The document discusses the roots and problems with traditional file-based data management systems. As organizations grow in size and complexity, manual file systems become inadequate for storing and retrieving organizational data. The retrieval of useful information from the data also becomes time-consuming and difficult. To address these issues, organizations hire data processing specialists to develop database systems that can more efficiently store, update, and retrieve data through the use of database programming languages. Database systems provide data independence and help avoid data anomalies that can occur when updating redundant data across multiple files.

2. Outline
Roots of the Database
System: File System
Problems with File
System Data
Management
Database System

3. File
System

4. Case of a File
A manager of any small
organization was able to keep
track of necessary data using a
manual file system.
A MANUAL FILE SYSTEM
consist mainly of a collection of
file folders, properly tagged(or
labeled) and kept in a filing
cabinet.

5. Manager’s File Cabinet
Technical:
Data pertaining
to only those
people whose
duties were
properly
classified as
TECHNICAL.

6. Doing well for a while
At first, data collection was
relatively small and an
organization’s manager had
few reporting requirements,
the manual system served its
role well as a data
storehouse.

7. But the organization grew…
However, as the organization
grew and the storing
requirements became more
complex, keeping track of the
data became more difficulty.
Retrieval was time consuming
and cumbersome, thus, it is
unlikely that the data could
generate useful information.

8. Consider these questions:
How many products sold during
the past week, month, quarter or
year?
What is the current daily, weekly,
quarterly or yearly sales peso
volume?
Did we gain more this month
compared to last month’s sales?

9. The Data Processing Specialist
 Thus, the manager needs to hire a
new kind of professional: a Data
Processing (DP) Specialist.
 The task is to be able to manage
and process data. Process means to
draw out useful information from the
data.
 The DP creates file structures, the
software and design reports from the
data.

10. Customers
Alfred Ramos
Phone: 0927-565-4896
Address: #42 Rodeo St. Macabalan, CDO
ZIP: 9000
Agent Name: Leah Vidal
Phone: 0927-565-4444
Insurance Type: T1
Amount: P500.00
Renewal Date: December 12, 2012

11. Customer File
C_NAME C_PHNE C_ADD C_ZIP A_NAME A_PHONE TP AMT REN
Alfred
Ramos
0927-595-784 CDO 9000 Leah Vidal 0927-565-
4444
T1 500.00 Dec 12, 2012
Jordan
Belen
0928-594-5979 CDO 9000 Jasmin Trio 0927-332-
1322
T1 100.00 Dec 15, 2012
Rebecca
Duran
0917-449-459 DVO 8000 Leah Vidal 0927-565-
4444
A1 250.00 Mar 2, 2012
Jose
Reyes
0922-465-4465 DVO 8000 Jasmin Trio 00927-
332-1322
T2 210.00 Mar 5, 2012
Dorothy
Villafria
0927-466-7999 ILOILO 6800 Richard Silva 0922-526-
4466
A2 100.00 Jan 3, 2013
Marco
Mercedes
0922-965-1221 CBU 6000 Leah Vidal 0927-565-
4444
T2 150.00 Jun 7, 2013
Kurt
Cobaltito
0927-465-4652 ILOILO 6800 Leah Vidal 0927-565-
4444
A1 200.00 Mar 29, 2012
Sophia
Mendez
0927-465-4465 CEBU 6000 Richard Silva 0922-526-
4466
A1 200.00 Apr 8,2013
Dominic
Fuetlaki
0928-446-4656 ILIGAN 9200 Leah Vidal 0927-565-
4444
T2 100.00 May 4, 2012

12. Consider these questions:
How many agents do we
have?
Sales per agent?

13. Singular File System
Each department has their
own file system.
It is not the concern of the
Customer’s Department.
The Customer’s Department
must create their own file
system.

14. CUSTOMER FILE SALES FILE
File
Mgmt
Program
File
Report
Program
File
Mgmt
Program
AGENT FILE
File
Report
Program

15. FILE
STRUCTURE
FILE SYSTEM
PROGRAM

17. Problems with File
System Data
Management

18. Task of a Filing System
Storing Data
Saving and Organizing
Updating Data (Edit or
Delete)
Retrieving Data
Processing Data to Reports

19. File Systems are
inefficient with the
three task

20. 1. Data Retrieval Task
 3GL Languages vs 4GL Languages
 3 GL :
 BASIC,C++, Fortran,Cobol
 Programmer to specify what must be done and how it
is to be done
 4 GL :
 SQL
 Programmers to specify what must be done without
specifying how it must be done.
 Save an average of 60% of lines of code

21. 3GL vs 4GL
3GL 4GL
DO WHILE NOT (EOF)
Read CUSTOMER
IF CUSTOMER.C_ZIP = “36123”
THEN PRINT C_NAME,
C_PHONE, C_ZIP
ENDDO;
SELECT C_NAME,C_PHONE,C_ZIP
FROM CUSTOMER
WHERE CUSTOMER.C_ZIP=‘36123’;
1. It requires extensive programming
2. There is no ad hoc query capabilities
3. System Administration can be complex and difficulty
4. It is difficult to make changes to existing structure
5. Security features are likely to be inadequate

22. 2. Data Storing and
Organizing
STRUCTURAL
 Structural Dependence: If the file
structure changes, the file system
program must adapt.
 Structural Independence: the file
system program need not to change if
the file structure changes

23. DATA
 Data Dependence: Data access
programs are subject to change when
any of the file’s data storage
characteristics change.
 Data Independence: possible to make
changes in the data storage
characteristics without affecting the
application program’s ability to access
data.

24. 2. Data Updating
 Data Redundancy
 Premise: data should be accurate (no data
inconsistencies) and verifiable (always yield
consistent results)
 Data anomalies – develops when all of
the required changes in the redundant
data are not made successful
 Update Anomalies – not all are updated
 Insertion Anomalies
 Deletion anomalies -

26. Database
Systems

27. What is a DATABASE?
The database is consist of
logically related data
stored in a single logical
data storeroom or
repository.

28. Employees
File System
Customers
Sales
Inventory
Accounting
Department

29. Hardware
Software
People
Procedures
Structures