FILE ORGANIZATION -refers to the way in which records are stored in an external file - refers to the data structures

used for organizing the data. FOUR COMMON TYPES OF FILE ORGANIZATIONS 1. SEQUENTIAL FILE ORGANIZATION - Records are written consecutively - Files are stored in ascending or descending order according to a key field. ADVANTAGE: Simple file design Very efficient when most of the records must be processed e.g. Payroll Very efficient if the data has a natural order Can be stored on inexpensive devices like magnetic tape.

DISADVANTAGES: Entire file must be processed even if a single record is to be searched. Transactions have to be sorted before processing Overall processing is slow 2. RANDOM FILE ORGANIZATION - Implies a predictable relationship between the key used to identify an individual record and that record's location in an external file. - A random file would have to be stored on a direct access backing storage medium e.g. magnetic disc, CD, DVD ADVANTAGE: Any record can be directly accessed. Speed of record processing is very fast. Up-to-date file because of online updating. Concurrent processing is possible. More complex than sequential Does not fully use memory locations More security and backup problems

DISADVANTAGES:

3. INDEXED SEQUENTIAL FILE ORGANIZATION combines sequential access and ordering with the capabilities of random access. TWO PARTS OF INDEXED SEQUENTIAL FILE: 1. A collection of records stored in contiguous locations within blocks in a relative file and ordered by a key field. 2. An index (a hierarchical structure of record keys and relative block numbers) to the file of ordered records.

An indexed sequential file can only be stored on a random access device e.g. magnetic disc, CD.

ADVANTAGES: Provides flexibility for users who need both type of accesses with the same file Faster than sequential DISADVANTAGES: Extra storage space for the index is required 4. MULTIKEY FILE ORGANIZATION Allows access to a data file by several different key fields. Example: Library file that requires access by author and by subject matter and title. Multi-key organization is being implemented using B-trees.

The Historical Roots of Database: Files and File Systems MANUAL FILE SYSTEMS Traditionally composed of collection of file folders kept in file cabinet Organization within folders was based on datas expected use (ideally logically related) System was adequate for small amounts of data with few reporting requirements Finding and using data in growing collections of file folders became time consuming and cumbersome CONVERSION FROM MANUAL FILE SYSTEM TO COMPUTER FILE SYSTEM Could be technically complex, requiring hiring of data processing (DP) specialists DP specialists created file structures, wrote software, and designed application programs Resulted in numerous home-grown systems being created Initially, computer files were similar in design to manual files - Using the contents of the CUSTOMER file the DP specialist wrote programs for reports: Monthly summaries of types and amounts of insurance sold by agents Monthly reports about which customers should be contacted for renewal Reports that analyzed ratios of insurance types sold by agent Customer contact letters summarizing coverage - As time went on, additional reports were written as required by the Sales Department. Another file called Sales was created to hold contents which helped track daily sales. Additional useful sales reports were generated for the Sales Department. Sales department started to feel the benefits and value of the generated useful reports for decision making. Other departments such the

Personal Department knew about the new automated Sales File System. So, they requested the DP Specialist to write or develop a new database to automate the manual Payroll system for them. - So, the DP Specialist has so far created: CUSTOMER database for the sales department SALES database created for sales department AGENT database created for personnel department As number of databases increased, small file system evolved: - Each file used its own application programs - Each file was owned by individual or department who commissioned its creation As system grew, demand for DPs programming skills grew, additional programmers hired. DP specialist evolved into DP manager, supervising a DP department. The primary activity of department (and DP manager) remained programming. The diagram shown in Figure 1.6 shows the more advanced database management system was evolved from the old file system .