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
access, retrieval, and use of that data
 Computers process data in a database into
information.
DATA
 Collection of unprocessed items
INFORMATION
 Processed data
 Organized, meaningful, and useful
DATABASE MANAGEMENT SYSTEM
 Database software
 Users can create a computerized database
 Add, modify, and delete data
 Sort and retrieve data
 Create forms and reports from the data
 Specified the kind of data a field can contain and how
the field is used
Common Data Types:
 Text (alphanumeric) – letters, numbers, or special
characters
 Numeric (number) – numbers only
 AutoNumber – unique number automatically assigned by
the DBMS to each added record
 Currency – dollar and cent amounts or numbers with
decimal values
 Date (date/time) – month, day, year and time
 Memo – lengthy text entries
 Yes/No – only the values Yes or No (or True or False)
 Hyperlink – email or Web address that links to a Web
page
 Object – photo, audio, video, or a document created in
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
attachments
- Hyperlink entries – ensure that Web address in is
correct format and works
- Attachment entry – confirm that the file exists
 Allows users and programs to retrieve and maintain data
in the database
 Query – request for specific data from the database
 Query Language – consists of simple, English-like
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