UNIT-I

Comparison between Data and Information:

Comparison Data Information

Facts provided or learned

Facts and statistics collected about something or someone
Definition (Oxford
together for reference or
Dictionaries)
analysis Data as processed, stored, or
transmitted by a computer

Refers to Raw Data Analyzed Data

Qualitative Or Quantitative
A group of data which
Description Variables that can be used to
carries news and meaning
make ideas or conclusions

Numbers, letters, or a set of

In the form of Ideas and inferences
characters.

Measurements, experiments, Linking data and making

Collected via
etc. inferences
 A structure, such as tabular
Language, ideas, and
Represented in data, data tree, a data graph,
thoughts based on the data
etc.

Analysis Not analyzed Always analyzed

Carries meaning that has

Meaning Carries no specific meaning been assigned by
interpreting data

Interrelation Information that is collected Data that has been processed

Advantages of DBMS
The database management system has a number of advantages as compared to traditional computer
file-based processing approach. The DBA must keep in mind these benefits or capabilities during
databases and monitoring the DBMS.
The Main advantages of DBMS are described below.

1.Controlling Data Redundancy

In non-database systems, each application program has its own private files. In this case, the
duplicated copies of the same data is created in many places. In DBMS, all data of an organization is
integrated into a single database file. The data is recorded in only one place 1in the database and it is
not duplicated.

2.Sharing of Data

In DBMS, data can be shared by authorized users of the organization. The database administrator
manages the data and gives rights to users to access the data. Many users can be authorized to access
the same piece of information simultaneously. The remote users can also share same data. Similarly,
the data of same database can be shared between different application programs.

3.Data Consistency

By controlling the data redundancy, the data consistency is obtained. If a data item appears only
once, any update to its value has to be performed only once and the updated value is immediately
available to all users. If the DBMS has controlled redundancy, the database system enforces
consistency.

4.Integration of Data

In Database management system, data in database is stored in tables. A single database contains
multiple tables and relationships can be created between tables (or associated data entities). This
makes easy to retrieve and update data.

5.Integration Constraints

Integrity constraints or consistency rules can be applied to database so that the correct data can be
entered into database. The constraints may be applied to data item within a single record or the may
be applied to relationships between records.

6.Data Security

Form is very important object of DBMS. You can create forms very easily and quickly in DBMS.
Once a form is created, it can be used many times and it can be modified very easily. The created
forms are also saved along with database and behave like a software component. A form provides
very easy way (user-friendly) to enter data into database, edit data and display data from database.
The non-technical users can also perform various operations on database through forms without
going into technical details of a fatabase.

7.Report Writers

Most of the DBMSs provide the report writer tools used to create reports. The users can create very
easily and quickly. Once a report is created, it can be used may times and it can be modified very
easily. The created reports are also saved along with database and behave like a software component.

8.Control Over Concurrency

In a computer file-based system, if two users are allowed to access data simultaneously, it is possible
that they will interfere with each other. For example, if both users attempt to perform update
operation on the same record, then one may overwrite the values recorded by the other. Most
database management systems have sub-systems to control the concurrency so that transactions are
always recorded with accuracy.

9.Backup and Recovery Procedures

In a computer file-based system, the user creates the backup of data regularly to protect the valuable
data from damage due to failures to the computer system or application program. It is very time-
consuming method, if amount of data is large. Most of the DBMSs provide the 'backup and recovery'
sub-systems that automatically create the backup of data and restore data if required.

10.Data Independence
The separation of data structure of database from the application program that uses the data is called
data independence. In DBMS, you can easily change the structure of database without modifying the
application program.

 The principal advantages of DBMS over file processing

system:

• Flexibility: Because programs and data are independent, programs do

not have to be modified when types of unrelated data are added to or
deleted from the database, or when physical storage changes.
• Fast response to information requests: Because data is integrated
into a single database, complex requests can be handled much more
rapidly than locating data separately. In many businesses, faster response
means better customer service.
• Multiple access: Database software allows data to be accessed in a
variety of ways (through various key fields), by using several
programming languages (both3GL and nonprocedural4GL programs).
• Lower user training costs: Users often find it easier to learn such
systems and training costs may be reduced. Also, the total time taken to
process requests may be less, which would increase user productivity.
• Less storage: Theoretically, all occurrences of data items need be
stored only once, thereby eliminating the storage of redundant data.
System developers and database designers often use data normalization
to minimize data redundancy.

Here are some disadvantages:

• DBMS subjects business to risk of critical data loss in its electronic

format and can be more readily stolen without proper security.
• The cost of a DBMS can be prohibitive for small enterprises as they
struggle with cost justification for making investment in the
infrastructure.
• Improper use of the DBMS can lead to incorrect decision making as
people take presented data for granted as accurate.
• Data can be stolen by weak password security policy.

