1. OCR GCSE ICT
Data capture methods

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

3. Introduction
Data and information are not interchangeable words!

4. 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

5. 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
Your winning lottery ticket number
140593
Your date of birth
aaabbbccd
The grades you want in your GCSEs

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

7. 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.

8. 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.

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

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

11. 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.

12. 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

13. 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

14. 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.

15. 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.

16. 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.

17. 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

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