3.1 Meaning of Data and Information
Data are raw facts, figures, symbols or observations that have not yet been organised or given meaning, such as a list of numbers, names or readings. Information is data that has been processed, organised and interpreted so that it is meaningful and useful for understanding a situation or making a decision. The same data can produce different information depending on how it is processed and for what purpose. Example: the daily temperature readings recorded at a tea estate are data; the average monthly temperature and a warning that frost is likely next week are information the estate manager can act on.
3.1.1 Meaning of data
Data are the starting material for all information. On their own, data usually have little meaning because they lack context, such as what they measure, when they were collected or how they relate to each other.
Forms of data
- Text: Letters and words, such as names of customers or product descriptions.
- Numbers: Quantities and measurements, such as sales figures, ages or rainfall amounts.
- Images: Photographs, scanned documents and drawings.
- Audio: Sound recordings, such as voice notes and recorded interviews.
- Video: Moving images, such as CCTV footage or recorded lessons.
- Symbols and codes: Barcodes, QR codes and other coded data.
Types of data
| Type |
Description |
Example |
| Quantitative |
Numerical data that can be counted or measured |
Number of patients, litres of milk delivered |
| Qualitative |
Descriptive data about qualities or categories |
Customer comments, colour of a product |
| Structured |
Organised in a fixed format such as tables |
Spreadsheet of staff records |
| Unstructured |
Not organised in a fixed format |
Emails, photos, social media posts |
| Primary |
Collected first-hand for a specific purpose |
Survey carried out by the organisation |
| Secondary |
Collected earlier by someone else |
Census reports, published statistics |
3.1.2 Meaning of information
Information is the result of processing data, for example by sorting, calculating, summarising, comparing or presenting it in tables and charts. It answers questions such as what, how many, when and where, and helps people make decisions.
Data and information compared
| Feature |
Data |
Information |
| Nature |
Raw, unprocessed facts |
Processed, organised facts |
| Meaning |
Little or no meaning on its own |
Meaningful and useful |
| Context |
Lacks context |
Has context and purpose |
| Use in decisions |
Cannot be used directly |
Supports decision-making |
| Example |
45, 62, 58, 71 |
"The class average mark is 59" |
3.1.3 How data becomes information
Data is turned into information through a series of stages often called the data processing cycle. Example: a SACCO collects members' monthly deposit slips (data), enters them into its system, calculates totals and interest, and produces statements for each member (information).
- Collection: Gather data from sources such as forms, sensors, surveys and transactions.
- Preparation: Check, clean and organise the data, removing errors and duplicates.
- Input: Enter the data into a computer by typing, scanning or importing.
- Processing: Sort, calculate, compare and summarise the data.
- Output: Present the results as reports, tables, charts or messages.
- Storage: Save data and information for future use.
Worked example: turning data into information
A shop records daily sales for one week (Ksh): 4,200, 3,800, 5,100, 4,600, 6,300, 7,500 and 2,500.
Total sales = 4,200 + 3,800 + 5,100 + 4,600 + 6,300 + 7,500 + 2,500 = 34,000
Average daily sales = 34,000 ÷ 7 = 4,857.14
Highest day = 7,500
Answer: the information is "weekly sales were Ksh 34,000, averaging about Ksh 4,857 per day, with the highest sales of Ksh 7,500 on the sixth day", which the owner can use to plan stock and staffing
3.1.4 Characteristics of good information
- Accurate: Free from errors, so that decisions based on it are sound.
- Relevant: Related to the need or decision at hand.
- Timely: Available when it is needed, not too late to act on.
- Complete: Contains all the details needed for a decision.
- Reliable: Comes from trustworthy sources and methods.
- Concise: Presented briefly without unnecessary detail.
- Accessible: Easy for authorised users to obtain and understand.
3.1.5 From data to knowledge
Data and information are part of a wider hierarchy often described as data, information, knowledge and wisdom. Knowledge is the understanding gained by applying and interpreting information through experience, and wisdom is the ability to use knowledge to make good judgements.
| Level |
Description |
Example |
| Data |
Raw facts |
Rainfall readings for each day |
| Information |
Processed, meaningful facts |
Total rainfall for the season was below average |
| Knowledge |
Understanding of what the information means |
Low rainfall reduces maize yields in this area |
| Wisdom |
Using knowledge to make good decisions |
Plant drought-tolerant varieties next season |
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Create a free account 🔒3.2 Importance and Uses of data and information
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🔒3.3 Types of internet services
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🔒3.4 Communication Services
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🔒3.5 Information Retrieval Services
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🔒3.6 File Transfer
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🔒3.7 World Wide Web Services
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🔒3.8 Web Services
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🔒3.9 Automatic Network Address Configuration
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🔒3.10 NewsGroup
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🔒3.11 Ecommerce
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🔒3.12 Types of Internet Access Applications
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🔒3.13 Web browsing concepts
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🔒3.14 Key concepts
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🔒3.15 Security and safety
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🔒3.16 Web browsing
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🔒3.17 Critical evaluation of information
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🔒3.18 Copyright, data protection
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🔒3.19 Downloads Management
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🔒3.20 Performing Digital Data Backup (Online and Offline)
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🔒3.21 Emerging issues in internet
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