CHAPTER 3

DATA MANAGEMENT

Upon completing this chapter, you should be able to do the following:

l Explain how to convert, process, transfer, and verify data files.

l Describe how to input and manipulate data on a computer system.

l Calculate storage and memory requirements for computer systems and data.

l Explain how to perform software configurations and how to install and upgrade software.

l Review I/O file specifications and determine system I/O requirements.

l Explain how to analyze the requirements, review the structure, identify the problems and change the structures of databases.

Data management incorporates many aspects of data manipulation and inputting, calculating storage and memory requirements, and computer software. You will need to know how to install applications software so it works and be familiar with all types of productivity software. Database management techniques will aid you in understanding how databases are analyzed, how to review and change structures, and how to identify problems.

DATA ADMINISTRATION

Data administration is an ongoing concern of management. Data administration encompasses all the technical and management duties required for converting, processing, transferring, verifying, and inputting data. Over the years, data resources in the Navy have grown in size and complexity. It is apparent that not all of the data problems within the Navy are resolved with the use of software. Some are taken care of with hard work.

DATA MANAGEMENT

Data management programs or routines are concerned with reading and writing data, locating data files, controlling I/O devices, handling I/O errors and requests, and providing space on output media for new files. In short, data management routines oversee the locating, accessing, outputting, and maintenance of data files. Can you imagine yourself trying to keep track of the location of all data files, which disk pack each is on, and which disk pack is mounted on which online disk drive. To try to do this would be overwhelming. Thanks to data management routines, you are relieved of this responsibility.

The converting, transferring, and verifying of data files is left up to the operator to perform. All of these processes are completed by the use of application utility programs. The transferring and verifying of data files is accomplished by using a copy utility. Data file conversion is accomplished by a utility of the software program being used, such as converting a WordPerfectR file into a MicrosoftR Word file.

There are several different ways to accomplish the inputting of data into the system. The oldest technique is data entry, keying the data off of source documents straight into the system. The most common ways are inputting the data from a tape or disk file. These files are produced from another job or from another installation, such as status of supply parts.

Once the data is inputted into the computer system, we have the capability of manipulating the data by copying, appending, deleting, and editing it. Copying and appending are used primarily for manipulating entire data files, while deleting and editing are used for individual records in a data file.

COMPUTER SYSTEM SOFTWARE

Up to now, we have been discussing computer hardware (the computer and its peripheral devices) and the manner in which these devices work and are able to talk (communicate) with each other. But what about this thing called software? Do we really need it? We most certainly do! Software plays a major role in data processing; for without software, we could not direct the computer to perform simple addition. It's the software that makes everything happen. Or, putting it another way, it brings the computer to life. At this point, we briefly describe the general types of software used in computers.

Software can be defined as a set of computer programs, procedures, and associated documentation concerned with the operation of a data processing system. Basically, there are two types of software: systems software and applications software.