Practical File OF WORKSHOP ON INFORMATION TECHNOLOGY

SUBMITTED TO: MR. HARJOT MANN H.O.D OF I.T.

SUBMITTED BY: SHALINI AGGARWAL MBA 2ND SEM

105182250480

INDEX Sr. no. 1 Topic 1.1 Database 1.2 Advantages Of DBMS 1.3 File Management System Vs. DBMS 1.4 Centralized Vs. Distributed DBMS 1.5 Procedure To Make Tables And Use Of Primary Key Pg no. 3 3 4 5 6 remarks

1.1Database
A database is a collection of information that is organized so that it can easily be accessed, managed, and updated. In one view, databases can be classified according to types of content: bibliographic, full-text, numeric, and images. In computing, databases are sometimes classified according to their organizational approach. The most prevalent approach is the relational database, a tabular database in which data is defined so that it can be reorganized and accessed in a number of different ways. A distributed database is one that can be dispersed or replicated among different points in a network. An object-oriented programming database is one that is congruent with the data defined in object classes and subclasses. Computer databases typically contain aggregations of data records or files, such as sales transactions, product catalogs and inventories, and customer profiles. Typically, a database manager provides users the capabilities of controlling read/write access, specifying report generation, and analyzing usage. Databases and database managers are prevalent in large mainframe systems, but are also present in smaller distributed workstation and mid-range systems such as the AS/400 and on personal computers. SQL (Structured Query Language) is a standard language for making interactive queries from and updating a database such as IBM's DB2, Microsoft's Access, and database products from Oracle, Sybase, and Computer Associates.

1.2 Advantages of database management system

Database is a software program, used to store, delete, update and retrieve data. A database can be limited to a single desktop computer or can be stored in large server machines, like the IBM Mainframe. There are various database management systems available in the market. Some of them are Sybase, Microsoft SQL Server, Oracle RDBMS, PostgreSQL, MySQLetc. The advantages of the database management systems can be enumerated as under: 1. Warehouse of Information: The database management systems are warehouses of information, where large amount of data can be stored. The common examples in commercial applications are inventory data, personnel data, etc. It often happens that a common man uses a database management system, without even realizing, that it is being used. The best examples for the same would be the address book of a cell phone, digital diaries, etc. Both these equipments store data in their internal database. 2. Defining Attributes: The unique data field in a table is assigned a primary key. The primary key helps in the identification of data. It also checks for duplicates within the same table, thereby reducing data redundancy. There are tables, which have a secondary key in
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addition to the primary key. The secondary key is also called 'foreign key'. The secondary key refers to the primary key of another table, thus establishing a relationship between the two tables. 3. Systematic Storage: The data is stored in the form of tables. The tables consist of rows and columns. The primary and secondary key help to eliminate data redundancy, enabling systematic storage of data. 4. Changes to Schema: The table schema can be changed and it is not platform dependent. Therefore, the tables in the system can be edited to add new columns and rows without hampering the applications that depend on that particular database. 5. No Language Dependence: The database management systems are not language dependent. Therefore, they can be used with various languages and on various platforms. 6. Table Joins: The data in two or more tables can be integrated into a single table. This enables to reduce the size of the database and also helps in easy retrieval of data. 7. Multiple Simultaneous Usages: The database can be used simultaneously by a number of users. Various users can retrieve the same data simultaneously. The data in the database can also be modified, based on the privileges assigned to users. 8. Data Security: Data is the most important asset. Therefore, there is a need for data security. Database management systems help to keep the data secured. 9. Privileges: Different privileges can be given to different users. For example, some users can edit the database, but are not allowed to delete the contents of the database. 10. Abstract View of Data and Easy Retrieval: DBMS enables easy and convenient retrieval of data. A database user can view only the abstract form of data; the complexities of the internal structure of the database are hidden from him. The data fetched is in user friendly format. 11. Data Consistency: Data consistency ensures a consistent view of data to every user. It includes the accuracy, validity and integrity of related data. The data in the database must satisfy certain consistency constraints, for example, the age of a candidate appearing for an exam should be of number data type and in the range of 20-25. When the database is updated, these constraints are checked by the database systems.

1.3 File Management System vs. Data base Management System

1. Files act locally where as DBMS saves directly in a database 2. File management system Saves in temporary locations where as DBMS in well arranged and permanent data base locations
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3. In File Sys., transactions are not possible where as various transactions like insert, delete, view, updating etc are possible in DBMS 4. Data will be accessed through single or various files where as in DBMS, tables is used to access data 5. A "File manager" is used to store all relationships in directories in File Systems where as a data base manager (administrator) stores the relationship in form of structural tables 6. Last.... but not the least.... Data in data bases are more secure compared to data in files!!

