CHAPTER 7: MANAGING COMPUTER FILES

7.1 CONCEPT OF COMPUTER FILES

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• Definitions: File: A named, persistent collection of related data or programs. Record: A collection of related fields (a row in a table). Field: A single attribute (a column). Data Item: The smallest unit of meaningful data.
• Organization Structures (How records are placed):
  1. Sequential File Organization: Records are stored and processed in a predefined sequential order (e.g., alphabetically, by date). Suitable for batch processing. Access Method: Must start at the beginning (Sequential Access).
  2. Random/Direct File Organization: Records are stored based on a specific key (e.g., using a hashing algorithm). Access Method: Can jump directly to any record (Direct Access). Fastest access method.
  3. Indexed Sequential File Organization (ISAM): Records are stored sequentially, but an index is created and maintained to allow both sequential and faster direct access.
• File Classification (by use): Master Files (permanent, contains primary data), Transaction Files (temporary, records daily changes), Program Files, Backup Files.

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7.2 HANDLING COMPUTER FILES

• Basic File Operations (CRUD): Creation, Reading/Retrieving, Updating/Editing, Deletion. Also Saving, Renaming, Copying, Moving.
• File Insecurity: Causes: Virus attacks, hardware failure, weak passwords, accidental deletion, unauthorized access. Effects: Data loss, data corruption, privacy breaches, system failure.
• File Security Methods: Encryption, Password protection, Regular Backups, setting Access Rights/Permissions (read-only, read/write), use of Antivirus/Firewalls.
• Manual vs Computer Files: Computer files offer: Speed (fast retrieval), Storage Capacity (less physical space), Ease of Update, and Security (encryption, backup). Manual files are prone to physical damage (fire, flood) and slow retrieval.
• File Processing using BASIC: BASIC uses commands like OPEN (to link file to program), INPUT # (to read data from file), PRINT # (to write data to file), and CLOSE # (to disconnect).

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