Topics:

• Data & Information

• What is Database
• Manual Databases
• Drawbacks of Manual Databases
• Advantages of Computerized Databases
 Data & Information
What is Data?
What is Information?
How are these interrelated with each other?
How can these be presented or stored?
 Data & Information

DATA : Data is raw material &

unorganized facts that need to be
processed . It can be text, graphics,
video or sound.

INFORMATION : When data are

processed, organized, structured or
presented in a given context so as to
make them useful, they are called
Information.
 Data & Information

It is not enough to have data .

Data themselves are fairly useless.
But when these data are interpreted
and processed to determine its true
meaning, they becomes useful and
can be called Information.
 Data & Information

We can use a word processor to organize data in the form of

characters words, lines, paragraph, documents or files.
A word processor is used to store any document type file to
perform the editorial jobs.
DATA ORGANIZATION USING WORD PROCESSOR
A spreadsheet which organize the data
in row and column format.

DATA ORGANIZATION USING SPREADSHEET

 Databases

What is Database?
• Database is a storage of data where the data can be
accessed.
• Most of us use databases everyday, but we may not
call them by that name.
• Such as Telephone directories or Yellow Pages,
Encyclopedias, Library Catalogue, etc.
 Databases

The Database can be divided into 2:

Manual Database or paper based
database
Automated or Computerized
Database
 Databases
What are Manual Databases?
• People have recorded lists on all
sorts of media such as stone,
metal and most commonly,
paper.
• Lists created in this way are
known as Manual Databases.
• E.g. Yellow Page, Stock List,
Encyclopedia Britannica,
Library catalogue and Mark list.
 Databases

Students marks lists-an example of a manual database:

In a database the data is organized in certain

format depends on the type of database.
Such as in the mark list of Students, there are
two columns: Name and Marks The teacher fills
the form of the list and stores in a File Cabinet.
These forms are divided into several categories
according to the classes.
Students marks lists-an example of a manual database:

CLASS 8 C
NAME MARK

CLASS 8 G
NAME MARK CLASS 8 RESULT

CLASS 8 S CLASS 8 C CLASS 8 S

CLASS 8 K CLASS 8 G
NAME MARK

CLASS 8 K
NAME MARK
 Databases
Drawbacks of Manual Databases:
• Complex to maintain the order
• Taking a lot of space to store
• Time Consuming to retrieve, update and modify the data
• Cross referencing is complex and cumbersome
 A file of data in the form of fields and
records is called a database.

Name Address Contact

Chong Kennedy 26569546

Road

John Temple 75886786

Street
Maria Kennedy 68789484
Road
Robert Park 68664486
street

Manual Database Format

• Advantages of Computerized Database:

• Data can be easily sorted in specific way. Maintain the data in any order.
• Data we need can be found easily.
• Data sharing facility
• Recalling the data easily and quickly
• Data van be validated to make sure entered data is sensible and realistic.
• A backup copy can easily made.
• Saves Space then manual database.
 Database Structure

• Before creating a database It must be decided that what

data it will hold and how much data needs to be stored.
• This will affect the size of the database and how much
storage space it will needed.
 Database Structure
• Table: A table is the simplest structure in which to hold data.
• For example :the data in a contact list might be just names,
phone numbers and birthdays.
 Database Structure

• Flat-file :Flat-file database-a database that can work with

only one table at a time.

• Record: A collection of data about one single item in a

database.

• Field: One piece of data about an item in a database.

 Fields
or
columns

Records
or
Rows

A number of records related to a particular subject

forms a file or table.
 Data Types

• A Data type is a format that we can give to a data in a field.

• When entering data into a database there we need to consider the
appropriate data type for each field.
• The data type of a field will be depend on the data that is being
stored in that field.
• It is very important to choose the correct data type for each field.
• If the wrong data type is chosen data could be store incorrectly.
 Data Types in Access
• a)Text -Character type 255 character
maximum.
• b)Number - This category includes -
• Byte (unsigned 8-bit/ 0-255),
• Integer (signed 16-bit/ (-32768 to 32767),
• Long Integer (signed 32-bit/ (-2 billion to 2 billion),
• Single (signed 32-bit),
• Double (signed 64-bit).
• Decimal (96-bit).
 Data Types in Access

• c)Currency - A 64-bit fixed point number, designed

to give the accuracy needed for financial data.4 digits
on the right of the decimal point and up to 15 on the
left,
• d)AutoNumber - The AutoNumber replaces the
Counter as an automatically assigned number.
• e)Date/Time - Access stores Dates as 8-byte floating
point numbers, where the integer part refers to the
day, and the fraction part refers to the time.
 Data Types in Access

