7 The Systems Life Cycle: Input Formats and Data Capture

This section explores the crucial initial stages of a system's life cycle – how data enters the system. Understanding input formats and data capture methods is fundamental to ensuring the accuracy and usability of information processed by a computer system.

What is Input?

Input refers to the raw data that is fed into a computer system. This data can take many forms and needs to be converted into a format the computer can understand and process.

Input Formats

Input formats describe the different ways data can be presented to a computer. These formats vary depending on the type of data and the intended use.

• Text: Characters, words, sentences, and paragraphs. Examples include documents, forms, and text entered directly.
• Numerical Data: Numbers that can be used for calculations. Examples include sales figures, temperature readings, and statistical data.
• Graphical Data: Images, diagrams, and charts. Examples include photographs, logos, and illustrations.
• Audio Data: Sound recordings. Examples include music, speech, and sound effects.
• Video Data: Moving images. Examples include films, television programs, and video recordings.

Data Capture Forms

Data capture forms are the methods used to convert raw data into a usable format for a computer. They can be broadly categorized as:

1. Manual Data Capture

This involves physically entering data into a system using manual methods.

• Paper Forms: Printed forms are filled out by hand and then manually entered into a computer. This is a common method for collecting information from people.
• Manual Entry: Data is typed directly into a computer system using a keyboard. This is often used for transferring data from paper documents or other sources.

2. Automatic Data Capture

This involves using automated devices to capture data directly into a computer system.

• Barcode Scanners: These devices read barcodes, which are visual representations of data. Used for inventory management, point-of-sale systems, and tracking products.
• Magnetic Stripe Readers: These read data stored on magnetic stripes, commonly found on credit and debit cards.
• Optical Character Recognition (OCR): OCR software converts printed or handwritten text into machine-readable text. Used for digitizing documents.
• Magnetic Ink Character Recognition (MICR): Specifically designed to read the characters printed on cheques.
• Radio Frequency Identification (RFID): RFID tags contain data that can be read wirelessly using RFID readers. Used for tracking assets, inventory, and access control.
• Camera Input: Images and videos captured by cameras can be used as input. Image processing software can extract data from these.
• Voice Recognition: Software that converts spoken words into text. Used for dictation and voice-controlled applications.

Data Capture Form Examples

Data Capture Form	Description	Example Use
Paper Order Form	A printed form with fields for customer details, product selections, and quantities.	Retail stores use this to collect customer orders.
Online Data Entry Form	A web-based form with fields for users to input information directly into a website.	Registration forms, contact forms, and survey forms.
Barcode Scanner	A device that reads barcodes to identify products.	Retail checkout systems, inventory management.
RFID Tag	A small electronic tag that contains data and can be read wirelessly.	Tracking assets in a warehouse, access control systems.

Considerations for Input Formats and Data Capture

When choosing an input format or data capture method, it's important to consider:

• Accuracy: The method should minimize errors during data entry.
• Efficiency: The method should be quick and easy to use.
• Cost: The cost of the equipment and software should be considered.
• Data Security: The method should protect the data from unauthorized access.
• Data Validation: Implementing checks to ensure the data entered is correct and within acceptable parameters.