OCRCAMBRIDGENATIONALSUNIT 1 - UNDERSTANDING COMPUTER SYSTEMS

DATA CAPTURE METHODS

LESSON OVERVIEW

In this lesson you will learn about the various methods of capturing data.

INTRODUCTION

Data capture just means to get data from someone and store it electronically. There are lots of ways to do this, both manually and automatically using technology.

DATA CAPTURE METHODS

PaperBased

Online

controlsystem sensors

barcode readers

RadioFrequency Identification Device (RFID)

Near Field Communication (NFC)

FORMSData can be ‘captured’ electronically or on paper.

This will depend on lots of different things.

All information is collected for a reason.

What is different about paper vs electronic forms?

THINGS TO THINK ABOUT….Paper Based

Enough space to write.

E.g. Name: _____________

Can you use options.

[ ] Option 1

[ ] Option 2

[ ] Other: ____________

Clear instructions.

Details of what to do with the form when complete.

Electronic

Single line

Paragraph text

ONLINE FORMSThey have many useful features to help the customer fill in the form:

User form feature

What it looks like Purpose of feature

Button A user can click on this to submit the information that has been added.

Radio Button

User can click and select 1 option of the group

Text Field The user can type directly into this to add free text

Drop down list

User can select from a list of choices – stops wrong answers being put in

Check box User can select multiple options from this group of choices

Enter your name:

DATA CAPTURE METHODS ADVANTAGES \ DISADVANTAGES

Online forms = Simple, easy to use forms where spelling can be checked as the user types in their data.

Further advice and guidance can be given to the person filling in the form.

Paper based forms = Also and simple to fill in, if spelling mistakes are made new forms have to be issued.

Easily damaged and not very secure compared to online forms.

CODING DATAOnce you have got the completed DCF. It needs to be typed up into either a Spreadsheet of a database. To save space the data can be coded.

Examples of this:

Y or N instead of Yes or No

M or F instead of Male or Female

120930 instead of 12 September 1930

Can you think of other examples?

Hint: Think about questions on forms/surveys

DATA VERIFICATION/VALIDATIONAny data that is stored in a spreadsheet/database and used to retrieve useful information must be accurate.

There are two methods of ensuring data is accurate: verification and validation.

Neither methods makes the data 100% correct, it helps to ensure that it is in the right format and type of information needed.

DATA VERIFICATIONWhat does it mean?

Verification checks that data is entered exactly as it is shown on the original data capture sheet. This ensures that the original answers to questions are entered into the spreadsheet/database.

Example of data verification

Online forms usually ask for a email/password to be entered twice to do a check against both entries.

DATA VALIDATIONWhat does it mean?

Validation checks data as it is entered for either of the following:

• Presence A check to see if data has been entered• Data type Data is the correct type e.g numbers for a telephone

number• Format Data is in the correct format, e.g. DD/MM/YYYY• Range Data is in the correct limits, e.g. Birthdate• Character Data has the correct characters, e.g. no # in the postcode

Example of data validation

Facebook asks you for a birthdate and then does a Range Check to see if you are old enough to use it.

STORING & ANALYSING THE CUSTOMER FEEDBACK USING DATABASES

Features of database software:

• Store thousands-millions of Cable Ties customers details

• Easy to add new customers \ edit or delete customers

• You can search for specific information quickly (e.g. Jackie can find all of the customers who said they weren’t satisfied with the job the engineer did etc)

• You can sort all the records into any order you like (alphabetically, numerically)

• You can store database easily on a pen drive – making it easy to transport around.

• If data is lost its easy to get back as long as regular backups are made.