Information System
What is the difference between the terms data and information?
The terms data and information are often used loosely and is commonly used as though they are interchangeable. And even though these terms: data and information are often used interchangeably, there is a vital distinction between them.
Data is consists of different raw, unanalyzed facts, figures and even events. It is important to consider that all computers can only recognized two physical states, fundamentally, computers can only understand on or off or 1 and 0 (binary). Data is a term that is used in order to describe the information that is represented by groups of on and off switches. Thus, it is consists of the raw numbers that is used by the computer in order to produce information.
In terms of information system, data can be considered as those unprocessed raw information that are normally stored in the database or file. For example, in an IS, or computerized system, data are those records and fields that are stored in the database such as customer’s information, transactions about orders and purchases. All of the information can be considered as unprocessed and unrefined, therefore, it shows no use or importance for the user.
On the other hand, information is a useful knowledge that is derived from the data, thus it shows that information leads to understanding. If it doesn’t make sense, then it cannot be considered as information.
Generally, information is the result of processing, manipulating and organizing data in a way that adds up to the knowledge of the person that are receiving it. In terms of IS, when the data had been undergone different processes through the logical design of the system, primarily with the help of front-end programming language, can help to processes those data into helpful and understandable. For example, fields from customer information can be converted into customer profile. Another thing is that the data about the customers’ order and suppliers’ purchase can be used in order to maintain the level of stocks or the inventory.
Judging the quality of some management information that was provided by an Information System or IS
Information management helps to deliver any type of data, structure or unstructured, that is integrated, accurate and timely across the enterprise. It can help to provide trusted data for initiatives like different business transaction processing, business intelligence, data warehousing, data migration and even master data management (Business Objects n.d.). Thus, it is important to make sure that information management that are provided by the IS is reliable and can be used in the process of decision-making process.
The quality of the management information that was provided by an IS, can be judge in terms of consistency, up-to-date and accurate data.
In terms of consistency, it will be important to make sure that information that was produced are connected, related and uniformity of information. For example, all of the transactions must be based on the information with accordance to the profile of the customers. For instance, if one of the personal or company information of the customer was changed, it will be important for the said information to be consistent with the information on other transactions such as the orders, delivery and payment.
On the other hand, it will also be important to ensure that all of the data are updated, in order to prevent future problems. For example, if one of the end-users of the system adds, edits or deletes something in the database or in the system, then it must reflect on the entire system of the organization, in order to ensure that data are being processed in real time.
Accuracy of data is also very important. In terms of different information system, it will be important to make sure that each and every field and data are consistent with the types that are asked by the business rule, for example difference between integer or numbers and strings or letters. This can be done by making sure that there will be no error or input, thus error-trapping designs must be implement in the interface of the program.
In addition, it is also important to consider that accuracy pertains on the integration of different subsystem, such as transactions from sales, purchases and its connection with inventory. Thus, the data were added, changed and deleted from sales and purchases must reflect on the inventory system. By doing that, it can help the enterprise to monitor the in and out flow of products and supplies in their organization. Thus, it can be used in order to decide about reordering products.
References
Business Objects, Information Management, viewed 11 December 2008, <http:// www.businessobjects.com/product/im/>
Inspired2Learn, Difference Between Data and Information, viewed 11 December 2008, <http://www.smale.info/docs/DifferencebetweenDATAandINFORM ATION.pdf>
The Construction Information, Data or Information? viewed 11 December 2008, <http://cig.bre.co.uk/dataexchange/subjectIntro/dataOrInformation.jsp>
Credit:ivythesis.typepad.com
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