DATABASES: ADOPTION, ROLES AND RESPONSIBILITIES

a) Reasons for adopting a database

It is common knowledge that information technology applications require data. However,
data should be of high quality, meaning that they should be accurate, complete, timely,
consistent, accessible, relevant, and concise if it is to be of any meaningful use (Lucey,
1997). Unfortunately, however, the process of acquiring, keeping, and managing data is
becoming increasingly difficult hence some quarters advocate for creation and use of
database systems.
According to Haag and Cummings (2009), a database is a collection is a collection of
information that you organize and access according to the logical structure of that
information. Another definition is provided by Laudon and Laudon (2012) who state that
a database is a collection of data organized to serve many applications efficiently by
centralizing the data and controlling redundant data. Thus, rather than storing data in
separate files for each application, data are stored so as to appear to users as being
stored in only one location. Similarly, a single database services multiple applications.
For example, instead of a corporation storing employee data in separate information
systems and separate files for personnel, payroll, and benefits, the corporation could
create a single common human resources database.
In addition to the above, the following are some of the reasons for adopting a database
as a basis for information systems:
Adopting and operating a database provides for multi-user access. A database allows
access for different people in the business to the same data simultaneously (Turban and
Rainer, 2008). For example, a manager and another member of staff could access a
single customers data at the same time without having to wait for each other.

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Adopting and operating a database allows for distributed access for various data
(Lucey, 1997). Thus, users in different departments of the business can readily access
data whenever and wherever they want.
Adopting a database system means that speedy access of large volumes of information
(Laudon and Laudon, 2012). This is particularly useful for, say, customers of a bank,
where only databases are designed to produce reports or access the information rapidly
about a single customer.
Adopting a database means enhancing data quality (Lucey, 1997). This possible
because in a database environment, sophisticated validation checks can be performed
when data are entered to ensure their integrity (Lucey, 1997).
Adopting a database means enhanced data security (Laudon and Laudon, 2012). Thus,
in order to improve security, access to different types of data can readily be limited to
different members of staff. For example, with database applications, it is possible to
implement restrictions with respect to what a person at a particular level can access
from the system.
b) (i)

Responsibilities and roles in database administration

Database administration is a technical function that is responsible for physical database

design and for dealing with technical issues such as security enforcement, database
performance, and backup and recovery (Laudon and Laudon, 2012). Responsibilities
under database administration include developing information policy, planning for data,
overseeing logical database design and data dictionary development, and monitoring
how information systems specialists and end-user groups use data.
There are a variety of tasks in the administration and control of information system
databases, however, the most important role, is that of a database administrator,
charged with general overall responsibility (Laudon and Laudon, 2012). While the role
differs from company to company, the database administrator is expected to do the
following (Turban and Rainer, 2008):

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Granting different types of authorizations. Thus, the database administrator can

regulate which parts of the database various users can access. The authorization
information is kept in a special system structure that the database system
consults whenever someone attempts to access the data in the system.

Selection of database management systems and software tools.

Installing or upgrading database management systems.

Tuning database performance

Improving query processing performance

Managing data security, privacy, and integrity

Data backup and recovery

Finally, according to Laudon and Laudon (2012), large organizations will also have a
database design and management group within the corporate information systems
division that is responsible for defining and organizing the structure and content of the
database, and maintaining the database. Further, in close cooperation with users, the
design group establishes the physical database, the logical relations among elements,
and the access rules and security procedures.

(ii)

Hierarchical, Network and Relational databases

According to http://www.personal.psu.edu/glh10/ist110/topic/topic07/topic07_06.html the

following are the structural types of database management systems:
Hierarchical Database structures
This approach organises data in a tree like structure whereby the database is organized
in pyramid fashion, like the branches of a tree extending downwards. Related fields or
records are grouped together so that there are higher-level records and lower-level
records, just like the parents in a family tree sit above the subordinated children hence it
is also called a parent to child relationship.
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Based on this analogy, the parent record at the top of the pyramid is called the root
record. A child record always has only one parent record to which it is linked, just like in
a normal family tree. In contrast, a parent record may have more than one child record
linked to it. Hierarchical databases work by moving from the top down. A record search
is conducted by starting at the top of the pyramid and working down through the tree
from parent to child until the appropriate child record is found. Furthermore, each child
can also be a parent with children underneath it.
The advantage of hierarchical databases is that they can be accessed and updated
rapidly because the tree-like structure and the relationships between records are
defined in advance. The disadvantage of this type of database structure is that each
child in the tree may have only one parent, and relationships or linkages between
children are not permitted, even if they make sense from a logical standpoint.
Hierarchical databases are so rigid in their design that adding a new field or record
requires that the entire database be redefined. A hierarchical database is as depicted in
figure 1.
Figure 1: Hierarchical Databases

