Introduction to Database Management

Systems

Chapter 1 (Part 1st)

Data
A collection of raw facts is called data.
The word raw means that the facts have not been
processed to get their exact meaning.
Data is collected from different sources.
It is collected for different purposes.
Data may consist of numbers, characters, symbols or
pictures etc.
Data is a vital resource for any organization.
A resource is anything that is valuable for an organization.
Resources include buildings, furniture, vehicles, machinery and
employees.
Examples of Data

When students get admission in colleges or universities,

they have to fill out an admission form. The form consists
of raw facts about the students. These raw facts are
student's name, father name, address etc. The purpose of
collecting' data is to maintain the records of students
during their study period in college or university.
Different organizations conduct surveys to know the
opinion of the people about their product. In these surveys,
people express their ideas and opinions about different
issues. These ideas and opinions of the people are stored
as data. The organizations use this data for the
improvement of their products.
Types of Data
1. Numeric Data
Numeric data consists of numeric digits from 0 to 9 like 10, 245 or 5. The
numeric type of data may either he positive or negative..
2. Alphabetic Data
Alphabetic data consists of alphabetic letters from A to Z, a to z and
blank spaces e.g. "IT Series", "Computer" and "Islam" etc.
3. Alphanumeric Data
Alphanumeric data consists of numeric digits (0 to 9), letters(A to Z) and
all special characters like +, %, and @ etc. like "87%", "$300" and "FM
17".
4. Image Data
This type of data includes charts, graphs, pictures and drawings.
5. Audio Data
Sound is a representation of audio. Audio data includes music, speech or
any type sound.
6. Video Data
Video is a set of full -motion images played at a high speed. Video is used
to display actions and movements.
Information
The processed data is called information.
Information is an organized and processed form of data.
It is more meaningful than data and is used for making
decisions.
Data is used as input for the processing and information is
the output of this processing.

Data Processing Information

Example

The marks of a student in different subjects is the data. To

calculate the total marks, the marks of different subjects
arc used as data and total marks is the information. Now,
to calculate the average marks of the student, this
information will be processed again. In this processing, the
information is used as data and average marks will he the
information.
In colleges and universities, the raw facts about students
are stored on admission forms. If we want to find out a list
of all students who live in Faisalabad, we will apply some
processing on this data. This processing will give us the
desired list. This list is a form of processed data and will be
called information.
The difference between data and information
The difference between data and information as follows:
Data
Data consists of unprocessed raw
facts.
Data is used as input in the
computer.
Data is not meaningful.
Data is normally huge in its
volume.
Data is the asset of organizations
and is not available to people for
sale.
Data is difficult or even impossible
to reproduce. Suppose Government
loses data of census. It is almost
impossible to reproduce it.
Data is used rarely.
Data is an independent entity.
Data is not used in decision-
making,
Information
Information is the processed form of
data.
Information is the output of computer.
Information is meaningful.
Information is normally short in
volume.
Information is normally available to
people for sale.
Information is easier to reproduce if
lost. For example, if the list of
illiterate citizens is lost, it can be
reproduced easily from stored data.
Information is used frequently.
Information depends on data.
Information is very important for
decision making.
Metadata
Metadata can be defined as data about data.
It is used to describe properties and characteristics of
some other data.
Metadata describes the size, format and other
characteristics of data.

