Database Management System
Database Management System Study
Materials
Data Base Management System
What is Data: -
Data is a collection of some unorganized raw materials or some fact or some event, which is
collected randomly.
What is Information: -
When the data is stored in organized way it is called information.
What is Field: -
Field are different categories within a table. Each Field in the database contains the same type of
information for each student such as student’s roll Name Address etc.
What is Record: -
A record is a collection of related Fields. Each record in the database contains the same type of
information for each record, such as name address etc.
What is Database: -
A database is a container, where collection of data stored in an organized way to allow quick
retrieval and manipulation of information. Databases can contain all types of data. A Student database,
telephone directory, dictionaries, encyclopaedias are the examples of database.
Student Name Student Roll Father’s Name Class
A 001 Amit 5
B 002 Sanjoy 6
C 003 Prabir 7
Database Management System (DBMS): -
A system or a software package, which maintains and controls the creation of a database, storing,
retrieving and maintaining the collection of data in a database is called Database Management System. This
is a computerized system whose purpose is to maintain the information stored in the database and make it
available on demand.
Constructing the database is the process of storing the data itself on some storage medium that is
controlled the DBMS. Manipulating the database means processing the database.it includes functions such
as querying the database to retrieve specific data, updating he database to reflect the changes in the mini
world and generating reports from the data.
A database is usually containing large number of similar entities. An entity can be an object with
physical existence. Each entity has properties that describe the entity called attribute of that entity.
1
Database Management System Study
Materials
Features (Characteristics) of DBMS: -
There are some features of DBMS. These are as follows.
Self-Describing:
The database system contains not only the database itself but also a complete definition and
structure of database. This structure is stored in a catalogue with type, storage format and constraints. The
information stored in database is called meta-data.
Data security:
The DBMS can prevent unauthorized users from viewing or updating the database. Using password,
users are allowed access to the entire database or a subset of it known as a “subschema”. For example, in a
student database, some users may be able to view payment details while others may view only mark list of
students.
Data Integrity:
The DBMS can ensure that no more than one user can update the same record at same time. It can
keep duplicate records out of the database; For example, two customers cannot enter the same customer
number at same time.
Interactive Query:
Most DBMSs provide query language and report writers that let users interactively interrogate the
database and analyse its data. This important features gives user’s access to all management information as
needed .I.e. we will get easily all details of each student at any time.
Interactive Data Entry and Updating:
Many DBMS provide a way to interactively enter and edit data, allowing you to manage your own
files and databases. However, an interactive operation does not leave an audit trail and does not provide the
control necessary in a large organization. These controls must be programmed into the data entry and update
programme of the application.
Data Independence
With DBMSs, the details of the data structure are not stated in each application programme. The
programme asks the DBMS for the data by field name. Without a DBMS, the programmer must reserve
space for the full structure of the record in the programme. Any changes in data structure require changing
all application programs.
2
Database Management System Study
Materials
Advantages of DBMS: -
Controlling Redundancy: -
In traditional file processing, every user group maintains its own files. Each group independently
keeps files on their database e.g. Students. Therefore, much of the data is stored twice or more. And the
redundancy leads to several problems.
a. Duplication of effort i.e. storage space wasted when the same data is stored repeatedly.
b. Files that represent the same data may become inconsistent
We can use controlled redundancy.
Restriction Unauthorized Access: -
A DBMS should provide a security and authorization subsystem. Some database users will not
be authorized to access all information in the database. Some users are allowed only to retrieve data.
Some users are allowed both to retrieve and to update database.
Providing Persistent Storage for program Objects and data
Structures:
Data structure provided by DBMS must be compatible with the programming language’s data
structures. E.g. object oriented DBMS are compatible with programming languages such as C++
AMALLTALK, and the DBMS software automatically performs conversation between programming
data structure and file formats.
3
Database Management System Study
Materials
Relational Database Management System (RDBMS)
A system or a software package, which maintains and controls the creation of a database, storing,
retrieving and maintaining the collection of data which is related together in a database is called
Relational Database Management System.
MS Access, Oracle, FoxPro is an example of RDBMS.
Rules of RDBMS
There are 12 rules for a RDBMS
1. Information Representation
2. Guaranteed Access
3. Systematic Treatment of null values
4. Database description Rule
5. Comprehensive data Sub-language
6. View Updating
7. High –Level Update Insert, Delete
8. Physical Data Independence
9. Logical data Independence
10. The distribution Rule
11. Non-Subversion
12. Integrity Rule
4
Database Management System Study
Materials
Introduction to MS Access
It is a Database package.
It is a software under Microsoft Office Package
It was developed by Microsoft Corporation.
Current version is 2010, Latest version is 2013.
Default extension name of excel file is .accdb
It uses to prepare various types of Database.
It is one kind of Relational Database Management System package
How to open MS Access 2007, 2010, 2013?
There are 4 various processes to open MS Word. These are,
Process - 1
Click start--- click program---click Microsoft office---- click Microsoft Access
Process - 2
Click start--- click Run---Write “msaccess”---- Click ok button.
Process - 3
Double click on Desktop Icon of Ms Access.
Process – 4
Click start--- clicks Run---Write “Cmd”---- Click ok button---- Write Start (space) msaccess”.
How to create a Database
1. Click office button.
2. Click Blank Database.
3. Click Create Button.
4. Write a Database Name
5. Then click Ok Button.
Object:-
Objects are the modules which provide information and programs which the user can
directly apply to create applications
Different types of Object:
Table
Query
Forms
Reports
Macros
5
Database Management System Study
Materials
Modules
Table
Table are the Primary Building Blocks of the Access Database. All Data is stored in the table.
