Basic Concepts of ICT with its Role & Applicability
Build your foundation. Understand what ICT really is, how data becomes information, and how technology shapes every domain of modern life.
Life Cycle of Data
Information is the main source used in the decision making process. Good decisions can only be made with good (correct) information. To generate information, we need data — the primary raw material used to make information required in decision making.
Because data is the key component behind every decision, businesses, organizations, welfare groups, and even governments are constantly trying to collect and maintain it. Data is scattered across many sources, so we need to collect and organize it.
Step 1 — Data Creation
There are 3 ways organisations perform data creation:
- Data Acquisition — Acquiring already existing data produced outside the organisation. Ex: A marketing company purchasing a mailing list from a third-party vendor.
- Data Entry — Employees manually entering data into the system.
- Data Capture — Capturing data directly from devices. Ex: A temperature sensor capturing the current room temperature.
Step 2 — Management
Data Management includes administrative tasks such as validating data, storing data, and protecting data. Keeping data securely and making it accessible for authorized users are key tasks here.
A retail company manages data by using a secure database to store customer purchases, validating the information to ensure accuracy, and controlling who can access it to protect customer privacy.
Step 3 — Removal of Obsolete Data
The value of data depends on the time period it is used. The period of data is decided according to the requirement of the relevant institution. Data that is not necessary for the present (outdated) is called obsolete data. These data need to be removed from information systems without further maintenance.
The data life cycle describes the journey of data from its creation to its end. It begins with Data Creation, followed by Data Management (validating, storing, protecting), and concludes with the Removal of Obsolete Data, where old, unnecessary information is securely deleted to save resources and reduce liabilities.
Data vs. Information
What is Data?
- Numbers, images, letters, arts and sounds that have not been prepared in any manner are called data.
- When things are taken individually, those that are meaningless are called data.
- Things by which conclusions cannot be made are called data.
- Data are raw materials used to prepare information.
Ex: Letters, Numbers, Pictures, Sounds, Shapes
Data are a collection of facts, figures, or symbols that can be processed to create meaningful information. The word "data" comes from the Latin word datum, meaning "something given." In its raw form, data lacks context. However, once organized and analyzed, it becomes a crucial tool for making informed decisions.
Categorization of Data
Data can be categorized in several ways. The most common classification is by its nature. There are 2 types of data:
- About quantities — expressed in numbers
- Ideal for mathematical analysis
- Can be subjected to arithmetic: addition, subtraction, multiplication, division
- Can be sorted in numerical order
- Can be displayed scientifically
Ex: mass, length, time, height
- About qualities — descriptive, expressed in words or labels
- Provides deeper understanding of a topic
- Subjective and observational
- Used to explore concepts and experiences
- Cannot be computed mathematically
Ex: images, symbols, documents
Most of the time we use quantitative data for data processing tasks.
Characteristics of Data
- Data can be collected and stored inside books or computer-related devices.
- Can be carried from one place to another using a communication system.
- Data can be processed.
Definition of Information
Information is data that has been processed by a computer into a form that is useful and meaningful to humans or systems. Information is obtained after processing data and can be used for decision making.
Ex: A student database stores raw data (names, marks), but when it shows "Top 5 students by average score," that is information.
| Data | Information |
|---|---|
| Raw facts and figures | Processed or organized data |
| Has no context or meaning on its own | Has meaning in context |
| Can be numbers, text, images, sounds, etc. | Useful for decision making |
| Stored in databases, files, or memory | Presented in reports, charts, summaries |
| Input for processing | Output of processing |
How to Convert Data into Information
The process of converting data into information is called processing of data.
Data Processing Methods
1. Manual Data Processing
Data processed without using machines or computers. All tasks are done by humans using tools like pen, paper, files, or calculators. It is the oldest method of data processing.