1.4 distributed DBMS vs. centralized DBMS:

1. Distributed data is defined as collection of logically distributed database which are connected with each other through a network. A distributed database management system is used for managing distributed database. Each side has its own database and operating system. Centralized database has all its data on one place. As it is totally different from distributed database which has data on different places. In centralized database as all the data reside on one place so problem of bottle-neck can occur, and data availability is not efficient as in distributed database. 2. Users can issue commands from any location to access data and it does not affect the working of database as apposed to centralized DMBS. 3. Distributed database allows us to store one copy of data at different locations. Its advantage is that if a user wants to access data then the nearest site (location) will provide data so it takes less time as compared to centralized one. 4. There are multiple sites (computers) in a distributed database so if one site fails then system will not be useless, because other sites can do their job. 5. Any time new nodes (computers) can be added to the network without any difficulty in distributed database. 6. Users do not know about the physical storage of data and it is known as distribution transparency, as we know that ideally, a DBMS must not show the details of where each file is stored or we can say that a DBMS should be distribution transparent.

7. A big advantage of distributed DBMSs over centralized ones is that of scalability. Growth can be sustained more gracefully in a distributed system.

1.5 Procedure to make table in MS Access 2007 and use of primary key:
Tables: are the foundation of an Access database. Access stores data in tables. Field: A table is a set of columns and rows. Each column is called a field. Within a table, each field must be given a name and no two fields can have the same name. Each value in a field represents a single category of data.For example, a table might have three fields: Last Name, First Name, and Phone Number. The table consists of three columns: one for last name, one for first name, and one for phone number. In every row of the table, the Last Name field contains the last name, the First Name field contains the first name, and the Phone Number field contains the phone number. Record: Each row in a table is called a record.

All of the data in a table should refer to the same subject. For example, all of the data in the Employees table should refer to employees, all of the data in the Students table should refer to students, and all of the data in the Courses table should refer to courses. 1. After Access creates a blank database, it opens in Datasheet view and makes available the tools you need to create a table. 2. Datasheet view displays a table as a set of columns and rows.
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3. When you view a blank database for the first time in Datasheet view, you see a column named ID. This column is by default the primary key field. A primary key is a field or combination of fields that uniquely identify each record in a table. No two records in a table should have the same values in every field. For example, the following should not occur in a table. Last Name Smith Smith First Name John John City Jonestown Jonestown

In the real world, it is possible to have two people from the same city with the same first and last name. In cases like this, you can use the ID field as the primary key field and use it to make each record unique. The ID field has a data type of AutoNumber; as a result, Access automatically creates a unique number for each record in the database. The resulting table will look like the one shown here. ID 1 2 Last Name Smith Smith First Name John John City Jonestown Jonestown

Access provides several methods for creating a table: One method is to use the Rename option with the Add New Field column label to give each column the field name you want it to have and then to type or paste your data into the table. Field names can include letters, numbers, and spaces and can be up to 64 characters long. When choosing a field name, try to keep it short. 4. When you save your table for the first time, Access gives you the opportunity to name your table. Each table name must be unique; hence, two tables in the same database cannot have the same name. The table name should describe the data in the table; can consist of letters, numbers, and spaces; and can be up to 64 characters long. When choosing a table name, try to keep it short. You can save a table by clicking the Save button on the Quick Access toolbar or by rightclicking the Tables tab and then choosing Save from the menu that appears.

5. To add fields to a table:

1. 2. 3. 4. 5. 6.

Click the Add New Field column label. Activate the Datasheet tab. Click Rename in the Fields & Columns group. Type the field name. Press Enter. Access creates the field. Type the next field name. Access creates the field. Continue until you have created all of the fields in your table. 7. Press Enter without entering a field name to end your entries. Or 1. 2. 3. 4. 5. Right-click the Add New Field column label. A menu appears. Click Rename Column. Type the field name. Press Enter. Access creates the field. Type the next field name. Access creates the field. Continue until you have created all of the fields in your table.

Name and Save a Table After you create a table, you must name and save it.

To name and save a table:

1. Click the Save button on the Quick Access toolbar. The Save As dialog box appears. 2. Type the name you want to give your table. 3. Click OK. Access names your table.