DBMS, Data, Information, Files

1. DBMS
(DATABASE MANAGEMENT SYSTEM)

2. DATABASE
It is a collection of files that are linked in such
way that information from one of the files may be
combined with information of other files so that user
may receive the exact information needed.
A database is any organized collection of data.
Some examples of databases you may encounter in your
daily life are:
• a telephone book
• T.V. Guide
• airline reservation system
• motor vehicle registration records
• papers in your filing cabinet
• files on your computer hard drive.

3. DBMS
• Is a collection of related information so that it is available
to many users for different purposes. The content of
database is obtained by combining the data from different
sources in an organization.
• Technically speaking, it is a software system that
uses a standard method of cataloging, retrieving, and
running queries on data. The DBMS manages incoming
data, organizes it, and provides ways for the data to be
modified or extracted by users or other programs.
• Some DBMS examples include MySQL,
Microsoft Access, SQL Server, Oracle, RDBMS, dBASE,
and FoxPro. Since there are so many database management
systems available, it is important for there to be a way for
them to communicate with each other.

4. • ORGANIZATION :-
A company, business, firm, or
association.
• ENTERPRISE :-
An enterprise is any kind of
organization such as bank, a university, a
manufacturing plant or hospital.

5. DATA
It is a collection of related information or is
used to assert meaningfull information.
OR
Data can be defined as
representation of facts,concepts or instructions in a
formalized manner suitable for
communication,interpretation or processing by
human or electronic machine.Data is represented
with the help of characters like Alphabets(A-Z),
digits(0-9), special characters(+.-,/,<,>,= etc).

6. • Information :- It is the processed form of data on which
decisions & actions are based.For the decision to be
meaningful,the processed data must qualify for the
following features:-
• Timely
• Accurate
• Complete
• Given to the right person
• Example :- Marks obtained in different subjects in a
particular examination of a student act as data.By
processing this data, result may be obtained.The result is
the information, teacher uses to declare a student pass or
fail.

7. Characteristics/Qualities of Information
• 1) Accuracy :- Information, If it is to be of value,should be
accurate & should truly reflect the situation or behavior of an event
as it really is.
• 2) Relevance:- It refers to current utility of information in
decision making or problem solving. Thus,information gains value if
it is relevant.
• 3) Timeliness: It means that information should be made
available when it is needed for a particular purpose & not before &
in any case not after.
• 4) Completeness:- Information is considered as complete if it
tells its user all what he wishes to know about a particular
situation/problem.The more than completeness of information,the
higher is its value.
• 5) Purpose:- Information must have purpose at the time it is
transmitted to a person or machine,otherwise it is simply data.
• 6) Reliability:- The information should be reliable & external
force relied upon indicated.
• 7) Validity:- It measures the closeness of the information to the

8. NEED OF INFORMATION
• It is useful for making decisions.
• It helps managers(or users) in lowering the
level of uncertainities where they have to
make a choice among several available
alternatives.
• It helps the user in trackling problems
relating to their respective functional areas.
• It is used by top management to plan the
objectives of the organization & to access
whether the objectives are being met in
practice.

9. Data vs. information
What is the difference?
What is data? What is information?
• Data can be
defined in
many ways.
Information
science defines
data as
unprocessed
information.
• Information is data that
have been organized
and communicated in a
coherent and
meaningful manner.
• Data is converted into
information, and
information is
converted into
knowledge.
• Knowledge;

10. Why do we need a database?
•Keep records of our:
• Clients
• Staff
• Volunteers
•To keep a record of activities
•Keep sales records;
•Develop reports;
•Perform research
•Longitudinal tracking

11. What is the ultimate purpose of a
database management system?
Is to transform
Data Information Knowledge Action

12. FILE (DATA FILE)
File is a collection of related record. E.g –
Payroll file might consist of the employee pay
record for a company.
• E.g :- Consider the STUDENT file DATA ITEM
RECORD
STUDENT : FILE
• RECORD
ROLL NO NAME MARKS
1002 RITU 75
1003 AMAN 50
AMIT1001 85
MARKS

13. DATA ITEM
• A set of characters which are used together to represent a specific
data element. E. g – name of student in a class is represented by the
data item, say - NAME.
OR
• An individual item in a record is called Data Item.
There are two types of Data Item depending upon the usage are as
follow:-
1) Elementary Data Item:-’
These data item can not be further sub-divided. For eg –
Roll No
2) Group Data Item:-
These can be further sub-divided into elementary data
item. For Eg- Date. Date may be divided into Days, Months,Years.

14. TYPES OF FILE
Types of files are classified into 2
1) According to the FUNCTION
2) According to the MODE OF ACCESS

15. Types of files (Acc. To Function)
1) MASTER FILE :- It contain data which is required during
each processing cycle & needs to ne retained permanently.
For eg – The file containing data for the railway
reservation/cancellation.
2) TRANSACTION FILE :- Changes which are applied to a
master file are collected on a transaction file.
3) REPORT FILE :- Contain data that are formatted for
presentation to a user.e.g – pay slip,electrictity bill are the
report file.
4) WORK FILE :- It is the temporary file in the system.These
files are created during the processing for storing some
intermediate data & are deleted after the processing is over.

16. 5) PROGRAM FILE :- It contain instruction for
the processing of data.Instruction may be in the
form of source code written in programming
language like Pascal, C,C++ Etc.
6) TEXT FILE :- Contains numeric & graphic
data input using a text editor program.
7) BACKUP FILE:- It is used to store a duplicate
copy of the data or program files on secondary
storage device like Magnetic Tape or Disk.

17. Types of files ( Acc. to Mode of
Access)
1) INPUT FILE :- Input file is only read by a program.For Eg
– A file of tax rates would be an input files for the program
that computes income taxes. The transaction file is generally
input file to an update program.
2) OUTPUT FILE :- output is created by the program. Eg –
report file may be output of a program that updates a master
file.
3) INPUT/OUTPUT :- I/O files are both read from & written
to during a program execution. E.g – A payroll master file
might be used by a payroll program both as a source of data
about employees pay rate & as a report for month to date &
year to date pay totals. A master file is commonly an I/O files