MODULE 4 File management system and Data management facilities

Unit 1 File Management System and File System Architecture

Unit 2 Data management facilities

UNIT 1 File Management System and File System Architecture

Introduction

Haven gone through previous units to have a basic knowledge of the computer file
processing, the aim of this unit is to introduce the file management system and file
system architecture, stating their objectives and functions

Learning Outcomes

At the end of this unit, student should be able to:

(i) Give a good definition of File Management System.

(ii) List the objectives of File Management System.
(iii) List some minimal requirements needed from users for file management
functions
(iv) Know typical operations that must be supported in a file system
(v) Highlight the components in this architecture in their right order
(vi) Differentiate between each component in the architecture

Main Content
.
File Management System
The file management system, FMS is the subsystem of an operating system that manages the data
storage organization on secondary storage, and provides services to processes related to their
access. In this sense, it interfaces the application programs with the low-level media-I/O (e.g.
disk I/O) subsystem, freeing on the application programmers from having to deal with low-level
intricacies and allowing them to implement I/O using convenient data-organizational abstractions
such as files and records. On the other hand, the FMS services often are the only ways through
which applications can access the data stored in the files, thus achieving an encapsulation of the
data themselves which can be
usefully exploited for the purposes of data protection, maintenance and control.
Typically, the only way that a user or application may access files is through the file
management system. This relieves the user or programmer of the necessity of developing
special-purpose software for each application and provides the system with a consistent, well-
defined means of controlling its most important asset.
 Objectives of File Management System
The objectives of a File Management System as follows:
1. Data Management. An FMS should provide data management services to applications
through convenient abstractions, simplifying and making device-independent of the
common operations involved in data access and modification.
2. Generality with respect to storage devices. The FMS data abstractions and access
methods should remain unchanged irrespective of the devices involved in data storage.
3. Validity. An FMS should guarantee that at any given moment the stored data reflect the
operations performed on them, regardless of the time delays involved in actually
performing those operations. Appropriate access synchronization mechanism should be
used to enforce validity when multiple accesses from independent processes are possible.
4. Protection. Illegal or potentially dangerous operations on the
data should be controlled by the FMS, by enforcing a well
defined data protection policy.
5. Concurrency. In multiprogramming systems, concurrent access to the data should be
allowed with minimal differences with respect to single-process access, save for access
synchronization enforcement.
6. Performance. The above functionalities should be offered achieving at the same a good
compromise in terms of data access speed and data transferring rate.

File Management Functions

With respect to meeting user requirements, the extent of such requirements depends on the
variety of applications and the environment in which the computer system will be used. For an
interactive, general purpose system, the under listed constitutes a minimal set of requirements:
a. Each user should be able to create, delete, read, write, and modify files.
b. Each user may have controlled access to other users’ files.
c. Each user may control what types of accesses are allowed to the user’s files.
d. Each user should be able to restructure the user’s files in a form appropriate to the
problem.
e. Each user should be able to move data between files.
f. Each user should be able to back up and recover the user’s files in case of damage.
g. Each user should be able to access his or her files by name rather than by numeric
identifier.

