Q.1: Fill in the blanks. a) Data means duplication of data in many different files, (ii) A is a collection of program that enables users to create and maintain a database (iii) An is 4 diagrammatic way of representing the relationship between the entities in database. (iv) Bach entity ina database must have a unique key field known as the Answers: (i) base (ii) DBMS (ii) entity-relationship diagram (iv) primary key Q.2: Explain the problems organizations faced in traditional file approach method in processing information. Answer: Most organizations began information processing on a small scale, buying and computer for perhaps one or two individual applications and then computerizing other departments one by one. Applications were developed independently and files of information relevant 10 one particular department were created and processed by dozens or even hundreds of separate programs. This situation led to following problems. : (1) DATA REDUNDANCY same data was duplicated in many different files. For example, details of con's name, address and pay rate might be held on a payroll file for calculating the payroll. The same data may be held on a file in the Personnel Department along with lot of other personal data and in the Sales Department which has a program to keep track of each salesman’s reeord-and performance. (2) DATA INCONSISTENCY When the same items of data arc held in severai different files, the data has to be updated in each separate file when it changes. The Payroll Department, for cxample, may change the commission rated paid to sales staff but the Sales Department file may fail to update its files and so be producing reports calculated with out-of-date figures Ti Ratta.pk :where students come first(3) PROGRAM-DATA DEPENDENCE Every computer program each department has to specify exactly what data ficlds constitute a record in the file being processed, Any change to the format of the data field, for example, adding a new field or changing the length of field, means that every program which, uses that file has to be changed, since the file format is specified within each program. (4) LACK OF FLEXIBILITY In such a system, when information on a non-routine nature is needed, it can take weeks to assemble the data from the various files and write new programs to produce the required reports. . (5) DATA WAS NOT SHAREABLE If one department had data that was required by another department, it was awkward to obtain it. A second copy of the file could bé made, but this would obviously soon lead to problems of inconsistency. If the same file was used, it would almost certainly be necessary to add extra ficlds for the new application and that would mean the original programs would have to be changed to reflect the new file structure. . Q.3: What is a database? Briefly explain DBMS. Answer: DATABASE Some people think of ‘a database as “‘the stuff stored in computers.” Others are aware of the massive amount of statistical and financial information gathered by insurance companies. Regardless of the image we have of the word database, all of these impressions reflect and understanding of the functions and potential of storing huge amounts of record or facts. ‘A database is a set of facts or data organized so that specific items are easy to find. They can be manual or computerized. Increasingly. most databases are computerized. Databases are usually organized around a topic, an account number, or akey, which is an identifier such as a last name or national identification number. A database can store any kind of information. While much of the data stored in a traditional database are textual, databases can store, organize and retrieve any kind of data that a computer can store, from text and numbers to graphics, sound and video. DBMS (DATABASE MANAGEMENT SYSTEM) A database management system (DBMS) or database program, is software that allows you to create, access, and manage a database. DBM$Ss are available for many sizes and types of computers. Whether designed for a small or large computer, Ti Ratta.pk :where students come firstmost DBMSs have common features and functions, Here are some elements of a DBMS. DATA DICTIONARY A data dictionary contains data about each file in the database and each field within those files. For each file, it stores details such as the file name, description, the file’s relationship to other files, and the number of records in the file. For each field, it stores details such as the field name, description, field type, field size, default value, validation rules and the field’s relationship to other fields. FILE MAINTENANCE AND RETRIEVAL A DBMS provides several tools that allow users and programs to maintain retrieve data in the database. File maintenance involves adding new records, changing data in 2xisting records, and removing unwanted records from the database. QUERY LANGUAGE A query language consists of simple, English-like statements that allow you to specify the data to display, print, or store. Each query language has ite own grammar and vocabulary. A person without a programming background usually can learn these languages in a short time. FORM A form, sometimes called a data entry form, is a window on the screen that provides areas for entering or changing data in a database. You use forms to retrieve and maintain the data in a datubase REPORT GENERATOR A report generator also called a report wriicr, allows you to design a report on the screen, retrieve data into the report design, and then display or print the report. Unlike a form, you use a report generator only to retrieve data, Report generators usually allow you to format page numbers and dates; titles and column headings; subtotals and totals; und fonts, font sizes, colour and shading. Data SECURITY Sometimes, users accidentally delete the data from a database; others misuse the data intentionally. Thus. a DBMS provides means to make certain authorized users can access data at permitted times. In addition, most DBMSs allow you to identify different levels of access privileges for cach field in the database. These access privileges define the activities that a specific user or group of users can perform. BACKUP AND RECOVERY Occasionally a database 1s damaged or destroyed hecause of hardware failure, Ti Ratta.pk :where students come first