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AS Level · Information Technology 9626

File and data management

Revise File and data management for Information Technology 9626 (AS Level) — revision notes, 66 practice questions and instant AI marking.

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10.4 · Chapter 10 · AS Level IT · Hodder Education

File and Data Management

File formats (proprietary, open source, generic), sequential, indexed sequential and random access, the four DBMS types with advantages and disadvantages, and management information systems.

📁 File Types
🔄 Access Methods
🗄️ DBMS Types
📊 MIS
The Big Idea: Files are stored in different formats for different purposes — some are locked to one company, some are freely open, and some work on any platform. Data can be accessed in different orders (sequential, indexed, random). And databases can be managed in four fundamentally different ways, each with trade-offs.
10.4.1File Types and Formats
🔒 Proprietary
Belongs to a specific company, organisation, or individual. Copyrighted and often secret/patented encoding. Only people with licences can use the software. Example: .docx (Microsoft Word), .accdb (Access), .xlsx (Excel). Contains more data than just visible content — internal structure kept secret.
🔓 Open Source
Published for anyone to use. Can be opened by both proprietary and open source software. Details of data storage are available to all developers. Tend to be free — not everyone can afford proprietary software. Easier to transfer between work and home computers. Code can be inspected and sometimes amended without copyright breach.
🌐 Generic
Can be opened on any platform — PC, Mac, mobile. Files created on one system can be read on another. May not preserve all formatting from a package-specific format. May not always be openable in all contexts. Cross-platform compatibility is the defining feature.
Common Generic File Formats
ExtensionFull nameTypeDescription
.csvComma Separated ValuesTextTabular data stored as plain text with comma delimiters. No formatting preserved.
.txtText fileTextUnformatted text. Can be opened in any word processor.
.rtfRich Text FormatTextText file that preserves some basic formatting.
.gifGraphics Interchange FormatImageStores still or moving images. Efficient for areas of solid colour. Widely used in web pages.
.jpg/.jpegJoint Photographic Experts GroupImageStill images only (not moving). Efficient small file size. Widely used in web pages.
.pdfPortable Document FormatDocumentDocument converted to image format. Looks like printed page. Can contain links, form fields, video. Can be protected from editing.
.pngPortable Network GraphicsImageLossless compression (no quality loss). Created to replace GIF. Most used lossless format on internet.
.mp4MPEG-4Video/ContainerMultimedia container for video, still images, audio, subtitles. Used for internet video transfer.
.mp3MPEG-3AudioCompressed audio only (no images). Small file size with high quality. Suitable for internet.
.cssCascading Style SheetWebDefines colour scheme, fonts, layout for HTML web pages.
.html/.htmHypertext Markup LanguageWebText-based markup language for creating web pages.
.rarRoshal ArchiveCompressedContainer for compressed files. Reduces file size. Named after creator Eugene Roshal.
.zipZipCompressedContainer for compressed files. Reduces bytes needed to save a file.
10.4.2–4Data Access Methods
🎞️ Sequential Access (10.4.2)

one after another magnetic tape

Limitations:

  • ✗ New records can only be added at the end
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