MODULE 2: ORGANIZING DATA AND INFORMATION: FILES AND DATABASES

Introduction

This module gives students an insight on how an organization uses data, manages data and
transforms it into useful information. This module also covers the different data models used in
organizing and managing data and an overview of database management system.

Learning Objectives

At the end of this module, the students should be able to:

1. Define Data Management.

2. Identify the different Data Model and discuss how to use them.

3. Define Database Management System and identify its purpose.

Lesson 1: Data Management

Data management is the practice of collecting, keeping, and using data securely, efficiently, and
cost-effectively. The goal of data management is to help people, organizations, and connected things
optimize the use of data within the bounds of policy and regulation so that they can make decisions and
take actions that maximize the benefit to the organization. As organizations increasingly rely on
intangible assets to create value, a strong data management strategy is more important than ever.

In an organization, managing digital data entails a wide range of tasks, policies, procedures, and
practices. The work of data management encompasses a wide range of issues, including how to

 Create, access, and update data across a diverse data tier

 Store data across multiple clouds and on premises

 Provide high availability and disaster recovery

 Use data in a growing variety of apps, analytics, and algorithms

 Ensure data privacy and security

 Archive and destroy data in accordance with retention schedules and compliance requirements

A formal data management strategy addresses the activity of users and administrators, the
capabilities of data management technologies, the demands of regulatory requirements, and the needs
of the organization to obtain value from its data.

Lesson 2: Database Models

A Database model defines the logical design and structure of a database and defines how data will be
stored, accessed and updated in a database management system.
The Importance of Data Models

 Data model

- A relatively simple graphical representation of complex real-world data structures.

- A tool for facilitating communication between the designer, the application programmer,
and the end user.

 An appropriate data model serves as the foundation for good database design.

 End-users have different perspectives and needs when it comes to data.

 The data model organizes information for a variety of users.

Development of Data Models

1.

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%20Mode].pdf&stafftype=staffcourses.

Hierarchical Model

This database model organizes data into a tree-like-structure, with a single root, to which all the other
data is linked. The hierarchy starts from the Root data, and expands like a tree, adding child nodes to
the parent nodes. In this model, a child node will only have a single parent node. This model efficiently
describes many real-world relationships like index of a book, recipes etc.

In hierarchical model, data is organized into tree-like structure with one one-to-many relationship
between two different types of data, for example, one department can have many courses, many
professors and of course many students.

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2. Network Model

This is an extension of the Hierarchical model. In this model data is

organized more like a graph, and are allowed to have more than one
parent node. In this database model data is more related as more
relationships are established in this database model. Also, as the
data is more related, hence accessing the data is also easier and
fast. This database model was used to map many-to-many data
relationships. This was the most widely used database model,
before Relational Model was introduced.

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3. Entity-relationship Model model.php

In this database model, relationships are

created by dividing object of interest into entity and its characteristics into attributes. Different entities
are related using relationships.

E-R Models are defined to represent the relationships into pictorial form to make it easier for different
stakeholders to understand.

This model is good to design a database, which can then be turned into tables in relational model.

Let's take an example, if we have to design a

School Database, then Student will be
an entity with attributes name, age, address etc.
As Address is generally complex, it can be
another entity with attributes street name, pin
code, city etc., and there will be a relationship
between them.

Working with ER Diagrams

Image source: https://www.studytonight.com/dbms/database-
model.php An ER

Diagram is a graphical representation of data that

describes how data is related to one another. We
disintegrate data into entities, attributes, and setup
relationships between entities in the ER Model, which
can all be visually represented using the ER diagram.
 In the ER Diagram, for example, anyone could see and fully comprehend what the diagram is
attempting to say: A Developer creates a website, whereas a Visitor views one.

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diagram.php

Components of ER Diagram

Entities, attributes, relationships, and so on are the components of an ER Diagram, and there are
defined symbols and shapes to represent each of them.

Let's see how we can represent these in our ER Diagram.

Entity

An Entity is represented by a simple rectangular

box.

Relationships between Entities - Weak and Strong

Rhombuses are used to establish

connections between two or more entities.

Attributes for any Entity

Ellipse is a shape that can be used to

represent any entity's attributes. It is associated with the
entity.

Weak Entity

A weak Entity is represented by two rectangular

boxes. It is usually associated with another entity.

Key Attribute for any Entity

To represent a Key attribute, the attribute name

within the Ellipse is underlined.

Derived Attribute for any Entity

Derived attributes are those that can be derived from

other attributes, such as age, which can be derived from a
person's birth date. To represent a derived attribute,
another dotted ellipse is drawn inside the main ellipse.