File System Architecture

1. Device Drivers
At the lowest level, device drivers communicate directly with peripheral devices or their
controllers or channels. A device driver is responsible for starting I/O operations on a device and
processing the completion of an I/O request. For file operations, the typical devices controlled
are disk and tape drives. Device drivers are usually considered to be part of the operating system.
 Figure 4.1: pDevice Driver
2. Basic File System
The next level is referred to as the basic file system, or the physical I/O level. This is the
primary interface with the environment outside of the computer system. It deals with blocks of
data that are exchanged with disk or tape systems. Thus, it is concerned with the placement of
those blocks on the secondary storage device and on the buffering of those blocks in main
memory. It does not understand the contents of the data or the structure of the files involved. The
basic file system is often considered part of the operating system.
3. Basic I/O Supervisor
The basic I/O supervisor is responsible for all file I/O initiation and termination. At this level,
control structures are maintained that deal with device I/O, scheduling, and file status. The basic
I/O supervisor selects the device on which file I/O is to be performed, based on the particular file
selected. It is also concerned with scheduling disk and tape accesses to optimize performance.
I/O buffers are assigned and secondary memory is allocated at this level. The basic I/O
supervisor is part of the operating system.
4. Logical I/O
Logical I/O enables users and applications to access records. Thus, whereas the basic file system
deals with blocks of data, the logical I/O module deals with file records. Logical I/O provides a
general-purpose record I/O capability and maintains basic data about files. The level of the file
system closest to the user is often termed the access method. It provides a standard interface
between applications and the file systems and devices that hold the data. Different access
methods reflect different file structures and different ways of accessing and processing the data.
Operations Supported by File Management System
Users and applications wish to make use of files. Typical operations that must be supported
include the following:
(a) Retrieve _All
Retrieve all the records of a file. This will be required for an application that must process all of
the information in the file at one time. For example, an application that produces a summary of
the information in the file would need to retrieve all records. This operation is often equated with
the term sequential processing, because all of the records are accessed in sequence.
(b) Retrieve _One
This requires the retrieval of just a single record. Interactive, transaction-oriented applications
need this operation.
(c) Retrieve _Next
This requires the retrieval of the record that is “next” in some logical sequence to the most
recently retrieved record. Some interactive applications, such as filling in forms, may require
such an operation. A program that is performing a search may also use this operation.
(d) Retrieve _Previous
Similar to Retrieve_Next, but in this case the record that is “previous” to the currently accessed
record is retrieved.
(e) Insert _One
Insert a new record into the file. It may be necessary that the new record fit into a particular
position to preserve a sequencing of the file.
(f) Delete_One
Delete an existing record. Certain linkages or other data structures may need to be updated to
preserve the sequencing of the file.
(g) Update_One
Retrieve a record, update one or more of its fields, and rewrite the updated record back into the
file. Again, it may be necessary to preserve sequencing with this operation. If the length of the
record has changed, the update operation is generally more difficult than if the length is
preserved.
(i) Retrieve_Few
Retrieve a number of records. For example, an application or user may wish to retrieve all
records that satisfy a certain set of criteria.
The nature of the operations that are most commonly performed on a file will influence the way
the file is organized, as discussed under file organization, which in the next unit. It should be
noted that not all file systems exhibit the sort of structure discussed in this subsection. On UNIX
and UNIX-like systems, the basic file structure is just a stream of bytes. For example, a C
program is stored as a file but does not have physical fields, records, and so on.

Summary

The file management system is the subsystem of an operating system that manages the data
storage organization on secondary storage, and provides services to processes related to their
access. In this sense, it interfaces the application programs with the low-level media-I/O (e.g.
disk I/O). Objectives of File Management System includes: data management,
validity,protection, concurrency, performance

Self-Assessment Questions

1. Outline three objectives of file management system

2. What is a File management system?
3. List the operations supported by the file system
4. The level of the file system closest to the user is often termed to be?

Tutor-Marked Assignment

1. Explain any four Objectives of file management system that you know
2. Explain the lowest level of the file architecture.
3. What level in the file architecture is closest to the user programs?

References
Retrieved on 5th February 2019 from www.tn.nic.intnhomeprojectfilesfilemgmnt

Retrieved on 5th February 2019 from file www.cs.unc.edu~dewan242s07notesfile

Further Reading

https://www.globodox.com/file-management system

https://www.canto.com/file-management system
UNIT 2 Data Management Facilities

Introduction

Data management which is often an aspect neglected in file processing is briefly described in this
unit therefore the reader must have a background knowledge on computer files and operations
performed on a file to achieve a desirable understanding of this unit.

Learning Outcomes

At the end of this unit, you should be able to:

(i) Mention some data management procedures

(ii) Give a brief description about data base management system
(iii) Explain two keyword structure of a DBMS
(iv) Have studied types of error encountered during data entry
(v) List four examples of DBMS

Main Content
Data Management
Data management includes all aspects of data planning, handling, analysis,
documentation and storage, and takes place during all stages of a study. The objective is to create
a reliable data base containing high quality data. Data management is a too often neglected part
of study design, and includes:
(a) Planning the data needs of the study
(b) Data collection
(c) Data entry
(d) Data validation and checking
(e) Data manipulation
(f) Data files backup
(g) Data documentation
Each of these processes requires thought and time; each requires painstaking attention to detail.
The main element of data management are database files.
Database files contain text, numerical, images, and other data in machine readable form. Such
files should be viewed as part of a database management systems (DBMs) which allows for a
broad range of data functions, including data entry, checking, updating, documentation, and
analysis.

