DATABASE MANAGEMENT smallest unit of data a user access
Field Name – identifies each field uniquely
Field Size – defines the maximum number of
characters a field can contain
DATABASES, DATA, AND INFORMATION
DATABASE DATA TYPE
Collection of data organized in a manner that allows Specified the kind of data a field can contain and how
access, retrieval, and use of that data the field is used
Computers process data in a database into Common Data Types:
information. Text (alphanumeric) – letters, numbers, or special
DATA characters
Collection of unprocessed items Numeric (number) – numbers only
AutoNumber – unique number automatically assigned by
INFORMATION the DBMS to each added record
Processed data Currency – dollar and cent amounts or numbers with
Organized, meaningful, and useful decimal values
Date (date/time) – month, day, year and time
DATABASE MANAGEMENT SYSTEM Memo – lengthy text entries
Database software Yes/No – only the values Yes or No (or True or False)
Users can create a computerized database Hyperlink – email or Web address that links to a Web
Add, modify, and delete data page
Sort and retrieve data Object – photo, audio, video, or a document created in
Create forms and reports from the data other programs and stores as a bitmap
Attachment – document or image attached to the field
DATA INTEGRITY
RECORDS
Identifies the quality of the data
Important because computers and people use info to Group of related fields
make decisions and take actions Primary key
field that uniquely identifies each record in a file
GARBAGE IN, GARBAGE OUT data is unique toa specific record
Computer phrase Composite key
Points out the accuracy of a computer’s output multiple fields
depends on the accuracy of the input
FILES
QUALITIES OF VALUABLE Data file – collection of related records stored on a storage
INFORMATION medium
1. Accurate – error free Database – group of related data files
2. Verifiable – can be proven as correct or incorrect
3. Timely – has an age suited to its use
4. Organized – arranged to suit the needs and requirements MAINTAINING DATA
of the decision maker
5. Accessible – available when needed
FILE MAINTENANCE
6. Useful – has meaning to the receiver
7. Cost-effective – give more value than its costs Procedures that keep data current
Adding records to, modifying records in and deleting
records from a file
CHARACTERS
ADDING RECORDS
Bit – smallest unit of data
When new data is obtained
Byte – group of 8 bits
MODIFYING RECORDS
To correct inaccurate data
To update old data with new data
Fields
DELETING RECORDS
combination of one or more related characters or
When a record is no longer needed
bytes
4. Easier access
5. Reduced development time
VALIDATING DATA
VALIDATION DATABASE MANAGEMENT SYSTEMS
Process of comparing data with a set of rules or
values to find out if the data is correct Software to create, access, and manage a database
Available for many sizes and types of computers
Alphabetic / Numeric Check
- Ensures that users enter only alphabetic and numeric DATA DICTIONARY
data into a field
Contains data about each file in the database and each
field within those files
Range Check
- Determines whether a number is within a specified File:
range File name
Description
Consistency Check File’s relationship to other files
- Ensure that the relationship between data in two or Number of records in the file
more associated fields is logical and correct in format
Field:
Completeness Check Field name
- Verifies that a required field contains data Description
Field type
Check Digit Field size
- Number or character appended to or inserted in a Default value
primary key value Validation rules
- Confirms the accuracy of a primary key value Field’s relationship to other fields
Other Checks FILE RETRIEVAL AND MAINTENANCE
- Validity checks on data entered in hyperlink and Allows users and programs to retrieve and maintain data
attachments in the database
- Hyperlink entries – ensure that Web address in is Query – request for specific data from the database
correct format and works Query Language – consists of simple, English-like
- Attachment entry – confirm that the file exists statements that allows users to specify the data to display,
print or store
FORM
FILE PROCESSING VS DATABASES
- Data entry form
- Window on the screen
FILE PROCESSING SYSTEMS - Provides areas for entering or modifying data in a
Each department or area within an org has its own set database
of files
REPORT GENERATOR
- Report writer
2 Major Weaknesses: - Design a report on the screen
- Retrieve data into the report design
1. Data Redundancy - Display or print the report
2. Isolated Data - Allows you to format page numbers and dates, titles
and column headings, subtotals and totals, and fonts,
font sizes, color and shading
DATABASE APPROACH
Many programs and users share data
Secure its data DATA SECURITY
Only authorized users can access certain data items - Ensure that only authorized users access data at
permitted times
Strengths: - Allow different levels of access privileges to be
1. Reduced data redundancy identified for each field in the database
2. Improved data integrity Access Privileges
3. Shared data
Define actions that a specific user or group of users They follow database design guidelines and need
can perform cooperation from all database users
Involve establishing who can enter new data,
modifying existing data, delete unwanted data, and
view data
Least Privilege Policy – users’ access privilege are
limited to the lowest level necessary to perform
required tasks
BACKUP AND RECOVERY
Database can be damaged or destroyed because of:
1. Hardware failure
2. Problem with the software
3. Human error
4. Catastrophe (fire or flood)
Backup – copy of the entire database
Recovery Utility – uses the logs and/or backups to restore a
database when it becomes damaged or destroyed
Continuous Backup – backup plan in which all data is backed
up whenever a change is made
RELATIONAL, OBJECT-ORIENTED, AND
MULTI-DIMENSIONAL DATABASES
RELATIONAL DATABASES
Stores data in tables
Two-dimensional table
Row – has a primary key
Column – has a unique name
OBJECT-ORIENTED DATABASES
Stores data in objects
Object – item that contains data and actions that read
or process the data
MULTIDIMENSIONAL DATABASES
Stores data in dimensions
Can store more than two dimensions of data
Multiple dimensions – allows users to access and
analyze any view of the database data
WEB DATABASES AND DATABASE
ADMINISTRATION
WEB DATABASES
Stored or accessible through the web
Collaborative databases – users store and share
photos, videos, recordings, and other personal media
with other registered users
DATABASE ADMINISTRATION
Coordinating the use belongs to the database analysts
and administrators
