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1. RECORDS MANAGEMENT
DATA BASE MANAGEMENT SYSTEM
(DBMS)

2. RECORDS MANAGEMENT
• Records management refers to the practice of organizing, storing, and
managing an organization's records throughout their lifecycle.
• It involves the systematic control of records from their creation or
receipt, through their processing, distribution, maintenance, and
disposition.
• Records management ensures that records are properly organized,
easily accessible, and maintained in a secure and compliant manner.
• It helps organizations effectively manage their information assets,
ensure regulatory compliance, facilitate decision-making, and
preserve valuable records for future reference.

3. TERMINOLOGIES
• DATA can be defined as facts, statistics, or information that are
collected together for reference, analysis, or calculation.
• DATABASE is an organized collection of data stored and accessed
electronically.
• APPLICATION PROGRAMS, also known as applications or software
applications, are computer programs designed to perform specific
tasks or provide specific functionality to users.
• AN INTERFACE, in the context of computing, is a shared boundary
across which two separate components of a computer system
exchange information

4. DATA
• Data can be defined as facts, statistics, or information that are collected
together for reference, analysis, or calculation.
• Fact, is a statement or piece of information that can be proven or verified
as true. Facts are objective and can be supported by evidence or data.
• Statistics – a branch of mathematics dealing with the collection, analysis,
interpretation, and presentation of masses of numerical data
• Information – knowledge obtained from investigation, study or instruction
• Reference – the act of referring or consulting; a source of information
(such a book or passage) to which a reader or consulter is referred
• Calculation – the process or an act of calculating
• Calculating – marked by prudent analysis

5. HARDWARE
• Hardware refers to the physical components of a computer system or
electronic device.
• It encompasses all the tangible parts that you can see and touch.
• Hardware is responsible for the input, processing, storage, and output
of data within a computer system.
• Here are some examples of hardware components:
• 1. Central Processing Unit (CPU): The CPU is the brain of the
computer, responsible for executing instructions and performing
calculations.
• It interprets and carries out the commands of a computer program.

6. SOFTWARE
• Software refers to the set of instructions or programs that tell a
computer how to perform specific tasks and operations.
• It is a non-tangible component of a computer system that enables the
hardware to function and carry out desired functions.
• Software can be categorized into two main types: system software
and application software.

7. DEFINITION OF TERMS
A database is an organized collection of data stored and
accessed electronically.
It's designed to hold data, organize it in a logical manner, and
make it easy to manage, control, update, and retrieve when
needed.
Databases can handle data that includes text, numbers,
images, and other types of information.
DATABASE

8. INTERFACE
• An interface, in the context of computing, is a shared boundary across
which two separate components of a computer system exchange
information.
• This exchange can occur between software, computer hardware,
peripheral devices, humans, and combinations of these.
• There are various types of interfaces, including:
• 1. User Interface (UI): This is the space where interactions between
humans and machines occur. It can include display screens,
keyboards, a mouse, and the appearance of a desktop.

9. APPLICATION PROGRAMS
• Application programs, also known as applications or software
applications, are computer programs designed to perform specific
tasks or provide specific functionality to users.
• They are created to fulfill various needs, such as productivity,
entertainment, communication, and more.
• Application programs can be categorized into different types based on
their purpose and functionality.
• Some common types of application programs include:
• 1. Word Processing Programs: These programs are used for creating,
editing, and formatting text documents, such as Microsoft Word or
Google Docs.

10. PROGRAMS
• In the context of computing, a program, also known as software or
computer program, is a set of instructions that tells a computer how
to perform a specific task or series of tasks.
• It is a sequence of instructions written in a programming language
that is executed by a computer or other computing devices.
• Programs can be classified into different types based on their purpose
and functionality. Some common types of programs include:
• 1. Operating System (OS) Programs: These programs manage
computer hardware and software resources and provide a platform
for other programs to run. Examples include Windows, macOS, and
Linux.

11. DATABASE ENGINE
• A database engine, also known as a database management system
(DBMS), is a software system that provides the tools and functionality
to manage and manipulate databases.
• It serves as an interface between the user or application and the
underlying database, facilitating the storage, retrieval, and
manipulation of data.
• The database engine is responsible for handling tasks such as data
organization, storage, retrieval, indexing, security, and concurrency
control.
• It provides a set of functions and commands that allow users or
applications to interact with the database, perform queries, insert,
update, and delete data, and manage the overall structure and
integrity of the database.

12. DATABASE SCHEMA
• A database schema is a logical blueprint or structure that defines the
organization, layout, and relationships of a database.
• It represents the overall design and structure of a database, including
tables, columns, data types, constraints, and relationships between
tables.
• The database schema defines the framework for organizing and
storing data in a structured manner.
• It determines the rules and constraints that govern the data and
ensures data integrity and consistency.
• The schema also defines the access permissions and security settings
for different users or roles.

