Your name: Akhiel Jeus S Altoveros Journal # 2

Date: Oct. 16, 2023

Purpose of Database Systems

Imagine a university that has lots and lots of information about students, teachers,
courses, and so on. Now, how do we store all this information? A basic method is to use
computer files managed by the operating system, kind of like having different types of
documents and sheets for every type of information.

To work with these files, you'd have applications - like little robot helpers - that do
specific tasks like adding new students, enrolling students in courses, or calculating
average grades.

Now, if the university wants to do something new, like start a new subject of study, it
might need new files and possibly new robot helpers (programs) to manage the new info
and rules. And as time goes on, the system gets more files and more little helper
programs.

So, here's the predicament: having so many files and helper programs, especially when
they’re created by different people over time, can cause several headaches, like:

Too Many Copies and Mistakes (Data Redundancy and Inconsistency): If

information is stored in several places, it can lead to extra storage costs and errors.
Imagine the same student's contact information is stored in two places (like the Music and
Mathematics departments) and gets changed in one place but not the other - confusing,
right?

Hard to Find Stuff (Difficulty in Accessing Data): If a staff member wants to find
something specific, like all students in a certain postal code, and there isn’t a helper
program for that, it gets tricky. They'd either sift through all the data manually or ask
someone to create a new helper program, which can be a hassle.

Scattered Info (Data Isolation): Because data is spread out in different files, finding and
using the right information when writing new helper programs is tricky.

Keeping Everything in Check (Integrity Problems): Ensuring that all data stays
accurate and follows certain rules (like not allowing a department's budget to go negative)
can be tough, especially if those rules span data from different files.

Partial Updates (Atomicity Problems): If the system crashes in the middle of an update
(like moving money between two accounts), you might end up in a situation where data is
left in a half-updated, inconsistent state.

Simultaneous Changes (Concurrent-Access Anomalies): When lots of users (like

students registering for a course) try to update data at the same time, it can lead to issues
like data inconsistencies or allowing too many students to register for a class.
Laguna College of Business and Arts Page 1
Instructor: Jun Y. Ercia
Your name: Akhiel Jeus S Altoveros Journal # 2
Date: Oct. 16, 2023

Who Can See What? (Security Issues): Ensuring that people only see the data they’re
supposed to (like keeping academic records away from the payroll staff) is hard because
the system wasn’t set up with strict access rules from the start.

These challenges, and a few others, were big reasons why database systems (a more
sophisticated way of organizing and working with data) were developed and adopted
back in the day.

Journal Activity: Understanding the Purpose and Challenges of Database Systems

Objective: The goal of this journal activity is to understand the inherent challenges of
filebased systems and appreciate the evolution and purpose of database systems. By
analyzing a university organization's data management needs, students will be able to
identify the key advantages of using a database system over traditional file-processing
systems.

Instructions:

Answer the Following Questions:

1. Based on the problems mentioned above, how do you perceive the importance of
database systems in managing information effectively and efficiently?

Database systems are software systems used to store, retrieve, and query
data. Based on the problems mentioned above, the database systems organize
database files and provide more access and control over the data. It can help to
store a large amount of data and it becomes more useful, also, it makes it easier
for users to find the appropriate data and make decisions more efficient.

2. Can you think of an instance where a well-organized database could have made a
process (like enrolment, or accessing your grades) smoother at your
university/school?

A well-organized database could help to improve the enrollment process

by allowing the students to easily view and update their personal data, academic
schedules, and academic records. When it comes to accessing grades, the database
could make it easier for students to access their grades by keeping all grade
information in one place. All in all, by implementing a database system,
universities can better organize, store, and share data. This would reduce the
amount of time and effort required to complete the enrollment process and help
prevent errors in student records which can improve accuracy and efficiency.

Laguna College of Business and Arts Page 2

Instructor: Jun Y. Ercia
Your name: Akhiel Jeus S Altoveros Journal # 2
Date: Oct. 16, 2023

3. Reflect on the importance of data privacy and security, especially considering

personal information such as academic records and personal details in a university
setting.

