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How to organize data using a data base management system?

DBMS or Data base management system provides a set of programs which make it possible to carry out the following operations on the data base of a software system or application:
1. Storing the information
2. Modification of the information
3. Retrieval of the stored information and
4. Analyzation of the stored information

In addition to the above mentioned operations the following can also be carried out:
1. Addition
2. Deletion
3. Accessing etc.
Using the reporting and query tools, the data can be accessed by a group which are a part of the data base management system. This can also be done with the help of the application programs that have been specifically written for accessing the data.

When you use a DBMS you get various methods which help you do the following:
1. Maintain the integrity of the data that is stored in the DBMS.
2. Maintain the security.
3. Maintain the user’s access i.e., who can and who cannot access the stored data.
4. Recover the information up on the failure of the system.

What are the formats in which data is represented?

– There are a number of formats in which the data from a data base management system can be represented.
– Many of the data base management systems these days come with a report writer program using which you can output data in a report form.
– Other data base management systems come with a graphics component, thus allowing you to output information in the form of charts as well as graphs.
– Data base management systems are quite critical to the success of business and therefore they need to be managed carefully.
– Today, various types of data base management systems are available ranging from small systems for PC to large and advanced systems for mainframe computers.
– To understand how the data is organized in a data base management system one should know about the hierarchy of data:
– Data base
– Files
– Records
– Fields
– Characters

The below mentioned terms play a great role in the organization of data in a DBMS:
1. Entity: It is generalized class of systems for which the collected data matters.
2. Attribute: These are the characteristics of the entities.
3. Keys: A set of fields for identification of an entity.
4. Primary key: A key for the unique identification of the entity.

The traditional approach to the data base management involves the following three things:
1. Creating new files for individual software systems or applications.
2. Taking care of the data redundancy.
3. Maintaining data integrity.

Benefits of Organizing Data in DBMS

– If a data base management system is organized properly, accuracy of the available information is always cent percent.
– If any changes are made to data, they are reflected throughout and all the data is stored in a place.
– Modifying and updating data becomes easy and the user does not need to know the whereabouts of the data.
– If the data is organized properly, the access to information as well as data gets better and better.
– The data access is standardized since the same set of instructions is used by each data base management system.
– A better protection of the data is achieved though the authorization measures on the data.
– The data resources can be shared across several software systems and applications once the data base has been set up.
– Having a specialized DBMS software as well as specialized operators and administrators proves costly.
– Furthermore, the vulnerability is also increased since the data base management system becomes a target for the attacks and also a single point of failure.
– Data base schema describes the entire data base.
– First step, is the creation of this schema and then the tables are created.
– On the other hand, a sub schema holds a description of a data base subset and helps in the identification of the users who have the permission to modify the items of that particular data sub set.
– The schema and sub-schema together define the user view.

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