Example
When you create a table, you specify the data type, size,
format and other constraints for entering data in different
fields of the table. This is metadata of the table. It describes
the properties of the data to be stored in the table
File Processing System
Traditional or simple file processing is the first computer-
based method to handle business application. In the past,
many organizations stored data in files on tape or disk. The
data was managed using file-processing system. In a typical
file processing system, each department in an organization
has its own set of files. The files are designed specially for
their own applications. The records in one file are not related
to the records in any other file.
User

Student Processing System

Student File
Disadvantages of File Processing System
1. Data Redundancy and Inconsistency
In file processing system, the same data may be duplicated in
several files. Suppose there are two files "Students" and
"Library". The file "Students" contains the Roll No, name,
address and telephone number and other details of all
students in a college. The file "Library" contains the Roll No
and name of those students who get a book from library along
with the information about the rented books. The data of one
student appears in two files. This is known as data
redundancy. This redundancy causes higher storage.
This situation can also result in data inconsistency.
Inconsistency means that two files may contain different data
of the same student. For example, if the address of a student
is changed, it must be changed in both files. There is a
possibility that it is changed in the "Students" file and not from
"Library" file. The data becomes inconsistent in this situation.
2. Data Isolation
The data in file processing system is stored in various files. It
becomes very difficult to write new application programs to
retrieve the appropriate data. Suppose that student emails
are stored in "Students" file and fee information is stored in
"Fee" file. The data from both files is required to send an
email message to inform a student that the date for fee
payment is over. In file processing system, it is difficult to
generate such type of list from multiple files.
3. Integrity Problems
Integrity means reliability and accuracy of data. The stored
data must satisfy certain types of consistency constrains. For
example, Roll No and Marks of students should be numeric
value. It is very difficult to apply these constrains on files in
file processing system.
4. Program Data Dependency
Program data dependency is a relationship between data in
files and program required to update and maintain the files.
Application programs are developed according to a particular
file format in file processing system. if the format of file is
changed, the application program also needs to be changed
accordingly. For example, if there is a change in the length of
postal code, it requires change in the program. The changes
may be costly to implement.
5. Atomicity Problem
An operation on data may consist of different steps. A
collection of all steps required to complete a process is known
as transaction. The atomicity means that either one
transaction should take place as a whole or it should not take
place at all. Suppose a user wants to transfer money from
account A to account B. This process consists of two steps:
Deduct the money from account A.
Add the money to account B.
Atomicity Problem (Continue)
Suppose that the system fails when the computer has
performed the first step. It means that the amount has been
deducted from account A but has not been added to account
B. This situation can make data inconsistent. File processing
system does not provide the facility to ensure atomicity of
data.
6. Security Problems
File processing system does not provide suitable security on
data. In some situations, it is required to provide different
types of access to data for different users. For example, a
data entry operator should only be allowed to enter data. The
chairman of the organization should be able to access or
delete the data completely. Such types of security options are
not available in file processing system.
7. Program Maintenance
The programs developed in file processing system are difficult
to maintain. Most of the budget may be spent on
maintenance. It makes it difficult to develop new applications.
Database
Database is an organized collection of related data
that is stored in an efficient and compact manner.
The word organized means that data is stored in such a
way that the user can use this data easily.
The word related means that a database is normally
created to store the data about a particular topic. For
example if a database is created for students, it will contain
data about the students such as roll no, name, address etc.
Similarly, if the database is about the employees of an
organization, it will contain the data of employees such as
employee ID, grade and salary etc. All data in database is
arranged in tables.
The word efficient means that the user can search the
required data quickly.
The word compact means that the stored data occupies as
little space as possible in computer.
Tables
Table is the fundamental object of the database structure. The
basic purpose of a table is to store data. A table consists of rows
and columns. The data in tables can be manipulated easily.
Serial No Name Qualification Email

