The useful features of the database systems that aid the process of managing information

Before delving into the uses of the database in the arena of business conduction, it is important to understand the concept of the database itself. In a simple manner, database can be delineated as a collection of data or information that is interrelated. The collection of data in a database helps in several tasks which include retrieval of data as and when required.

The system also allows administrators or people who can access the database of a company to insert new information. The data in a database can be organized with the help of tables, schemas and also reports. There are many other formats in which data is saved and presented. The multiple tasks of recording and presenting data for modification done by a database are managed by software. This software is known as DBMS which is expanded as Database Management System. There are different kinds of databases which are present.

The need for the shift from the previous file module to DBMS

In the file system which was initially used for data storage purposes had hard disks for storing data. The users had the option to create and update files as and when necessary. However, this system of storing data posed several problems. The issues with this system are discussed through the following points:

  • The problem of the data becoming redundant

In the file system when data is inserted, then the same data gets copied in more than one place. But due to this copy attribute, the information becomes redundant. The update that is introducedin such a system has to be done in all the places where the data is copied. At the same time, the old information that exists in the system has to be deleted otherwise data clash will be observed.

  • The inconsistent nature of the information

When more than one copy of the same information is present, then all the copies have to match, but if the information is not matching, then inconsistency is observed. Inconsistencies usually occur due to typographical errors. Sometimes the update is also not uniformly done in all the places in thefile system. Hence, it will also lead to inconsistency.

  • Difficulty in accessing information

The location of a file in a system where file storage is used has to be known to the user who wants to access that file. The process is quite tedious because usually bulk data is present and sorting through that huge load of information for finding a particular file is undoubtedly a cumbersome task.

  • Presenceof avenues for accessing files in an unauthorized manner

In a file system even if a person is not authorized to view information, he/she can access files because the system does not offer strict protection. If data is accessed by someone who is not authorized to do so,the data breach occurs, and illegal manipulation of data can also take place.

  • No scope for availing simultaneous access

In a file system, more than one user cannot access the same data at a given point of time. In many cases, concurrency is important as several people might have to work on the data and insert updates or delete unnecessary copies but when the file system is used then the multiple user access is not possible.

  • The problems of data loss

When data is stored in a file system, then there is no method or protocol present for retrieving data in case of accidental loss. Backup is not there is the question of recovery is not even applicable. Hence data corruption will lead to the permanent loss of files in such a system.

Hence it can be understood that a file system cannot handle data and even in the case of startup organizations it is best to choose a suitable database instead of using files for storing information. The services of can be evaluated for the purpose of datable installation and management.

Understanding the function of database software in case of a database management

It is already clarified that a file system cannot be regarded as an appropriate solution for storing data and hence a succinct datable management system has to be installed for keeping data recorded, protected and updated. The main tasks that are done by an installed database system are discussed below:

  • Definition of the information that is generated by the business organization

The information needs to be cataloged correctly, and data are created, changed and removed in a database system so that records are always maintainedin a proper manner.

  • Updating data that is recorded

When records are made then that is the storage process but, in many instances, previous records have to be updated with new information. In a database system modification of previous data by the insertion of new information is possible. The previous data can also be deleted if it is no longer pertinent.

  • Retrieval of information

Data recovery is very important as data loss is a huge issue. Data can be recovered from the system and used for doing several tasks. The presence of the scope of retrieval is a huge relief for business owners.

  • The presence of user supervision

Data security is vital as data breach can lead to huge issues. Therefore, security is tightened by keeping a register of the user and monitoring their activity when the database system is accessed. The integrity of data in a concurrent module of activity is also ensured by user administration.

The need for a database system that is appropriate for business is quite pronounced and in today’s world all business owners especially the ones who are venturing in the business field for the first time should carefully choose a database system that completely suits the function of the company.

About RJ Frometa

Head Honcho, Editor in Chief and writer here on VENTS. I don't like walking on the beach, but I love playing the guitar and geeking out about music. I am also a movie maniac and 6 hours sleeper.

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