LESSON 1:

Difference Between Data and Information

Data and Information
Usually, the terms “data” and “information” are used interchangeably. However, there is a subtle difference between the
two.
In a nutshell, data can be a number, symbol, character, word, codes, graphs, etc. On the other hand, information is data put
into context. Information is utilized by humans in some significant way (such as to make decisions, forecasts etc).
A basic example of information would be a computer. A computer uses programming scripts, formulas, or software
applications to turn data into information.
Let us have a detailed look at the difference between data and information in a tabular column below:

What is Data?
Data is a collection of raw, unorganized facts and details like text, observations, figures, symbols and descriptions of
things etc. In other words, data does not carry any specific purpose and has no significance by itself. Moreover, data is
measured in terms of bits and bytes – which are basic units of information in the context of computer storage and
processing.
What is Information?
Information is processed, organized and structured data. It provides context for data and enables decision making. For
example, a single customer’s sale at a restaurant is data – this becomes information when the business is able to identify
the most popular or least popular dish.

LESSON 2
A Timeline of Database History & Database Management
The Before Times
Human beings began to store information very long ago. The first human beings surely had to track and manage their
limited resources to make informed decisions. Whether they knew they were early adopters of database management
remains to be seen. Ancient civilizations like the Egyptians and Sumerians, however, did know what they were doing
when they pioneered accounting techniques to keep track of data and understand their day-to-day lives.
In modern times, but before the advent of widespread computing, elaborate database systems were developed by
government offices, libraries (what is the Dewey Decimal System if not one of the most famous databases in history?),
hospitals, and businesses. Some of the basic principles of these systems are still being used today in modern database
software.
1960s
Computerized databases started in the 1960s, when the use of computers became a more cost-effective option for private
organizations. The history of computers and databases are interlinked. As prices dropped it became easier to shift data
storage and databases to computers.
There were two popular data models in this decade: a network model called CODASYL and a hierarchical model called
IMS. One database system that proved to be a commercial success was the SABRE system that was used by IBM to help
American Airlines manage its reservations data.
1970s
The Introduction of the Relational Database
E.F. Codd published an important paper that served as the introduction of the relational database, and his ideas changed
the way people thought about databases. In his model, the database’s schema, or logical organization, is disconnected
from physical information storage, and this became the standard principle for database systems.
Two major relational database system prototypes were created between the years 1974 and 1977, and they were the Ingres,
which was developed at UBC, and System R, created at IBM San Jose. Ingres used a query language known as QUEL,
and it led to the creation of systems such as Ingres Corp., MS SQL Server, Sybase, Wang’s PACE, and Britton-Lee. On the
other hand, System R used the SEQUEL query language, and it contributed to the development of SQL/DS, DB2, Allbase,
Oracle, and Non-Stop SQL. It was also in this decade that Relational Database Management System, or RDBMS, became
a recognized term.
In 1976, new database model called Entity-Relationship, or ER, was proposed by P. Chen this year. This model made it
possible for designers to focus on data application, instead of logical table structure.

