Data, Information, Knowledge and Processing

1. Backing up, is keeping a copy of the current data, meaning if there is a problem with the computer such as a power failure, meaning files are deleted, a backup can be used to restore the data. Data is valuable and cannot afford to be lost, making the backing up process very important. This in AGSB could be used to keep data of each student currently attending the school/sixth form. Archiving is for long term storage of data that isn’t required immediately. Most of the time archived data isn’t required at all, it is only stored (off the system) for future references for example an investigation. Unlike backups that are written at short intervals, Archived data is written to a large capacity storage device at long intervals. At AGSB this could be used to store records of past teachers/students for future references such as a student wanting to give an employer confirmation that he attended AGSB. 2. Firstly there is a length check. This checks that the data entered into a cell isn’t too long or too short. An example of this could be Facebook making sure a password is more than 6 characters so that the password isn’t easily guessable.
There is also a Spell Check. This checks that when data is entered, the words entered are correctly spelt. This for example is most commonly used in word processing, as when a word is misspelled then a zig-zagged red line appears underneath the word to notify the typer that it needs to be corrected.
Lastly there is a Presence check. This ensures that data has been entered into a field when it is required, otherwise if it isn’t entered the user cannot proceed. For example, this is used at online checkouts where you must enter your ZIP code for delivery, otherwise you cannot proceed because the company have no address to deliver to. 3. Verification is used to ensure that the data entered is exactly the same as the original source. It involves checking that the program matches its specification. Validation however is checking that data entered into a field is correct before it is processed. For example for Verification, on a website like Facebook, when signing up you have to enter your password twice, so that the system can identify them as the same and verify the password. But for validation, this could be that you can only enter a date that has the DD/MM/YY with only 1-31 in the day section, 1-12 in the month section, and up to 14 in the year section, otherwise the data entered will be invalid. 4. A first cost of producing information for AGSB could be the hardware that they use. Firstly the initial cost of the hardware can be very expensive, such as hundreds of computers and many printers, even apple macs in the music room. This is quite a high cost not just initially, but the repair and maintenance of hardware can be quite a cost too, as computers, printers, photocopying machines etc. will all deteriorate over time and will need to be repaired or even replaces, all contributing to the cost of producing information for AGSB.
Aside from the hardware, software will need to be purchased to be used on the hardware, such as AGSB using Microsoft Office for most data production. An operating system is required which is the engine. Software updates are also necessary to keep up with the standards of data production in current times. In the past 5 years, AGSB has gone from using Microsoft 2007, to Microsoft 2010, to Microsoft 2013. AGSB mightn’t, but other companies may need a bespoke software so that they can store data in the way that matches their specific needs.
There is also the consumables that are used for the production of data, such as cartridges, toners & the main one being paper. With AGSB having around 1000 students over 100 teachers/assistants, the amount of paper used must be unholy. This comes as a massive cost to the school, but it is a necessity for producing data.
Finally there is manpower. The cost of manpower is time, and wages. The staff at AGSB produce a lot of data each day, and they are paid to do this. This is because they input the data, process it and then output it. For example, the amount of lates a student has had in a term are collected, analysed, and then outputted to see whether they get a detention or not. Not only current staff, but trainee teachers who have to be trained at the school. This contributed to the cost of data production as people need to be paid to train them.