Data

Database

Managing Data Resources

Lecture 5
Data and Information
 Data – A collection of raw facts and figures. Data is
an encoded representation of information.

 Information – Final product created from the raw

data after processing. So, Information is summarized
data or otherwise manipulated (processed) data.

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File Organization Terms and Concepts

 A computer system organizes data in a hierarchy that

starts with bits and bytes and progresses to fields,
records, files and databases, just as writing can be
organized in letters, words, sentences, paragraphs and
documents.

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 Northern University Bangladesh is a government approved
private university. It runs it’s operation under IBAT Trust. It
established in 2002.
Document
Northern University Bangladesh is a government approved
private university. It runs it’s operation under IBAT Trust. It
established in 2002.

Northern University Bangladesh is a government approved

private university. It runs it’s operation under IBAT Trust. It
Paragraph established in 2002.

Sentence Northern University Bangladesh

Word Northern

Letter N

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 Example
Hierarchy Student Database
Course File Financial File
Database
Personal History File

Course File
NAME COURSE GRADE
Asad CIT 3303 A+
File Faisal CIT 3303 B
Titu CIT 3303 C

NAME COURSE GRADE

Record Asad CIT 3303 A+

Field Asad (Name Field)

Byte 01000001 (Letter A in ASCII)

Bit 0

Figure: The data hierarchy

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Bit

 Bit means Binary digit.

 A bit represents the smallest unit of data that a computer

can handle.

 Bits can either 0 or 1.

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Byte
 A group of 8 bits called a byte that represents a single
character, which can be a letter, a number or another
symbol.

 8 bits can represents 256 different binary combination.

(28 = 256)

 For example: A = 01000001 (according to ASCII)

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Field
 The next higher level of data is the field or data item.
A grouping of characters into a word, a group of
words or a complete number (such as a person’s
name or age) is called a field.

 A field is made up of bytes. A data field represents an

attribute (characteristic) of some entity (person,
place or event).

 For example, the group of alphabetic characters in a

person’s name forms a name field.

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Record
 Record is a group of interrelated fields, such as
student’s name, the course taken and the grade
comprises a record.

 A record represents a collection of attributes that

describes an entity.

 For example: payroll record for a person. This

consists of person’s name, designation, basic, etc.

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File
 A group of related records of the same type is forms
a data file or table. Thus, an employee file contains the
records of the employees of a firm.

Emp_id Emp_name Designation Department Salary

1001 Alam Manager HR 50000

1002 Babu Asst. Manager Marketing 40000

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Primary key
 Every record in a file should contain at least one field that
uniquely identifies that record so that the record can be
retrieved, update or sorted.
 Primary key is one or more fields (columns) whose
values uniquely identify each record in a table.
 A primary key cannot allow Null values and must always
have a unique index.
Emp_id Emp_name DOJ
1001 Jon 20-Jun-2009
1002 William 12-Jul-2009
1003 William 20-Jul-2009

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Past System for Managing Information
 The information is stored in permanent system files. A
number of application programs are written to
manipulate the files.
General
Personnel
Ledger
File File

Production
Payroll
Planning
File File

Invoicing Inventory

File File

Order
Despatch
Entry
File File

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File Organisation
Sequential Files
 records are stored in a fixed sequence
 records can only be read in that sequence, starting from the first
record
 records can only be added at the end of the file (append)
 sequential files are not efficient
Indexed Files
 Use an index to access records in a random fashion.
 Records can be sorted according to an attribute or preference.
(e.g Alphabetically, Ascending, Descending, etc.)
 Indexed files are efficient, and faster to access.

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Drawbacks of using file systems
1. Data Redundancy and Inconsistency
2. Program data dependence
3. Lack of flexibility
4. Poor Security
5. Lack of Data Sharing and Availability

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Data Redundancy and Inconsistency
 Data redundancy is the presence of duplicate data
in multiple data files so that the same data are
stored in more than one place or location.

 Data redundancy occurs when different divisions,

functional areas, and groups in an organization
independently collect the same piece of data and
stores it independently of each other.

 Data redundancy wastes storage resources and

also leads to data inconsistency, where the same
attributes may have different values.

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Program data dependence
 Program data dependence refers to the coupling of
data stored in file and the specific programs
required updating and maintaining those files such
that the changes in programs require changes to
the data.

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Lack of Flexibility
 A traditional file system can deliver routine scheduled
reports after extensive programming efforts, but it can
not deliver ad hoc reports.