1980s
Structured Query Language, or SQL, became the standard query language, selected by the American National Standards
Institute in 1986 and the International Organization for Standardization in 1987.
Relational database systems became a commercial success as the rapid increase in computer sales boosted the database
market, and this caused a major decline in the popularity of network and hierarchical database models. DB2 became the
flagship database product for IBM, and the introduction of the IBM PC resulted in the establishments of many new
database companies and the development of products such as PARADOX, RBASE 5000, RIM, Dbase III and IV, OS/2
Database Manager, and Watcom SQL.
1990s
The 1990s served a pivotal role in the advancement of databases and database software. Similar to the 1960s, a broader
culture shift led to further developments in the industry. After a shakeout, most of the surviving companies sold complex
database products at high prices.
Around this time, new client tools for application development were released, and these included the Oracle Developer,
PowerBuilder, VB, and others. A number of tools for personal productivity, such as ODBC and Excel/Access, were also
developed. Prototypes for Object Database Management Systems, or ODBMS, were created in the early 1990s.
During the middle of the decade the advent of the Internet led to exponential growth of the database industry. Average
desktop users began to use client-server database systems to access computer systems that contained legacy data. As more
and more users purchased personal computers and went online, there became a larger need to enhance databases.
Toward the end of the 1990s, increased investment in online businesses resulted in a rise in demand for Internet database
connectors, such as Front Page, Active Server Pages, Java Servelets, Dream Weaver, ColdFusion, Enterprise Java Beans,
and Oracle Developer 2000. The use of CGI, GCC, MySQL, Apache, and other systems brought open source solution to
the Internet. With the increased use of point-of-sale technology, online transaction processing and online analytic
processing began to come of age.
The Beginning of the NoSQL Database
Since the 1980s SQL had served as the standard query language. But in 1998 Carlo Strozzi coined the term “NoSQL”
when naming his database Strozzi NoSQL. This initial offering was still relational in nature, however. It would take until
2009 for NoSQL to re-enter the industry’s vocabulary, when developer Johan Oskarsson organized an event to discuss
non-relational databases. Since that point, NoSQL has remained in the zeitgeist and there are numerous databases that fit
the bill.
2000s
Although the Internet industry experienced a decline in the early 2000s, database applications continued to grow. New
interactive applications were developed for PDAs, point-of-sale transactions, and consolidation of vendors. Presently, the
three leading database companies in the western world are Microsoft, IBM, and Oracle.
Today
Today, databases are everywhere and are used to enhance our day-to-day life. From personal cloud storage to predicting
the weather, many of the services we utilize today are possible due to databases. Presently, there are many new players in
the non-relational database space offering specific solutions. Some of the current relational databases include giants such
as Oracle, MySQL, and DB2. We're also seeing new trends emerging that focus on making powerful technology
accessible to everyone. QuickBase is an online database platform built on a relational database, which gives users of any
skill level the ability to create custom business applications using the power of a relational database, but with the
simplicity of a point-and-click user interface.

The Future of Databases & Database Management

If you’ll allow us, let’s peer into the crystal ball to see what the future might hold for databases and database management.
Data is the lifeblood of so many of the applications and processes that drive our world. How to collect, store, and sort a
continuously growing mountain of data will be a critical question to answer for database management platforms and their
developers.
Just like the beginning of the history of databases and database management, the future will be closely tied to overall
developments in processing and computing. Machine learning and artificial intelligence will continue to improve and
become integral parts of databases and their management. Faster and more efficient database management tools will come
to market while industry standards continue to iterate based on latest developments. In the end, the future looks incredibly
bright for the database industry.

LESSON 3:
DATABASE VS. SPREADSHEET

Spreadsheet applications are commonly used to manage environmental data. These software programs are helpful
organizational tools but have limitations compared to a real database. So why are so many companies still using
spreadsheets?

One of the key reasons—“What’s the difference?” Spreadsheets are inherently simpler to understand and are more
familiar to most people than a database. But as any carpenter will tell you, having the right tool for the job is critical to
success. While there are similarities between a spreadsheet and a database, a spreadsheet is not a database. These two
separate software tools are complementary and are frequently used in tandem. Often the information stored in a database
is exported to a spreadsheet to provide an orderly, formatted view or perform additional calculations.

What is a database and how is it different from a spreadsheet?

Fundamentally, a database is a computer program designed to store, manipulate, and retrieve information. Databases use
tables as a means of storing and retrieving information. Tables are organized as columns (fields) and rows (records). This
tabular structure is similar to spreadsheets, but unlike a spreadsheet, most databases are relational, meaning that data
between tables can be linked and cross-referenced.