1 Usman I3.Sc. usman@abc.corn.pk

2 Abdullah M.Sc. abdullah@abc.com.pk

3 Ejaz M.Sc. ejaz@abc.com.pk

Rows / Record
Rows are the horizontal part of the table. It is a collection of
related fields. For example, the above table has three rows. Each
row contains a record of different person.
Columns / Field
Columns are the vertical part of the table. For example, all values
in the above table under "Name" field make a column.
Examples of Databases
Phone Directory
Phone directory is a simple example of a database. A phone
directory stores the phone numbers of different persons.
Searching a phone number from phone directory is very easy
as all phone numbers are stored in an organized way.
Library
A library contains thousands of books. It is very difficult to
handle the records of all these books without database. A
database system can be used to store the records of books,
members of the library, issuance and recovery of books etc.
College
A college has many students in different classes. A database
may be used to keep the' records of the students, fee
transactions, examination information and other data of the
college. It can also store the attendance of the students.
Database Management System
A database management system (DBMS) is a collection of
programs that are used to create and maintain a
database.
DBMS is a general-purpose software system that provides
the following facilities:
1) It provides the facility to define the structure of database.
The user can specify data types, format and constraints for
the data to be stored in database.
2) It provides the facility to store data on some storage medium
controlled by DBMS.
3) It provides the facilities to insert, delete, update and retrieve
specific data to generate reports etc.
Components of Database Environment
Repository
A repository is a collection of all data definitions, data
relationships, output styles and report formats etc. All this
information is the metadata that is important to manage
database.
Database Management System
A database management system (DBMS) is a collection of
programs that are used to create and maintain a database.
Database
Database can be defined as an organized collection of related
data. The word organized" means that data is stored in such a
way that the user can store, manipulate and retrieve easily.
The word "related" means that a database normally created
to store the data about a particular topic.
 Application Program
An application program is a program that is used to send
commands to the database management system to
manipulate database. These commands are sent to DBMS
through graphical user interface.
User Interface
The user interface is a visual environment that is used by the
user to communicate with the computer. It consists of menus,
buttons and other components. All windows based software
use graphical user interface. The user interface consists of
following components:
I. Forms: The forms are used to enter data in the database. A form consists
of textboxes, labels and buttons that are used by the users for entering
data easily. The user can also retrieve, change and update data by using
forms.
II. Menus: Menus are a list of commands for performing different
operations. Menus are frequently used in windows-based applications. The
user can use them easily for manipulating the database.
III.Reports: Reports are the output of the database application. The user
can generate different types of reports by manipulating the database. The
information on the reports is arranged in different forms and may contain
 Data Administrators
Data administrators are the persons who are responsible of
whole information system. They authorize access to the
database as well as coordinate and monitor the use of
database.
System Analysts and Application Programmers
System analysts determine the requirements of end users and
develop specifications for transactions. Application
programmers implement these specifications and programs.
End User
End users are those persons who interact with the application
directly. They are responsible to insert, delete and update
data in the database. They get information from the system
as and when required.
Database Approach
Advantages of Database Approach
1. Redundancy Control
2. Data Consistency
3. Consistency Constraints
4. Data Atomicity
5. Data Security
6. Reduced Development Time

Note: 1 to 6 Self study (IT Series)

7. Compactness
The database management system stores data with
compactness and efficiency. It require less storage space than
the file system. It saves the storage resources of the system and
memory is not wasted.
8. Easier Reporting
Reports are very important part of database applications. The
reports are very essential for taking crucial decisions in an
organization. The data in database is stored in an organized
manner. It can easily be retrieved for creating different reports.
The reports can be prepare very easily and quickly in required
format in database management system.
9. Data Sharing
Once a database is developed, it can be used by several users in
the organization. The database can also be shared by different
applications. If a new application requires the same data, it can
share the existing database instead of developing it again.
10.Increased Concurrency
In some situation, two or more users may access the same file
simultaneously. It i possible that the accesses will interfere
with each other. This may result in loss of information. Many
DBMS manage concurrent access and ensure such problem
cannot occur.
11.Improved Backup and Recovery
In file-based systems, it is the responsibility of the user to
protect data from failures the computer system or application
program. This may require taking backup of the data daily. If
the data is lost, the backup is restored. The modern DBMS
provide facilities to minimize the amount of processing that
can be lost due to a failure.
12.Data Independence
Database approach provides the facility of data
independence. It means that the data and the application
programs are separate from each other. It is possible to
change a storage structures and operations without changing
the application programs.