File Management system 

A File Management system is a DBMS that allows access to single files or tables at

a time. In a File System, data is directly stored in set of files. It contains flat files that
have no relation to other files (when only one table is stored in single file, then
this file is known as flat file).

Classification of files:
Classification systems may be either direct or indirect. Direct filing means that the
documents can be stored or retrieved without reference to an index. In an indirect
system, index is necessary.

Methods of Classification of files

The files can be arranged on any one or more of the following basis.

1. Alphabetical classification.
2. Numerical classification.
3. Geographical classification.
4. Subject-wise classification.
5. Chronological classification.

1. ALPHABETICAL CLASSIFICATION OF FILING: Alphabetical filing is

the most widely used method. In this system of classification the papers or
records are classified in accordance with the first letter of the name in
alphabetical order. The Telephone Directory is a good example of such a
classification.

For example, correspondence with those whose names or surnames begin

with ‘A’ will be classified and arranged together. If there are several names having
the same first letter the arrangement takes into account the subsequent letters also?

ADVANTAGES OF ALPHABETICAL FILING

 1. Most people are familiar with alphabetical filing. Hence, it is easy and simple
to understand and operate.
2. It is self-indexing. No separate index is needed for alphabetical filing.
3. This system is highly elastic i.e. new headings can be introduced at any point
without disturbing the classification.
4. Chances for misfiling are minimized.
5. There are useful provisions for miscellaneous papers.

DISADVANTAGES OF ALPHABETICAL FILING

1. Alphabetical classification of filing is not always the fastest system i.e. it takes
a long time to find papers in large organizations.
2. Difficulties may arise through the misspelling of names.
3. In setting up a new system, it is difficult to estimate how much space is to be
allowed for each letter of the alphabet.
4. Dead files removed from the system leave gaps, which cannot be filled except
by correspondence bearing the same or a very similar name.
5. If the number of records increases, extensive rearrangements of guide cards
and files became necessary.
6. In spite of these limitations, it is the most suitable method of filing inward and
outward letters and other documents, generally, there is a separate file for each
letter in alphabet. However, in small organizations two or three files are
sufficient for all the 26 letters.

2. NUMERICAL CLASSIFICATION OF FILES: each folder or record is

given a number and the files are arranged in the numerical order i.e. each
customer or subject is allotted a number. All papers relating to a particular
customer or supplier or subject are placed in one folder bearing its distinctive
number.

ADVANTAGES OF NUMERICAL CLASSIFICATION

1. Greater accuracy in filing is ensured. Hence, chances for misfiling are

reduced to the minimum.
2. This system is highly flexible because it has unlimited scope for expansion.
 3. There is no need for keeping miscellaneous files as in the case of
alphabetical system.
4. Replacement of files shall be quicker and more certain.
5. Numbered files can be easily located.

DISADVANTAGES OF NUMERICAL CLASSIFICATION

1. This system will operate efficiently only when there is an index. The index
must be carefully managed and kept up-to-date.
2. Index should be referred before ascertaining the location of a file. This will
cause delay in locating the files.
3. Since no miscellaneous files are kept it is not easy to arrange files for
miscellaneous papers.
4. Errors in filing will result due to transposition of figures.

3. GEOGRAPHICAL CLASSIFICATION: Under this system, files are

arranged according to the location or addresses of the persons or parties to
whom they relate.

The classification can be street-wise, town-wise, district-wise, state-wise or country-

wise. This system will operate efficiently only when it is combined with either
numerical system or alphabetical system.

ADVANTAGES OF GEOGRAPHICAL CLASSIFICATION

1. Speedy location of files is possible.

2. It is simple to adopt.
3. Direct filing is possible.

DISADVANTAGES OF GEOGRAPHICAL CLASSIFICATION

1. This system will work only when combined with alphabetical classification.
Hence, it is not an independent system.
 2. An index should be prepared, without index this system shall become
inoperative.
3. Errors may result if the geographical knowledge of the filing clerk is poor.
Hence, chances for misfiling will be more.
4. Proper training must be given to filing clerks. Otherwise, errors shall become
frequent.

4. SUBJECT-WISE CLASSIFICATION: Under this system, all documents

concerned with a particular subject are brought together in one file. Such
document may have come from different sources and from different people.

This system is adopted only when the subject or content of a letter is more
important than the name of the correspondent. Each subject matter is kept in a
separate file. These files may then be arranged alphabetically, numerically or on
some other basis.

ADVANTAGES OF SUBJECT-WISE CLASSIFICATION

1. Once the subject is known, it is very easy to trace out the required information.
2. Each subject file gives complete particulars and information on that subject.
3. There is scope for unlimited expansion.

DISADVANTAGES OF SUBJECT-WISE CLASSIFICATION

1. This system is not suitable for filing miscellaneous papers.

2. Its greatest drawback is that it is difficult to classify.
3. If the subject classification is not understood properly, it will become difficult
to locate a document.
4. If the number of subjects is more, an elaborate index is necessary. This will
make the system costly.
5. Liberal cross-references are often needed. This would make the system slow
and time consuming.
 4. CHRONOLOGICAL CLASSIFICATION: Under this arrangement, records
are filed in strict date order. Records like vouchers, invoices, bills etc. mostly
connected with accounts are filed in this fashion. However, this system cannot
be adopted independently.

ADVANTAGES OF CHRONOLOGICAL FILING SYSTEM

1. Speedy location of records is possible.

2. Simple to operate.
3. Less expensive because ordinary files are sufficient to preserve the records
under this system.

DEMERITS OF CHRONOLOGICAL FILING SYSTEM

1. This system is suitable only for small business enterprises.

2. This system is not useful when exact dates are not known.
3. Incoming letters are separated from outgoing replies. Hence the history of
particular transaction cannot be ascertained at a glance.