Multivalued Attribute for any Entity

The attribute with multiple values is represented

by a double ellipse, one inside the other. Image source: https://www.studytonight.com/dbms/er-
diagram.php
 Composite Attribute for any Entity

An attribute with attributes is referred to as a composite attribute.

ER Diagram: Entity
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An Entity can be any object, place, person, or class.
diagram.php
Rectangles are used to represent entities in the ER
Diagram. Consider the following entities to be entities in an Organization: employee, manager,
department, product, and numerous others.

A relationship is represented by the

yellow rhombus in the middle.

ER Diagram: Weak Entity

A weak entity is one that is

dependent on another entity.

Weak entity lacks any key Image source: https://www.studytonight.com/dbms/er-

attribute of its own. A weak diagram.php entity
is represented by a double
rectangle.

ER Diagram: Attribute

An Attribute is a term that describes a property or feature of an

entity.

For example, Name, Age, Address etc. can be attributes of

a Student. An attribute is represented using eclipse.

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diagram.php

ER Diagram: Key Attribute

The main characteristic of an Entity is represented by the key

attribute. It is used to denote a primary key. Key Attribute is
represented by an ellipse with the text underlined.

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diagram.php
ER Diagram: Composite Attribute

An attribute can also have attributes of their own. These

are referred to as Composite attributes.
ER Diagram: Relationship

A Relationship describes the relationship

between two or more entities. Diamonds or
rhombuses are used to represent
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relationships.
diagram.php
Entities have three types of relationships with one
another.

1. Binary Relationship

2. Recursive Relationship

3. Ternary Relationship

ER Diagram: Binary Relationship

A binary relationship is one that exists between two entities. This is further subdivided into
three categories.

One to One Relationship

This type of relationship is exactly unusual

in the real world.
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diagram.php

According to the example, a student can only enroll in one course, and a course can only have
one student. This is not typically seen in real-life relationships.

One to Many Relationship

The example illustrates this relationship,

which means that 1student can choose from a
variety of courses, but each course can only have 1
student.

Many to One Relationship

It is reflected in business rules that

multiple entities can be associated with a single
entity. For example, a Student may enroll in only
one Course, but a Course may have multiple
Students.

Many to Many Relationship

The example diagram depicts how a single student can enroll in multiple courses. A course can also
have more than one student enrolled in it.

4. Relational Model
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Data is organized in two-dimensional tables in this diagram.php
model, and the relationship is maintained by storing a
common field. E.F Codd introduced this model in 1970, and it has since become the most widely used
database model, if not the only database model used globally.

Tables are the basic data structure in the relational model. All information pertaining to a specific type is
stored in the table's rows.

Hence, tables are also known as relations in relational model.

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model.php

5. Object Oriented Model

Hammer and McLeod created this semantic data model (SDM) in 1981. Data and their
relationships were modeled in a single structure known as an object. This model serves as the
foundation for the object-oriented data model (OODM).

OODM is used as the foundation for the object-oriented database management system
(OODBMS). Objects, like entities in a relational model, are described by their factual content. Unlike the
entity in the relational model, it includes information about relationships between facts within an object
as well as relationships with other objects. Following OODM development, an object could also contain
operations. The object is transformed into a fundamental building block for autonomous structures.

Basic Structure of an Object Oriented Data Model

  Object: an abstraction of a real-world entity

 Object: an abstraction of a real-world entity

 Attributes describe an object's properties

 Classes group objects with similar characteristics

 Classes are organized in a class hierarchy

 Inheritance is the ability of an object within a class hierarchy to inherit the attributes and
methods of classes above it

Advantages

 Adds semantic content

 Visual presentation includes semantic content

 Database integrity

 Both structural and data independence

Disadvantages

 Slow pace of OODM standards development

 Complex navigational data access

 Steep learning curve

 High system overhead slows transactions

 Lack of market penetration

Lesson 3: Database Management Systems

Database Management System (DBMS) refers to the technology solution used to optimize and manage
the storage and retrieval of data from databases. DBMS offers a systematic approach to manage
databases via an interface for users as well as workloads accessing the databases via apps. The
management responsibilities for DBMS encompass information within the databases, the processes
applied to databases (such as access and modification), and the database’s logic structure. DBMS also
facilitates additional administrative operations such as change management, disaster recovery,
compliance, and performance monitoring, among others.

Functions of DBMS

DBMS performs several important functions that guarantee the integrity and consistency of the data in
the database. The most important functions of Database Management System are

1. Data Dictionary Management,

2. Data Storage Management,

3. Data Transformation and Presentation,

4. Security Management,

5. Multi user Access Control,

6. Backup and Recovery Management,

7. Data Integrity Management,

8. Database Access Languages and Application Programming Interfaces and

9. Database Communication interfaces.