POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

Mabini Campus, Sta. Mesa, Manila

ACCO 4023

Written Report in

CHAPTER 9:
DATABASE
MANAGEMENT
Prepared by:
Billones, Joanne
Nishioka, Chikaze T.
Revilla, Ma. Dainty V.
Submitted to:
Professor David Fua

Databases, Data, and Information

DATABASE is a collection of data organized in a manner that allows access,
retrieval, and use of that
data.
Data is a collection of unprocessed items, which can include text, numbers, images,
audio, and
video.
Information is processed data; that is, it is organized, meaningful, and useful.
Database Management System (DBMS) - A software that allows users to:
a. create a computerized database;
b. add, modify, and delete data in the database;
c. sort and retrieve data from the database; and
d. create forms and reports from the data in the database
DATA INTEGRITY
-

organizations treat data as one of their more valuable assetsbecause data

is used to generate information
it identifies the quality of the data
data integrity is very important because computers and people use
information to make decisions and take actions.
GARBAGE IN, GARBAGE OUT (GIGO) A computing phrase that points out the
accuracy of a computers output depends on the accuracy of the input.

QUALITIES OF VALUABLE INFORMATION

ACCURATE- information is error free

VERIFIABLE- information can be proven as correct or incorrect

TIMELY - Timely information has an age suited to its use.

ORGANIZED - information is arranged to suit the needs and requirements of

the decision maker.

ACCESIBLE - information is available when the decision maker needs it.

USEFUL - information has meaning to the person who receives it.

COST-EFFECTIVE - Information should give more value than its cost to

produce

THE HIERARCHY OF DATA


could

marks

CHARACTERS
be numbers,
letters, space,
punctuation
and other
symbols.

FIELD is a combination of one or more related characters or bytes and is the

smallest unit of date a user accesses.
- Field name uniquely identifies each field

-Field size defines the maximum number of characters a field can contain

DATA TYPE specifies the kind of data a field can contain and how the field
is used

 Text (a.k.a) Alphanumeric)- letters numbers,

or special characters
Numeric (also called number)- numbers only
AutoNumber- unique number automatically
assigned by the DBMS to each added record
Currency- dollar and cent amounts or numbers
containing decimal values
Date- month, day, year
Memo- lengthy text entries
Object- photo, audio, video, or a document
created
Attachment- document or image that is
attached to the field

RECORD is a group of relate fields.

DATA FILE is a collection of related records stored on a storage medium such as a

hard disk or optical disc. A database includes a group of related data files.

MAINTAINING DATA

FILE MAINTENANCE refers to the procedures that keep data current.

File Maintenance Procedures:

Adding Records -Users add new records to a file when they obtain new data.

Using the Student Maintenance

Form,
an
admissions
department clerk adds a new
student record. After the clerk
takes the photo with the digital
camera and confirms the data
is correct, he or she adds the

Modifying Records -Generally, users modify a record in a file for two reasons:
1) to correct inaccurate data, or 2) to update old data with new data.

The
admissions
department
clerk scans the student ID card
to display the students record.
After confirming that the correct
student record is displayed, the
clerk modifies the students
address.

Deleting Records -When a record no longer is needed, a user deletes it from a

file. Sometimes, the DBMS removes the record from the file immediately. Other
times, the record is flagged, or marked, so the DBMS will not process it again.

The admissions department clerk displays the students record on the screen. After
the clerk verifies that the correct student record is displayed, he or she deletes the
record. The DBMS flags the student record on disk by placing an asterisk in the first
position of the record.

VALIDATING DATA
Validation is the process of comparing data with a set of rules or values to find out
if the data is correct.
Many programs perform a validity check that analyzes data, either as you enter it
or after you enter it, to help ensure that it is correct. A validity check is a
software control over input of data to a computer system. Data is compared with
the type of data properly included in each input field, thus reducing data entry
errors.
Types of Validity Checks:

Alphabetic/Numeric check: An alphabetic check ensures that users enter

only alphabetic data into a field. A numeric check ensures that users enter
only numeric data into a field.

Range check: A range check determines whether a number is within a

specified range.

Consistency
check:
A
consistency check tests the data
in two or more associated fields to
ensure that the relationship is
logical and their data is in the
correct format.

