Discovering Computers

Technology in a World of Computers,

Mobile Devices, and the Internet

Chapter 11
Information and
Data Management

Objectives Overview
Define the term,
database, and
explain how a
database interacts
with data and
information

Define the term,

data integrity, and
describe the
qualities of
valuable
information

Describe file
maintenance
techniques and
validation
techniques

See Page 464

for Detailed Objectives

Discuss the terms

character, field,
record, and file

Differentiate
between the file
processing
approach and the
database approach

Discovering Computers 2014: Chapter 11

Objectives Overview
Discuss the functions
common to most
database
management
systems

Describe
characteristics of
relational, objectoriented, and
multidimensional
databases

Identify database
design guidelines
and understand the
responsibilities of
database analysts
and administrators

See Page 464

for Detailed Objectives

Discuss web
databases

Describe various
information systems
used in an enterprise

Discovering Computers 2014: Chapter 11

Databases, Data, and

Information
Database
Collection
of data
organized in
a manner
that allows
access,
retrieval,
and use of
that data
Page 464

Data
Collection
of
unprocesse
d items
Text
Numbers
Images
Audio
Video
Discovering Computers 2014: Chapter 11

Information
Processed
data
Organized
Meaningfu
l
Useful

Databases, Data, and

Information

Page 465
Figure 11-1

Discovering Computers 2014: Chapter 11

Databases, Data, and

Information
Database software, often called a
database management system
(DBMS), allows users to:

Page 464

Create a
computerized
database

Add, modify, and

delete data

Sort and retrieve

data

Create forms and

reports from the
data

Discovering Computers 2014: Chapter 11

Databases, Data, and

Information
Data integrity reflects the quality of the
data
The more errors the data contains, the
lower its integrity
Data integrity is important because
computers and people use information to
make decisions and take actions

Page 466

Discovering Computers 2014: Chapter 11

Databases, Data, and

Information
Valuable information should have the
following characteristics:
Accurate

Verifiable

Accessibl
e

Pages 466 - 467

Useful

Timely

Organize
d

Costeffective

Discovering Computers 2014: Chapter 11

Databases, Data, and

Information
Data is organized in layers
Files, records, fields, characters

Pages 467 - 468

Figure 11-2

Discovering Computers 2014: Chapter 11

Databases, Data, and

Information
A character is one
byte
Numbers, letters,
space, punctuation
marks, or other
symbols

A field is a
combination of one
or more related
characters
Field name
Field size Discovering Computers 2014: Chapter 11

Page 468
Figure 11-3

10

Databases, Data, and

Information
Common data types include:
Text

Number

AutoNumb
er

Currency

Date

Memo

Yes/No

Hyperlink

Object

Attachmen
t

Page 469

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11

Databases, Data, and

Information
A record is a group of related fields
A primary key is a field that uniquely identifies
each record

A data file is a collection of related records

Page 469
Figure 11-4

Discovering Computers 2014: Chapter 11

12

Databases, Data, and

Information
File maintenance refers to the
procedures that keep data current

Adding
records

Modifyi
ng
records

Deletin
g
records
Page 470

Discovering Computers 2014: Chapter 11

13

Databases, Data, and

Information
Users add new records to a file when
they obtain new data

Pages 470 - 471

Figure 11-5

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14

Databases, Data, and

Information
Users generally modify a record to
correct inaccurate data or update old
data

Pages 471 - 472

Figure 11-6

Discovering Computers 2014: Chapter 11

15

Databases, Data, and

Information
When a record no longer is needed, a
user deletes it from a file

Page 472
Figure 11-7

Discovering Computers 2014: Chapter 11

16

Databases, Data, and

Information
Validation compares data with a set of
rules or values to find out if the data is
correct
Alphabetic/Num
eric check

Range check

Consistency
check

Completeness
check

Check digit

Other checks

Pages 473 - 474

Discovering Computers 2014: Chapter 11

17

File Processing Versus

Databases
File processing
system
Each department has
its own set of files
Have data
redundancy
Isolate data

Pages 476 - 477

Database approach
Programs and users
share data
Reduced data
redundancy
Improved data
integrity
Shared data
Easier access
Reduced
development time

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18

File Processing Versus

Databases

Page 476
Figure 11-9

Discovering Computers 2014: Chapter 11

19

Database Management
Systems
A data dictionary contains data about
each file in the database and each field
in those files

Page 478
Figure 10-10

Discovering Computers 2014: Chapter 11

20

Database Management
Systems
A DBMS provides several tools that
allow users and programs to retrieve
and maintain
in the database
Querydata
language
Query by example
Form
Report writer
Page 479

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21

Database Management
Systems
A query language consists of simple, English-like
statements that allow users to specify the data to
display, print, store, update, or delete
Structured Query Language (SQL) is a popular
query language that allows users to manage, update,
and retrieve data
Many DBMSs provide tools to guide nontechnical
users through the steps of creating a query