- Low cost — no computers or expensive software needed
- Simple to use — just pen, paper, or calculators
- No electricity required
- Good for small amounts of data
- Human judgment can be applied
- Time-consuming — slow for calculations
- Prone to errors — mistakes are common
- Difficult to update or correct data
- Hard to store and retrieve
- Limited security — paper files can be lost or damaged
- Not efficient for large volumes of data
2. Mechanical Data Processing
Data is processed using mechanical devices or machines, but without electronic computers. Faster and more accurate than manual processing, but slower than electronic processing. Relies on mechanical tools like typewriters, calculators, or punch-card machines.
3. Electronic Data Processing (EDP)
Data is processed using electronic devices such as computers. Uses software and hardware to handle large volumes of data quickly and accurately. This is the most common and widely used method today.
Electronic Data Processing = Computers + Software → Fast, Accurate, Efficient, and Reliable.
- Speed — processes large volumes within seconds
- Accuracy — reduces human errors
- Storage — huge amounts stored in small space
- Easy to update — data can be modified quickly
- Automation — tasks can run automatically
- Data security — passwords, encryption, backups
- Search and retrieval — instant using queries
- Cost-effective in the long run
- Scalability — handles both small and large data
- Decision-making support — reports, graphs, analysis
- ATM transactions in banks
- Online shopping systems (Amazon, eBay)
- School/university databases for student records
- Payroll systems that calculate salaries automatically
- Hospital patient management systems
Characteristics of Information
Good information is that which is useful and which has value. Good information is relevant for its purpose, sufficiently accurate, complete enough for the problem, reliable, and targeted to the right person.
The Golden Rule of Information
"Information has value only if it is available at the right time."
The Golden Rule of Information (Value vs Time) states that the usefulness or value of information is highest when it is received at the right time. As time passes, the value of the same information decreases because it may no longer support effective decision-making.
- At the beginning (time = 0), the value is very high because fresh information is most useful.
- As time increases, the value slopes downwards — information becomes less useful.
- If information arrives too late, it can lose all of its value, even if the content is accurate and correct.
If a student gets an exam timetable one month before the exam → very valuable. If given one day before → less valuable. If given after the exam is finished → completely worthless.
Big Data & The 5Vs
Big Data means extremely large sets of data that are too big or too complex for normal computers or traditional software to handle. It includes data from many sources like social media, online shopping, sensors, mobile apps, banking systems, and more. Big Data is not just about size, but also about how fast it grows and how different the types of data are.
Traditional Data vs Big Data
| Traditional Data | Big Data |
|---|---|
| Structured and organized | Structured, semi-structured, and unstructured |
| Manageable in volume | Extremely large, growing rapidly |
| Stored in relational databases | Requires Hadoop, cloud storage, etc. |
| Low velocity — slower generation | High velocity — real-time generation |
| Ex: Sales records, employee info | Ex: YouTube uploads, social media, sensors |
Applicability of Information in Daily Life
Information performs an important task in the activities of daily life. It can be discussed under four categories:
- Decision Making — Information helps define problems, understand situations, reveal alternatives, and reduce risk for better decisions.
- Policy Making — Information identifies problems, measures magnitude, determines causes, and provides a basis for creating solutions.
- Prediction — Using historical data and algorithms to train predictive models and forecast future outcomes.
- Communication — Sharing information accurately and efficiently across domains and individuals.
Availability of Technologies for Information Retrieval & Sharing
The ability to inquire about information stored in a certain media is called retrieval. There are traditional and modern methods used to communicate information.
- Usage of sound for communication
- Ola Leaves
- Letters
- Newspapers and Magazines
High cost and consuming long time periods.
- Short Message Systems (WhatsApp)
- Usage of websites
Very little time and very low cost.
Development of Computer Networks, the Internet & WWW
The Internet is the best thing that has happened to the world when it comes to ICT. The fastest method of communication with the world public is the internet — we can call it an "Information Super Highway."
The Internet is a massive, worldwide network of computers and other devices all connected to each other. It allows people and devices to share information and communicate from anywhere in the world.
The World Wide Web (WWW) is a system of interconnected documents and resources accessed via the Internet — connecting all websites together. It's the main service of the Internet.
The world has become a "Global Village" because of the internet — anyone, anywhere, can communicate and share information instantly.
