Adapted from Jeffery A.

Hoffers
Modern Database Management,
12th Edition
Lecture # 2
Traditional File Processing System

Lecturer
Shermeen Adnan

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 Traditional File Processing System
First computer-based approach of handling the
commercial or business applications.
Also known as a replacement of the manual file
system.
Before the use of computers, the data in the
offices or business was maintained in the files
Laborious
time consuming
inefficient
Computers helped efficient management for
storing, manipulating and retrieving data.
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 Traditional File Processing System
File processing environment simply
transformed manual file work to computers.
So processing became very fast and efficient
But as file processing systems were used, their
problems were also realized and some of
them were very severe.

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 Traditional File Processing System
The systems (even the file processing systems)
are created after a very detailed analysis of the
requirements of the organizations.
It is not possible to develop a system that does not
need a change afterwards.
The users get the real taste of the system when it is
established.
It is important to know the short comings and
limitations of TFPS to avoid same problems while
designing database systems and learn the
reasons for developing databases.
MS-Excel falls in the category of TFPS.
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 Traditional File Processing System
Traditional file processing systems include manual
systems and also computer based file systems
that were linked to particular application
programs.
The focus is on the individual processing needs of
a particular department or area within an
organisation.
Accounts Receivable
Payroll
Inventory Control.

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 Traditional File Processing System
Overview of File Processing
Uses various types of files
Master file: In a typical file processing
environment, a master file stores relatively
permanent data about an entity. For example, a
PRODUCT master file might contain one logical
record for each product a company sells.
Table file: contains reference data used by the
information system. As with master files, table
files are relatively static and are not updated by
the (IS). Examples include tax tables and
postage rate tables.
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Traditional File Processing System
Uses various types of files
Transaction file: In a typical file processing
environment, a transaction file stores records that
contain day-to-day business and operational data. A
transaction file is an input file that updates a master
file; after the update is completed, the transaction file
has served its purpose.
Work file scratch file: In a typical file processing
environment, a work file is a temporary file created by
an information system for a single task. Most often a
work file is created by one process in the information
system and used by another process within the same
system. Work files also are called scratch files.

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Traditional File Processing System
Uses various types of files
Security file: Sequence codes are numbers or letters
assigned in a specific order. Sequence codes contain no
additional information other than an indication of order
of entry into a system.
History file: In a typical file processing environment, a
history file is a file copy created and saved for historical
or archiving purposes. New history files, unlike new
security files, do not replace the old files.

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 Manual Information System of PVF Customer

What is this customers address

& credit limit ?
Sales
Packing Slip

What is the production

Sales Order schedule today ?
Packing Slip
Customer
File How many chairs (type 123)
Orders do we have in stock ?

Product File Man. & Dist.

Sales Order
Work order Work order File
How much this customer owe
us on invoice No.555 ?
Invoice
Invoice File
Accounting
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 Disadvantages of Manual System
A constant stream of intracompany paperwork
& tel. calls
Not easy to provide answers to specific
questions.
Not easy to obtain info for decision making.
Duplicate data throughout organisation & lack
of consistency & poor communication.

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 Pine Valley File Processing System
PV has experienced
Prog. Prog. Prog.
A B C
operating problems Orders
declining customer service Order filing system
dept.
increasing inventory levels back
Customer Inventory
company grown but profits master file master file order file
have failed to pace
PV has decided to install Prog. Prog.
A B
a minicomputer Accounting
Dept. Invoicing system
Order filing, inventory
control
Customer Inventory
accounts master file pricing file
receivable/payable &
general ledger Prog. Prog.
payroll Payroll A B
Dept.
programs mostly purchased Payroll system
from a vendor who
modified them for PV
Employee
Master file
 Pine Valley File Processing System
Traditional approach to Information System(IS) design
Data Processing (DP) needs of individuals departments
Organisation is not regarded as a whole
IS group develops/acquire new programs one at a time to
meet the demands of individual depts.
No overall map, plan to guide the growth of apps.
Each app. is designed with its set of data files
Much of the data may already be present in other files
But restructuring may be necessary
Existing apps. may need to be modified
Less risky/simpler to develop new files for each app.

