LESSON 3

MODES OF DATA PROCESSING

LEVELS IN DATA DESIGN
EXAMPLE OF CONCEPTUAL DATA DESIGN
EXAMPLE OF LOGICAL DATA DESIGN
EXAMPLE OF PHYSICAL DATA DESIGN
PHYSICAL VS. CONCEPTUAL VS. LOGICAL DATA MODEL
REPORT DESIGN
 REPORT DESIGN
The report starts with a short executive summary that contains a synopsis of the three

sections. The body of the report is relatively short.

Appendices to the report contain supporting information with the details needed by a

reader who wishes to fully understand the design.

A report documents the solution to a unique problem.

A report may be used by anyone who has to implement, understand or refer the design

to solve a problem.

The report is written as though the client is new to the project because that is the best
 ORGANISATION OF DATA FILES
A file is a named structure that holds related data and can be stored on various secondary
storage devices. Since the data can be organized in different ways, there are various
organization types available for files.

What is File Organization?

File Organization refers to the logical relationships among various records that constitute
the file, particularly with respect to the means of identification and access to any specific
record. In simple terms, Storing the files in certain order is called file Organization.

Some File Organizations are Sequential File Organization, Random File Organization,
Indexed-sequential File Organization and Serial File Organization.
SEQUENTIAL FILE ORGANIZATION
•It is the most common type of file. In this type of file.
•A fixed format is used for record.
•All records are of the same length.
•Position of each field in record and length of field is fixed.
•Records are physically ordered on the value of one of the fields - called the ordering
field.
ADVANTAGES OF SEQUENTIAL FILE ORGANIZATION

• It contains a fast and efficient method for the huge amount of data.

• Files can be easily stored in cheaper storage mechanism like magnetic tapes.

• It is simple in design and does not require much effort to store the data.

• It is used when most of the records have to be accessed like for calculating grades of all

the students, generating the salary slip, etc.

• This method is used for report generation or statistical calculations.

 LIMITATIONS OF SEQUENTIAL FILE ORGANIZATION

• It will waste time as we cannot jump on a particular record that is required but we have

to move sequentially which takes our time.

• Sorted file method takes more time and space for sorting the records.
RANDOM ACCESS FILE ORGANIZATION

• In random or direct access file organization, all records are stored in direct access
storage device (DASD), such as hard disk.

• The records are randomly placed throughout the file.

• The records does not need to be in sequence because they are updated directly and
rewritten back in the same location.

• This file organization is useful for immediate access to large amount of information.

• It is used in accessing large databases.

• It is also called as hashing.

ADVANTAGES OF RANDOM ACCESS FILE ORGANIZATION

• Direct access file helps in online transaction processing system (OLTP) like online
railway reservation system.

• In direct access file, sorting of the records are not required.

• It accesses the desired records immediately.

• It updates several files quickly.

• It has better control over record allocation.

LIMITATIONS OF RANDOM ACCESS FILE ORGANIZATION

• It is expensive.

• More complex structure with greater overhead to point to the next record.

• It has less storage space as compared to sequential file.

Records are stored randomly but accessed directly.

To access a file stored randomly, a record key is
used to determine where a record is stored on the
storage media.
Magnetic and optical disks allow data to be stored
and accessed randomly.
 INDEXED SEQUENTIAL ACCESS FILE ORGANIZATION
Indexed sequential access file combines both sequential file and direct access file
organization.

Records are stored randomly on a direct access device such as magnetic disk by a
primary key.

The indexed file have multiple keys.

These keys can be alphanumeric.

These keys (or primary keys) are same as that of records.

The data can be accessed either sequentially or randomly using the index.
PROS AND CONS OF INDEXED SEQUENTIAL FILE ORGANIZATION
Sequential file and random file access is possible.

It accesses the records very fast if the index table is properly organized. The records can be inserted in the
middle of the file.

It provides quick access for sequential and direct processing.

It reduces the degree of the sequential search.

Disadvantages

Requires unique keys and periodic reorganization.

Takes longer time to search the index for the data access or retrieval.

Requires more storage space.

Expensive because it requires special software.

Less efficient in the use of storage space as compared to other file organizations.
 HEAP FILE ORGANIZATION
• It is the simplest and most basic type of organization.

• It works with data blocks.

• Here, the records are inserted at the file's end. When the records are inserted, it doesn't
require the sorting and ordering of records.

• When the data block is full, the new record is stored in some other block. This new data
block need not to be the very next data block, but it can select any data block in the
memory to store new records.

• The heap file is also known as an unordered file.

• In the file, every record has a unique id, and every page in a file is of the same size. It is
the DBMS responsibility to store and manage the new records
HEAP FILE ORGANIZATION

Insertion of a new record

Suppose we have five records R1, R3,

R6, R4 and R5 in a heap and suppose we
want to insert a new record R2 in a heap.
If the data block 3 is full then it will be
inserted in any of the database selected
by the DBMS, let's say data block 1.
HEAP FILE ORGANIZATION

• If we want to search, update or delete the data in heap file organization, then we need
to traverse the data from staring of the file till we get the requested record.

