com).
3. Date of Birth: A system might perform consistency validation to ensure that the date of birth is not in the future.
4. Postal Code: A postal code field might use lookup validation to check if the entered code exists in a database of valid postal codes.

Implementing Validation Routines

Validation routines are typically implemented within the software application itself, often using programming languages and tools provided by the development platform. The specific implementation will vary depending on the technology being used.

Benefits of Using Validation Routines

Using validation routines offers several key benefits:

• Reduced Data Errors: Minimises the entry of incorrect or invalid data.
• Improved Data Quality: Ensures that the data stored is accurate and reliable.
• Enhanced Data Integrity: Protects the consistency and accuracy of the data over time.
• Reduced Data Cleaning Effort: Fewer errors mean less time spent on correcting data later.
• Better Decision Making: Accurate data leads to more informed and reliable decisions.

Table: Examples of Validation Routines and their Purpose

Validation Routine	Purpose	Example
Data Type Validation	Ensures the entered data is of the correct type.	Checking if a field intended for numbers contains text.
Range Validation	Ensures numerical data falls within a specified range.	Verifying that a score entered is between 0 and 100.
Format Validation	Verifies that data follows a predefined format.	Checking if a phone number is in the format +44 7700 123456.
Required Field Validation	Ensures that mandatory fields are not left blank.	Preventing form submission if the name field is empty.
Consistency Validation	Checks if related data fields are logically consistent.	Ensuring a start date is before an end date.

By incorporating validation routines into data entry processes, individuals and organizations can significantly improve the accuracy and reliability of their information.