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Understanding Databases: Structure, Use, and Advantages

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almira
16 diapositives · 305 Views · Jul 11, 2014

A database is an organized, structured collection of similar information that can be accessed, searched, and sorted. It consists of files, records, and fields, and can be stored manually or electronically. Databases serve various purposes, from personal card lists to business applications like telephone directories and financial records. Key features of databases include creating fields, adding and altering records, and searching or sorting data. Electronic databases offer immediate access and accuracy, making them superior to manual systems. Learn how to effectively utilize databases for data management.

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  1. Standard Grade Databases

  2. What is a Database? • A structured collection of similar information that can be searched and sorted. • A database is made up of files, records and fields.

  3. What is a Database? • A database is an organised, structured collection of similar information. • A database can be stored on paper (manual) or on a computer • (electronic). • A program that is used for organising data on a computer is called a database • package. • Data is organised in a database as files, records and fields:

  4. Files….Records…Fields? Files A file is a collection of records. Data in a database is saved on the computer as a data file and contains data on a particular topic e.g. a Films data file. Records A record is a collection of fields. A record is a collection of organised data on a particular person or item. Fields A field is a single item of information. A field is part of a record that holds a particular piece of data e.g. Surname.

  5. Sample Fields Here is a sample record from a telephone directory data file made up of different fields: Field Title Forename Surname Town Postcode Tel. No. Address John Smith 101 High Street Ayr KA7 3KL 01292 262626 Mr. Record

  6. What is a Database used for? • Databases are used by many types of business and organisations such • as: • Telephone Directory • Police National Computer • Inland Revenue • Driver and Vehicle Licensing Centre •   A personal Christmas card list • A mailing list • Data held in a database can be shared between other computer packages • such as a word processor package – e.g. Mail Merge.

  7. Advantages of an electronic database? • Information is immediately available. • Records can be processed quickly. • Records can be processed accurately. All of this is impossible in a manual system !!!!

  8. Features of a Database? • Databases have many of the features common to a general purpose • package. • There are some special features of a • database: • Create fields • Add and alter records • Search • Sort

  9. Create Fields • The first step on setting up a database is deciding on the fields it requires. • Fields hold the information you want to store. • You can set the size and type of a field. • Size: You can decide how many characters a field can hold e.g. • a Postcode field to hold KA18 3GH would require a minimum of 8 characters as • the space counts as a character! • Type: Fields can hold different types of data: • A text field holds letters. • A number field holds only numbers. • Date and time fields hold numbers formatted into date and time.

  10. Add and Alter Records • The next step is to enter records into the empty database. A new record has to • be created for each item. e.g. Record 1 Mr John Smith 1 Anytown Scotland 01929 393939 Mrs Susan Jones 5 The Town Scotland 01521 447210 Record 2

  11. Search Records • You can run a search on a database for specific information. • You can search on a field (or fields) based on certain conditions you require. e.g. search for the forenames and surnames of people whose test mark was greater than 50.

  12. Sort Records • Sorting allows you to organise records into a particular order: • alphabetic •   numeric • ascending (1,2,3,4,5…) • descending (Z, Y, X, W …) • The sort is done by choosing which field the database is to be sorted into • e.g. sort alphabetically by surname.

  13. Additional features of a Database Reports • any information printed out from a database is a report. • you can search for information, then sort it into an order, • and decide what fields you wish printed out in what order. • this is known as a report definition.

  14. Computed Fields • A computed field (also called a calculated field) can be created in a • database or report. • It carries out a calculation on a field or fields and returns an answer • (similar to a spreadsheet formula in a cell). Example: If a database has the fields <Total Pay> and <Total Deductions>, then a third called <Net Pay> could be set up with the formula: (=Total Pay – Total Deductions). This is a computed field.

  15. Altering Input/Output formats • You can decide how the information in your database is presented by altering the • format. • You can change the way the input screen looks and format a report for output. • The position of fields can be rearranged and formatted into a particular order • and layout. • This is useful for designing input screens and producing documents such • as invoices for output.

  16. Keywords Use of Keywords • When searching for a particular record or part of it, the text that is used for the • search is called a keyword. • It is also known as a search string. • However, care must be taken that the correct keywords are used.