Every table in a database focuses on one subject. Every row or record is unique instance of the
subject in the table.
Structure of the Table: -
Roll No Name Number Column Name
STUDENTS
S1 Amit 75
S2 Bubun 85
S3 Chayan 95
S4 Dipak 69
Tuple / Row
Table / Relation
Attribute / Column
Tuple/Row
A single row in the Table is called as Tuple. Each row represents the data of a single entity.
Attribute / Column
A column stores an attribute of the entity. For example, if details of students are stored then
students name is an Attribute; course is another attribute and so on.
Column Name:-
Each Column in the Table is given a name. This name is used to refer to value in the column.
Table Name:-
Each Table is given a name. This is used to refer to the table. The name depicts the content of the
table.
6
Database Management System Study
Materials
How to create a Table
1. Click create Tab.
2. Click Table Design for design the table.
3. Write Field Name, select Data Type & write Field Size.
4. Save the Table.
5. A message will be display, Click No option
6. Then Close the table design window.
7. Double click on the table and put the data into the table.
Create this Table
Database Name - School Database
Table Name – Student Information
Field Name Data Type Size / Format
Sl. No. Text 50
Student Name Text 50
Father’s Name Text 50
Student’s Address Text 100
Contact Number Text 10
Date of Birth Date/Time Medium Date
Class Number Integer
Section Text 10
Roll Number Integer
Date of Admission Date/Time Medium Date
7
Database Management System Study
Materials
Data types of MS Access:
Types Description Size
Text Alpha/Numeric data Up to 255 character
Integer-2Byte
Long integer-4 Byte
Number Any Digit with symbol
Single-4byte
Double-8 Byte
Date/Time Stored valid Date & Time 8 Byte
Memo Alpha/Numeric data Up to 64000 Character
Auto Number Any number incremented By 1 4 Byte
Yes/No Stored any logical Value 1 Byte
Stored any Picture, Audio, Up to 1 GB
OLE Object
Video files.
8
Database Management System Study
Materials
Create this Table
Database Name - School Database
Table Name – Teachers Information
Field Name Data Type Size / Format
Sl. No. Text 50
Teacher’s Name Text 50
Father’s Name Text 50
Teacher’s Address Text 100
Contact Number Text 10
Date of Birth Date/Time Medium Date
Qualification Text 50
Specialist Text 50
Date of Joining Date/Time Medium Date
Create this Table
Database Name - School Database
Table Name – Library Books Information
Field Name Data Type Size / Format
Sl. No. Auto Number
Book Id Text 50
Book Name Text 50
Author Name Text 100
Subject Text 10
Date of Purchase Date/Time Medium Date
Available Yes / No 2
Issued To Text 50
Issued By Text 50
Issued Date Date/Time Medium Date
9
Database Management System Study
Materials
Query: -
A query is the question that you ask of the data is stored in the tables of your Database. The
datasheet that a query returns it called record set.
How to create a Query
1. At First click Create Tab
2. Then click Query Wizard
3. Then click Simple Query Wizard
4. Then click Ok Button
5. Then select the field which you want to insert
6. Then click “>>” Button for insert
7. Then click “Next” Button
8. Then click “Next” Button
9. At last click “Finish” Button
Create this Query
Database Name - School Database
Query Name – Student Information
Field Name Data Type Size / Format
Sl. No. Text 50
Student Name Text 50
Father’s Name Text 50
Date of Birth Date/Time Medium Date
Class Number Integer
Date of Admission Date/Time Medium Date
Create this Table
Database Name - School Database
Query Name – Teachers Information
Field Name Data Type Size / Format
Sl. No. Text 50
Teacher’s Name Text 50
Contact Number Text 10
Date of Birth Date/Time Medium Date
10
Database Management System Study
Materials
Date of Joining Date/Time Medium Date
Form: -
Form represent the data from a table or a query in the way you want it to be represented. The fields
in the way you want it to be available to a place on the forms you create. You can edit the form just
as you would datasheet bound table or query.
How to create a Forms
1. At First click Create Tab
2. Then click More Forms
3. Then click Forms Wizard
4. Then Select the table or query
5. Then select the field which you want to insert
6. Then click “>>” Button for insert
7. Then click “Next” Button
8. Then click “Next” Button
9. At last click “Finish” Button
Create this Form
Database Name - School Database
Form Name – Teachers Information
Field Name Data Type Size / Format
Sl. No. Text 50
Teacher’s Name Text 50
Father’s Name Text 50
Teacher’s Address Text 100
Contact Number Text 10
Date of Birth Date/Time Medium Date
Qualification Text 50
Specialist Text 50
Date of Joining Date/Time Medium Date
11
Database Management System Study
Materials
Report: -
In Microsoft Access, reports are components used to present or display data and information
in the database. Reports are a great way of organising and presenting data from the database. They
enable you to format data in a smart and informative layout for viewing on screen or printing.
How to create a Report
1. At First click Create Tab
2. Then click Report Wizard
3. Then Select the table or query
4. Then select the field which you want to insert
5. Then click “>>” Button for insert
6. Then click “Next” Button
7. Then click “Next” Button
8. At last click “Finish” Button
Create this Report
Database Name - School Database
Report Name – Library Books Information
Field Name Data Type Size / Format
Sl. No. Auto Number
Book Id Text 50
Book Name Text 50
Author Name Text 100
Subject Text 10
Date of Purchase Date/Time Medium Date
Available Yes / No 2
Issued To Text 50
Issued By Text 50
Issued Date Date/Time Medium Date
12