In a relational database, data in a table can be related according to common keys or concepts. Relationships are a logical
connection between different tables and are established based on the interaction among these tables. Well-defined
relationships (rules) between database tables can be established to enforce restrictions on the data. Tables communicate
and share information, which facilitates data searchability, organization, and reporting.

Typically in a spreadsheet, the information is formatted. Therefore, adding new data can be tedious. Since database tables
store the raw data without formatting, data entry is easier. Many databases have forms or user-interfaces designed to
facilitate data entry and editing. Mechanisms to easily retrieve data are also generally available to the database user. Data
can be sorted based on any field and reports can be generated that contain only certain fields from each record without
changing the source data. Data reports apply formatting after the data is extracted from the database.

Why a database rather than a spreadsheet?

Data Purpose
What kind of data is being collected? Spreadsheets are great for numeric and text values in relatively low volume.
Databases also expertly handle numeric and text values but can easily incorporate other types of information, such as
images and documents. Databases can also accommodate high volume and large file size data downloads like those from
data loggers, GPS devices, cameras, drones, and other collection devices.

Data Volume
How much data is being collected? For long-term projects with numerous monitoring locations, millions of data points
can be generated. Because databases store information more efficiently, databases can handle volumes of information that
would be unmanageable in a spreadsheet. Spreadsheets have record limitations whereas databases do not. Compared to
databases, spreadsheets can require a large amount of hard-drive space for data storage. When a spreadsheet has many
fields or a large amount of data (1000s of rows), the spreadsheet can be hard to read. Finding specific data can be
cumbersome. Relational databases use querying tools to overcome these issues.

Editing
Is information subject to changes? Updates to databases are typically easier than spreadsheets, especially if the same
information is maintained in multiple records or multiple spreadsheets. For example, if environmental monitoring data for
project sites are stored in a series of spreadsheets and the regulatory standards are listed on each sheet, then a change to
the regulatory standards requires that changes are made to all the spreadsheets. Whereas, in a database, the regulatory
standards would be updated in one table and would be available for any reporting queries of the associated data. In
addition, a database can update records in bulk.

Data Accessibility and Speed

Although data in spreadsheets can be sorted and filtered, a database has broad querying functionality that can retrieve all
records matching select criteria, cross-reference records in multiple tables, and perform complex aggregate calculations
across multiple tables. Therefore, databases provide a flexibility to sort and present data in a myriad of ways that would be
nearly impossible to do with two-dimensional spreadsheets. Many databases also provide means to automate query and
report generation using stored procedures.

Data in separate spreadsheets cannot be easily compared and analyzed. Decisions based on these disparate sets of
information can be flawed. When data are maintained in a centralized relational database, data is easily accessible for
querying, analysis, and reporting. Since the database will enforce the same quality standards for any dataset, decisions can
be made with confidence.

Databases are designed to refer to information without loading all the information into memory, unlike spreadsheets.
Therefore, databases operate faster than spreadsheets when handling large datasets. And spreadsheets have memory
limitations.

Data Integrity
Data integrity is a key difference between databases and spreadsheets. Relational databases follow standardized integrity
rules to ensure that the data they contain are accurate and accessible. Database fields can be restricted to specific data
types, formats, and/or lengths. Referential integrity is the collective set of rules that ensures consistent and valid data
within the database, including use of primary keys and establishing relationships between data tables. Use of valid values
or reference values can further restrict data and prevent data entry errors.

Redundancy
The database structure also avoids data redundancy. Since the data in different database tables are linked, there is little or
no duplication of source data. Frequently data in spreadsheets are copied multiple times and the same data are maintained
in separate spreadsheet files, creating a nightmare to ensure accurate data when a change is required. A database can also
eliminate the problems of having numerous spreadsheets containing similar data and maintaining many copies of
spreadsheets for version control.

Error Proliferation
Preventing and efficiently identifying data errors in spreadsheets is challenging.
It is also much easier to accidentally overwrite or delete data in a spreadsheet than in a database. The larger and more
complex the spreadsheet, the greater the possibility that the data can accidentally be modified and links broken.