Mobile Communication, Mobile Computing & Cloud Computing
Mobile Communication
A form of wireless communication that allows the transmission of data, voice, and video between devices without physical cables. Relies on a network of towers or satellites transmitting radio waves to connect devices like smartphones, tablets, and laptops.
Mobile Computing
The use of portable computing devices to access and process information while on the move. Combines: mobile communication (wireless networks), mobile hardware (devices), and mobile software (applications and OS).
Cloud Computing
The delivery of computing services — including servers, storage, databases, networking, and software — over the Internet. Instead of owning physical hardware, you rent these resources on an as-needed basis from a cloud provider.
- Low cost to use software and store data
- Access from anywhere in the world
- Fewer maintenance problems
- Always use the latest software (auto-updates)
- Unlimited storage capacity
- High security for data
- Mobile devices save battery by processing in the cloud
- Requires continuous internet connectivity
- Processing speed decreases under low internet connections
Abstract Model of Information Creation
- Input — Entering data and the commands / instructions on how to process data.
- Process — Preparation of data according to the commands given.
- Output — Displaying processed information to the external world.
Basic Components of a Computer System
Devices and the software installed in it are called a computer system. These components can be divided into three sections:
Hardware
All devices connected to a computer that can be seen and touched physically (visible and tangible) are called hardware.
External Hardware (Peripherals)
- Keyboard — For typing text and commands
- Mouse — Pointing and navigating
- Microphone — Captures sound
- Webcam — Captures video and images
- Scanner — Converts physical documents to digital
- Joystick — Controls movement in games
- Touchscreen — Interact with display using fingers
- Barcode Reader — Scans barcodes to retrieve product info
- Digital Camera — Takes pictures and videos
- Graphics Tablet — Drawing with a stylus
- Monitor — Displays visual output (Soft Copy)
- Printer — Creates physical copies (Hard Copy)
- Speaker — Generates sound
- Headphones — Audio output for individual listening
- Projector — Projects images onto a large surface
- Plotter — Large-format graphic printing (blueprints)
- Braille Embosser — Prints text for visually impaired
Internal Hardware
- Motherboard — Main circuit board that connects all other components.
- CPU (Central Processing Unit) — The "brain" of the computer that performs calculations.
- RAM (Random-Access Memory) — Temporary memory used to store data the CPU is actively using.
- HDD/SSD (Hard Drive/Solid-State Drive) — Long-term storage for data and software.
- GPU (Graphics Processing Unit) — Handles rendering of images, videos, and animations.
- PSU (Power Supply Unit) — Converts power from wall outlet to low-voltage needed by components.
- Cooling System — Fans and heatsinks that prevent overheating.
Software
Software is a collection of instructions, data, or programs that tell a computer what to do and how to operate. It's the intangible part of a computer. Think of hardware as the body and software as the brain.
1. System Software
Manages and controls the computer's hardware and provides a platform for application software to run. Has 4 sub-types:
- Operating System (OS) — Manages all hardware and software resources. Ex: Windows, macOS, Linux.
- Device Drivers — Allow the OS to communicate with specific hardware (printer, graphics card).
- Utility Software — Maintains and optimizes computer performance. Ex: antivirus, disk cleanup.
- Language Translators — Convert code written in high-level languages into machine code.
2. Application Software
Designed to perform specific tasks for the user. Examples: Productivity Software (MS Office), Multimedia Software (Adobe Photoshop), Web Browsers (Chrome, Firefox).
Two main types:
Developed and tailored specifically for a particular organization. Not available to the general public.
Advantages
- Perfect Fit
- Scalability
- No Unnecessary Features
Disadvantages
- High Cost
- Long Development Time
- Risk
Ready-made product designed for a wide range of users. Mass-produced and sold to the general public.
Advantages
- Low Cost
- Immediate Availability
- Regular Updates
Disadvantages
- Limited Customization
- Unnecessary Features
- Lack of Control
Firmware
A type of software providing low-level control for a device's hardware. Permanently embedded into non-volatile memory (ROM or flash memory). Not erased when the device is powered off. Examples: BIOS, UEFI.