Completeness
check:
A
completeness check verifies that a
required field contains data.

Check digit: A check digit is a

number(s) or character(s) that is
appended to or inserted in a
primary key value.

Other Checks: DBMSs that include hyperlink and attachment data types can
perform validity checks on data entered in those fields.

FILE PROCESSING VS. DATABASES

Almost all application programs use the file processing approach, the database
approach, or a combination of both approaches to store and manage data.
FILE PROCESSING APPROACH
This approach uses the file processing systems.
In a typical file processing system, each department or area within an organization
has its own set of files. The records in one file may not relate to the records in any
other file.

In a school that
uses
the
file
processing
approach,
the
computer used by a
registration
department
clerk
and the computers

Weaknesses:

Data Redundancy same fields are stored in multiple files.

Isolated Data difficult to access or share data stored in separate files in

different departments.

DATABASE APPROACH
This approach uses the Database Management System.
When an organization uses the database approach, many programs and users share
the data in the database. The database does secure its data, however, so that only
authorized users can access certain data items. While a user is working with the
database, the DBMS resides in the memory of the computer.
In a school that
uses a database,
the computer used
by a registration
department
clerk
and the computers
used by advisors
access data in a
single
database
through the DBMS.

STRENGTHS:

Reduced Data Redundancy most data items are stored in only one file,
which greatly reduces duplicate data.

Improved Data Integrity when users modify data in the database, they
make changes to one file instead of multiple files. Thus, the database
approach increases the datas integrity by reducing the possibility of
introducing inconsistencies.

DISADVANTAGES OF DATABASES

A database can be more complex than a file processing system.

Requires people with special training to develop larger databases and

their associated applications

Databases require more memory, storage, and processing power than file
processing systems.

Data in a database can be more vulnerable than data in file processing

systems.

If the database is not operating properly or is damaged or destroyed,

users may not be able to perform their jobs
Unauthorized users potentially could gain access to a single database
file that contains personal and confidential data.

Database Management Systems

Database Management System, or database program, is software that allows you to
create, access, and manage a database. DBMSs are available for many sizes and
types of computers. Whether designed for a small or large computer, most DBMSs
perform common functions.
COMMON FUNCTIONS OF 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 files
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 fields relationship to other fields.

A sample data
dictionary
entry
shows
the fields in
the
Student
file and the
properties of

File Retrieval and Maintenance

A DBMS provides several tools that allow users and programs to retrieve and
maintain data in the database. A query is a request for specific data from the
database.
Methods to Retrieve and Maintain DBSM Data
1. Query Languages: A query language consists of simple, English-like
statements that allow users to specify the data to display, print, or
store.

2. Query by example: a feature that has a graphical user interface to

assist users with retrieving data.

One
QBE
technique
is
Filter by Form,
which uses a
form to show
available fields.
The database
program
retrieves
records
that

3. Form: Sometimes called a data entry form, is a window on the screen

that provides areas for entering or modifying data in a database. You
use forms to retrieve and maintain the data in a database. When
designing a form using a DBMS, you can make the form attractive and
easy to use by incorporating color, shading, lines, boxes, and graphics;
varying the fonts and font styles; and using other formatting features.
4. Report Generator: Also called a report writer, allows users to design
a report on the screen, retrieve data into the report design, and then
display or print the report. Report generators usually allow you to
format page numbers and dates; titles and column headings; subtotals
and totals; and fonts, font sizes, color, and shading. Many allow you to
include images, for example, a product catalog with photos and
descriptions of products.

This report, created in Microsoft Access, displays student information by major.

DATA SECURITY

A DBMS:

Provides means to ensure that only authorized user`s access data at

permitted times.
Allows different levels of access privileges to be identified for each field in the
database.
BACKUP AND RECOVERY
A DBMS provides a variety of techniques to restore the database to
a usable form in case it is damaged or destroyed.

A backup, or copy, of the entire database should be made on a regular basis.

Some DBMSs have their own built-in backup utilities. Others require users to
purchase a separate backup utility, or use one included with the operating system.
More complex DBMSs maintain a log, which is a listing of activities that
change the contents of the database.
DBMS that creates a log usually provides a recovery utility. A recovery
utility uses the logs and/or backups to restore a database when it becomes
damaged or destroyed.
Continuous backup is a backup plan in which all data is backed up
whenever a change is made.
This backup technique can cost more than other backup strategies but is
growing in popularity because of its benefits.

