The document discusses the current system for storing photographs using a reference code based on the surname and session order, highlighting potential issues such as limited codes and data redundancy. It proposes transitioning to a relational database to optimize data organization and reduce redundancy by connecting multiple tables. Key functionalities of databases, including creating, updating, and querying records, are also explored.

1. Identifying
Photographs

2. Starter
“All photographs are stored on the main server of
the computer system at the Head Office. Each
photograph is given a reference made up of the
first four letters of the surname of the person who
booked the session and four digits based on the
order in which the photograph was taken during
the session. Image Reflections would like to
improve this system and is considering using a
database to store details of individual
photographs.”
• Write down three sample photo reference codes based on
the information from the scenario above

3. Photo Reference Codes
• When a customer selects a
photo to get final prints,
they may need to put the
code on the purchase form
• They need to be unique and
easy to write accurately

4. Problems with the
Current System
• What do you think they might be?
– Limit to number of photos taken – 9999
• This isn’t a big problem – that’s a large number!
– Booking a second session
• How can we tell which one is which?
– People with the same surname
• E.g. how many Smiths are there in this school? In all of
Birmingham?
• What happens if two book sessions at different times?
– Do photos get ‘overwritten’?
– Do they use a different code for them – if so how easy is it
to know whose is whose?

5. Keyword: Database
• A Database is a program for storing data
in a structured way that makes it easy to
sort and search to find information
• In year 9 you created a database to store
data for the company using Microsoft
Access

6. Flat File Database
• Looks no different to a table in Excel – a
grid of columns and rows
Field Name
A Record
The actual photo data could be stored in
the database or just a link to the file

7. Database Keywords:
• A Record is all the data stored about one
individual thing – a photo in this table
• A field name describes what one individual
piece of data is, e.g. ‘description’
• Updating or editing means changing a
record
• Deleting means removing a record
• Creating means making a new record
• A Query is a search in a database for specific
information using a condition

8. Problems with a flat file
database
• We’ve expanded the database a little
• Look for repeated data below
• What would happen if Anne Smith
moved house?

9. Keyword: Data Redundancy
• Data redundancy means that there is
data in the database that is pointlessly
repeated – it’s a problem because if
something needs to be changed then it
all has to be changed and it’s easy to
make a mistake and miss some

10. Relational Database
• In a relational database we have more
than one table but they’re connected up
This table is called
“Booker”
This table is called
“Photo”

11. Relational Database
• In a relational database we have more
than one table but they’re connected up

12. Relational Database
• In a relational database we have more
than one table but they’re connected up
Primary Key – unique in
that table
Foreign Key – makes a
link to a PK in another
table

13. Relational Database
• Redundancy is reduced or removed by
having each person’s data stored only
once in one table so there’s only one
place to edit if they need to make
changes

14. Task:
• Re-read the presentation and update
your notes to make sure you have
everything spot on
• Use this information to help answer the
questions on your sheet (which will go in
your folder/book)

15. Plenary
In a sentence, summarise your learning –
be ready to share with the class!
• In this lesson I have learned…