Data privacy and security allow individuals to maintain control over their
personal information. This personal information may include a person’s name,
address, contact information, and academic records. Data privacy and security
ensure that sensitive data is accessed by authorized personnel, and that personal
information is not misused without consent and not exploited to prevent identity
theft.

4. Share your thoughts on the challenges a university might face to keep this data
secure and how a database system might help in this context.

It is really difficult for students' information to be unsecured, because there

are many risks to be faced, for example when data is spread out in different files
and the data is not secured, it can be lost, will be challenging to locate the
appropriate information, may lead to more storage costs and contain inaccuracies.
A database system will make the management of students' data such as academic
records, and enrollment in classes for storage, tracking, monitoring, and
organizing information in a way that makes it easy to find, and analyze.

5. Imagine a scenario where two departments have different contact information for
a student because the data is not updated uniformly across all departments. How
might this affect the student and the university’s operations?

The student and the university’s operations might be affected because

important documents won’t be sent through email to old contact information and
will end up in the wrong people. Also, the student might have difficulties when it
comes to communicating with the university and might experience critical
deadlines in school requirements. In order to make sure that the student can be
reached in case of an emergency and to be aware of important updates, contact
information must be updated, because universities frequently use emails, phone
calls, and text messages to provide important updates. This includes information
about academic records, changes in schedules, university updates, and important
events.

Laguna College of Business and Arts Page 3

Instructor: Jun Y. Ercia
Your name: Akhiel Jeus S Altoveros Journal # 2
Date: Oct. 16, 2023

6. In your viewpoint, how does maintaining data consistency across various

departments assist in enhancing the functionality and reliability of an institution’s
data management?

To improve the functionality and reliability of an institution’s data

management, data consistency must be maintained across different departments.
Consistent data assures that all users access the same information and that any
information is the same across all copies. Moreover, maintaining data consistency
is essential for ensuring accurate and reliable data, because inaccurate data can
lead to errors and mistakes.

Compose Your Journal Entry:

Write a concise journal entry that addresses the above questions. You can use the
provided guide questions to structure your reflection.

In order for educational institutions to be successful, database systems are

essential. Universities use database management systems to store and manage data
effectively, allowing them to make better decisions. It helps universities keep track of
student records, including personal information, academic performance, courses,
instructors, and financial support. They improve functionality by analyzing the
effectiveness of studying, keeping track of students’ activities and interests, and showing
what needs to improve.

Submission:

• After completing your reflection, please ensure your journal entry is saved in a
PDF format to maintain the formatting and structure of your text.
• Navigate to our LMS platform and locate the appropriate submission section for
this journal activity. Follow the prompts to upload your PDF.

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Instructor: Jun Y. Ercia
Your name: Akhiel Jeus S Altoveros Journal # 2
Date: Oct. 16, 2023

Rubric for Reflection on Database Systems (Total: 20 Points)

Needs Improvement
Criteria Excellent (3-4 pts) Good (2-3 pts) Satisfactory (1-2 pts) (0-1 pts)
Demonstrates a
thorough
understanding with Shows a good Demonstrates basic Limited or no
Understanding of clear and concise understanding but may understanding with understanding
Topic points lack some clarity minimal detail demonstrated
Provides highly
relevant Provides relevant
Relevance to scenarios/examples scenarios/examples Scenarios/examples Scenarios/examples
Real-World and connects them with some connection provided are somewhat are not relevant or not
Scenario well to the questions to the questions relevant provided
Provides deep, Provides thoughtful Reflection is
insightful reflections reflections with some surfacelevel with
Depth of and critical thinking insights limited Reflection is vague or
Reflection insights off-topic
Demonstrates
comprehensive
understanding and Shows a good
Data Privacy and critical thinking about understanding of data Demonstrates a basic Shows limited or no
Security data privacy and privacy and security understanding of data understanding of data
Consideration security but lacks depth privacy and security privacy and security
Writing is somewhat
Writing is clear, Writing is mostly clear clear but lacks Writing is unclear,
Quality of organized, and free and organized, may organization, has some disorganized, and has
Writing from errors have minor errors errors multiple

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Instructor: Jun Y. Ercia