Q. Difference between DBMS and filesystem?

DBMS vs File System
DBMS (Database Management System) and File System are two ways that could
be used to manage, store, retrieve and manipulate data. A File System is a
collection of raw data files stored in the hard-drive whereas DBMS is a bundle of
applications that is dedicated for managing data stored in databases. It is the
integrated system used for managing digital databases, which allows the storage of
database content, creation/ maintenance of data, search and other functionalities.
Both systems can be used to allow the user to work with data in a similar way. A
File System is one of the earliest ways of managing data. But due the shortcomings
present in using a File System to store electronic data, Database Management
Systems came in to use sometime later, as they provide mechanisms to solve those
problems. But it should be noted that, even in a DBMS, data are eventually
(physically) stored in some sort of files.

Difference between DBMS and File System

In File System, files are used to store data while, collections of databases are
utilized for the storage of data in DBMS. Although File System and DBMS are two
ways of managing data, DBMS clearly has many advantages over File Systems.
Typically when using a File System, most tasks such as storage, retrieval and
search are done manually and it is quite tedious whereas a DBMS will provide
automated methods to complete these tasks. Because of this reason, using a File
System will lead to problems like data integrity, data inconsistency and data
security, but these problems could be avoided by using a DBMS. Unlike File
System, DBMS are efficient because reading line by line is not required and
certain control mechanisms are in place.

Database administrator
A database administrator (DBA) directs or performs all activities related
to maintaining a successful database environment. Responsibilities
include designing, implementing, and maintaining the database system;
establishing policies and procedures pertaining to the management,
security, maintenance, and use of the database management system; and
training employees in database management and use. A DBA is
expected to stay abreast of emerging technologies and new design
approaches. Typically, a DBA has either a degree in Computer Science
and some on-the-job training with a particular database product or more
extensive experience with a range of database products. A DBA is
usually expected to have experience with one or more of the major
database management products, such as Structured Query Language,
SAP, and Oracle-based database management software.

Functions of DBMS

1. Data Dictionary Management

Data Dictionary Management is the one of the most important function in database management
system.

DBMS stores definitions of the data elements and their relationships (metadata) in a data
dictionary.

So, all programs that access the data in the database work through the DBMS.

The DBMS uses the data dictionary to look up the required data component structures and
relationships which relieves you from coding such complex relationships in each program.
Additionally, any changes made in a database structure are automatically recorded in the data
dictionary, thereby freeing you from having to modify all of the programs that access the
changed structure.

In other words, the DBMS system provides data abstraction, and it removes structural and data
dependence from the system.

2. Data Storage Management

The DBMS creates and manages the complex structures required for data storage, thus relieving
you from the difficult task of defining and programming the physical data characteristics.

A modern DBMS system provides storage not only for the data, but also for related data entry
forms or screen definitions, report definitions, data validation rules, procedural code, structures
to handle video and picture formats, and so on.

Data storage management is also important for database performance tuning. Performance tuning
relates to the activities that make the database perform more efficiently in terms of storage and
access speed. So, the data storage management is another important function of Database
Management System.

3. Data transformation and presentation

The DBMS transforms entered data in to required data structures. The DBMS relieves you of the
chore of making a distinction between the logical data format and the physical data format. That
is, the DBMS formats the physically retrieved data to make it conform to the user’s logical
expectations.

For example, imagine an enterprise database used by a multinational company. An end user in
England would expect to enter data such as July 11, 2009, as “11/07/2009.” In contrast, the same
date would be entered in the United States as “07/11/2009.” Regardless of the data presentation
format, the DBMS system must manage the date in the proper format for each country.

4. Security Management

Security Management is another important function of DBMS. The DBMS creates a security
system that enforces user security and data privacy. Security rules determine which users can
access the database, which data items each user can access, and which data operations (read, add,
delete, or modify) the user can perform. This is especially important in multiuser database
systems.

5. Multi User Access Control

To provide data integrity and data consistency, the DBMS uses sophisticated algorithms to
ensure that multiple users can access the database concurrently without compromising the
integrity of the database.

6. Backup and Recovery Management

The DBMS provides backup and data recovery to ensure data safety and integrity.

Current DBMS systems provide special utilities that allow the DBA to perform routine and
special backup and restore procedures. Recovery management deals with the recovery of the
database after a failure, such as a bad sector in the disk or a power failure. Such capability is
critical to preserving the database’s integrity.

7. Data Integrity Management

Data integrity management is another important function of DBMS.

The DBMS promotes and enforces integrity rules, thus minimizing data redundancy and
maximizing data consistency.

The data relationships stored in the data dictionary are used to enforce data integrity. Ensuring
data integrity is especially important in transaction-oriented database systems.

8. Database Access Languages and Application Programming Interfaces

The DBMS provides data access through a query language. A query language is a non-
procedural language—one that lets the user specify what must be done without having to specify
how it is to be done.

Structured Query Language (SQL) in fact it is a query language and data access standard
supported by the majority of DBMS vendors.

9. Database Communication Interfaces

Current-generation DBMS's accept end-user requests via multiple, different network

environments. For example, the DBMS might provide access to the database via the Internet
through the use of Web browsers such as Mozilla Firefox or Microsoft Internet Explorer. In this
environment, communications can be accomplished in several ways:
- End users can generate answers to queries by filling in screen forms through their preferred
Web browser.

- The DBMS can automatically publish predefined reports on a Website.

- The DBMS can connect to third-party systems to distribute information via e-mail or other
productivity applications.

UNIT-II