Database Management Approach:
Prior to the advent of the DBMS, data was stored and manipulated through the electronic file processing approach. Data was stored on the tapes as long and sequential computer files. Any slight modifications in the data had to be made in all the files that contained the data.
In the DBMSs, the data records are consolidated into databases that can be accessed by different application programs. The DBMS serves as an interface between users and the various databases. This helps the users access data easily. The DBMS is a software that enables the programmer and administrators to create, delete, store, retrieve, organize, interrogate, and maintain databases to provide the requisite information to the end users and their organizations.
The DBMS enables frequent updation and maintenance of databases so that they reflect new business transactions. The DBMS supplies information to the end users through application programs. These programs share the data that are stored in the common databases. Also, the end users need not know where and how the data is physically stored. The DBMS provides inquiry and reporting capabilities to the end users. These facilities enable the end users to generate reports and obtain quick responses to the required information.
The DBMS helps in effectively managing huge volumes of interrelated data. Any changes made in the data are reflected in every location at which the data is recorded. The DBMS also helps in preventing data redundancy. Different applications in banking, such as check processing, savings accounts, bank credit cards, automated teller systems, and loan accounting require such activities to be done on a regular basis. The entire data related to the customers can be consolidated into a common customer database.
The DBMS software is responsible for the creation, maintenance, and use of database systems in an organization. The main uses of database management software are database definition and application development, database maintenance, and database interrogation.
Database definition and application development
Simple database packages like Microsoft Access or Lotus are sufficient to fulfill the data management requirements of small and medium-sized organizations. However, in large organizations, DBAs and other database specialists are required to maintain the system. The most common databases are Oracle, Sybase, and DB2. These make use of DDL (Data Definition Language) commands to specify the data content, relationship, and structure and to modify the database. The information about all these operations is stored in the data dictionary. The data dictionary contains a list of files in the database, the number of records in the file, and the name and type of each field in the records. A database requires a data dictionary to access relevant files. A DBA queries the data dictionary to retrieve details regarding files in the database. The active data dictionary (data dictionary currently in use) automatically maintains some standards for database operations. For example, the active data dictionary will not permit users to enter values that exceed the specified length of the field.
Database maintenance
Database maintenance entails modifying the database to store the latest and most accurate data in the database. DMLs (Data Manipulation Languages) are used for modifying the data in database tables. Database maintenance is accomplished by using transaction processing programs and other end user packages, supported by the DBMS. A DBMS also has in-built options for maintaining database security and managing access permissions to the users.
Database interrogation
Information is retrieved from a DBMS through the use of query languages and report generators. Query languages are non-procedural and are easy to understand and use. Query languages also facilitate ad hoc querying of the database. SQL (Structured Query Language) is the most popular query language.
Another query language used in database management packages is QBE (Query By Example). The point and click facility of the QBE makes it simpler than SQL. Report generators are part of the database system and are used for retrieving and displaying information in a specified format. A report generator is alternatively called a report writer. Formatting and presenting information in the form of pie charts and other diagrams is also possible using a report generator. This is an important component of a database since it reflects the flexibility in generating an output.
Graphical and natural queries: Since end users are seldom conversant with writing queries in SQL, they can access and manipulate databases using a simple GUI (Graphical User Interface). It offers features like point and click which are translated into queries by the software. This is easier to use when compared to SQL.
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