SEQUENTIAL AND RANDOM ORDER

The way in which records in a file are ordered depends on its purpose and the
medium. It can be :
Sequential order which means that the records follow each other successively in a
particular arrangement (alphabetical, chronological, numerical)
Random order files contain records placed one after the other with no regard
succession.
Indexed file access which is a combination of both. In his arrangement, records are
stored in sequential blocks and within each block in random order
DATABASES

The highest unit in the hierarchy of data organization.

A collection of files and records maintained at one or more sites that allows many
users to share the data within it.
Coding systems
Save space and allow more information to be entered on a record. A code that
represents data is entered on the record instead of the actual data. The code should
also bear a meaningful relationship to the item it represents.
SIGNIFICANT DIGIT CODE
Each element in the code represents a different characteristic of the data item.
Example
l
Code
Copyrighted

Type of media

Length in Minutes

Year

TA 15 87

Tape recording

15

1987

DI 08 86

Disk recording

08

1986

CD 18 87

Compact disk

18

1987

Another example of this is the ZIP code. Philippine ZIP CODE is used by
the Philippine Postal Corporation (Philpost) to simplify the distribution of mail. While
in function it is similar to the ZIP code used in the United States, its form and its
usage is quite different. The use of ZIP codes in the Philippines is not mandatory,
however it is highly recommended by Philpost that they be used. Also, unlike

American ZIP codes, the Philippine code is a four-digit number representing two
things: in Metro Manila, a barangay within a city or city district (as in the case
for Manila), and outside Metro Manila, a town or city. Usually, more than one code is
issued for areas within Metro Manila, and provincial areas are issued one code for
every town and city, with some rare exceptions such as Dasmarias, which has
three ZIP codes (4114, 4115, and 4126) and Los Baos, which as two ZIP codes
(4030 and 4031 for the University of the Philippines Los Baos).
SEQUENCE CODE
A group of items is assigned numbers of sequence. Sequence codes contain
no additional information other than an indication of order of entry into the system.
CODE

ITEM

1
2
3
4
5

Carpets
Kitchen Goods
Lightning Fixtures
Hardware
Cosmetics

Another example is, a human resource system issues consecutive employee

numbers to identify employees. Because the codes are assigned in the order in
which employees are hired, you can use the code to see that employee number 584
was hired after employee number 433.
MNEMONIC CODE
This system uses a shortened or contracted code symbol to stand for a longer
term. Maybe based on the category, an abbreviation or an easy-to-remember value
EXAMPLE:
PAYPRO- Payroll procedures
STINOP-standard inventory ordering procedures
EMTRED-Employee training and educational department
Another example:
Category codes identify group of related items. For example, a local
department store uses a two-character category code to identify the department in
which a product is sold: GN for gardening supplies, HW for hardware and EL for
electronics
Abbreviation codes are alphabetic abbreviations. For example, standard state
codes include NY for New York, BOS represents Boston and SEA represents Seattle
(Systems Analysis and Design p. 423,Gary Shelly, Harry J. Rosenblatt 2011)

LAST DIGIT CODE

A final or trailing character is placed after a number or name to indicate to
which class it belongs.
EXAMPLE:
CODE

MEANING

103R

Retail item

104W

Wholesale item

105E

Export item

IDENTIFIERS
These are often used on records along with or instead of names. A common
examples of this is a social security number that is used for social security and
other purposes.

CHECK DIGIT CODES

Are used to detect errors made when identifiers or other number codes
were recorded. A check digit number is a number added to the end of
the code number, representing the result of a mathematical formula
that has been performed on the code number. The computer performs
the operations on the code number and compares the answer to the
check digit.

Modulo check characters are used to ensure the accuracy of a data scan or
user input. The modulo check character is based on the remainder in a
mathematical formula where characters within the data string are assigned
weighted values, summed and then divided by the modulus. This value is then
appended to the data string.