An electronic database is not just the computer-based version of what used to go into manila folders and filing cabinets. A database is a logically organized collection of related data designed and built for a specific purpose, a technology for pulling together facts that allows the slicing and dicing and mixing and matching of data in all kinds of ways. The data in a database has some inherent meaning. In other words, a random assortment of data cannot correctly be called a database.
A database management system (DBMS), or database manager, is software written specifically to control the structure of a database and access to the data. In a database management system, an address change need be entered only once, and the updated information is then available in any relevant file. (Strictly speaking, the database is the collection of the data, and the database management system is the software but many professionals use “database” to cover both meanings).
Benefits of Database Management System
The benefits of database management system are these:
1. Reduced Data Redundancy
Having the ability to reduce data redundancy is one of the benefits of database management system. Data redundancy, or repetition, means that the same data fields appear over and over again in different files and often in different In the old file-processing system, separate files would repeat the same data, wasting storage space. In a database management system, the information appears just once, freeing up more storage capacity. In the old data storage systems, if one field needed to be updated, someone had to make sure that it was updated in all the places it appeared an invitation to error.
2. Improved Data Integrity
Among other benefits of database management system is how it improve data integrity. Data integrity means that data is accurate, consistent, and up to date. In the old system, when a change was made in one file, it might not have been made in other necessary files. The result was that some reports were produced with erroneous In a DBMS, reduced redundancy increases the chances of data integrity the chances that the data is accurate, consistent, and up to date because each updating change is made in only one place.
Also, many database management system provide built-in check systems that help ensure the accuracy of the data that is input. The expression “garbage in, garbage out” ( GIGO) refers to the fact that a database with incorrect data cannot generate correct.
3. Increased Security
although various departments may share data, access to specific information can be limited to selected users. Thus, through the use of passwords, a student’s financial, medical, and grade information in a university database is made available only to those who have a legitimate need to
4. Ease Of Data Maintenance
Database management systems offer standard procedures for adding, editing, and deleting records, as well as validation checks to ensure that the appropriate type of data is being entered properly and completely into each field Data backup utilities ensure availability of data in case of primary system failure.
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