Advantages of DBMS over file base system

1. DBMS store very large amounts of data. Unlike FBS that is limited to the amount of file use.

2. DBMS allow easy input and editing of data. FBS cannot be edited in real time.

3. DBMS enable automatic updating and recalculating of data. FBS only alone for manual entry.

4. DBMS make it easier to query, search, filter and retrieve required data. FBS require multiple
individuals searching a lot of files, which can be time consuming.

5. DBMS formats arrange and present information in customizable ways.

6. DBMS can easily share the information with other software applications/programs.

7. DBMS allow centralized use of information amongst many users over a network and therefore
reduce duplication, e.g in bank, schools, hardware etc .

8. Data is validated before it is entered in DBMS. Errors created during data entry are minimized.

9. Many built-in functions are available to in DBMS simplify calculations.

10. Improved security: Database security is the protection of the database from unauthorized users.
Without suitable security measures, integration makes the data more vulnerable than file-based
systems. However, integration allows the Database administrator to define, and the DBMS to
enforce, database security. This may take the form of usernames and passwords to identify
people authorized to use the database.

11. Increased concurrency: Many DBMSs manage concurrent database access, ensuring that two or
more users can access the same file simultaneously, without interfering with each other, or
resulting in loss of information or its integrity.

12. Improved backup and recovery services: modern DBMSs provide facilities to minimize the
amount of processing that is lost following a failure.

13. Security: – DBMS allows different levels of access to different users based on their roles. In the
school database, individual students will have access to their data alone, while their teachers
will have access to all the students whom they are teaching and for the subjects that they are
teaching. The class teacher will be able to see the reports of all the students in that class, but
not other classes. Similarly, in a banking system, the individual account holders will have Read-
Only access to their accounts. While an accountant can update, individual account details for
each of their transaction. All these levels of security and access are not allowed in the file
system.

14. Integrity: – DBMS allows having restrictions on individual columns. It would be defined while
designing the table itself. If we want to enter the salary of an employee within the range 10000
to 40000, we can impose this while designing the table by using CHECK constraint. When the
 salary is entered, it will automatically check for the range specified. CREATE TABLE EMPLOYEE
………... CONSTRAINT chk_salary CHECK (salary>10000 AND salary <40000)

15. Atomicity: – DBMS makes sure either the transaction is fully complete, or it is rolled back to the
previously committed state. It does not allow the system to be in a partially committed state. In
our example above, DBMS commits mark change transaction before calculating the total. If
there is any crash or shutdown of the system, before committing the marks, then updated marks
will be rolled back to the original marks. Hence it makes sure the atomicity of the transaction is
achieved.

16. Concurrent Access: – DBMS provides access to multiple users to access the database at the
same time. It has its own mechanism to have concurrency accesses and hence avoid any
incorrect data in the system.

Disadvantages of relying on electronic databases as compared to manual databases

1. Complexity: The provision of the functionality we expect of a good database makes it complex
to set up. Database designers, database administrators, and end-users must understand this
functionality to take full advantage of it. Failure to understand the system can lead to bad design
decisions, which can have serious consequences for an organization.

2. Cost of setting up a database: The cost of setting up an electronic database varies significantly,

depending on the hardware, software and functionality required.

3. The need for conversion & difficult transition: This includes the cost of converting existing
applications to run on the new DBMS and hardware plus the cost of training staff to use these
new systems, and possibly the employment of specialist staff to help with the conversion and
running of the system.

4. Performance: Typically, a file-based system is written for a specific application, such as invoicing.

As a result, performance is generally very good. However, the DBMS is written to be more
general, to cater for many applications rather than just one. The effect is that some applications
may not run as fast as they used to.

5. Higher impact of a failure: The centralization of resources increases the vulnerability of the

system. Since all users and applications rely on the availability of the DBMS, the failure of certain
components can bring all operations to a halt.
1. Data Independence and Consistency: – DBMS defines a standard to represent the data in the
form of rows and columns. It also stores the information about the tables, columns, keys,
storage space, used space, available space, etc separately from the logical data. Hence they
totally independent of the way they are stored and the data being stored. Any changes to the
physical storage (like disks, tapes, etc) or structure, does not harm the data being stored. Since
DBMS defines each column and rows at the beginning itself and controls the way data is
entered, there is no effect on the programs or any other tables or data. Hence the consistency
of the data also maintained. If there is a change in the address of any student, we just have to
update it in the Student table. There is no other place his information is being stored. Hence it
maintains consistent data in the database.Suppose there is a new column added to the
STUDENT table, say DOB. This will change the metadata to reflect an additional column in the
table structure. It will hardly affect the application unless there is a new requirement to have
transactions with DOB. Hence data independence is also assured in the database.

2. Security: – DBMS allows different levels of access to different users based on their roles. In the
school database, individual students will have access to their data alone, while their teachers
will have access to all the students whom they are teaching and for the subjects that they are
teaching. The class teacher will be able to see the reports of all the students in that class, but
not other classes. Similarly, in a banking system, the individual account holders will have Read-
Only access to their accounts. While an accountant can update, individual account details for
each of their transaction.All these levels of security and access are not allowed in the file
system.

3. Integrity: – Database Management System allows having restrictions on individual columns. It

would be defined while designing the table itself. If we want to enter the salary of an employee
within the range 10000 to 40000, we can impose this while designing the table by using CHECK
constraint. When the salary is entered, it will automatically check for the range specified.
CREATE TABLE EMPLOYEE ……….. CONSTRAINT chk_salary CHECK (salary>10000 AND salary
<40000)

4. Atomicity: – DBMS makes sure either the transaction is fully complete or it is rolled back to the
previously committed state. It does not allow the system to be in a partially committed state. In
our example above, DBMS commits mark change transaction before calculating the total. If
there is any crash or shutdown of the system, before committing the marks, then updated marks
will be rolled back to the original marks. Hence it makes sure the atomicity of the transaction is
achieved.

5. Concurrent Access: – DBMS provides access to multiple users to access the database at the
same time. It has its own mechanism to have concurrency accesses and hence avoid any
incorrect data in the system.