Software Classification by Legal Condition
Owned by a company. Source code is private. Must purchase a license to use it.
Ex: Microsoft Windows, Adobe Photoshop, macOS
Source code is publicly available for viewing, use, modification, and distribution.
Ex: Linux, Mozilla Firefox, LibreOffice, GIMP
A type of proprietary software distributed for free on a "try before you buy" basis.
Steps of Data Processing
Data Gathering Methods
Data is scattered and we have to collect and gather it to make information. There are two types of data gathering methods:
1. Manual Data Gathering
Collecting and recording data without automated systems. Relies entirely on human effort.
- Questionnaires and Forms — People fill out questions; data is then manually entered.
- Interviews — Direct one-on-one conversation between interviewer and respondent.
- Observation — A person watches and records events or behaviours in a setting.
- Documents and Records — Data manually extracted from existing paper records.
2. Semi-Automated and Automated Methods
Automated tools handle bulk data gathering. When the system encounters an anomaly, it flags data for a human to review.
- Higher Accuracy
- Increased Efficiency
- Improved Context
- Cost-Effectiveness
- Better Problem Solving
Automated Data Gathering Tools
- Magnetic Ink Character Recognition (MICR)
- Optical Mark Reader (OMR)
- Optical Character Recognition (OCR)
- Card Readers
- Bar Code Readers
- Sensors
- Loggers
Data Validation & Verification
Data Validation
The process of ensuring that data is correct, clean, and useful before it is stored or processed. A proactive step that checks for accuracy and integrity at the point of entry.
- Data Type Check — Ensures correct data type. Ex: "Age" field should only accept numbers.
- Presence Check — Ensures required fields are not left blank.
- Range Check — Numeric value falls within a specified min/max range. Ex: grade between 0 and 100.
- Format Check — Data follows a specific format/pattern. Ex: email must contain "@" and a dot.
- Length Check — Data is a certain length. Ex: password at least 8 characters.
- Look-up Check — Data must be from a predefined list. Ex: country from a dropdown.
Data Verification
The process of checking that data has been entered accurately by comparing it with the original source document. Ensures the data captured is a true and correct copy.
- Double-Entry Verification — Same data entered twice; system compares and flags discrepancies. Ex: "Confirm Password" on websites.
- Screen Verification — Visually check on-screen data against the original source before processing.
- Printed Copy Verification — Print the data and manually proofread against original source documents.
Modes of Data Input
Batch Processing vs Real-Time Processing
| Batch Processing | Real-Time Processing |
|---|---|
| Data collected over time, processed all at once | Data processed as soon as it is received |
| Significant time delay between entry and results | Minimal to no delay — immediate response |
| Highly efficient for large volumes | Essential for tasks requiring instant feedback |
| Cost-effective, lower resources | More expensive, resource-intensive |
| Ex: Payroll systems, utility billing | Ex: ATM transactions, airline booking |
Data Storage Methods
- Local Storage — Devices connected directly to the computer. Ex: Hard disk, CD, Magnetic tapes.
- Remote Storage — Data stored in a remote place using the concept of cloud storage over the Internet.
Applications of ICT in Different Domains
Evaluates the Impact of ICT on Society
Benefits of ICT
ICT provides 24/7 services, reduces operational costs, improves customer access, and enables automation that significantly increases efficiency across all sectors.
Issues Caused by ICT
- Environmental Problems — E-waste (toxic discarded devices), high energy consumption of data centers.
- Ethical Problems — Anti-social activities, manipulated content, affecting ethical society formation.
- Legal Issues — Improper use of personal data, hacking, piracy, copyright violations.
- Adverse Effects on Society — Human jobs being replaced by machines and AI.
Confidentiality, Phishing & Piracy
Licensed vs Unlicensed Software
- Single User License — Licensed for one computer only.
- Multiuser License — Allows installation on multiple computers by multiple users.
- Site License — Unlimited number of computers and users within an organization.
Quick Revision — True or False
🧠 Test Yourself — Can you answer these?
💡 Answers available when you join the class — ask Sahan on WhatsApp!