Database
Put simply,
a database is when a group of data (information) is presented in a logical and
professional manner, often in a ‘spreadsheet’ type of style. The fundamental
reason why they were developed is to store information simply and in such a way
that it can be retrieved with ease, for example, searching something on Google.
Databases work
very similar to spreadsheets, that is, through the use of rows and columns. The
grid is used to store attributes, which are basically fields to which you can categorize
data. For instance, a column may have a month i.e. June, and underneath it in
rows the dates of birthdays, the next column would be July and so on.
They can be
paper-based, like the Yellow Pages, but recently are used in the computerized
version, Microsoft’s Access being the most well-known.
Different data types
Databases’
main existence is to make organization easier for the user. So the software can
do this effectively it has adopted ‘types’ of data. Some fundamental ones are
listed as follows.
Text/ Alphanumeric:
this includes data such as text, symbols and numbers and is generally used for
all software types, like Microsoft Word.
Number/Numeric:
this type wholly stores numerical data, any numerical data like whole numbers,
decimals, etc.
Currency:
quite simply maintains currency values of any country like £20.00 or $17.50.
Date/Time: does
what it says on the can and relates the date and time.
Boolean: this
is worked with when the information has two values; the typical example is the “yes/no”
type of data.
Image: is
the data type used for storing graphics.
Relationships
Relationship
is a technique used to prevent use of ‘data duplication.’ Data duplication is
the known process of entering and re-entering information into a database. This
action of data duplication takes time, effort and is more open to human error,
like incorrect spelling.
This is
where relationships come in handy. If for instance, a doctor’s surgery might
need to hold a record of a patient, a ‘flat file database’ would have the
patient’s personal details, medical details and appointment details duplicated
into tables. However, a better devise would be to ‘link’ each of those tables
under the heading of the patient’s name, this is called a relationship. So when
that patient books an appointment the receptionist would only simply have to
‘search’ for the patient in the database and make the appointment without
having to get the patients personal details and medical details again.
Databases: electronic or paper-based?
Naturally,
with the rise of technology over the years, the greater percentage of databases
used is going to be computerized. Deciding which one is better depends on
opinion.
It would
seem that elements which determine the better one are availability / capacity
of storage space, security, back-up plans and ease of access to data.
Of course,
electronic data is more efficient because it has a wide storage space on the
computer system, whilst paper-based would have to be stored in boxes or something
similar, taking up physical space that can be saved for other needs.
Security on
electronic data is, when compared to paper-based, a good deal better to use. First
of all, electronic devices have the ability to create encrypted passwords which
halt unauthorized access to data, which nine times out of ten would stop a
fraudster in their tracks. Paper-based documents would- even if locked in a
volt- be easier to access than electronic databases. Databases are more
efficient for the safety of important information, especially about an
individual.
Again,
databases win the race when considering back-up plans. Data can very simply be
‘copied’ and saved securely on a computer system, whilst paper-based items
would probably have to be hand written and that would be a lot of work,
particularly for place like ‘Barclay’s Bank.’
Ease of
access with paper-based documents depends on how organized the data is and how
much there is. In a small firm it would not matter hugely but, using the
example of ‘Barclay’s Bank’ again, it certainly would matter. Nonetheless, electronic databases are much
more effective as they have the ability to ‘search’ for a certain item, like
Google for example. Time efficiency is the key and with electronic databases,
the user can certainly have it.
Forms/ Data Entry Screens
A form is an
interface that a database user works with to create the database and it has a
range of ‘command buttons’ that perform those demands. The buttons are at the
user’s control and can be designed to determine which information displays on
the form and open other forms and reports, etc.
Although
many people decide to manually enter the data into a table, it’s no surprise
that a good deal of users prefer the idea of tables so they can enter, view and
edit data with more efficiency and ease.
It’s also
less likely that the person entering the information would make a mistake.
Report
A report is
used when data from a database table is summarized and presented so to appear
easy-to-read. Typically a certain question would be put to the database like “how
much profit did we make in June?” and the report would pop up and in a coherent
and structured way; as to understand the information. They always use the
current data in the system and can be ‘run’ anytime.
Switchboard
This is a
menu button interface which enables ‘standard commands’ to be run. A query of
some calibre can be run and through a click of a button the task will be
carried out. For example, a button named ‘Staff’ if pressed should display all
registered staff in a report.