13. CONCURRENCY
• Concurrency refers to the ability of a system or program to handle
multiple tasks or processes simultaneously or in overlapping time
intervals.
• It allows for the execution of multiple tasks concurrently, making the
most efficient use of available resources and improving overall system
performance.
• In the context of computing, concurrency can be achieved through
various techniques, such as multitasking, multithreading, or parallel
processing.

14. DATA INTEGRITY
• Data integrity refers to the accuracy, consistency, and reliability of
data over its entire lifecycle.
• It ensures that data remains complete, valid, and reliable throughout
its creation, storage, retrieval, and modification processes.
• Maintaining data integrity is crucial for organizations as it ensures
that the data they rely on is trustworthy and accurate.

15. CHANGE MANAGEMENT
• Change management in the context of database administration refers to the process of
planning, implementing, and controlling changes to a database system in a structured
and controlled manner.
• It involves managing modifications, updates, and upgrades to the database
infrastructure, schema, configuration, or application code to ensure smooth transitions
and minimize disruptions to the database environment.
• The goal of change management in database administration is to maintain the stability,
integrity, and performance of the database system while introducing necessary changes.
• It involves assessing the impact of changes, planning and coordinating the
implementation, and monitoring the results to ensure that the changes are successful
and meet the desired objectives.
• Here is an example of change management in database administration:
• Let's consider a scenario where a company decides to upgrade its database management
system from an older version to a newer version.

16. BACKUP
• In DBMS (Database Management System), a backup refers to the process of
creating a copy of the database or its components to protect against data
loss or corruption.
• It involves making duplicate copies of the database files, transaction logs,
or other relevant data to ensure that a restored version of the database
can be used in case of a failure, disaster, or accidental deletion.
• Backups are essential in database management for several reasons:
• 1. Data Recovery: Backups serve as a means to recover data in the event of
data loss due to hardware failures, software errors, human errors, or
natural disasters.
• By having a backup, organizations can restore the database to a previous
state and minimize the impact of data loss.

17. RECOVERY
• In DBMS (Database Management System), recovery refers to the process of
restoring a database to a consistent and usable state after a failure or a
system crash. The recovery process aims to recover the database to a point
where data integrity is maintained, and the database can continue
functioning without data loss or corruption.
• There are two main components of recovery in DBMS:
• 1. Undo Recovery (Rollback): Undo recovery, also known as rollback,
involves undoing or reversing the changes made by incomplete or
uncommitted transactions. When a failure occurs, any transactions that
were in progress but not yet committed need to be rolled back to maintain
data consistency. This ensures that the database is restored to a state as if
the transaction had never occurred.

18. ROLLBACK
• In DBMS (Database Management System), rollback refers to the
process of undoing or reversing the changes made by an incomplete
or uncommitted transaction. It is a part of the recovery process and is
used to restore the database to a consistent state after a failure or
system crash.
• When a transaction is in progress but has not yet been committed, it
may encounter an error, a system failure, or be explicitly rolled back
by the user or application. In such cases, the changes made by the
transaction need to be undone to maintain data consistency and
integrity.

19. LOGGING
• In DBMS (Database Management System), logging refers to the
process of recording and storing a sequential record of all the changes
made to a database. It involves capturing the details of transactions,
including the before and after values of data items modified by the
transactions.

20. AUDITING
• In DBMS (Database Management System), auditing refers to the
process of monitoring and recording activities and operations
performed on a database.

21. STORAGE
• In DBMS (Database Management System), storage refers to the
physical or logical components and mechanisms used to store and
manage data within a database.
• It involves the organization, allocation, and management of data on
storage devices, such as hard drives, solid-state drives, or cloud
storage. Storage in DBMS plays a crucial role in ensuring the
availability, reliability, and performance of the database system.
•

22. APPLICATION PROGRAMMING INTERFACE
(API)
• In DBMS (Database Management System), an API (Application
Programming Interface) refers to a set of rules and protocols that
allow applications to interact with the database system.
• It provides a standardized interface for communication and enables
developers to access, manipulate, and retrieve data from the
database. APIs in DBMS serve as a bridge between the application
layer and the database layer, allowing applications to send requests
and receive responses from the database.

23. OVERHEAD
• In general terms, overhead refers to the additional or extra costs,
time, resources, or effort required to perform a task or achieve a goal.
• It represents the indirect or supplementary expenses or burdens
associated with a particular activity or process. In various contexts,
overhead can refer to different aspects:

24. ITERATION
Iteration, in general, refers to the act of repeating a process or a set of
steps multiple times. It involves performing a series of actions or
operations in a loop until a specific condition is met or a desired
outcome is achieved.