Advantages of ICT over Manual Methods of Processing Data

Introduction Computer systems now perform many of the routine activities when processing transactions such as orders, purchases, payments etc. The main advantages of ICT of manual methods are: Speed of processing; Data storage capacity; Accuracy; Ability to produce different output formats; Improved security of data and processes.

Repetitive Processing – carrying out the same task to the same standard repeatedly(consistently) Processors are so fast that there are not many tasks that challenge them. Computers are highly effective in repeating the same process over and over with just a few small changes. The speed of processing is essential when dealing with various applications such as billing systems for producing phone bills and bank statements. Examples of how fast repetitive processing can help users: Mail merging a document; Sending the same email to a number of people; Replicating a formula down a spreadsheet.

Speed of Processing Speed of processing depends on: The speed of the processor; The speed of the communications if the process is being performed online; The speed at which the data arrives – how fast do the input devices capture data. The faster the data can be processed then the faster the results or output is produced. Example: All staff are paid at the end of the month so the hours they have worked will all need to be processed at relatively the same time.

Data Storage Capacity – millions of records can now be stored on small hard discs Because the cost of storing has become much cheaper over the years, businesses are now storing a lot more data than they used to. The more data they hold and process the more meaningful information they can gather. Example: Tesco Club Card

Speed of Searching Manual searching for information can take ages. Computer based searches are extremely fast and it is easy to create search conditions that will enable only very specific information to be extracted.

Accuracy – calculations are carried out accurately Humans make mistakes but computers, when they have been correctly programmed, do not. This means that the accuracy of computer based systems is much higher than is possible with manual systems.

Speed of Data Communications – messages sent out across the world instantaneously Most people who have internet connection have a broadband connection which means they have fast access to information. Most companies use networks and email, as manual methods are too slow. Example: Promising the delivery of goods within 24 hours.

The Ability to Produce Different Output Formats Arranging information to make it as easy to understand as possible is one thing computers are good at. Complex numerical data can be presented as: Text Tables Graphs Pictures This is a big advantage of ICT

Example: Police searching for cars. The Ability to Search and Combine Data in Many Different Ways that Would Otherwise be Impossible Modern databases enable huge stores of data to be searched using complex search conditions. Sometimes only part of the data is known. Example: Police searching for cars.

Improved Security of Data and Processes There are many reasons why the security of data and processes are improved by the use of ICT systems: Data is easily backed up – with an ICT system back can be done quickly and automatically. Fewer mistakes are made during processes – lack of human involvement means fewer mistakes are made. Better security of data – data is protected by passwords. Also you can vary permission levels.

In-Class Question A large utility company sends electricity bills to all of its customers. These bills are sent out over a couple of days every three months. Describe three capabilities of an ICT system which make it ideal for the processing of data needed to produce electricity bills. (6 marks)

In-Class Question A newspaper article has stated that one of the capabilities of ICT systems is that there is improved security of data and processes. Give two reasons why the data in ICT systems is more likely to be secure compared to a manual system. (4 marks)