Data Management Software

Many DBMSs are available for personal computers. Options include:
1. Spreadsheet (e.g., Excel, SPSS datasheet)
2. Commercial database program (e.g., Oracle, Access)
 3. Specialty data entry program (e.g., SPSS Data Entry Builder, EpiData)
Spreadsheet are to be avoided for all but the smallest data systems since they are
unreliable and easily corrupted
(e.g., easy to type over, lose track of records, duplicate data, mis-enter data, and so on).
Commercially available database programs are expensive, tend to be large and slow, and often
lack controlled data-entry facilities.
Specialty data entry programs are ideal for data entry and storage. We use EpiData for this
purpose because it is fast, reliable, allows for controlled data-entry, and is open-source. Use of
EpiData is introduced in the accompanying lab.
Data Entry and Validation

Data processing errors are errors that occur after data have been collected. Examples of
data processing errors include:
1. Transpositions (e.g., 19 becomes 91 during data entry)
1. Copying errors (e.g., 0 (zero) becomes O during data entry)
2. Coding errors (e.g., a racial group gets improperly coded because of changes in
the coding scheme)
3. Routing errors (e.g., the interviewer asks the wrong question or asks questions in
the wrong order)
4. Consistency errors (contradictory responses, such as the reporting of a
hysterectomy after the respondent has identified himself as a male)
5. Range errors (responses outside of the range of plausible answers, such as a
reported age of 290)
To prevent such errors, you must identify the stage at which they occur and correct the
problem.

Methods to prevent data entry errors include:

1. Manual checks during data collection (e.g., checks for completeness, handwriting
legibility)
2. Range and consistency checking during data entry (e.g., preventing impossible results,
suchas ages greater than 110)
3. Double entry and validation following data entry
4. Data analysis screening for outliers during data analysis

EpiData provides a range and consistency checking program and allows for double entry and
validation, as demonstrated in the accompanying lab.

Database Management System

A DBMS (Database Management System) is a collection of programs that enables users to create
and maintain a database. A DBMS is hence a General-Purpose s/w system that facilitates the
process of databases for various applications.
There are several ways database management (DBM) has affected the field technology.
Because organizations demand for directory services which have grown as they expand in
size, business use directory services that provide prompted searches for company
information. Mobile devices are able to store more than just the contact information of
users, and can discover (cache) and display a large amount of information on smaller
displays. Search engine queries are able to locate data within the world wide web (www).
Retailers have also benefited from the development with data ware-housing, recording,
recording customer transactions. Online transactions have become tremendously popular
for e-business. Consumers and businesses are able to make payments secondly through
some company-websites.
Five Key Words to Describe DBM
DBM systems are designed to use these keywords structure to provide simplistic access to
information to the user.
The keyword structures are:
1) Network
2) Event monitoring
3) Security
4) Backup
5) Computation
Networking: The networking consists of more complex relationships; it can relate to many
records and accesses them by following one of several paths. In other words, this structure
allows and enable the user to be connected and has link relationships to work together for
online effective Communication. This is done through the help of database management
programming.
Event monitoring: An event monitoring allows you to collect information about transient
events that would be difficult to monitor through snapshot, such as deadlocks, transaction
completion, and completion information that includes how long a transaction has take
place. Monitoring a database manager event results in information being returned when
that event occurs. The information provides a good summary of the activities of a
particular event.
Security: For security reason, it is desirable to limit who can see or change specific
attributes or graphs of attribute. This may be managed directly on an individual basis, or by
the assignment of individuals and privileges to groups, or in the most elaborate models,
through the assignment of individuals and groups to roles which are then granted
entitlements. There are three (3) security levels control access to universal database
management data and functions. The first of security checking is authentication, when the
operating system verifies through a user ID and password.
Once authentication by the operating system authorization is the next level of security
where the user must be identified to Database management by using what is called SQL
authorizations name in other word “Authid”. Similarly, this is what “American’s security
agency used to trapped down Osama bi-ladi in his hide-out”. The authid can also be the
same as the user ID and is normally used for proper identification at any moments in the
surroundings and searching view. In essence, privileges are rights granted to users to work
with objects within a database, such as a view object or search light.
Back-Up: Copies of attribute need to be made regular in case primary disk or the
equipment fails. A period copy of attributes may also be created for a distant organization
that cannot readily access the original. Database management systems usually provide
utilities to facilitate the process of extracting and disseminating attribute sets. When data is
replicated between databases servers, so that the information remains consistent throughout
the database system and users cannot tell or even know which server in the DBMS they are
using, the system is said to exhibit replication transparency.
Computation: Common computations requested on attributed are counting, summing,
averaging, sorting, grouping, cross-referencing, and so on. Rather than to have each
computer application implements that from scratch, which they rely on the DBMS to
supply such calculations.
These given Database management optional structures depend on the natural organization
of the applications data, and on the application’s requirements, which include transaction
rate, reliability, maintainability, scalability and cost. Database in the cause of system
management, provide many facilities in addition to the control centre to aid in the
management of a large, diverse database system. You can administer database client from
one central location, perform database client from one central location, and perform
database administration tasks remotely from a client workstation unite banks for fund
transfer, monitor database activity, spread databases across multiple file systems, force
users on the system, and diagnose problems.
A number of database administration management tasks can be performed while the
database is still operations, “while users are still connected”. This provides for greater
availability of data to users. Some management tasks that can be done online include
loading data, backing up data, reorganization of data, creating table spaces, and altering
tables or table spaces.

