Database Management

Unit/Section 8
Lesson 1
 Database
A database is an organized store of data. Data
are facts and figures. Databases (or repositories)
therefore store information in an orderly fashion.
Database Management System (DBMS) is the
term for programs that handle the storage,
modification and retrieval of data as well as
controlling who has access

A database consist of a number of related files or

relations, more commonly called tables.
 Terminology commonly associated with
database

A table consist of a collection of records.

A record consists of a number of fields often called
a row or tuple.
A field is the smallest piece of data that can be
stored often called a column or attribute.
 Terminologies in Practice
Identify: Table, Record, Field
 Data Types
Text:- letters, number & special characters
Memo:- lengthy text entry
Number:- numeric field, numbers
Date/Time:- Month/Day/Year & Time
Currency:- dollar & cents amount ($, €, £)
AutoNumber:- A number that increases
automatically as each record is entered
 Data Types (cont’d)
OLE Object:- Picture, video clips, sound file or
object from another program
Yes/No:- (Boolean or logical field) Yes/NO,
True/False, On/Off
Lookup Wizard:- stores a lookup column that
you can use as a lookup in another table (a
drop-down box that offers you a limited
choice of options for data entry)
Hyperlink:- web address that links to a web
page
 Data Types in Practice
Identify the most suitable data type for each field.
 Types of Keys

• Key:- is a field in a table that is used to identify the

record in some way.
• Primary Key:- is usually one particular field of each
record that contains an item that can be used to
identify the record.
• Composite Key:- a primary key that is made up of
two or more fields.
 Types of Keys cont’d
• Candidate Key:- can also be a primary key if it
is a unique key. However, only one field must
be chosen as the primary key.
• Secondary or Alternate Key:- any key that is
not being used as a primary key.
• Foreign Key:- a key in one table, but is a
primary key in another table.
 Relational Database
A relational database is one that operates
using relationships.

Types of relationships
One-to-one
One-to-many
Many-to-one
Many-to-many
 Advantages of databases
1. Can save enormous amounts of paper as well
as filing space.
2. Data can easily be entered by keyboard and
scanner (speed).
3. Speed:- Data can be found, calculated and
sorted very quickly
4. Data can be easily changed and updated.
 Advantages of databases
5. Multiple views:- Data needs to be entered only
once, yet can be presented in many different
ways.
6. Ad hock queries :- A whole range of different
queries and reports can be produced.
 Advantages of databases (cont’d)
7. Standardization:-Data can be checked on entry.
Integrity of the data can be maintained because
you can control the type of data that is entered
into fields.
8. Passwords can be set to allow access only to
those with permission to use the database
9. The data structure of the database can be
changed, with new fields added, even after the
database has been created. A paper based
system would have to be restarted from
scratch.
 Advantages of databases (cont’d)
10. Data can be imported and exported to other
programs
11. A database file can be automatically linked to
others
12. Databases can be shared with other users if the
computer is a part of the LAN or WAN. This
includes the Internet
 Disadvantages of databases
1. The computers and peripherals can cost a lot
2. If computer, or computer network is not working
then the database cannot be used
3. Security is very important as some people may
attempt to get access to confidential information.
Sometimes it may involve illegally hacking into the
program or data
 Disadvantages of databases (cont’d)
4. The database file can become corrupted or
infected by a computer virus. This can lead to
the file not working properly. In some cases the
database may not work at all. Making a back-up
copy of the database is very essential.
5. There is often a limit to the size of a database
file.
6. Some database can be complicated to use.
7. Some database requires much time to be spent
on staff training, which can be costly.
8. Data stored about people may be incorrect.