Source: http://www.personal.psu.edu/glh10/ist110/topic/topic07/topic07_06.html
Network Database Structure
This is a logical model which is useful for depicting many to many relationships (Turban
and Rainer, 2008).
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Network databases are similar to hierarchical databases by also having a hierarchical

structure. There are a few key differences, however. Instead of looking like an upsidedown tree, a network database looks more like a cobweb or interconnected network of
records. In network databases, children are called members and parents are called
owners. The most important difference is that each child or member can have more than
one parent (or owner).
Like hierarchical databases, network databases are principally used on mainframe
computers. Since more connections can be made between different types of data,
network databases are considered more flexible. However, two limitations must be
considered when using this kind of database. Similar to hierarchical databases, network
databases must be defined in advance. There is also a limit to the number of
connections that can be made between records. A typical network database is as shown
in figure 2.
Figure 2: Network Databases

Source: http://www.personal.psu.edu/glh10/ist110/topic/topic07/topic07_06.html
Relational Structure/Model
This approach treats data as if they were in tables (Turban and Rainer, 2008).

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In relational databases, the relationship between data files is relational, not hierarchical.
Relational databases connect data in different files by using common data elements or
a key field. Data in relational databases is stored in different tables, each having a key
field that uniquely identifies each row. Relational databases are more flexible than either
the hierarchical or network database structures.
Relational databases work on the principle that each table has a key field that uniquely
identifies each row, and that these key fields can be used to connect one table of data
to another. Thus, one table might have a row consisting of a customer account number
as the key field along with address and telephone number. The customer account
number in this table could be linked to another table of data that also includes customer
account number (a key field), but in this case, contains information about product
returns, including an item number (another key field). This key field can be linked to
another table that contains item numbers and other product information such as
production location, color, quality control person, and other data. Therefore, using this
database, customer information can be linked to specific product information.
The relational database has become quite popular for two major reasons. First,
relational databases can be used with little or no training. Second, database entries can
be modified without redefining the entire structure. The downside of using a relational
database is that searching for data can take more time than if other methods are used.
The relational database is as depicted in figure 3.

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Figure 3: Relational Databases

Source: http://www.personal.psu.edu/glh10/ist110/topic/topic07/topic07_06.html
c) Essential functions and facilities of a data dictionary
According to Turban and Rainer (2008), a data dictionary is a separate database that
runs alongside the main database and defines the format necessary to enter the data
into the database. On the other hand, Laudon and Laudon (2012), defines a data
dictionary as an automated or manual file that stores definitions of data elements and
their characteristics. They note that it is a reference store of everything about the
database itself and has the following functions and facilities:

Contains all the definitions created by the database management system.

Contains all the physical characteristics of the data.

Keeps track of how the database is used and by whom.

Contains all the standards for using the system.

Contains all the data models and other diagrams and reports prepared during
development.

Contains and manages all the authorizations for using the database system.

Finally, according to Turban and Rainer (2008), everything there is to record about the
database, its development and its use is recorded in the data dictionary.
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References
Haag, S. and Cummings, M. (2009) Information Systems Essentials, 3rd edition, New
York: McGraw-Hill.
Laudon, K.C. and Laudon, J.P. (2012) Management Information Systems: Managing the
Digital Firm, 12th edition, New Jersey: Prentice Hall.
Lucey, T. (1997) Management Information Systems, 8th edition, London: Letts
Educational.
Turban, E. and Rainer, R.K. (2008) Introduction to Information Systems, 2nd edition,
USA: Wiley.
http://www.personal.psu.edu/glh10/ist110/topic/topic07/topic07_06.html

[online]

accessed on 12 July 2012.

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