Computer Files

Definition of Computer File

1. Computer file is defined as the smallest meaningful unit of data representation within a
computer.

2. A computer file is a block of arbitrary information, or resource for storing information, which
is available to a computer program and usually on some kind of durable storage.

File Functions:

Files are used to do one or more of the following functions:

a. Provide machine executable code

b. Store application program or operating system configuration

c. Store data used by user such as Microsoft Word files.

File Terms

1. Record: A record is a collection of related fields. In computer science, a record (also called
strict or compound data) is a basic data structure.

2. Field: Field is a single piece of information about and object. A is also defined as a space
that holds specific parts of data from a set or a record. Examples of fields are NAME,
ADDRESS, QUANTITY, AGE, etc.

3. Data element: A data element is the logical definition of field

4. Data item: Data item is the actual data stored in the field

Types of Data Items

Each data element consist only a single item. These items will have one of the three basic types:
numeric, alphabetic and alpha-numeric.

Numeric data: Data consisting of digits and not letters of the alphabet or special characters.

Alphabetic data: Data consisting of letters and not digits or special characters.

Alpha-Numeric data: Data consisting of digits, alphabets as well as special characters.

File Organization

The term "file organization" refers to the way in which data are stored in a file and,
consequently, the method(s) by which it can be accessed.

File organization Terms

a. Block: A block is the physical unit of transfer between the backing store and the main
memory.

b. Bucket: A bucket is the logical unit of transfer between the backing store and main memory.
c. Hit: In processing a record that is required is called a hit.

FILE ORGANIZATION STRUCTURE

Types of File Organization

There are mainly four types of file organization:

1. Serial file organization

2. Sequential file organization

3. Index file organization

4. Random file organization

Serial file organization

Serial files are stored in chronological order, that is, as each record is received it is stored in the
next available storage position. In general it is only used on a serial medium such as magnetic
tape.

Sequential file organization

Sequential files are files whose records are sorted and stored in an ascending or descending on a
particular key field.

Index file organization

An index is an alphabetical list of names, subjects, etc., with references to the places where they
occur. Indexed Sequential file organization is logically the same as sequential organization, but
an index is built indicating the block containing the record with a given value for the Key field.

Random file organization

A randomly organized file contains records arranged physically without regard to the sequence
of the primary key. Records are loaded to disk by establishing a direct relationship between the
Key of the record and its address on the file, normally by use of a formula (or algorithm) that
converts the primary Key to a physical disk address. This relationship is also used for retrieval

Methods for Accessing Files

Files can be accessed:

a. Serially

b. Sequentially and

c. Randomly

File Classification

Files are classified as follows;

Features of transaction file

1. The data stored in these files are temporary by nature

2. This file contains data only for period of time

3. Any data to be modified is done in this file

B. Master Files: Master file are permanent file kept up-to-date by applying the transactions that
have occur during the operation of the business. E.g. customer ledgers, student database.

Features of transaction file

1. The data stored in these files are permanent by nature

2. This files are updated only through recent transactions

3. This file stores large amount of data

C. Reference Files: Reference files are type of master file containing referential data. They
contain data that are necessary to support data processing e.g. price lists, dictionary files, present
value schedules, table of inventory codes or categories, lookup tables

Features of transaction file

1. It is stable and permanent in nature

2. It is data used for reference purposes.

Criteria for File Classification

1. How the file is to be used

2. How many records are processed each time the file is updated

3. Whether the individual records need to be quickly accessible

4. Nature of content

5. Organization method

6. Storage medium