Lecture 12

INTRODUCTION TO COMPUTER LECTURE: 12
DATABASE MAMAGEMENT SYSTEMS

Database is a repository for collection of related data or facts. A database
management system (DBMS) is a software tool that allows multiple users to
access, store, and process the data or facts into useful information. The goal of
database management software is to gather large volumes of data and process
them into useful information.
THE DATABASE
A database contains a collection of related items or facts, arranged in a
specific structure. The most obvious example of a database is a telephone
directory. In a computerized database, data is usually entered, and sometimes
viewed, in a two-dimensional table consisting of columns and rows, similar to
the structure of a spreadsheet.
The entire collection of related data in the table is referred to as a file. Each table
column represents a field.
A database file that consists of a single data table is a flat-file database. Flat file
databases are useful for certain single-user of small-group situations, especially
for maintaining lists such as address lists such as address lists or inventories.
Data that is stored, managed, and manipulated in a spreadsheet is another
example of a flat-file database.
In a relational database, a database made up of a set of tables, a common field
existing is any two tables create a relationship between the tables. For instance, a
customer ID Number field in both a customer’s table and an orders table links
the two tables. The relational database structure is easily the most prevalent in
today’s business organizations and would likely contain data tables such as the
following:
 Customer information
 Order information
 Vendor information
 Employee information
 Inventory information
 Hierarchical databases
In a hierarchical database, records are organized in a treelike structure by
type. The relationship between record types is said to be a parent-child
relationship, in which any child type relates only to a single parent type.
 Network databases
The network database is similar to the hierarchical structure except that
any one record type can relate to any number of other record types. Like the
hierarchical structure, the network database structure is used in older
primarily mainframe system.
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 Object-oriented databases
An object-oriented database is a newer structure that recently has been
generating a great deal of interest. This structure groups data items and their
associated characteristics, attributes, and procedures into complex items
called objects.
THE DBMS
A DBMS is a program, Or collection of programs, that allows any number
of users to access data, modify it (if necessary), and construct simple or complex
requests to obtain and work with selected records.
Although there are many tasks you can perform with a DBMS, including creating
and designing the database itself, data management tasks tall into one of three
general categories:
 Entering data into the database
 Sorting the data; that is arranging or reordering the database’s records
 Obtaining subsets of the data
Equally important, DBMS provide the means for multiple users to access and
share data in the same database by way of networked computer’ sterns.
Working with a Database
The DBMS interface presents the user with data and the tools required to
work with the interface’s tools to perform the important data management
functions, including:
 Creating tables
 Entering and editing data
 Viewing data by using filters and forms
 Sorting the records
 Querying the database to obtain specific information
 Generating reports to print processed information
Creating Database Tables

The first step in building any database is to create one or more tables. The
database tables hold the raw data that the DBMS will work with. To create a new
database, you must first determine what kind of data will be stored in each table.
In other words, you must define the fields. This is a three-step process:
1. Name the field.
2. Specify the field type
3. Specify the field size.
Text fields (also called character fields or alphanumeric fields) accept any string
of alphanumeric characters such as a person’s name, a company’s name, an
address, a phone number, or any other textual data.
Numeric fields store purely numeric data. The numbers in a numeric field might
represent currency, percentages statistics, quantities, or any other value.
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A date or time field stores date or time entries. This field type converts a date or
time entry into a numeric value.
Logical fields store one of only two possible values. You can apply almost any
description for the data (yes or no, true or false, on or off, and so forth).
Binary fields store binary objects, or BLOBS.
A BLOB (Binary large Object). Can be a graphic image file such as clip art, a
photograph, a screen image, a graphic, or formatted text.
In some DBMS, counter fields store a unique numeric value that the DBMS
assigns for every record. Because it is possible for two records to have identical
data in some tables, a counter field ensures that every record will have a
completely unique identification.
Entering and Editing Data
After the table has set up, data can be entered. In most cases, entering data is a
matter of typing characters at the keyboard. Entering data in a database table is
much like entering data in a spreadsheet program.
Most DBMS allow you to set up a device that validates or converts what is typed
at the keyboard so that the data is properly entered in the field.
Viewing Records
There are times; however, when viewing the entire table is unwieldy there may
simply be too many entries. Filters are a DBMS feature for displaying a selected
list or subset of records from a table. The visible records satisfy a condition that
the user sets. It is called a filter because it tells the DBMS to display those records
that satisfy the condition, while hiding or filtering out those that do not.
Sorting Records
One of the most powerful features of DBMS is their capability to sort a table of
data rapidly, either for a printed report or for display on screen. Sorting arranges
records according to the contents of one or more fields.
Querying a Database
In a manner similar entering sort conditions, you can enter expressions or criteria
or criteria that:
 Allow the DBMS to locate records
 Establish relationships or links between tabbies to update records
 List a subset of records
 Perform calculations
 Delete obsolete records
 Perform other data management tasks
Any of these types of requests is called a query.
Generating Reports
Not all DBMS operations have to occur on screen. Just as forms can be based on
queries, so too, can reports. A report is printed information that, like a quer7y
result, is assembled by gathering data based on user-supplied criteria. In fact,
report generators in most DBMS create reports from queries.

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INTRODUCTION TO COMPUTER LECTURE: 12

DATABASE MAMAGEMENT SYSTEMS

Creating Database Tables

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