Introduction to DBMS

• DBMS (Database Management System) is software that helps to store,

manage, and retrieve data efficiently.

• It eliminates the problems of traditional file-based systems (like redundancy and

inconsistency).
Database-System Applications

DBMS is used in almost every field today. Some examples:

• Banking – To manage accounts, transactions.

• Airlines – Reservation systems and schedules.

• Universities – Student records, course registration.

• Telecommunication – Call records, billing.

• Online Shopping – Inventory, customer data.

• Social Media – User profiles, messages.

Problems with Traditional File-Based Approach

In olden days, data was stored in separate files (like text files, Excel sheets, etc.), and
each application had its own files.

This caused many problems:

1. Data Redundancy (Duplicate Data)

Problem: Same data is stored multiple times in different files.

Example:
Student's name and roll number stored in:

• Exam file

• Library file

• Hostel file

Wastes space and effort.

2. Data Inconsistency (Mismatch of Data)

Problem: Same data shows different values in different files.

Example:
You update your phone number in the library file, but it's still old in the exam file.

Creates confusion, errors, and unreliable reports.

 3. No Data Sharing

Problem: Data stored in one file cannot be easily accessed by other

applications.

Example:
The library software can't access student marks from the exam file directly.

Leads to duplication of effort and isolated systems.

4. Difficult to Search and Access Data

Problem: Searching for specific data (like all students above age 18)
requires manual effort or writing custom code.

Example:
You need to scan the whole file or write a program — no simple query like in
DBMS.

5. Poor Data Security

Problem: File systems have no proper access control.

Example:
Anyone who has the file can view or change all the data — no restriction
like “read-only” or “admin only.”

6. No Backup and Recovery

Problem: If a file gets deleted or corrupted, data is lost forever.

Example:
Power failure during editing may destroy the file — and there’s no way to
recover.
 7. Integrity Problems

Problem: No rules to ensure data is correct or valid.

Example:
You can enter age = -10 or phone number = "abc123" — file systems don't
check data correctness.

8. Concurrency Issues

Problem: If two people try to access/edit the same file at the same time, it
may cause data loss or overwrite.

Example:
Two staff members update the same student record → one of the changes
gets lost.

Traditional file-based systems are simple but not suitable for

large, multi-user, secure, and reliable data management.
That’s why we need a Database Management System (DBMS).
Purpose of Database Systems (DBMS)
A Database Management System (DBMS) is used to store, manage, and retrieve data
easily and safely. It solves the problems that existed in traditional file-based systems.

1. Reduce Data Redundancy

Redundancy means storing the same data again and again.

• In file systems, data was repeated in many files.

• In DBMS, data is stored only once, and shared when needed.

Example:
In a college system, the student’s name and ID were saved in multiple files —
attendance, marks, library, etc.
Now with a database, it's saved once, and all departments access the same data.

2. Avoid Data Inconsistency

Inconsistency happens when the same data is different in different places.

• DBMS keeps data consistent and updated across all users.

• Any change in one place is reflected everywhere.

Example:
If you update your mobile number in the student portal, it automatically updates in the
library and exam system too.
 3. Efficient Data Access

• DBMS provides quick and easy access to data using queries.

• We can search, filter, and get data in seconds.

Example:
Want to find all students who scored above 90? Just write a small query and get results
instantly.

4. Data Sharing

• DBMS allows multiple users to use the same data at the same time.

• Everyone gets a proper view based on their role.

Example:
A teacher can see marks, a librarian can see book records, and a student can see only
their profile.

5. Data Security

• Only authorized users can access or edit data.

• DBMS allows setting permissions for each user.

Example:
Students can’t change marks, but teachers and admins can.

6. Backup and Recovery

• DBMS takes regular backups of data.

• In case of system failure, we can restore the data safely.

Example:
If a college server crashes, no need to worry — data can be recovered from backup.

7. Data Integrity

• Ensures that data entered is correct and accurate.

• Uses rules and constraints like “roll number should be unique.”

 Example:
You can’t enter "age = -10" or "roll number = ABC123" if it expects numbers only.

8. Concurrent Access and Multi-User Support

• Many users can access and use the database simultaneously without
problems.

• DBMS manages locking and transactions to avoid errors.

Example:
Hundreds of students can register for classes at the same time without crashing the
system.

9. Enforced Standards

• DBMS ensures that data is stored in a standard format.

• Helps in better understanding and organization.

Example:
Dates are stored as YYYY-MM-DD, phone numbers in the correct format.

10. Improved Decision Making

• Clean, organized, and accurate data helps in making better decisions.

• Reports and summaries can be generated easily.

Example:
A principal can view student performance trends and decide how to improve results.
 View of Data
➤ Instances and Schemas

• Instance: The actual data stored in a database at a given time.

Like the current content in a table.

• Schema: The structure or design of the database.

Like the blueprint of a table (columns, data types).

What is a Schema?
A Schema is the structure or design of a database.
It defines what tables exist, what columns they have, and what types of data are
stored.

Think of schema as the blueprint or format of a table, just like a form you create
to collect data.

Example:

Let’s say we are creating a table to store student details.

CREATE TABLE Student (

StudentID INT,

Name VARCHAR(50),

Age INT

);

Here, the schema defines:

• Table name: Student

• Columns:

o StudentID (integer)

o Name (text up to 50 characters)

o Age (integer)

This schema will remain the same whether there are 0 records or 1 million records.
 What is an Instance?
An Instance of a database is the actual data stored in the database at a specific point
in time.

Think of instance as the current content inside your table — the rows of data.

Example using the above Student schema:

Let’s say the current data in the table is:

StudentID Name Age

101 Alice 18

102 Bob 19

103 Charlie 20

This is the current instance of the table.

If you delete one student or add a new one, the instance changes, but the schema
remains the same.

Schema = What kind of data we store (design)

Instance = What data we have stored right now (actual data)
Next Topic : Data Abstraction, Data Independence