• f)Yes/No(Boolean) - A Logical field can be displayed as

Yes/No, True/False, or On/Off. In code, use the constants
True and False, equivalent to -1 and 0 respectively. A
boolean value that can be either on or off/0 or 1.Range 0
or 1
• g)Memo - Similar to a Memo field, Take 1GB of text. Up to
64K of text / 65536 Characters.
 Primary Key
• A unique identifier for each record in a database
• Every table in a database should have a primary
key — a field or set of fields with a unique value for
each record stored in the table.
• You can use the primary key to identify and refer to
each record.
The two different types of
databases

• Flat-File Database

• Relational Database
• Flat-File databases hold all of their data in one table
only.
• They are only suitable for very simple databases.
• The patient database is an example of a flat-file as all of
the information is stored in one single table:
Flat-File Database
 Limitations of a Flat-File Database

• The problems with using a flat-file databases are as

follows:
1. Duplicated Data is often unnecessarily entered.
2. Database space is wasted with this duplicated data.
3. Duplicated Data takes a long time to enter and update
(unnecessarily).

• THESE PROBLEMS CAN BE SUMMARISED WITH DATA

REDUNDANCY
 What is Data Redundancy?

• Data Redundancy is where you store the same data many

times (duplicate data) in your table.
• This repeated data needs to be typed in over and over
again which takes a long time.
• The patients database contains several entries of duplicate
data:
• Doctor Id
• Dr Hyde
• Room 03
 What is the solution to Data
Redundancy?

• The way to avoid the data redundancy problems that

come with flat-file databases is to create a relational
database.
 Relational Databases

• Relational Databases use two or more tables linked

together (to form a relationship).
• Relational Databases do not store all the data in the same
table.
• Repeated data is moved into it's own table as shown in
the image below:
Relational Databases
 What is a relationship?

• A relationship is formed when our two tables are joined

together.
• Relationships make use of key fields and primary keys to
allow the two tables to communicate with each other and
share their data.
 • Key fields are identified using a primary key as shown in the
image below:

 Once the tables are linked together each one

can read data from the other.
 This means that we only need to enter the
details of each doctor once instead of many
separate entries.
 How do you form the relationship?
(link the tables)
• In order to link the tables we need to use a common field.
• A common field is data that appears in BOTH tables.
• In the image below you will see that the common field in
the patient database
 Foreign Key

• Common fields that are not being used as key fields are
known as foreign keys.
• A foreign key is a regular field in one table which is being
used as the key field in another table.
• Foreign keys are used to provide the link (relationship)
between the tables.
 Foreign Key

• For example:-In our patient database, Doctor Id is a key field in

the Doctor Table but is also being used in the Patient Table as a
foreign key:

The foreign key (Doctor Id in the patient table) can then be used to
match to the primary key (Doctor Id in the doctor table) and share the
correct data.
A patient with a Doctor Id of 01 will be automatically assigned to
Doctor Hyde and Room 03.
 Advantages of relational database
• Although a relational database is complex in structure, It has
several advantage over a flat file database. Such as:
1. No multiple record changes needed
2. More efficient storage
3. Simple to delete or modify details.
4. All records in other tables having a link to that entry will
show the change.
Performing Searches
 Query

• Query :A method of searching a database is known as

Query.
• SQL: A specialized programming language for
maintaining databases and generating queries
 Data verification

• Data verification is a process in which

different types of data are checked for
accuracy and inconsistencies after data
migration is done.
•
 Data validation
• The data in a database is only useful if it is accurate and
reliable.
• Any data that is entered incorrectly can cause query results
to be incorrect and unreliable.

Student
Name Class ID Maths English Science History Geography

Paul Smith 0017 70 55 65 62 59

Ravi Gupta 0009 29 34 38 41 44

Chin Hwee 0010 43 47 50 45 52

John Jones 0013 37 67 21 28 35

Diana Abur 0001 92 88 95 89 78

Rosanna King 0016 21 13 11 27 15

 Data validation

• Data validation is the process of automatically checking

whether the data entered is possible realistic and sensible.
• Validation does not make sure that the data is correct
,incorrect data could still be entered that pass the validation.
• It eliminates the entering of data that is not realistic and
sensible.
• This is done making sure that data is data entered follows
certain rules.
Differences between Data
Verification and Validation
THANK YOU ALL