DATABASE MANAGEMENT SYSTEM (DBMS)
A Database Management System (DBMS) is a software used to store, manage, and retrieve data in an
organized way. In a database, data is stored in tables, which make it easy to view and organize. DBMS has
many uses and advantages, but it also has some disadvantages.
EXAMPLES OF DBMS
1. Microsoft Access
2. Oracle
3. MySQL
4. Informix
5. Paradox
6. FoxBASE
7. FoxPro
8. Data flex
9. Sybase
10. Microsoft SQL Server
USES OF DBMS
1. Querying Data: This is the process of requesting data from a database
2. Retrieving Data: This means discovering and extracting data from a database based on a query
submitted by a user.
3. Sorting Data: This involves arranging data in a certain order to make it easier to read. It can be in
ascending or descending manner.
4. Data Manipulation: This involves making changes to data in the database, like adding, updating, or
deleting data.
ADVANTAGES OF DBMS
1. Controlling Redundancy: DBMS reduces duplicate data, which means it helps prevent storing the same
data more than once. For example, instead of entering a customer’s information multiple times, it is
entered once.
2. Data Integrity: DBMS keeps data accurate by setting rules that prevent wrong information from being
stored. For instance, the system can ensure that all phone numbers follow the correct format.
3. Multi-User Access: Multiple users can access the database at the same time. For example, in a school,
several staff members can view student records simultaneously.
4. Restricting Unauthorized Access: Not everyone can view sensitive data; access is given only to
authorized users. For example, only finance staff can see payroll information.
5. Backup and Recovery: In case of system failure, DBMS helps restore lost data. This is important for banks,
as they need to recover transaction records in case of an error.
DISADVANTAGES OF DBMS
1. Complexity: DBMS software has many features, which makes it complex to use and understand.
2. Size: DBMS takes up a lot of storage and memory, requiring large amounts of disk space.
3. Cost: A good DBMS can be costly, especially if it’s designed for a large organization.
APPLICATION AREAS OF DBMS
1. Banking: Used to manage customer details, accounts, loans, and other banking operations.
2. Airlines: Manages flight reservations and schedules.
3. Universities: Stores student information, course enrollments, and grades.
4. Telecommunication: Tracks calls, generates monthly bills, and maintains prepaid card balances.
5. Human Resources: Manages employee records, payrolls, taxes, and benefits.
DATABASE TERMINOLOGIES
1. Character: The smallest unit of data, which can be a letter, space, number, or symbol. For example, in
"Alex Smith", there are 10 characters.
2. Field: A specific information about something in a database, like a person’s first name, address, or age.
Fields appear as columns in a database.
First name Last name Address Gender
3. Record: A record is a group of related fields about one specific item or person. In a database table, a
record is a row, such as a row showing all the details of a single employee.
First name Last name Address Gender
Alex Paul Bodija Male
4. File: A collection of related records, like all the student records in a school.
First name Last name Address Gender
Alex Paul Bodija Male
Leroy Sane Akobo Male
Jemimah Babs Moniya Female
5. Keyfield: A unique field that helps identify each record in a database. Examples are ID numbers, phone
numbers etc. We have two types of key fields: primary key and foreign key.
a) Primary Key: Uniquely identifies each record in a table
b) Foreign Key: The foreign key is used to link or build a relationship between two tables. A foreign
key always matches the primary key column in another table
6. Data Value: A single piece of data, like "John" for a first name or "25" for an age.