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Poor Security
 Because there is little control or management of data,
access to and dissemination of information may be out
of control. Management may have no way of knowing
who is accessing or even making changes to the
organization’s data.

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Lack of Data Sharing and Availability
 The lack of control over access to data in this confused
environment does not make it easy for people to
obtain information. Because pieces of information in
different files and different parts of the organization
cannot be related to one another, it is virtually
impossible for information to be shared or accessed in
a timely manner. Information cannot flow freely across
different functional areas or different parts of the
organization. If users find different values of the same
piece of information in two different systems, they may
not want to use these systems because they cannot
trust the accuracy of their data.

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The Database Approach to Data
Management

General
Personnel
Ledger

Production
Payroll
Planning

Invoicing Inventory

Order
Despatch
Entry

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Database
 A database is collection of data, or information that
is organized so that specific information can be easily
located and retrieved.

Examples:
 Phone book
 University grading system
 Airline reservation system

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Database Management Systems (DBMS)
 A database management system is an integrated
collection of programs that are used to create and
manage information in a database.

 Microsoft Access, Oracle, SQL Server, MySQL all are

examples of database management system for creating
and using computerized databases.

 DBMS contains information about a particular enterprise

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Database Management System (Cont…)
 Four basic functions performed by all DBMS are:
 Create, modify, and delete data structures, e.g.
tables
 Add, modify and delete data
 Retrieve data selectively
 Generate reports based on data

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DBMS Languages
 Data-Definition Language (DDL) : DDL concerned with
defining the structure of the database.
 Data-Manipulation Language (DML): DML concerned
with querying and manipulating the data in the database. They
are basically two types:

 Procedural DMLs: Procedural DMLs require a user to

specify what data are needed and how to get those data.

 Nonprocedural DMLs: Nonprocedural DMLs require a user

to specify what data are needed without specifying how to
get those data.

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Advantages of Database
 Reduced data redundancy
 Allow easy file updating
 Reduced updating errors and increased consistency
 Greater data integrity and independence from applications
programs
 Improved data access to users through use of query languages
 Improved data security
 Reduced data entry, storage, and retrieval costs
 Facilitated development of new applications program
 Increase user productivity
 Many people can access the same database at the same time.

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Disadvantages of Database
 Database systems are complex, difficult, and time-
consuming to design
 significant hardware and software start-up costs
 Damage to database affects virtually all applications
programs
 Extensive conversion costs in moving form a file-
based system to a database system
 Initial training required for all programmers and users

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Database Objects
 Four objects that are common in all database
are:

 Table: Raw data (rows=records, columns=fields)

 Query: A question to collect, search for, sort information

 Form: A neatly organized screen for data entry

 Report: Summarized output, sent to screen/printer

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Data Models
 Data model is a collection of conceptual tools for
describing data, data relationships.

 Hierarchical model

 Network model

 Relational model

 Object-oriented model

 Entity-Relationship model

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Hierarchical data model
 The hierarchical data model organizes data in a tree structure.
There is a hierarchy of parent and child data segments.
 Here a parent may have more than one child but a child always
has only one parent. To find a particular record, you have to
start at the top with a parent and trace the chart to the child.
 The hierarchical DBMS is used to model one to many
relationships.
NUB

Faculty of Faculty of
Science Business

CSE CS MBA
BBA

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Network Database Model
 A network database is similar to hierarchical DBMS, but each
child record can have more than one parent record. Thus a
child record may be reached through more than one parent.
 Network DBMS show data logically many to many
relationships.
 This arrangement is more flexible than the hierarchical one.
University class scheduling system
CIT 1101 CIT 3303 MIS 4102

SMR BA ZH

Student 1 Student 2 Student 3 Student 4 Student 5

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Relational Database Model
 The relational model uses a collection of tables to represent
both data and the relationships among those data.
 In a relational database, relates or connects data in different
files through the use of a key field, or common data element.
 Reduces data redundancy.

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Object-Oriented Database Model
 Many applications today and in the future will require
databases that can store and retrieve not only
structured numbers and characters but also drawing,
images, photographs, voice and full motion video.
Object oriented databases are well suited to handling
graphics based or multimedia applications.

 Stores objects (documents, multimedia, Image, Video).

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Entity Relationship Model
 Models an enterprise as a collection of entities and
relationships.
 Entity: a “thing” or “object” in the enterprise that is
distinguishable from other objects. Described by a set of
attributes.
 Relationship: an association among several entities.
teacherID name courseNo title

teacher conduct course

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 Any Question
?

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 Thanks to All

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