Collecting DataTypes, coding, accuracy, file formats and the effect of data loss

Collecting data

Before entering data into a spreadsheet or a database, you need to think how it will be stored and used.For example:

• If calculations are required, e.g. totals, then the data must be stored as a number.

Data Types

Data type Description Example UseText Any character A, B, ! Names, tel. no

Integer number Whole numbers 1,2,3,4,123 Stock numbers

Real number Decimal numbers 12.99 Prices

Date Time/Date 21/03/2014 Dates/times

Boolean True or False Yes/No Gender M or F

Image A graphic file Photograph ID card photo

Coding data

To save space in a spreadsheet or a database file, data can be coded.Examples:

1. Yes/No can be coded Y/N2. Male/Female can be coded M/F3. Mister can be coded Mr4. 12th September 1930 can be coded 12/09/30

By saving file space it means you can store more records or more files.

Accurate dataAll data stored in a spreadsheet or a database must be accurate.There are two method of making sure data is accurate.

1. Verification2. Validation

Verification - check s the data is entered exactly as shown on the original form (data capture sheet).To check the data is entered accurately, the data can be proof read or entered twice and the two files compared.Validation – checks the data entered is reasonable.

1. Presence check – checks data is actually entered2. Data type check – checks the data is the correct type e.g. letters3. Format check – checks the data is in the correct format e.g.

12/12/144. Range check – checks the data is within set limits e.g. over 185. Character check – checks that only allowed characters are entered

File formatsEach software application stores its files in a way that it can

use efficiently.Different applications use different file types.A particular file type/format will tell the operating system

which application it needs to open it.Propriety File format Application Open File

formatApplication

.doc or.docx Word .rtf or .txt Rich text / plain text

.xls or .xlsx Excel (spreadsheet)

.csv Comma separated variable. List of data

.ppt or .pptx PowerPoint .exe Runs applications (games)

.fla Flash movie .pdf Formatted documents

.wma audio .wav/mp3 audio

Effect of data loss

Impact on customers – if the personal data about customers is lost then they could have their identity stolen. Also they will not trust the company in future and lose confidence in them.

Impact on employees – if the employee was responsible for the data loss then they could lose their job or be disciplined.

Impact on the business – the business could be taken to court and fined and have to pay compensation to the customers. The business may have to shut down if they lose a lot of their customers. The business may also have to change its working procedures so that they comply with the law.

Data Capture methods

Jackie, the office controller, wants to collect feedback from customers. She is not sure whether to ask customers to fill in a paper-based form while the technician is at their premises or to ask them to give feedback online after the technician’s visit.

Jackie knows that whichever method she chooses, she will receive a lot of feedback. She would like to be able to link the feedback from each customer to the job to which it refers.

Paper-based forms

1. Paper based forms can be filled out either by the customer themselves as the technician installs their cable TV or by the technician who reads the questions to the customer and then writes down their answers on the form.

2. The form should be designed to make it easy for the customer to answer the questions so that Cable Ties LTD get the information they want.

3. The forms should be designed so that the number of spaces for an answer and the type of answer accepted will make sure that the data is collected in a suitable format.

4. A paper-based form should have instructions on it and examples of how to complete the answers.

5. For example – Surname

Advantages and disadvantages of paper-based forms

Advantages:1.Easy to collect large numbers of forms from customers as the technician can ask each customer to complete a form during their visit.2.Customers can ask for guidance if they don’t understand a question and therefore Cables Ties will get a better quality of feedback, which means they can improve the business.Disadvantages:1.Using paper-based forms to collect information from customers can be costly because there are paper and printing costs.2.It can be hard to read the answers written on a paper form or the customer may not finish all the questions. Also the paper can get damaged easily.3.It takes a long time to input the information collected into a computer and you have to pay an employee to do it.4.Entering the data manually into the computer can mean there are more errors and mistakes made, so the data has to be entered twice and carefully verified.

Online forms

1. Online forms (website) can use software features such as drop down menus, tick boxes, comment boxes and radio buttons to limit the data entered into the form. This should make it easier for the customer.

2. Validation rules can be set up on the website to make sure the form is filled in correctly. E.g. presence, range, data type and format checks.

3. The customer can complete the forms when it is best for them, in their own time.

4. It is possible to change your answer if you want to.

Advantages and disadvantages of online forms

Advantages:1.Online form are always easy to read because the answers are typed. Less errors and mistakes happen because you are using drop down menus etc.2.The data collected can be transferred to a database automatically, this means the results can be seen quickly and easily.3.Customers are likely to be more truthful when answering the questions as they don’t have the technician with them.4.Online forms are cheaper to set up and run than paper-based forms.5.The data collected can be encrypted for extra security.

Advantages and disadvantages of online forms

Disadvantages:1.There can be technical errors with the website or the form itself which stops customers from completing the feedback form.2.Customers can’t ask for advice if they don’t understand a question.3.The customer has to complete the form at a later date so less customers may actually complete the feedback form than a paper-based form.

Factors that effect the feedback choice

1. Ease of use – the simpler the form is to complete the more customers will complete the form.

2. Cost – it must not cost Cable Ties a lot of money to collect the data as the savings made by improving the business will not equal the money spent.

3. Availability – Cable Ties need to make the feedback form widely available to its customers so that many of them complete it.

4. Data security - the data collected must be stored securely according to the Data Protection Act.

5. Nature of the data collected – the data must be collected accurately and entered accurately into Cable Ties computer system.

6. Location – the data must be transferred quickly onto Cable Ties computer system and not be too labour intensive. (use too much staff time)

Which method is best for Cable Ties?

Factor Paper- based form Online formEase of use

Cost

Availability

Data security

Nature of the data

Location