Benefits of a Database & Information Gathering Techniques

Assignment Three: Benefits of a Database & Information Gathering Techniques Ian Keller Strayer University Introduction to Relational Database Management Systems CIS 111 Professor Jonathan C. Thrall April 26th, 2012 Databases are very important to every person in the world today. Whatever you do in you daily routine you are bound to come in contact with some form of database and our world has become so dependent on it that most people won’t even realize the importance of databases. A database is a bunch of files that are usually integrated electronically together to make up one big file.

The database stores all of these files in one location and numerous people can access this information all at the same time if they have the proper access from the database administrator. Things that many people do every day that involve database involvement are things like calling a creditor on the phone to talk about a utility bill, performing transactions with you bank online, over the phone or in person, and also using a credit card to pay for supplies at a local retail store. All of these things require access to some sort of database.

Database design is basically separated into categories the first being external where data can have multiple views and how the data can be stored into a physical form. Another category is conceptual where internal and external data communicate between each other (Ricardo, 2012). Accounting, bookkeeping information, personal financial records, stocks and personal property inventories are only some examples of how databases are managed and can be created for a multitude of things and all of these different types of files and data can be managed through a Database Management System (DBMS).

The better the DBMS system is the better that system will support the organization. When you have a DBMS that supports the organization, that organization will be able to increase productivity, profits and overall status of business. There are many different DBMS designs and some have been proven to work very well. One of those types is the Relational Database System. A DBMS that falls into this category would have to be a DBMS that is capable of maintaining a good relationship among any new data and generate good communications between it and the existing data already in the system (Differentiating 2012).

A DBMS has many benefits which will help to keep the organization’s profits at a continuous incline. A well designed and implemented DBMS can organize accounts, maintain records, process requests and prioritize past, present and future events. It will provide the ability to store millions of files of multiple types in one single location and because all those files are in one location, it will also provide the ability to have multiple employees located in multiple areas and non-employees who may be temporarily working for the said organization for a period of time.

With a personalized password and few clicks of the mouse all personnel mentioned above can be given complete or partial access to the database for an indefinite or temporary period of time. As with any system benefits also can be drowned out with some disadvantages as well and one of the disadvantages that have is that with many DBMS structures it can be confusing and difficult to navigate through some of the commands. The complexity is much more advanced than many of the Microsoft programs that many employees may be familiar with.

This particular problem also causes the system to be very time consuming to unfamiliar users. Security is also a concern as with any electronic device especially ones with internet capability because nothing in this world of technology is “hacker proof”, meaning the system just like any other, is vulnerable. Another type of database is a Flat File database. This type of database stores data in the form of plain text meaning just what it says; only text can be stored. Every line contained in this type of database constitutes one record.

The fields in this kind of database are separated by commas, tabs or delimiters. A flat file is a database that uses a simple structure but as simple as it is the more data added to it, the less efficient it can become. The benefit of the flat file database is that most Microsoft programs such as Microsoft Access, can imported from a flat file converting it so multiple data as well as data types can be used (Flat File 2012). When creating a database from the beginning it can seem very overwhelming at first.

There is so much to think of but there are tools available to you that can help guide you through the process. Many database systems have an important role and if they aren’t customized for that particular organization, then the benefits would not be as great. Tools that are available to the organization that help a great deal with construction a database for the first time are available in many forms. Starter packages such as the CASE (Computer-Aided Software Engineering) package, is a package that contains information to help.

This package contains steps for creating a system analysis, project management, and design plans. If the information is used correctly it will help the organization learn how collect the information and determine what information to collect. There is also Project Management Software that can organize your data once it’s collected so the data is prioritized correctly. Last a system catalog can be implemented to work alongside the other aids mentioned above which all work hand in hand to create, manage and maintain the organization’s information.

The advantage about most of these programs is they updated automatically with each other (Ricardo 2012). In the rapidly advancing world today, it really is not practical to not have a database program implemented for whatever activities you frequent. Whether it is a business, organization, government agency, community club or even at personal information at home, having files of multiple types organized and merged into one file location is just a smart way of doing business whether the business be personal or professional.

Reference Differentiating a good database design from a bad database design.. (n. d. ). Free management Articles – Management resource guide. Retrieved april 26, 2012, from http://www. management-hub. com/database-design. html Flat file definition. (n. d. ). The tech terms computer dictionary. Retrieved april 26, 2012, from http://www. techterms. com/definition/flatfile Ricardo, c. m. (2012). Databases illuminated (2. ed. ). Sudbury, ma: Jones & bartlett learning.