OCR GCSE ICT Data capture methods

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

Introduction Data and information are not interchangeable words!

Data capture Data Capture is the method of collecting data from the outside world. E.g. entering data via a keyboard onto an application form is a method of data capture. The ideal of method data capture would be : Completely accurate Cheap (to buy and run) Automatic (to keep wage costs low) Fast  

Data Data comes in many forms, the main ones being letters, numbers, images, symbols and sound. However, it is essential that DATA is available because it is the first step in creating meaningful INFORMATION. For example the three data items above could represent some very important information:   DATA INFORMATION 123424331911 Your winning lottery ticket number 140593 Your date of birth aaabbbccd The grades you want in your GCSEs

Data capture methods control system sensors Paper Based barcode readers Near Field Communication (NFC) Radio Frequency Identification Device (RFID) Online

Form Design A paper based form that will eventually have its data input to a computer must match the computer based data input screen. It should also be designed to capture the relevant data and ensure that it does not confuse the user.

Bad Form Design Forms need to be designed so that the correct type of data is captured in the correct format. The form below is badly designed because the user can write data in the boxes with any format they wish to. For e.g.

Form 1 Problems: Has not entered full name Has not entered full address Has not entered area code for number Incomplete date

Class activity You need to do your own research on each of the data capture methods

Introduction to Data Capture Any database or information system needs data entered into it, in order for it to be of any use. There are many methods which can be used to collect and enter data, some manual, some automatic.

Data capture methods 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. Costs of the paper and the printing plus the cost of the person asking the questions May not be able to read the responses hand writing

Data capture methods Online forms Simple, easy to use forms where spelling can be checked as the user types in their data. Typed in by the user. Further advice and guidance can be given to the person filling in the form (Screen Tips) Drop down menus – Forced to use pre-set selection of choices Boxes – To choose activities of interest Single Character Text Box – For each letter of a name Date – Pre-formatted Radio Buttons – Make a single choice from several options Validation Rules – Make sure that the data entered is correct format

Data Entry Screens Data Entry Screens can be tailored to meet the needs of the end user. This can be in either a database or a spreadsheet package. Type of application is irrelevant – the design considerations must stay the same.

Data capture methods Control system sensors Automatic systems are used in everyday life from monitoring the temperature in a room, water quality, light levels and pressure sensors. Data collected by sensors is analogue and is then converted to digital so the computer can read the data. Barcode readers Simple, quick solution used commonly in shops. Items are given a series of black and white lines that represent a number. The number is a item number stored on a database. Using the barcode reader the computer systems is able to locate further product details such as price. Can scan quickly and read barcodes fro a distance. If damaged the must enter data by keyboard. Expensive to set up.

Data capture methods Near Field Communication (NFC) Used more in smartphones and the contactless payment cards. NFC is used to help make quick financial transactions. Creates radio links over a very short distance to another device. Radio Frequency Identification Device (RFID) Is a small tag that is used to track items using radio signals, security for valuable items and can store data to identify items. Data from the device can be read from a distance. Used for stock control, used in libraries and season tickets.

Other Data capture methods Chip and Pin – is used to capture credit/debit card data when making purchases. Reduces Fraud but are expensive and sometimes people forget their PIN numbers. OMR (Optical Marker Recognition) – Reads marks made on a form for example questionnaires, registers or lottery tickets. Read at high speed, automatic and quite cheap Some forms can’t be read, or are folded and create jams Voice Recognition – Uses a microphone and special software to recognise spoken words, numbers and commands. Faster to talk than type, reduces RSI, good for disabled Doesn’t work well with background noise, can make a lot of mistakes Biometrics – Makes use of features of the human body that are unique to a person e.g. retina display, finger prints. These can gain entry to rooms, buildings or computers. Very reliable, don’t need keys, magnetic strip etc Worry about the privacy of data stored, very expensive

Factors that affect the choice of method Nature of information to be collected Cost Availability Ease of use Data security