Managing Data Resources

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Managing Data Resources
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Learning Objectives

• Explain the problems of the traditional file
  environment
• Describe how a database management system
  organises information
• Identify the three principal database models and
  some principles of database design
• Discuss new database trends

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File Organisation Terms Concepts

• Field
• Individual piece of information
• e.g. student registration number
• Record
• A logically connected set of one or more fields
• e.g. An individual student
• File
• A collection of records which contain logically
  related data
• e.g. all students taking a course
• Database
• A group of related files
• the actual phrase database' was first used by
  the USA military in 1963 during a symposium
  titled Development and Management of a
  Computer-centered Data Base

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Traditional File Organisation

• Good information systems require well organised
  file organisation
• Many organisations do not have this due to the ad
  hoc way files have been developed over time.
• Traditional file system sometimes called a
  file-based system
• A collection of application programs that perform
  services for the end-users
• Each program defines and manages its own data
• Uses flat files
• One-dimensional storage system in that it
  presents its information from a single point of
  view

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File-oriented information system
Source Brookshear, J.G., Computer Science An
Overview, p.399
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Limitations of a File-Based Approach

• Separation and isolation of data
• With data being held in separate files it is more
  difficult to get the information you want
• Need temporary files and special programs to
  extract data
• Duplication of data
• With each department maintaining its own data
  there is bound to be duplication
• This is a problem
• Wasteful of resources storing the same data in
  more than one place
• Can lead to loss of data integrity, i.e. the data
  is not consistent and inaccurate in one or more
  applications.

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Limitations of a File-Based Approach

• Data dependence (program-data dependence)
• The physical structure and storage of the data
  files and records are defined in the code of each
  application
• Therefore if you change one file structure all
  the programs that access that file need to be
  modified to reflect the change
• Incompatibility of files
• Just as the structure of files is embedded in the
  application programs, the structures are
  dependent on the application programming language
• Makes processing files generated by different
  programming languages difficult

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Limitations of a File-Based Approach

• Fixed queries/proliferation of programs
• File-based systems represented a big improvement
  over manual systems so users wanted the increased
  information they could provide
• The reports to produce the information had to be
  programmed
• Gave rise to a menu of fixed reports
• Not possible to get ad hoc reports to meet a
  specific need
• With the creation of lots of files and associated
  programs it became very difficult to maintain
  them all
• Needed something simpler to ease maintenance
  problems

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Database Systems

• Tries to overcome the problems of a file-based
  approach
• Collection of data that is multidimensional
• Contains links between entries so that its
  information is accessible from a variety of
  perspectives
• Definition of a database
• A shared collection of logically related data
  (and a description of this data), designed to
  meet the information needs of an organisation.
  (Connolly et al)
• collection of data organised to serve many
  applications efficiently by centralising the data
  and minimising redundant data. (Laudon and
  Laudon)
• Increased control over information for the
  organisation
• Database Administrator
• Responsible for the control of the information in
  the database

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Database-oriented Information System
Source Brookshear, J.G., Computer Science An
Overview, p.399
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Database Systems

• Data integration can bring a number of
  disadvantages
• Access to sensitive data
• To provide for a distinction of access privileges
  database systems often use schemas and
  subschemas
• Schema A description of the entire database
  structure that is used by the database software
  to maintain the database
• Subschema A description of only that portion of
  the database pertinent to a particular users
  needs
• Increased availability of information gives
  potential for misinformation and misapplication
  of information
• Potential violation of rights to privacy

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Conceptual Layers of a Database
User
Application software
Database Management system
Actual database
Source Brookshear, J.G., Computer Science An
Overview, p.401
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Database Management Systems

• Definition
• A software system that enables users to define,
  create, and maintain the database and provides
  controlled access to this database. (Connolly et
  al)
• Software that permits an organisation to
  centralise data, manage them efficiently, and
  provide access to the stored data by application
  programs. (Laudon and Laudon)
• The DBMS actually manipulates the data in the
  database
• This has the following benefits
• Makes it easier to develop applications as dont
  have to worry about data manipulation
• Provides a means for controlling access to the
  data
• Achieves data independence , i.e. the
  organisation of the database can be changed
  without affecting the applications
• Allows applications to be written in terms of a
  simplified, conceptual view of the database
  instead of the actual, complex structure

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Components of a DBMS

• Data Definition Language
• Allows users to define the database
• Specifies the data types and structures and the
  constraints on the data to be stored in the
  database
• Used to define a schema or modify an existing one
• Cannot manipulate data

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Components of a DBMS

• Data Manipulation Language
• Allows users to insert, update, delete and
  retrieve data from the database
• Provides a general enquiry facility to the
  database
• Used in conjunction with a programming language
  to manipulate the data in the database
• Most prominent is Structured Query Language, SQL
• Data dictionary
• a collection of descriptions of the data objects
  or items in a data modelling for the benefit of
  programmers and others who might need to use
  them. www.whatis.com
• Contains metadata, i.e. data about data
• Sometimes called a system catalogue
• The DMBS consults the data dictionary before
  accessing the actual data in the database.

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Database Terminology

• Entity
• A distinct object (a person, place or thing,
  concept or event) in the organisation that is to
  be represented in the database
• Attribute
• A property that describes some aspect of the
  object which you wish to record
• Relationship
• An association between several entities

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Designing Databases

• Three principal logical database models for
  keeping track of entities, attributes and
  relationships
• First Generation
• Hierarchical
• Roots in 1960s space exploration
• Network
• Sometimes referred to as the CODASYL Data Model
  after the Conference on Data Systems Language
  that was responsible for its development
• First model to allow one to many relationships
• Second Generation
• Relational
• 1970 E.F.Codd from IBM Research Laboratory

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Relational Data Model

• By far the most popular model to-day
• Represents all data in the database as simple
  two-dimensional tables called relations
• Relations are similar to how you might store data
  in a spreadsheet
• A row in a relation is called a tuple
• Columns in a relation are called attributes
• These relations can easily be combined and
  extracted to access data and produce reports,
  provided that they share a common data element

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Creating a Relational Database

• Two parts
• Conceptual design
• Design of the relations making up the database
• Physical design
• How the database will be arranged on the storage
  devices
• Carried out by database specialists

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Conceptual Design

• Model of the database from a business perspective
• Document model with an Entity-Relationship
  diagram
• Complex groupings of data must be streamlined to
  eliminate redundant data elements and
  many-to-many relationships
• This is called normalisation and there exists a
  hierarchy of relation classes
• First Normal Form
• Second Normal Form
• Third Normal Form

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Database Trends

• Distributed Databases
• Data held over more than one machine
• e.g Napster
• Object-Oriented Database
• Useful where application accessing the database
  is also object oriented
• Data Warehouse
• A means for organisation to turn their archives
  of data into sources of knowledge for competitive
  advantage