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 Data   codes have two purposes:
 1) Uniquely identify an entity or identify
 an entity as a member of a group or set.

 2) Identification purposes, codes often
 are more compact than textual or
 narrative description because they
 require fewer characters to carry a given
 amount of info.
 Addition: An extra character is added to
  the code
 Truncation: a character is omitted.
 Transcription: a wrong character is
  recorded.
 Transposition: Adjacent characters of
  the code are reversed.
 Double transposition: characters
  separated by one or more characters
  are reversed.
 Length of the code: Longer codes are
  more error prone. They should be broken
  into chunks by using hyphens, slashes, or
  spaces.
 Alphabetic / numeric mix: if alphabetic
  and numeric characters are mixed in a
  code, error rate is lower if alphabets are
  grouped together and numeric are
  grouped together.
 Choice of characters: If possible, the
  characters B,I,O,S,V,Z should be avoided
  because they frequently confuse with
  characters 8,1,0,5,U, and 2.
 Mixing uppercase/lowercase fonts:
  Having to use the shift key during keying
  of a code breaks the rhythm and
  increases the likelihood of error. Special
  characters like @,*,# also cause
  problem.
 Predictability of character sequence:
  some character sequences are more
  predictable than others and as such, are
  less error prone.
 Serial codes: assign consecutive
  numbers(or alphabetic) to an
  entity, irrespective of the attributes of the
  entity.
     Advantage: Ease of addition of new
  item and conciseness. Different users
  might wish to view data differently. A
  code that presumes one view of data
  might be inappropriate for certain users.
      Disadvantage: Creates problem when
  file of item is volatile-i.e significant no. of
  addition and deletion occur.
block sequence codes: assign
blocks of numbers to particular category
of an entity. Primary attribute on which
entities are to be categorized must be
chosen. And blaocks of numbers must
be assigned to customers on the basis of
the discount allowed each customer.
   Advantage: have the advantages of
giving some mneumonic value to the
code.
   Disadvantage: difficult to choose size
of the block needed.
 Hierarchical codes: Require
  selection of the set of attributes of the
  entity to be coded and their ordering by
  importance. The value of code is a
  combination of the value of the codes
  for each attribute of the entry.
     Advantage: Describe more attributes
  of the entity which they apply.
     Disadvantage: Not always concise.
  They mix alphabets and numerics, which
  undermine recall accuracy.
 Association codes: attributes of the
  entity to be coded are selected. and
  unique codes are then assigned to each
  attribute value. Codes can be numeric
  alphabetic or alphanumeric.
     The code for the entity is simply the
  concatenation of the different codes
  assigned to the attributes of the entity.

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Audit

  • 1.  Data codes have two purposes: 1) Uniquely identify an entity or identify an entity as a member of a group or set. 2) Identification purposes, codes often are more compact than textual or narrative description because they require fewer characters to carry a given amount of info.
  • 2.  Addition: An extra character is added to the code  Truncation: a character is omitted.  Transcription: a wrong character is recorded.  Transposition: Adjacent characters of the code are reversed.  Double transposition: characters separated by one or more characters are reversed.
  • 3.  Length of the code: Longer codes are more error prone. They should be broken into chunks by using hyphens, slashes, or spaces.  Alphabetic / numeric mix: if alphabetic and numeric characters are mixed in a code, error rate is lower if alphabets are grouped together and numeric are grouped together.
  • 4.  Choice of characters: If possible, the characters B,I,O,S,V,Z should be avoided because they frequently confuse with characters 8,1,0,5,U, and 2.  Mixing uppercase/lowercase fonts: Having to use the shift key during keying of a code breaks the rhythm and increases the likelihood of error. Special characters like @,*,# also cause problem.  Predictability of character sequence: some character sequences are more predictable than others and as such, are less error prone.
  • 5.  Serial codes: assign consecutive numbers(or alphabetic) to an entity, irrespective of the attributes of the entity. Advantage: Ease of addition of new item and conciseness. Different users might wish to view data differently. A code that presumes one view of data might be inappropriate for certain users. Disadvantage: Creates problem when file of item is volatile-i.e significant no. of addition and deletion occur.
  • 6. block sequence codes: assign blocks of numbers to particular category of an entity. Primary attribute on which entities are to be categorized must be chosen. And blaocks of numbers must be assigned to customers on the basis of the discount allowed each customer. Advantage: have the advantages of giving some mneumonic value to the code. Disadvantage: difficult to choose size of the block needed.
  • 7.  Hierarchical codes: Require selection of the set of attributes of the entity to be coded and their ordering by importance. The value of code is a combination of the value of the codes for each attribute of the entry. Advantage: Describe more attributes of the entity which they apply. Disadvantage: Not always concise. They mix alphabets and numerics, which undermine recall accuracy.
  • 8.  Association codes: attributes of the entity to be coded are selected. and unique codes are then assigned to each attribute value. Codes can be numeric alphabetic or alphanumeric. The code for the entity is simply the concatenation of the different codes assigned to the attributes of the entity.