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About Databases: Advantages of The Database Approach To Data Management

Data can be stored offline in paper files or online in flat files or databases. Relational databases store data across multiple related tables for easy querying and maintenance. The smallest unit of storage is a bit, and data is organized into fields, records, tables, databases, data marts and warehouses. Database management systems create and maintain databases, allowing users to enter, query and maintain data for improved speed, efficiency and data quality. Databases are complex but provide advantages over flat files. Forms and reports allow easy data entry and output of information from a database.

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66 views3 pages

About Databases: Advantages of The Database Approach To Data Management

Data can be stored offline in paper files or online in flat files or databases. Relational databases store data across multiple related tables for easy querying and maintenance. The smallest unit of storage is a bit, and data is organized into fields, records, tables, databases, data marts and warehouses. Database management systems create and maintain databases, allowing users to enter, query and maintain data for improved speed, efficiency and data quality. Databases are complex but provide advantages over flat files. Forms and reports allow easy data entry and output of information from a database.

Uploaded by

lilly2049
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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ABOUT DATABASES

Data can be stored off line on sheets of paper in file cabinets.

OR

OR

Some databases have one table, these are unnormalized databases


Others have two or more related tables- these are relational databases.

The smallest unit of storage is the bit


bits combine to form characters
characters combine to form fields
fields combine to form records
records combine to form tables
tables combine to form databases (files)
databases combine to form data marts
data marts combine to form data warehouses

data can be stored online in flat files. This is the traditional approach. A flat file can be imagined to be like
a word-processing file. Data is simply typed into the file.

data can be stored in computerised databases. The database approach sees data being stored in an
organised manner, using fields and records, which makes it easy to enter, maintain and query data.

Advantages of the Database approach to data management

speed
efficiency

o
o
o
o
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cost
data quality
completeness
validity
consistency
timeliness
accuracy
data handling and data processing

Disadvantages of the Database approach to data management

Database systems are complex, difficult, and time-consuming to design


Substantial hardware and software start-up costs are involved in setting up a database
Damage to the database affects virtually all applications programs and all company operations
There is extensive conversion costs in moving from a file-based system to a database system
Initial training is required for all programmers and users

DATABASE MANAGEMENT SYSTEM


A DBMS is a suite of programs that are used to create and manipulate the database. A DBMS will create
the database, add and remove records from the database, allow the user to query the database and
maintain the integrity of the database.

DATABASE QUERIES
Queries are a way to ask questions of your data. You can use queries to -

Look at data from related data


Look at subsets of your data (records that meet certain specified criteria)
Sort and alphabetize data
Create new calculated fields

To create a query you need to know where the data is stored and which fields you want to see. As you
define the query, you may include criteria that limits what data is displayed. For select queries you can
view the results in a datasheet. Other types of queries can be used to change parts of your database
table(s).
You can create calculated fields in a query. Calculated fields do not exist in any table, they get their
values from a mathematical expression based on existing fields.
To create a query you can use a wizard or design view.

Types of queries

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Select query - Chooses the data you want from one or more tables and displays it on the order you
indicate. You can choose to see detailed data or just summary information.
Action query - Changes the data in some way
Delete query - removes records from tables
Update query - changes values in a field
Make table query - creates a new table based on data in other tables
Append query - adds data from one table to the bottom of another table

DATABASE FORMS
Forms provide a quick and easy way to modify and insert records into your databases. They offer an
intuitive, graphical environment easily navigated by anyone familiar with standard computer
techniques.

DATABASE REPORTS
Reports are the best way to put information from your database onto paper. In a report you can choose
which information to include (which tables, fields, records), how to display your data (fonts and sizes,
boxes, pictures), and where to put each piece of information (field and line spacings). Reports can include
information from one or more tables and you can list or summarize your data. The data may come directly
from a set of table or be filtered through a pre-written query. The report feature can be used to generate
lists, invoices, and even address labels.
You can create a report by running a wizard or in design view - though only brave souls use this method.
You can look at a report one of three views - design view, print preview, layout view.

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