File processing – is the activity that is been passed through by data and files to become meaningful and accessible when needed.
The principal guiding file processing in the computer system include: –
The activity of using transaction file to change the content of master files so that it can reflect a current position for example updating a client ledger record with new one. The most significant action here is changing former data or previous data with a new one.
This includes will include the following: –
i. Inserting of new records
ii. Deleting of obsolete records
iii. Modification of existing records
iv. Connection of existing data
This is when a particular record is referenced to, to ascertain what is contained within. For instance, (indication is made to a price file during an invoicing run) or to get information (i.e. get the resident from an applicant record)
This refers to adding new records, amending or deleting records that are not needed or changing of records on a master file or reference file. File maintenance processing activity can be executed as a separate run, but the incorporation and removal of record is combined with updating. E.g. adding names of employees to a payroll file or deleting record from a customer file.
File searching / Enquiry:
This is to search for record with a particular key or a primary key associated with the records. This process involves searching through a master file to get the accurate record. Obtaining information from a file by copying out the records without alteration or amending it.
This can be said to be selection of particular field in a record.
This involves collection of records in a logical file into sequence as determined by a particular key in the record. The computer system is capable of arranging record into orders using primary key or a unique key.
This is when two or more different files of similar records and in the same sequence are joined together as to become one file. i.e. combining records in a file so as to form one consolidated file. E.g. Merging records of employees from different branches of an organization so as to form one common file.
It is discarding all the content of file when it becomes unnecessary. Dumped file are no longer required for any processing. E.g. A transaction is dumped after it has been used to update the master file.
Arranging of records in a particular file with the view of making its retrieval faster.