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 Pine Valley File Processing System
New file processing system is similar to manual system
approach to solve DP problems of individual depts.
Merely automation of manual system
Files not located physical within each dept.
but since tailored to their needs still belongs to them/apps.
Not a resource to be shared !
New system rather successful in Optimisation
management.
improved response to customers
reduce paper work
better information regarding cost, sales, profit
But little impact on middle & top management.

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 Disadvantages of File Processing
Systems
Program-Data Dependence
All programs maintain metadata for each file they use
Duplication of Data/ Inconsistent data
Different systems/programs have separate copies of the same data
Limited Data Sharing
No centralized control of data
Lengthy Development Times/ Inflexibility
Programmers must design their own file formats
Excessive Program Maintenance
80% of information systems budget
Poor enforcement of standards
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 Disadvantages of File Processing
Systems
Problems with Data Dependency
Each application programmer must maintain
their own data
Each application program needs to include code
for the metadata of each file
Each application program must have its own
processing routines for reading, inserting,
updating and deleting data
Lack of coordination and central control
Non-standard file formats
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Figure 1-2 Three file processing systems at Pine
Valley Furniture
Duplicate
Data

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 Disadvantages of File Processing
Systems
Problems with Data Redundancy
In file processing system each app. has its own
data files
leading to a high-level data redundancy
(duplication)
Storage space wasted
Input data several times to update all occurrences
causing more maintenance
Inconsistencies/various versions due to data changes in
one file
Compromises data integrity

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 Disadvantages of File Processing
Systems
Problems with Data Redundancy
Data integrity is the maintenance of, and the
assurance of the accuracy and consistency
of data over its entire life-cycle, and is a
critical aspect to the design, implementation
and usage of any system which stores,
processes, or retrieves data.

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 Disadvantages of File Processing
Systems
Inconsistent Data
Same data are stored at multiple locations
Files are controlled by different users
Changes need to be made simultaneously
leading to inconsistencies
inconsistent reports, documents
undermine user confidence in the integrity of the system
e.g. Customer address stored at different locations

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 Disadvantages of File Processing
Systems
Limited Data Sharing
Each app. has its own private files
Limited sharing
e.g. PV Accounting Dept. may not have access to order filing
system files
Same data need to be entered several times
e.g. PV a change in an inventory item need to be entered
separately into both Order Filing & Invoicing systems as each use s
its own version of an inventory file
New apps. cannot exploit the data already available
e.g. PV the manufacturing manager requests a scheduling system,
an inventory file with economical order quantities would be
needed. Inventory master file could be used if re-designed but all
related applications would need to be rewritten.

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 Disadvantages of File Processing
Systems
Lengthy Development Times/ Inflexibility
File Processing system produces numerous
documents & reports routinely, efficiently
But quite inflexible when some information in a
new format arises although it exists in the system.
e.g. PV. Orders dept. manager asks for back-
ordered items for a given customer if such a
request has not been anticipated, it may be
difficult to satisfy - probably a new app.

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 Disadvantages of File Processing
Systems
Excessive Program Maintenance
Description of data files/record/data items are
embedded within individual apps.
If a modification to a data file (e.g. change of data
item size, method of access) then related apps. need
to be modified
e.g. PV Customer Name --> 25 chars. then order filing &
invoicing system require change.
Program maintenance : process of modifying existing
programs. %80 programming effort is devoted to this
task.
Yourden, Byte June 1994 article.

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 Disadvantages of File Processing
Systems
Poor enforcement of standards
IS need standards in data names, formats, accesses
restrictions for effective operation
In file processing systems standards are difficult to enforce
as the responsibility of system design/operation has been
decentralised
Two types of inconsistencies
Synonym : Two different names are used to describe the same
data item
Homonym : A single name used for two different data items
without centralised control/coordination
users purchase incompatible H/W, S/W.
e.g. PV most S/W incompatible, no-sharing

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