Relational, Object-Oriented, and Multi-dimensional

Databases
Relational Databases
A relational database is a database that stores data in tables that consist
of rows and columns.
Each row has a primary key and each column has a unique name.
A relational database uses terms different from a file processing system.
A developer of a relational database refers to a file as a relation, a record as
a tuple, and a field as an attribute. A user of a relational database, by contrast,
refers to a file as a table, a record and as a field as a column.
In addition to storing data, a relational database also stores data
relationships. A relationship is a link within the data. In a relational database, you
can set up a relationship between tables at any time. The tables must have a
common column (field).

Varied
terminologies
for
Relational

Structured Query Language (SQL)

A popular query language that allows users to manage, update, and retrieve
data.
SQL has special keywords and rules that users include in SQL statements.
Most relational database products for servers and mainframes include SQL.

Many personal computer databases also include SQL.

Object-Oriented Databases
An object-oriented database (OODB) stores data in objects. An object is
an item that contains data, as well as the actions that read or process the
data. A Student object, for example, might contain data about a student such
as Student ID, First Name, Last Name, Address, and so on. It also could
contain instructions about how to print a student transcript or the formula
required to calculate a students grade point average.
Object-oriented databases have several advantages compared with
relational databases: they can store more types of data, access this data
faster, and allow programmers to reuse objects. An object oriented database
stores unstructured data more efficiently than a relational database.
Unstructured data includes photos, video clips, audio clips, and documents.
When users query an object-oriented database, the results often are
displayed more quickly than the same query of a relational database. If an
object already exists, programmers can reuse it instead of recreating a new
object saving on program development time.
Multidimensional Databases
A multidimensional database stores data in dimensions. Whereas a
relational database is a two-dimensional table, a multidimensional database
can store more than two dimensions of data. These multiple dimensions allow
users to access and analyze any view of the database data.
A Webmaster at a retail business may want information about product sales
and customer sales for each region spanning a given time. A manager at the
same business may want information about product sales by department for
each sales representative spanning a given time. A multidimensional
database can consolidate this type of data from multiple dimensions at very
high rates of speed. Nearly every multidimensional database has a dimension
of time. The content of other dimensions varies depending on the subject.
No standard query language exists for multidimensional databases. Each
database uses its own language. Most are similar to SQL.
Data Warehouses
One application that typically uses multidimensional databases is a data
warehouse.
A data warehouse is a huge database that stores and manages the data
required to analyze historical and current transactions. Through a data
warehouse, managers and other users access transactions and summaries of
transactions quickly and efficiently.
A smaller version of a data warehouse is the data mart. A data mart contains
a database that helps a specific group or department make decisions.
Web Databases

One of the more profound features of the Web is the vast amount of
information it provides. The
Web offers information about jobs, travel destinations, television
programming, photos, movies, videos, local and national weather, sporting
events, and legislative information. Some Web databases are collaborative
databases, where users store and share photos, videos, recordings, and
other personal media.

ACCESSING DATA IN A WEB DATABASE

To access data in a Web database, you fill in a form or enter search text on a
Web page. Many search engines such as Yahoo! use databases to store Web site
descriptions. To access the database, you enter search text into the search engine.
A Web database usually resides on a database server. A database server is a
computer that stores and provides access to a database. In addition to accessing
information, users provide information to Web databases. Many Web sites request
users to enter personal information, such as name, address, telephone number, and
preferences into an e-form (electronic form). The database then stores this personal
information for future use. An organization, for example, may send e-mail messages
to certain groups of customers.

Database Design Guidelines

Role of the Database Analysts and Administrators

The database analysts and administrators are responsible for managing and
coordinating all database activities. The database analyst (DA) decides on the

proper placement of fields, defines the relationships among data, and identifies
users access privileges.
The database administrator (DBA) requires a more technical inside view of
the data. The DBA creates and maintains the data dictionary, manages security of
the database, monitors the performance of the database, and checks backup and
recovery procedures.
Role of the Employee as a User
Employees should learn how to use the data in the database effectively. The
amount of information available often amazes first-time database users. Instant
access to information helps employees perform their jobs more effectively.