3.1 Meaning of Data and Information

Data are raw facts, figures, symbols, sounds or images that have been collected but not yet processed or organised, so on their own they carry little meaning. Information is data that has been processed, organised and put in context so that it is meaningful and useful for understanding a situation or making a decision. Computers accept data as input, process it and produce information as output. Example: the individual readings 37.2, 38.9 and 39.4 are data, but a hospital chart showing that a patient's temperature has risen steadily over six hours to 39.4 °C is information that tells the nurse to alert the doctor.

Examples of data

• Numbers: Prices, quantities, marks, temperatures and readings such as 250, 7.5 or 1,200.
• Text: Names, addresses and descriptions entered into forms.
• Dates and times: Records of when events happened, such as 12/03/2026 or 08:45.
• Images: Photographs, scanned documents and fingerprints.
• Audio and video: Voice recordings, music and CCTV footage.
• Sensor readings: Signals from thermometers, rain gauges and fuel sensors.

Examples of information

• Reports: A monthly sales report showing total sales per branch.
• Results slips: A student's mean grade and position calculated from marks.
• Bank statements: A list of transactions with the closing balance.
• Weather forecasts: Predicted rainfall worked out from many readings.
• Charts and graphs: A chart showing how production has changed over a year.

3.1.1 Difference between data and information

Data and information are closely related but are not the same: data is the input, information is the output after processing. What is information for one person may become data for another, for example when branch totals are combined into a company-wide report. Example: the till entries recorded at a supermarket during the day are data, while the end-of-day summary showing the best-selling product is information for the manager.

3.1.2 Types of data

Data can be grouped by its form and by how it is measured. Knowing the type of data helps in choosing how to store it, process it and present it. Example: a dairy cooperative stores farmers' names as text, milk deliveries as numeric data and delivery dates as date data.

Types of data by form

• Numeric data: Numbers used in calculations, such as quantities, prices and measurements.
• Alphabetic data: Letters and words only, such as names of people and places.
• Alphanumeric data: A mixture of letters and numbers, such as vehicle registration numbers like KDA 123B.
• Date and time data: Dates and times that can be sorted and calculated.
• Image data: Pictures, scanned documents and graphics.
• Audio and video data: Recorded sound and moving pictures.

Types of data by measurement

• Qualitative data: Describes qualities or categories, such as colour, gender or customer satisfaction level.
• Quantitative data: Measures quantities with numbers, such as weight, height or income.
• Discrete data: Counted in whole numbers, such as the number of students in a class.
• Continuous data: Measured and can take any value within a range, such as temperature or length.

3.1.3 How data becomes information: the data processing cycle

The data processing cycle is the series of stages through which raw data is turned into useful information. Each stage must be done correctly, because errors in the data entered lead to wrong information, a principle known as garbage in, garbage out. Example: a county revenue office collects market fee receipts, enters them into a computer, totals them per market and prints a weekly collection report.

Steps in the data processing cycle

1. Data collection: Raw data is gathered from sources such as forms, receipts, sensors and interviews.
2. Data preparation: The data is checked, cleaned and organised to remove errors and duplicates.
3. Data input: The prepared data is entered into the computer using devices such as keyboards, scanners or sensors.
4. Processing: The computer calculates, sorts, compares, summarises or analyses the data using programs.
5. Output: The results are presented as information in reports, tables, charts or on screen.
6. Storage: Data and information are saved on storage media for future use.
7. Feedback: Users review the output and may correct the data or request further processing.

Worked example: turning marks into information

Average mark = sum of marks ÷ number of marks

A trainee at a technical training institute scores 45, 67, 82 and 59 in four assessments.

Average mark = (45 + 67 + 82 + 59) ÷ 4

Average mark = 253 ÷ 4

Average mark = 63.25 marks

The four separate marks are data. The average of 63.25 marks, together with the trainee's grade, is information the trainer can use to give feedback.

3.1.4 Characteristics of good information

Information is only useful when it has certain qualities. Poor information, such as outdated or inaccurate figures, can lead to wrong decisions and losses. Example: a credit officer at a microfinance bank relies on an up-to-date and accurate repayment record before approving a new loan.

Qualities of good information

• Accurate: It is correct and free from errors.
• Timely: It is available when it is needed, not after the decision has been made.
• Relevant: It relates directly to the purpose or decision at hand.
• Complete: It contains all the details needed, with nothing important missing.
• Clear: It is easy to understand by the person who uses it.
• Concise: It gives what is needed without unnecessary detail.
• Reliable: It comes from trustworthy sources and can be verified.
• Accessible: It can be obtained easily by authorised users.

3.1.5 Units of measuring data

Computers store data as binary digits, called bits, which are either 0 or 1. Bits are grouped into larger units that are used to describe file sizes and storage capacity. Example: an ICT officer at a law firm checks that a 64 GB flash disk is large enough to back up scanned client files.

Worked example: number of files on a flash disk

Number of files = storage capacity ÷ size of one file

A flash disk holds 64 GB, and each scanned document is about 2 MB.

Storage capacity in MB = 64 × 1,024 = 65,536 MB

Number of files = 65,536 ÷ 2

Number of files = 32,768 scanned documents