Data capture refers to how data is collected and entered into a computer based system.
Sytems that most people are familiar with are the bar-code scanners used in large
supermarkets and the lottery ticket.
Bar code scanners:
Are the basis of EPOS (electronic point of sales) terminals and can not only ensure
speedy and accurate data input but can also automate the stock control and prepare a fully itemised till
receipt for the customer.
Bar codes are also used in manufacturing industries to track work in progress.
A product travels along a production line having value added at each stage, using
bar-code scanners at each stage allows production controllers to identify its rate of progress.
OMR (Optical Mark Recognition):
The National Lottery payslip allows you to play up to seven boards.
You can make a selection of six numbers on each board.
These are automatically entered into the system by an automatic reading device.
The customer receives a receipt with a bar code.
This can then be used later to check for winning lines.
Multi-choice test papers often use a special OMR data collection answer sheet to
automate marking.
Magnetic card readers
(swipe cards):
Are another popular method of data collection.
Most people are familiar with cash cards that can be used on an ATM (Automatic Teller
Machine or "hole in the wall").
Small motors take the card into an ATM reading the magnetic strip in the process.
Once clearance is given, the user enters further detail via a small numerical keyboard,
or buttons can be pressed to indicate chosen options.
Manual entry:
Within an organisation data may need to be entered manually, a customers order has to
be entered onto a system for the automated procedures to be performed.
Even on an EPOS system it may be necessary to manually enter details of special items
when the bar-code is not held on the companies central database.
Telephone sales:
Modern trading methods include telephone sales where a telephone order is directly
entered into the system by the operators keyboard.
The operator only requires your post-code and house number to identify your full name
and address which can be entered directly into the system.
This cuts out possible operator error of mis-spelling your name and address details.
Touch-tone keypads allow selection to be gathered when calling numbers and is often
used for customer surveys or voting.
Internet shopping:
Often enables customers to enter detail into web page data entry forms.
On-line selection can be made and quotes automatically given on the users own computer.
Data is then only transmitted to the company when it has been checked for accuracy locally on the
customer's computer and they select to submit the order.
The order is directly entered onto the companies database.
Batch Processing:
Is a method of data entry where a bulk of data is prepared or allowed to accumulate off-line.
Data is validated and verified to ensure accuracy and then all of the data is entered in a continuous
stream, usually in off peak periods when a computer system is lightly used.
The payroll of many companies is produced in this manner once a month.
This system is used for preparing data that does not need to be continuously accessed.
Real-time systems:
Are as the name implies used to access data as an when required.
Airline reservation systems fall into this category.
The master stock file holds records of the stock held.
It is updated from transaction files showing items entered into the warehouse, and items
issued from it.
Reports would go to the finance and sales departments.
Regular audit checks are made to ensure that actual stock matches the stock records held
in the master stock file.
Stock control needs to take into consideration a range of factors:
- seasonal trends
- special storage requirements
- obsolescence
- usage rate
- supply lead times
- shelf life
- space requirements
