TMX2012 IT Tools for Knowledge Workers
SEMESTER 2, SESSION 2014/15
LECTURE 5:
DATABASES
OBJECTIVES
Define the term, database, and explain how a database
interacts with data and information
Define the term, data integrity, and describe the qualities of
valuable information
Discuss the terms character, field, record, and file
Describe file maintenance techniques and validation
techniques
Differentiate between the file processing approach and the
database approach
Discuss the functions common to most database management
systems
Describe characteristics of relational, object-oriented, and
multidimensional databases
Discuss web databases
Identify database design guidelines and understand the
responsibilities of database analysts and administrators
Adapted from Discovering Computers by Vermaat, Sebok & Freund (2014)
Data, Information & Databases
Data
Collection of
unprocessed items
Text
Numbers
Images
Audio
Video
Information
Processed data
Meaningful
Organized
Useful
Chapter 1: Computers and Digital Basics
Databases
Collection of data
organized in a manner
that allows access,
retrieval, and use of that
data
Data, Information & Databases
Example: Processing data into information
Chapter 1: Computers and Digital Basics
Image: Vermaat, Sebok & Freund (2014)
Data Integrity
Data integrity reflects the quality of the data
The more errors the data contains, the lower its integrity
Data integrity is important because computers and people
use information to make decisions and take actions
Valuable Information
Verifiable
Timely
Accurate
Characteristics
of Valuable
Information
Cost Effective
Organized
Accessible
Chapter 1: Computers and Digital Basics
Useful
Data Organization
Data is organized in layers
Files, records, fields, characters
Chapter 1: Computers and Digital Basics
Image: Vermaat, Sebok & Freund (2014)
Character & Field
A character is one byte
Numbers, letters, space, punctuation marks, or other
symbols
A field is a combination of one or more related characters
Field name
Field size
Data type
Chapter 1: Computers and Digital Basics
Character & Field
Chapter 1: Computers and Digital Basics
Image: Vermaat, Sebok & Freund (2014)
Data Types
Text
AutoNumber
Date
Number
Currency
Common
Data
Types
Memo
Object
Yes/No
Chapter 1: Computers and Digital Basics
Hyperlink
Attachment
10
Record & Data File
A record is a group of related fields
A primary key is a field that uniquely identifies each record
A data file is a collection of related records
Chapter 1: Computers and Digital Basics
Image: Vermaat, Sebok & Freund (2014)
11
File Maintenance
File maintenance refers to the procedures that keep data
current
File maintenance procedures:
Adding new records
Modifying records
Deleting records
Chapter 1: Computers and Digital Basics
12
Add new record
Users add new records to a file when they obtain new data
Chapter 1: Computers and Digital Basics
Image: Vermaat, Sebok & Freund (2014)
13
Modify record
Users generally modify a record to correct inaccurate data
or update old data
Chapter 1: Computers and Digital Basics
Image: Vermaat, Sebok & Freund (2014)
14
Delete record
User delete a record from a file when it is no longer is
needed
Chapter 1: Computers and Digital Basics
Image: Vermaat, Sebok & Freund (2014)
15
Validation
Validation compares data with a set of rules or values to
find out if the data is correct
Validation can be performed using:
Alphabetic/numeric check
Completeness check
Range check
Check digit
Consistency check
Other checks
Chapter 1: Computers and Digital Basics
16
File Processing System vs. Databases
File Processing System
Each department has
its own set of files
Have data
redundancy
Isolate data
Chapter 1: Computers and Digital Basics
Databases
Programs and users
share data
Reduced data
redundancy
Improved data
integrity
Shared data
Easier access
Reduced
development time
17
File Processing System vs. Databases
Chapter 1: Computers and Digital Basics
Image: Vermaat, Sebok & Freund (2014)
18
Data Dictionary
A data dictionary contains data about each file in the
database and each field in those files
Chapter 1: Computers and Digital Basics
Image: Vermaat, Sebok & Freund (2014)
19
Database Management System
Database software is often called Database
Management System (DBMS)
DBMS allows users to:
Create computerized databases
Add, modify and delete data
Sort and retrieve data
Create forms and reports from the data
20
Database Management System
A DBMS provides several tools that allow users and
programs to retrieve and maintain data in the database:
Query language
Query by example
Form
Report writer
Chapter 1: Computers and Digital Basics
21
Database Management System
A query language consists of simple, English-like
statements that allow users to specify the data to display,
print, store, update, or delete
Structured Query Language (SQL) is a popular query
language that allows users to manage, update, and retrieve
data
Many DBMSs provide tools to guide nontechnical users
through the steps of creating a query
Chapter 1: Computers and Digital Basics
22
Database Management System
Simple Query Wizard
Chapter 1: Computers and Digital Basics
Image: Vermaat, Sebok & Freund (2014)
23
Database Management System
Most DBMSs include query by example (QBE), a feature
that has a graphical user interface to assist users with
retrieving data
Chapter 1: Computers and Digital Basics
Image: Vermaat, Sebok & Freund (2014)
24
Database Management System
A form is a window on the screen that provides areas for
entering or modifying data in a database
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
Chapter 1: Computers and Digital Basics
Image: Vermaat, Sebok & Freund (2014)
25
Database Management System
A DBMS provides means to ensure that only authorized
users access data
Access privileges
Principle of least privilege policy
A DMBS provides a variety of techniques to restore the
database to a usable form in case it is damaged or
destroyed
Backup
Log
Recovery utility
Continuous backup
Chapter 1: Computers and Digital Basics
26
Data Model
A data model defines how users view the organization of
the data
Chapter 1: Computers and Digital Basics
Image: Vermaat, Sebok & Freund (2014)
27
Relational Database
A relational database stores data in tables that consist of
rows and columns
Each row has a primary key
Each column has a unique name
A relationship is a link within the data
Chapter 1: Computers and Digital Basics
28
Relational Database
Chapter 1: Computers and Digital Basics
Image: Vermaat, Sebok & Freund (2014)
29
Object-oriented Database
An object-oriented database (OODB) stores data in
objects
Examples of applications appropriate for an object-oriented
database include:
Media database
Groupware database
CAD database
Chapter 1: Computers and Digital Basics
30
Multidimensional Database
A multidimensional database can store data in more than
two dimensions of data
Sometimes known as a hypercube
Can consolidate data much faster than a relational
database
A data warehouse is a huge database that stores and
manages the data required to analyze historical and current
transactions
Chapter 1: Computers and Digital Basics
31
Multidimensional Database
Chapter 1: Computers and Digital Basics
Image: Vermaat, Sebok & Freund (2014)
32
Web Databases
The Web offers information about:
Jobs
Travel
Weather
Destinations
Movies
Videos
Photos
Legislative
information
Sporting events
TV programs
Chapter 1: Computers and Digital Basics
33
Database Administration
Database analysts and administrators are responsible for
managing and coordinating all database activities
Database Administrator (DBA)
Creates and maintains the data
dictionary, manages security of
the database, monitors the
performance of the database,
and checks backup and
recovery procedures
Chapter 1: Computers and Digital Basics
Database Analyst (DA)
Decides on proper placement
of fields, defines data
relationship, and identifies
users access privileges
34
THE END
Chapter 1: Computers and Digital Basics
35