COMBINATION OF VARIOUS METHODS

In practice, no single filing system is particularly suitable to all offices. Hence, more
than one system can be combined to obtain speed and economy. Of them the most
popular and effective system is Alpha Numerical System, which is a combination of
numerical as well as alphabetical classification. Under this method, records are filed
in alphabetical order, but under each alphabet, there are numbered folders.
Besides, numerical-sequential classification, numerical-subject classification, alpha-
numeric sequential classification etc. are also in usage.

WHICH FILING SYSTEM SHOULD BE USED?

So far we have discussed the merits and demerits of various filing systems. It cannot
be easily demonstrated that any one filing system is better than any other, since every
business must, of course, select the method or methods best suited to its particular
purpose.
It is a fact that some methods, which are best for certain lines of work, would not be
the best for others. It is therefore necessary that the right type of classification system
be chosen. Each system should be examined with reference to certain important
factors.

Leffingwell suggests 27 questions to be answered while analyzing the suitability of a

particular filing system. However, these 27 factors can be grouped into six broad
categories of factors. They are:
 1. CONVENIENCE: Whatever system is selected, it should be convenient to the
organization. Inconvenient methods should be avoided.
2. SIZE: The volume of transaction and the retention policy also affects the size
of the filing system. If the number of records to be preserved is more,
numerical systems should be used. For small concerns, alphabetical method
seems to be more practical and natural because in all offices the staff members
are more or less accustomed to the dictionary arrangement and grouping of
words.
3. SIMPLICITY OF THE FILING SYSTEM: Simple methods should be
selected. Of the various methods, alphabetical method seems to be simpler. It
is probably the best understood and perhaps is the generally used method in
preference to some complex method, unless there are real advantages to be
gained by adopting such a method.
4. SPEED: Speed of reference is an important factor. Hence the system should be
capable of locating the records as quickly as possible.
5. ELASTICITY: The system should be flexible enough to give scope for
expansion. While considering this factor, numerical system is highly flexible
than other systems.
6. ACCURACY: Whatever system is selected, it should not provide for
misfiling. If records are misfiled, quick location shall become impossible.

Advantages of Distributed Data Base Management System

Following are the advantages of distributed databases over centralized databases.

1. Modular Development: If the system needs to be expanded to new locations
or new units, in centralized database systems, the action requires substantial
efforts and disruption in the existing functioning.
 2. More Reliable: In case of database failures, the total system of centralized
databases comes to a halt.
3. Better Response: If data is distributed in an efficient manner, then user
requests can be met from local data itself, thus providing faster response.
4. Lower Communication Cost: In distributed database systems, if data is located
locally where it is mostly used, then the communication costs for data
manipulation can be minimized.
5. Improved Performance: As the data is located near the site of 'greatest
demand', and given the inherent parallelism of distributed DBMSs, speed of
database access may be better than that achievable from a remote centralized
database.
6. Improved share ability and local autonomy: The geographical distribution
of an organization can be reflected in the distribution of the data; users at one
site can access data stored at other sites.

Disadvantages of DDBMS 
There are following disadvantages of DDBMSs:
1. Complexity: A distributed DBMS that hides the distributed nature from the
user and provides an acceptable level of performance, reliability, availability is
inherently more complex than a centralized DBMS.
2. Cost: Increased complexity means that we can expect the procurement and
maintenance costs for a DDBMS to be higher than those for a centralized
DBMS.
3. Security: In a centralized system, access to the data can be easily controlled.
However, in a distributed DBMS not only does access to replicated data have
to be controlled in multiple locations but also the network itself has to be made
secure.
 4. Integrity control more difficult: Database integrity refers to the validity and
consistency of stored data. Integrity is usually expressed in terms of
constraints, which are consistency rules that the database is not permitted to
violate.
5. Lack of Standards: Although distributed DBMSs depend on effective
communication, we are only now starting to see the appearance of standard
communication and data access protocols.
6. Lack of experience: General-purpose distributed DBMSs have not been
widely accepted, although many of the protocols and problems are well
understood. Database design more complex: Besides the normal difficulties
of designing a centralized database, the design of a distributed database has to
take account of fragmentation of data, allocation of fragmentation to specific
sites, and data replication.

Types of Attributes-

 
In ER diagram, attributes associated with an entity set may be of the following types-
 
  
1. Simple attributes
2. Composite attributes
3. Single valued attributes
4. Multi valued attributes
5. Derived attributes
6. Key attributes
 
1. Simple Attributes-
Simple attributes are those attributes which can not be divided further.
Example-
 

 
Here, all the attributes are simple attributes as they can not be divided further.
 
2. Composite Attributes-
 
Composite attributes are those attributes which are composed of many other simple
attributes.
 
Example-
 

 
Here, the attributes “Name” and “Address” are composite attributes as they are
composed of many other simple attributes.
 
3. Single Valued Attributes-
 
Single valued attributes are those attributes which can take only one value for a given
entity from an entity set.
 
Example-
 
 
Here, all the attributes are single valued attributes as they can take only one specific
value for each entity.
 
4. Multi Valued Attributes-
 
Multi valued attributes are those attributes which can take more than one value for a
given entity from an entity set.
 
Example-
 

 
Here, the attributes “Mob_no” and “Email_id” are multi valued attributes as they can
take more than one values for a given entity.
 
5. Derived Attributes-
Derived attributes are those attributes which can be derived from other attribute(s).
Example-
 

 
Here, the attribute “Age” is a derived attribute as it can be derived from the attribute
“DOB”.
 
6. Key Attributes-
 
Key attributes are those attributes which can identify an entity uniquely in an entity
set.
 
Example-
 

 
Here, the attribute “Roll_no” is a key attribute as it can identify any student uniquely