Non Computer Methods of Organising Data 73 non computer sorting.mov
People have been organising their data on paper or its equivalent. In the 1930’s, as radio and later television emerged, the idea of the paperless office came in to being. It was thought that very soon the need for paper would disappear. The paperless office has never been realised; in fact the opposite is actually the case.
Today we use more paper than ever before in history. When writing a simple letter using a word processor it is likely that multiple drafts will be printed; commonly more than half a dozen sheets of paper being used to complete the process.
Prior to computerised word processors, a hand written draft would be created and edited on a single sheet of paper. Why for many tasks do we still prefer and use paper-based hardcopy and manual pen and paper methods over their electronic equivalents?
To assist in answering this question let us examine examples of hard copy systems and also pen and paper systems used to organise data. Many of these non-computer tools utilise computer technology to assist the collection and/or initial organisation of the data, however once created it is the organised hardcopy that is used to communicate the information to people.- Telephone books use enormous amounts of paper, yet virtually every household and business throughout the world receives a new telephone book, or set of telephone books each year
- Card catalogues are used as indexes for larger collections. For example, most graphic designers store a physical proof of each design they create. This collection of proofs is indexed using a card catalogue arranged in customer name order.
- Filing cabinets, folders and paper documents are still used extensively in virtually all offices. It is likely that your school maintains a filing cabinet for each year level. Within this filing cabinet is a folder for each student and within each folder are copies of each student’s original enrolment form, schools reports and various other documents. Some of the documents within each folder are likely to be hardcopy generated by a computer system and others being handwritten. Most businesses and government departments maintain similar filing cabinet based databases.
- Many processes are still performed using manual pen and paper techniques. Pen and paper is readily available to all and furthermore the result is more personal. Consider the following common examples:
- Phone messages are commonly distributed on slips of paper.
- At school, students handwrite their notes and teachers maintain handwritten mark books.
- Much of the initial planning of even computer-based information systems is done using pen and paper.
- Many people use hand written diaries and organisers to plan and record their work and social activities.
Advantages and Disadvantages of Non Computer Based Organisation Methods Data Security - Traditional file organization has security advantages over electronic filing, but it also has its disadvantages.
- Electronic files are usually accessible on a network, which means it's possible for an unauthorized person to gain access to electronic data over the Internet through hacking methods.
- Electronic data can also be damaged by software security problems like computer viruses.
- On the other hand, paper files can be lost in fires and floods, but electronic data is easy to backup in multiple locations, reducing the potential for permanent data loss.
Complexity - A traditional file approach is less complex than electronic systems, which can make it easier for untrained people to access and manipulate data.
- Anyone can look through alphabetized filing cabinets to find a file.
- Locating and manipulating an electronic database information may require technical training, and user error can result in unintended alterations or data loss.
Access Time in a Traditional File Environment - One of the primary disadvantages of an traditional file environment is the time it takes to access data.
- It can take minutes if not hours to locate a few files in a large paper filing system.
- Electronic databases allow for almost instantaneous access to information.
- Faster data access time can increase the productivity of managers, analysts, accountants and other workers who use data on a regular basis.
Editing and Communication - A traditional file system is cumbersome in that it does not allow users to easily edit files or send information to others.
- Paper files often cannot be edited directly, forcing users to make new copies to update old files.
- To distribute data on paper files, users must mail, fax or scan the data.
- Databases allow users to edit information fields directly, and because information is stored digitally, it is already in a form that can be easily transmitted.
Order of Data - Data can get out of order in traditional filing systems.
- If someone accidentally puts a file in the wrong place, or takes a file out of a cabinet and forgets to put it back, it can lead to lost data or the creation of additional copies of files.
- Electronic filing systems allow users to quickly check whether information already exists somewhere in the system, which helps avoid problems like redundant files and data loss.
https://smallbusiness.chron.com/advantages-disadvantages-traditional-file-organization-41400.html Other useful links
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