Advantages of DBMS
The organization can exert via the DBA, a centralized management and control over the data.
The database administrator is the focus of the centralized control. Any application requiring a
change in the structure of a data record requires an arrangement with the DBA, who makes the
necessary modification. Such modifications do not affect other applications or users of the record
in question.
2) Reduction of Redundancies:
Centralized control of data by the DBA avoids unnecessary duplication of data and effectively
reduces the total amount of data storage required. It also eliminates the extra processing
necessary to trace the required data in a large mass of data. Another advantage of avoiding
duplication is the elimination of the inconsistencies that tend to be present in redundant data
files. Any redundancies that exist in the DBMS are controlled and the system ensures that these
multiple copies are consistent.
3) Shared Data:
A database allows the sharing of data under its control by any number of application programs or
users. E.g. The application for the public relations and payroll departments could share the data
contained for the record type EMPLOYEE
4) Integrity:
Centralized control can also ensure that adequate checks are incorporated in the DBMS to
provide data integrity. Data integrity means that the data contained in the database is both
accurate and consistent. Therefore, data values being entered for storage could be checked to
ensure that they fall within a specified range and are of correct format. E.g. The value for the age
of an employee may be in the range of 16 to 65.
Another integrity check that should be incorporated in the database is to ensure that if there is a
reference to certain object, that object must exist. In the case of an automatic teller machine, for
example, A user is not allowed to transfer funds from a nonexistent savings account to checking
account.
5) Security
Data is of vital importance to an organization and may be confidential. Such confidential data
must not be accessed by unauthorized persons.
The DBA who has the ultimate responsibility for the data in the DBMS can ensure that proper
access procedures are followed, including proper authentication schemes for access to the DBMS
and additional checks before permitting access to sensitive data.
Different levels of security could be implemented for various types of data and operations. The
enforcement of security could be data value dependent (e.g. A manager has access to the salary
details of the employees in his or her department only) as well as data-type dependent (but the
manager cannot access the medical history of any employee, including those in his or her
department).
6) Conflict Resolution
Since the database is under the control of DBA, he could resolve the conflicting requirements of
various users and applications. In essence, the DBA chooses the best file structure and access
method to get optimal performance for the response critical applications, while permitting less
critical applications to continue to use the database, with a relatively slower response.