• If the database is very large then searching, updating or deleting of record will be
time-consuming because there is no sorting or ordering of records.

• In the heap file organization, we need to check all the data until we get the requested
record.
HEAP FILE ORGANIZATION
Pros of Heap file organization

• It is a very good method of file organization for bulk insertion.

• In case of a small database, fetching and retrieving of records is faster than the
sequential record.

Cons of Heap file organization

• This method is inefficient for the large database because it takes time to search or
modify the record.

• This method is inefficient for large databases.

 LESSON 3

MODES OF DATA PROCESSING

 MASTER DATA AND TRANSACTION DATA
• Master data is the type of data without which any transaction cannot be implemented and

therefore it is mandatory for every organization

• Master data gives detailed information about the things that interact when a transaction occurs.

• Master data is data that remains unchanged over a period of time. It contains information that is

always needed in the same way. Example of Master Data: Name, Address

• Transaction data are business documents which are created using master data ie. sales orders.

• Data relating to the day-to-day transactions.

• Transactional Data is not constant and can be changed quite often.

• Example of Transaction data: production details, daily transactions etc.

MASTER DATA AND TRANSACTION DATA
 MASTER FILE AND TRANSACTION FILE

• A master file is the main that contains relatively permanent records about particular
items or entries. For example a customer file will contain details of a customer such as
customer ID, name and contact address.

• A transaction file is used to hold data during transaction processing. The file is later
used to update the master file and audit daily, weekly or monthly transactions. For
example in a busy supermarket, daily sales are recorded on a transaction file and later
used to update the stock file. The file is also used by the management to check on the
daily or periodic transactions.
MASTER FILE AND TRANSACTION FILE
 DATABASE

A database is an organized collection of data, so that it can be easily accessed and

managed.

You can organize data into tables, rows, columns, and index it to make it easier to find
relevant information.

Database handlers create a database in such a way that only one set of software program
provides access of data to all the users.

The main purpose of the database is to operate a large amount of information by storing,
retrieving, and managing data.
DATABASE

There are many dynamic websites on the World Wide Web nowadays which are handled
through databases. For example, a model that checks the availability of rooms in a hotel.

There are many databases available like MySQL, Sybase, Oracle, MongoDB, Informix,
PostgreSQL, SQL Server, etc.

Modern databases are managed by the database management system (DBMS).

 USES OF DATABASE

• Improve business processes. Companies collect data about business processes, such sales,

order processing and customer service.

• They analyze that data to improve these processes, expand their business and grow

revenue.

• Keep track of customers. Databases often store information about people, such as

customers or users. For example, social media platforms use databases to store user

information, such as names, email addresses and user behavior. The data is used to

recommend content to users and improve the user experience.

 USES OF DATABASE
• Secure personal health information. Healthcare providers use databases to securely
store personal health data to inform and improve patient care.

• Store personal data. Databases can also be used to store personal information. For
example, personal cloud storage is available for individual users to store media, such as
photos, in a managed cloud.

• Multimedia-based databases can now store pictures, video clips, and sound content.
Geographic information systems (GIS) based databases can store and analyze maps,
weather data, and satellite images.
 TRANSACTIONAL DATABASE
• Transactional databases enable data to be efficiently and securely read and written. They

power many business processes, including online banking and ecommerce transactions.

• Transactional databases are a type of database management system (DBMS) optimized to

read and write individual rows of data very quickly while protecting the integrity of the

data they contain.

• Transactional databases automatically roll back or undo a transaction or database

operation that can’t be fully completed. Each transaction is handled separately from all

other transactions occurring within the database, ensuring that the stored data remains

secure, easily accessible, and coherent even during a system failure.

 TRANSACTIONAL DATABASE

• Transactional databases use a type of data processing referred to as online transaction

processing (OLTP).

• OLTP enables transactional databases to execute numerous transactions concurrently.

These systems contain important properties that help them simultaneously execute

database transactions at scale.

 DATA WAREHOUSE

• A Data Warehouse (DW) is a relational database that is designed for query and analysis
rather than transaction processing. It includes historical data derived from transaction
data from single and multiple sources.

• A Data Warehouse provides integrated, enterprise-wide, historical data and focuses on

providing support for decision-makers for data modeling and analysis

• "Data Warehouse is a subject-oriented, integrated, and time-variant store of

information in support of management's decisions."
DATA WAREHOUSE

A Data Warehouse can be viewed as a data system with the following attributes:

• It is a database designed for investigative tasks, using data from various

applications.

• It supports a relatively small number of clients with relatively long interactions.

• It includes current and historical data to provide a historical perspective of

information.

• Its usage is read-intensive.

• It contains a few large tables.

BENEFITS OF DATA WAREHOUSE
Understand business trends and make better forecasting decisions.

Data Warehouses are designed to perform well enormous amounts of data.

The structure of data warehouses is more accessible for end-users to navigate,

understand, and query.

Queries that would be complex in many normalized databases could be easier to build
and maintain in data warehouses.

Data warehousing is an efficient method to manage demand for lots of information from
lots of users.

Data warehousing provide the capabilities to analyze a large amount of historical data.