User Access and Security

Unlike spreadsheets, modern relational databases are designed for multiple users. For circumstances that require many
users to share information, add new data, and/or make changes to data, a spreadsheet is a bad choice. Databases are ideal
for sharing and collaboration of information. Since multiple people can access and update the database concurrently, a
database is more efficient and the potential for errors is reduced.

Databases provide centralized data storage and offer better security. User permissions can be assigned to view data, edit
data, and restrict access to privileged information.
Summary
A spreadsheet is not a database. Understanding these differences between spreadsheets and databases allows sound
decision making to manage and process data.

LESSON 4
8 Must-have office administrator skills
Office administrators play a key part in holding offices together. On a day-to-day basis, they’re the people responsible for
supporting team members, helping them to maintain high levels of productivity and efficiency. It's common to see record-
keeping, creative thinking, and general administrative tasks on a job description, but what else makes a stand-out office
administrator?
Office administrators’ skills are incredibly valuable to all team members. So, what does it take to be a great office
administrator? Here, we go through the mix of skills, qualities, and characteristics of an office administrator.

8 Must-have skills and qualities of an office administrator

Depending on the industry, some office administrators will need specialized skills or knowledge. However, most office
administrators will need several standard skills in order to carry the job out well. Below, we go through eight must-have
skills you’ll need to be a great office administrator.

1. Strong organizational skills

Office administrators are nothing if not organized, with impeccable multi-tasking and time management skills, too.
They’re able to keep up with and adapt quickly to competing priorities in fast-paced environments, keeping not only
themselves organized, but other team members, too.
They keep records, files, and databases incredibly organized, and are a whizz at scheduling appointments, maintaining
multiple calendars, writing memos, creating templates, and making travel arrangements.

2. Communication skills
Both written and verbal communication skills are highly important in any office administrator role. They’re often
responsible for managing other office administrative assistants, and so delegating tasks in a clear and understandable way
is paramount to the productivity of the office.
They’re also who people go to when they need something done, ordered, or arranged, which means communication is a
non-negotiable office administration skill.

3. Interpersonal skills
Teamwork is an office administrator's middle name. Office administrators are able to easily interact with a large range of
employees across all levels of seniority and within many different company departments. They're also responsible for
keeping the office manager up-to-speed.

4.Accounting and bookkeeping skills

In some cases, office administrators are responsible for accounting and bookkeeping tasks. They’re often responsible for
collating office receipts and travel expenses, preparing and disbursing payments, and compiling statistical or financial
reports and spreadsheets. It's also worth noting that many administrative positions require the use of accounting and
expense software such as Quickbooks.

5. Experience with technology and software

Office administrators must be proficient in the use of common computer applications and software such as programs
within Microsoft Office (Excel, Word, Powerpoint, etc). They’re also well-versed in data entry, report compilation, and
answering virtual correspondence using different software applications.

6. Problem-solving skills
Office administrators are the problem-solvers of the office. If the printer breaks, if someone’s keycard stops working, or if
the heating breaks down, they’re responsible for getting these fixed while also maintaining the office as usual.
They’re also skilled in navigating their superiors’ competing priorities, schedules, and projects, and are able to quickly
switch gear when something needs to be taken care of urgently.
7. Attention to detail
Since they’re responsible for multiple moving parts, office administrators have a keen eye for the tiniest of details. They
know the when, how, why, what, and where of everything office-related, can spot potential mistakes before they happen,
and work tirelessly to make sure everyone’s needs are accommodated for.

8. Customer service skills

Last but not least, office administrators are not just responsible for pleasing the office, but for assisting customers and
clients, too. Customer service skills are imperative since office administrators are often the first point of contact with
customers both in-person and via phone calls, and may need to deal with customer complaints and refer customers to the
correct individual or department in a pleasant, efficient manner.