Page 480

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22

Database Management
Systems

Page 480
Figure 11-12

Discovering Computers 2014: Chapter 11

23

Database Management
Systems
Most DBMSs include query by
example (QBE), a feature that has a
graphical user interface to assist users
with retrieving data

Page 481
Figure 11-13

Discovering Computers 2014: Chapter 11

24

Database Management
Systems
A form is a window on the screen that
provides areas for entering or modifying data
in a database
A report writer allows users to design a
report on the screen, retrieve data into the
report design, and then display or print the
report

Page 481
Figure 11-14

Discovering Computers 2014: Chapter 11

25

Database Management
Systems

A DBMS provides
means to ensure that
only authorized users
access data
Access privileges
Principle of least privilege
policy

Page 482

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26

Database Management
Systems
A DMBS provides a variety of techniques
to restore the database to a usable form
in case it is damaged or destroyed

Page 482

Backup

Log

Recover
y utility

Continu
ous
backup

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27

Relational, Object-Oriented, and

Multidimensional Databases
A data model defines how users view
the organization of the data

Page 483
Table 11-2

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28

Relational, Object-Oriented, and

Multidimensional Databases
A relational
database stores
data in tables that
consist of rows and
columns
Each row has a
primary key
Each column has a
unique name

A relationship is a
link within the data
Pages 483 - 484
Figure 11-15

Discovering Computers 2014: Chapter 11

29

Relational, Object-Oriented, and

Multidimensional Databases
An object-oriented database (OODB)
stores data in objects
Examples of applications appropriate for
an object-oriented database
include:
Groupwa
Media
re
databas
databas
e
e
CAD
databas
e
Pages 484 - 485

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30

Relational, Object-Oriented, and

Multidimensional Databases
A multidimensional
database can store data in
more than two dimensions
of data
Sometimes known as a
hypercube
Can consolidate data much
faster than a relational
database

A data warehouse is a
huge database that stores
and manages the data
required to analyze
historical and current
transactions
Pages 485 486
Figure 11-17

Discovering Computers 2014: Chapter 11

31

Web Databases
The web offers information about:
Jobs

Photos

Page 486

Destination
s

Television
programmi
ng

Movies

Videos

Local and
national
weather

Sporting
events

Legislative
information

Travel

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32

Database Administration
Database analysts and administrators are
responsible for managing and coordinating
all database activities
Database
Database Analyst (DA)
Decides on proper
placement of fields,
defines data relationship,
and identifies users
access privileges

Page 489

Administrator (DBA)
Creates and maintains
the data dictionary,
manages security of the
database, monitors the
performance of the
database, and checks
backup and recovery
procedures

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33

Information Systems in the

Enterprise
An information system is a set of
hardware, software, data, people, and
procedures that work together to
produce information

Page 491
Table 11-3

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34

Information Systems in the

Enterprise
Enterprise Resource Planning (ERP)
integrates MRP II with the information
flow across an organization to manage
and coordinate the ongoing activities of
the enterprise, including product
planning, manufacturing and
distribution, accounting and finance,
sales, human resources, and customer
support
Page 491

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35

Information Systems in the

Enterprise

Page 492
Figure 11-18

Discovering Computers 2014: Chapter 11

36

Information Systems in the

Enterprise
A document management system (DMS)
allows for storage and management of a
companys documents, such as word processing
documents, presentations, and spreadsheets
A content management system (CMS)
enables and manages the publishing,
modification, organization, and access of
various forms of documents and other files,
including media and webpages, on a network or
the web
Pages 492 - 493

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37

Information Systems in the

Enterprise
A transaction processing system
(TPS) is an information system that
captures and processes data from dayto-day business activities

Pages 493 494

Figure 11-19

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38

Information Systems in the

Enterprise
A management information system (MIS) is an
information system that generates accurate, timely,
and organized information, so that managers and
other users can make decisions, solve problems,
supervise activities, and track progress

Pages 494 495

Figure 11-20

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39

Information Systems in the

Enterprise
A decision support system (DSS)
helps users analyze information and
make decisions

Page 495
Figure 11-21

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40

Information Systems in the

Enterprise
An expert system is an information
system that captures and stores the
knowledge of human experts and then
imitates human reasoning and decision
making

Page 496
Figure 11-22

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41

Summary
How data and
information are
valuable assets
to an
organization
Advantages of
organizing data
in a database

Methods for
maintaining
high-quality
data

Assessing the
quality of
valuable
information

Various types of
databases

Roles of the
database
analysts and
administrators

Database
design
guidelines
Page 497

Information
systems used in
an enterprise

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42

Discovering Computers
Technology in a World of Computers,
Mobile Devices, and the Internet

Chapter 11
Information and
Data Management
Chapter 11 Complete