Tools for Information Processes 2 2 Tools for

Tools for Information Processes 2. 2 Tools for Organising

Organising � Organising is the process by which data is structured into a form appropriate for use by other information processes � Carried out after collecting and digitising � Methods of organising include: ◦ ordering ◦ classifying ◦ formatting

Methods of organising � The method of organising affects processing. � Example: ◦ When letters are entered using a keyboard, they are represented as text. Words can be easily edited. ◦ When a document is scanned, the letters are represented as bitmap images. Editing words involves a different process and is more difficult. � The data type will influence how the data can be manipulated.

Hardware used for organising � Hardware used for collection of data organises the data by digitising it: ◦ Scanner changes a hard copy (eg photo/text document) image ◦ Microphone changes sound audio ◦ Video camera changes moving objects video ◦ Barcode scanner changes barcode numbers ◦ Keyboard changes keystrokes text

Software used for organising � Paint and draw software allows image manipulation � Audio mixing software allows audio manipulation � Video processing software allows arrangement of video and audio clips on a timeline

Software used for organising � Word processors allow formatting of text so that it is easier to read and understand � Desktop publishing allows the arrangement of text, images and numbers for display � Spreadsheets allow for the arrangement of numerical data in rows and columns which can then be used for processing (when carrying out calculations and creating graphs).

Software used for organising � Website creation software (or web authoring programs) allow the use of hyperlinks to organise data to be displayed in web pages � Presentation software allows data to be arranged on slides, providing control over the sequence in which information is displayed.

Non-computer tools for organising � Hard copy systems such as: ◦ phone books ◦ card catalogues ◦ filing cabinet systems � Pen and paper methods for organising data: ◦ pen and paper forms These are still being used due to their convenience of being portable and not requiring a computer.

Social and ethical issues associated with organising � current trends in organising data include: ◦ the increase in hypermedia as a result of the World Wide Web ◦ the ability of software to access different types of data ◦ a greater variety of ways to organise resulting from advances in display technology

Social and ethical issues associated with organising � the cost of poorly organised data, such as redundant data in a database used for mailouts