Disadvantages of DBMS
1) Significant disadvantage of DBMS is cost.
2) In addition to cost of purchasing or developing the software, the hardware has to be upgraded
to allow for the extensive programs and work spaces required for their execution and storage.
3) The processing overhead introduced by the DBMS to implement security, integrity and
sharing of the data causes a degradation of the response and through put times.
4) An additional cost is that of migration from a traditionally separate application environment to
an integrated one.
5) While centralization reduces duplication, the lack of duplication requires that the database be
adequately backed up so that in the case of failure the data can be recovered. Backup and
recovery operations are fairly complex in the DBMS environment. Furthermore, a database
system requires a certain amount of controlled redundancies and duplication to enable access to
related data items.
6) Centralization also means that the data is accessible from a single source namely the database.
This increases the potential severity of security branches and disruption of the operation of the
organization because of downtimes and failures.
7) The replacement of a monolithic centralized database by a federation of independent and
cooperating distributed databases resolves some of the problems resulting from failures and
downtimes

Managing Data in Table Space

Database that are very large, contain large objects such as photos, or require high
performance, you need to use advance method to store your data. Database provides table
spaces, containers, and buffer pools for you to define how data is store on your system.
Databases are logically organized into table spaces consist of physical storage devices
called containers. A single table space can span many containers. A buffer pool is an
allocation in memory used to discover (cache) table and to index data pages as they are
being read from disk or being modified. You aren’t required to create a table space,
container, or buffer pool to create table in a database you can accept the defaults for each
when you create a database and a table in a database. By default when a database is created
in database, there default table spaces are created as follows:
Temp-space: This is a table space made temporary used to sort or reorganized tables,
create indexes, and join tables
User-space: This is a regulation space used to store the tables data and indexes.
Syscat-space: A regular table space used to store the system catalog tables. Using table
spaces to store your data gives you the flexibility to assign portions of a table such as data,
indexes and long field data to different table spaces. This gives you the opportunity to
assign different storage devices depending on the content of each table space. Table spaces
can also be backed up and restored as a unit. If you separate into spaces according to back-
up the table space containing the more frequently updated data more often.

Steps to Create Table

Start the control center
2) Expand the folders until you see the CDLIB database.
3) Right-click the table spaces folder.
4) Select create/table space using wizard from the pop-up menu.
5) The create table space wizard appears.

Two Ways of Configuring Logging for Database Management

1) Circular logging
2) Archive logging

Circular logging: it is said to be only full, offline backups of the database are
allowed to recognize.
The database must be offline i.e. inaccessible to users “when full backup is taken. As the
name suggests, circular logging uses a ring” of a online logs to crashes. The logs are used
and retained only to the point of ensuring the integrity of current transactions only crash
recovery and version recovery are supported using this type of logging.

Archive logging: is the support recoverable database by archiving logs after they
have been written to that is to say, log files are not reused. Archive logging is used
specifically for roll – forward recovering. This enable the log retain and/ or the use-exit
database configuration parameter results in archiving logging. To archive logs, you can
choose to have database leave the log files in the active path and then manually archive
them, or you can install a user exit program to automate the archiving. Archived logs are
logs that were active but are no longer required for crash recovery.
Log files can be characterized as one of the following Active-the log files written by DBM,
supported crash recovery. They certain there in the files, information related to the units of
works that have not

Summary

You have learnt about the data management which is known to include all aspects of data
planning, handling, analysis, documentation and storage, and takes place during all stages of a
study. Database management system (DBMS) have also been described stating its advantages
and disadvantages. Types of software used for database management activities was also
described together with Methods to prevent data entry errors
Database that are very large, contain large objects such as photos, or require high performance,
you need to use advance method to store your data. Database provides table spaces, containers,
and buffer pools for you to define how data is store on your system. Two ways of Configuring
logging for database includes: Circular logging, Archive logging

Self-Assessment Questions

1. State methods that can be used to prevent data entry errors

2. What is DBMS?
3. State 2 disadvantages of DBMS.
4. Explain any of the above mentioned
5. Mention two Ways of Configuring Logging for Database Management.
6. Highlight four types of error encountered during data entry

Tutor-Marked Assignment

1. Explain why EpiData is used in DBMS

2. Describe in detail any two Database Management System you know.

References
Olowu, T. C. DATABASE MANAGEMENT (DBM). Proceedings of the 1st International
Technology, Education and Environment Conference (c) African Society for Scientific Research
(ASSR)

Bennett, S., Myatt, M., Jolley, D., & Radalowicz, A. (2001). Data Management for Surveys and
Trials.

Further Reading
http://www.epidata.dk/downloads/dmepidata.pdf.
http://repository.essex.ac.uk/2398/1/TrainingResourcesPack.pdf