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941_ss2 Lesson Note on Types of File Organization

The document outlines various file organization methods including serial, sequential, indexed, and random files, each defined by how records are stored and accessed. It also classifies computer files into master, transaction, and reference files based on their permanence and purpose. Additionally, it discusses criteria for classifying files by content, organization method, and storage medium.

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15 views

941_ss2 Lesson Note on Types of File Organization

The document outlines various file organization methods including serial, sequential, indexed, and random files, each defined by how records are stored and accessed. It also classifies computer files into master, transaction, and reference files based on their permanence and purpose. Additionally, it discusses criteria for classifying files by content, organization method, and storage medium.

Uploaded by

krqq8txytp
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Types of file organization method

Serial: A serial file is one in which the records have been stored in the order in which they have
arisen. They have not been sorted into any particular order. An example of a serial files is an
unsorted transaction file. A shopping list is an example of anon-computerized serial file. Serial files
can be stored on tape, disc or in memory.

Sequential: in a sequential file organization, records are organized in the sequence by which they
were added. A sequential file contains records organized in the order they were entered. The
order of the records is fixed. The records are stored and sorted in physical, contiguous blocks
within each block the records are in sequence. Records in these files can only be read or written
sequentially.

Indexed: an indexed file organization contains reference numbers, like employee numbers, that
identify a record in relation to other records. These references are called the primary keys that are
unique to a particular record. Alternate keys can also define to allow alternate methods of
accessing the record. For example, instead of accessing an employee’s record using employee
numbers, you can use an alternate key that reference employees by departments.

Random file: this is a file organized via an index. Also called a (direct file or a direct access file) it
enables quick access to specific records or other elements within the file rather than having to
read the file sequentially. The index points to a specific location within the file, and the file is read
from that point.

Methods of accessing files

Serial files: let us use the tape for instance, the only way to access a serially organized file is
serially.

Sequential files: the method of access used is still SERIAL but of course the files are now in
sequence, and for this reason the term SEQUENTIAL is often used in describing serial access of a
sequential tape file.

Random files: Generally speaking the method of accessing random files is RANDOM.

Computer File Classification

Master file: there are files of a fairly permanent nature, e.g. customer ledger, payroll, inventory,
etc. A feature to know is the regular updating of these files to show a current position. For
example customer’s order will be processed, increasing the ‘’ balance owing ’’ figure on a
customer ledger record. it is seen therefore that master records will contain both data of a static
nature, e.g. a customer name, address, and data that, by its nature will change each time a
transaction occurs, e.g. the ‘’balance’’ figure already mentioned.

Transaction file: this is also known as movement file. This is made up of various transactions
created from the source documents. In a sales ledger application the file will contain all the orders
received at a particular time. This file will be used to update the master file. As soon as it had been
used for this purpose it is no longer required. It will therefore have a very short life, because it will
be replaced by a file containing the next batch of orders.

Reference files. A file with a reasonable amount of permanency. Examples of a data used for
reference purposes are price lists, tables of rates of pay, names and address.
Criteria for classifying computer files

Criteria for classifying computer files are:

 By nature of content: it refers to the nature of file content.


 By organization method: it refers to the way files are arranged e.g. serial, sequential,
random etc.
 By storage medium: it refers to storage devices in which a file’s’ could only be stored such
as magnetic or optical disk and magnetic tape etc.

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