Disadvantages of File Processing System: File Processing System was first to replace non-computer based approach for maintaining records. It was a successful System of its time and still there are many organizations that are using File Processing System to maintain their data and information. But it is just not suitable for handling data of big firms and organizations. It has many drawbacks and disadvantages that made it out of date.
Now as we know that File Processing System uses different files to store data. So it created lots of disadvantages in File Processing System.
Disadvantages of File Processing System
Data is stored more than once in different files, that means duplicate data may occur in all these files. Since all the files are independent on each other so it is very difficult to overcome this error and if anyone finds this error then it will take time and effort to solve this issue.
For Example: A student is having record in college library and in Examination department. Then his name, roll number, fathers name and class will be same in both the departments. Also these departments are not dependent on each other. So it create lots of duplicates value about that student and when he needs any change for his name or class then he has to go to both the departments to make these changes happen otherwise it will create problem for him.
In file processing system, various copies of same data may contain different values. Data is not consistent in this system, it means if a data item needs to be changed then all the files containing that data need to be modified. It may create a risk of out dated values of data.
For Example: If you change student name in library then his name should be changed in all the departments related to the student.
Accessing anomalies means that it is not easy to access data in a desired or efficient way. It makes supervision of department very difficult. If a user wants information in a specific manner then he requires creating a program for it.
For Example: Let’s say , if admin of the college wants any student information like his name, fathers name, roll number, marks and class then program for it is written but if he wants records of whose students whose numbers are more than 80 percent then he require to create a different program for it.
Also Read: Characteristics of Database Approach
Poor Data Integrity
A collection of data is integrated if it meets certain consistency constraints. A programmer always puts these constraints in the programs by adding some codes. In File Processing System, poor data integrity often arises and it becomes very difficult to add new constraints at that time.
For Example: The maximum marks of the student can never be more than 100.
Poor Data Security
Poor data security is the most threatening problem in File Processing System. There is very less security in File Processing System as anyone can easily modify and change the data stored in the files. All the users must have some restriction of accessing data up to a level.
For Example: If a student can access his data in the college library then he can easily change books issued date. Also he can change his fine detains to zero.
Also See: What is Database?
Atomicity is required to save the data values, it means that information is completely entered or canceled at all. Any system may fail at any time and at that time it is desired that data should be in a consistent state.
For Example: If you are buying a ticket from railway and you are in the process of money transaction. Suddenly, your internet got disconnected then you may or may not have paid for the ticket. If you have paid then your ticket will be booked and if not then you will not be charged anything. That is called consistent state, means you have paid or not.
Same atomicity is not present in File Processing System.
Wastage of Labor and Space
Labor is very costly in this era and no organization can afford wastage of their precious labor. File Processing System needs lots of copied data in different files that cause wastage of labor. Also maintaining same data again and again leads to wastage of space too.
For Example: Maintaining student’s record in many departments that are not dependent on each other cause wastage of labor and space.
Data is isolated in File Processing System and data is stored in different files. These files can be in different formats. If you want to extract data from two file then you are required to which part of the file is needed and how they are related to each other.
But still in spite of so many disadvantages, File Processing System is still good for small organizations because it does not require costly softwares and programmers to handle it.
So these were the detailed Disadvantages of File Processing System If you have any question in your mind then please ask us in comment section below.