How to be a great office administrator

If you already have these office administrator skills under your belt, it’s well worth learning some extra skills or honing
your existing ones to help you stand out from the crowd.
Here are some tips to help you become the best office administrator possible!
1. Be proactive with tasks
Office administrators are responsible for multiple tasks that are often competing against one another, too. Although you
can’t predict every task that will land at your feet, there are often recurring tasks that you can be proactive with, such as
ordering office supplies, budgeting, and maintaining filing systems.
For example, if you know your company is going through an extensive hiring period and will be expecting several new
staff members, you could begin to look into extra office equipment, order extra office keycards, or purchase extra software
licenses. This level of strategic planning will help provide a high level of administrative support for your superiors.

2. Learn more about your company and industry

As we mentioned, most office administrators have several standard skills and characteristics in common. However, to
become a more valuable office administrator, you could spend time learning more about your company’s wider goals and
objectives, its growth projections, and engross yourself in what’s happening in your specific sector and industry as a
whole.

3. Use tools to automate and streamline tasks

Office administrators juggle many tasks, many of which are recurring, and could be taken care of with office management
software. This also frees up your time for more business-critical priorities. For instance, if managing employee travel
expenses for corporate accommodation and transport always falls to you, you could consider using a travel management
platform like TravelPerk that can help you create one simple invoice that collects all costs after every trip, eliminating the
need to track down invoices from multiple employees.

4. A capacity for learning new skills quickly

Administrative technology is always improving. It’s up to you to keep up with the trends. The ability to adapt to and
implement new tools rapidly is essential for an administrative assistant.

5. Time management skills

Administrative workers are the ultimate multitaskers, but that doesn’t mean you can do everything. One of the biggest
organizational challenges you’ll have is organizing your own schedule. You may have a lot to do for several clients at
once. To succeed, you’ll need expert time management skills.

LESSON 5
How do you use data management to achieve office goals?
Powered by AI and the LinkedIn community

Data management is the process of collecting, organizing, storing, and using information in a way that supports the goals
and functions of an office. As an office administrator, you need to know how to use data management to improve
efficiency, accuracy, and productivity in your work. In this article, you will learn about some of the key aspects of data
management, such as:
Data types and sources
Different types of data can be used for different purposes in an office. For example, you may need to handle numerical
data for financial reports, textual data for correspondence, or multimedia data for presentations. You also need to identify
the sources of your data, such as internal databases, external websites, or surveys. Knowing the types and sources of your
data can help you choose the best tools and methods to collect, store, and analyze them.
Data quality and security
Data quality and security are essential for ensuring the reliability and integrity of your data. Data quality refers to the
accuracy, completeness, and consistency of your data. You can improve data quality by using standard formats, checking
for errors, and updating your data regularly. Data security refers to the protection of your data from unauthorized access,
modification, or loss. You can enhance data security by using passwords, encryption, backups, and antivirus software.
Data analysis and visualization
Data analysis and visualization are the processes of transforming your data into meaningful insights and presenting them
in a clear and engaging way. Data analysis involves using techniques such as sorting, filtering, grouping, or calculating to
extract useful information from your data. Data visualization involves using charts, graphs, tables, or diagrams to display
your data in a visual format. Data analysis and visualization can help you identify patterns, trends, and relationships in
your data, and communicate your findings to your audience.
Data-driven decision making
Data-driven decision making is the practice of using your data to support your goals and actions in an office. Data-driven
decision making can help you improve your performance, efficiency, and effectiveness in your work. For example, you
can use data to set targets, monitor progress, evaluate outcomes, or identify opportunities for improvement. Data-driven
decision making can also help you justify your recommendations, persuade your stakeholders, or solve problems.
Data management is a valuable skill for office administrators, as it can help you achieve your office goals in a smart and
efficient way. By following the principles and practices of data management, you can make the most of your data and use
them to support your work.

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