4. Types of Computer Processing Files

There are various types of files used for storing data needed for processing, reference or backup. However the main common files include:

Master files, Transaction, Reference, Backup, Report and sort file.

Master File

A master file refers to a collection of records pertaining to one of the main subjects of an information system, such as customers, employees, products and vendors.

Transaction (movement) file

This is a collection of transaction records. The data in transaction files is used to update the master files, which contain the data about the subjects of the organization (customers, employees, vendors, etc.).

Reference File

This file is normally used for reference or look-up purposes. Look up information is that information which is stored in a separate file but is required during processing.

Backup File

A backup file is used to hold copies (backups) of data or information from the computers fixed storage (hard disk)

Report File

A report file is used to store relatively permanent records extracted from the master file or generated after processing.

Sort File

A sort file stores data which is arranged in a particular order

Questions

A. State uses of the following files:

1. Sort file
2. master file
3. reference file
4. report file
5. transaction file
6. backup file

B. Of the above files, which file can be used:

i. In a supermarket to fetch the price of a commodity from the master file

ii. In a supermarket to update the master file

iii. In a bank to extract and store some important records from the master file

iv. In a bank to arrange records of customers according to their bank deposits

v. By the government to a keep copy of listed employees in the master file who are about to retire in one year time