Introduction to Databases- Part 1

Week 1
In this lecture…
• The difference between data and information
• Understand what is a database
• Describe database hierarchy
• Character, field, record, table
• Data Dictionary
• Describe different data types
• Identify Primary Key
• The Ideal Database System
• Components of a Relational Database
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Data and Information
• Data is raw, unprocessed facts
• Information is processed data;
data that has been given meaning
• What does 31106 mean?
• There are 31,106 people in a town
• The car has 31,106 km on the clock
• The access code for a door lock
• The cost is $311.06 or $31,106

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What is a database?
• An organised collection of related
data
• Your address book
• The phone book
• Library catalogue
• The list of courses available at
University…

A database does not have to be in a

computer!

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Database Management System (DBMS)
• This is the software that organizes and manages a database.
• It allows you to:
• create a database
• select and display
• sort
• query
• calculate and format
• report
• Example: Microsoft Access (part of the Office suite, along with Word,
Excel etc)

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Database organisation

Holmes, S
Tables - 221b Baker Street
which are London
made up of Records 03 123 4567
which are
made up of Fields

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Data organisation
• Data is in tables Fields
• Columns are fields Records
• Rows are records

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Types of databases
• File processing system
• “Flatfile database”
• “Simple filing system”
• One table, like a spreadsheet
• Relational DB
• The most popular
• Many tables (or files) linked together

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Language classes - flatfile
• This database contains the details of students enrolled in
language classes

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Language classes - relational

The two tables are

linked using "ClassID"

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In a relational database the tables are joined

Classes
Students Table
Table

Any database should be well planned…this is done on paper,

and is often called a data dictionary

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Relational DBMS vs. File Management
• Avoid data redundancy (data typed in two or more places)
• Data integrity – maintain accuracy
• Saves space
• Flexibility – add new tables
• Better sharing over a network
• Easier backups

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Design dictionary
• A plan of the fields that will be in each table
• A good plan is the beginning of a good database
• Many ways of doing it (usually by hand), e.g.
Field Data Field Field Example
Name Type Length Format
ID Number 4 ##-## 14-64
Name Text 50 - Dona
Price Currency 6 $, 2 dp $12.33

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Data Dictionary
Data Dictionary
in MS Access

• Defines field names

• Specifies data type
• Specifies particular
characteristics of
field
• Identifies primary
key field

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The Primary Key
• A special field that identifies each record
• Unique in the table (no duplicates)
• Often a sequential auto number
• Your bank account number
• Your student ID number
• Code number for a stock item

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Common data types
Text Any combination of letters, numbers, punctuation and
spaces. Limited size, so saves space and is faster to find
Memo Same as text, but unlimited size. Slower.

Number Digits only. Use for anything you want to do maths with
e.g. total, average, +, -, *, / etc
Date/Time Different formats e.g. 15-6 or 15 June etc. Can do maths
e.g. find differences between dates
Currency In money format, can do maths with it

AutoNumber Automatic incremental numbers. Good for ID numbers

Yes/No Usually a tick box

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The Ideal Database System
• Preserves data integrity
• Data is valid (correct)
• Promotes data independence
• Is in a widely used format
• Avoids data redundancy
• Data is only entered once
• Ensures data security
• Data is protected
• Allows for data maintenance
• Adding, updating and deleting records
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Components of a Relational Database
• Tables
• records in rows and columns where the raw data is stored
• Query
• extract information from a table according to given criteria
• Forms
• screen designs for entering and viewing of data in table or query
• Reports
• print queries or tables
• Macros
• automate parts of the database
• Modules
• small programs to carry out specific tasks – “grown-up macros”

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Summary
• Databases may be in many forms
• DBMS is the software used to manage a database on a
computer
• A DMBS holds data in fields, which make up records, which
make up tables
• File processing system = one table database
• Relational database = 2+ tables joined by primary key
• Characteristics of valuable information

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Reference
1. Gary B. Shelly & Misty E. Vermaat & Jeffrey J. (CON) Quasney
& Susan L. (CON) Sebok & Steven M. (CON) Freund.(2011).
Discovering Computers, Complete: Your Interactive Guide to
the Digital World. Cengage Learning
2. Cox, Joyce ; Lambert,Joan. (2010). Step by Step (Microsoft
Access 2010) , Microsoft press , USA

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