Chapter 1:

Data Vs. Information

Metadata
Metadata in a Database Management System (DBMS) refers to data about data. It describes
the structure, organization, and characteristics of the data stored in the database. Metadata is
essential for the DBMS to understand, manage, and retrieve data efficiently.

File Processing vs Database Management System (DBMS)

File processing and Database Management Systems (DBMS) are both methods for
managing data storage and retrieval. However, they have distinct differences,
with DBMS offering several advantages over traditional file processing.

File Processing Systems:

A file processing system in a database refers to an early data storage and retrieval system that
organizes data in files. It was prevalent before the advent of modern Database Management
Systems (DBMS).
 This system is used by different organization to store and manage data
 Each department has its own set of data files and application program
 Every Process generate its separate files and does not communicate with each other.

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Example:

Advantages of File Processing:

 Simplicity: Suitable for small-scale applications with simple data requirements.
 Low Cost: No additional software is needed beyond basic file storage.
 Flexibility: Users have control over file structure and storage formats.
Disadvantages of File Processing:
1. Data Redundancy: Duplication of data in multiple files
Example: Suppose that two files are used in a college. The students file contains the
data such as RollNo, Name, Address, Phone and other details of the students. The
library file contains the same data of the students who borrow books from library
along with the information about the book. The data of one student appears in two
files. It causes wastage of storage and creates many problems.
2. Data Inconsistency: Two files many contain different data about the same thing.
Example: The address of a student must be updated in all files if any change occurs.
It is possible that it is changed in Students file but not in Library file. The data
becomes inconsistent in this situation.
3. Program Dependence: The application program has to be changed if the format of
file is changed.
Example: If there is a change in the length of postal code, it requires change in the
program. The changes may be costly to implement.
4. Data Isolation: Since data is spread across multiple files, it’s challenging to retrieve
related data.
Example: Suppose a student’s report is required in the college. The data will be
collected from various files to prepare the report. It requires a lot of time and effort to
write program for such types of reports in file processing system.

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 5. Lack of Security: Access control is minimal, making it harder to enforce strict data
security.
Example: A data entry operator should only be allowed to enter data. The chairman
of the organization should be able to access or delete the data completely. Such types
of security options are not available in file management system.
6. Limited Data Sharing: The file processing system provides a limited data sharing.
Each application has its own data files. It is very difficult for one application program
to access the data from a file that is created by other application program.
7. Data Integrity Problem: Integrity means reliability and accuracy of data
Example: RollNo and Marks of the students should be numeric value. It is very
difficult to apply these constraints on files in file processing system.

Database
Collection of logically related data sets or files. Database is an organized collection of
related data that is stored in an efficient and compact manner.
 Organized: data is stored in such a way that user can access it easily.
 Related: database is created to store the data about a particular topic.
 Efficient: user can search the data quickly.
 Compact: stored data occupies as little space as possible in computer.
Example – Client Database of Bank have different files:
 Saving Accounts
 Current Accounts
 Automobile Loan
 Personal Loan
 Clients Information etc.
Library (thousand books), college (records of students), Accounts (organization).
Facilities Provided by database System:
Adding new Inserting Retrieving Updating Removing
Deleting data
files new data data data existing files

Components of Database System:

1. Data: The core component of any database system:
 User Data: Actual data stored in the database.

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  Metadata: Describes the structure, data types, and constraints of the data (e.g.,
schemas, tables, relationships)
 To store data. To maintain data. To Process data
2. Hardware: Physical components of computer. Used to perform different tasks such as
input, output, storage and processing. Example of Hardware components:
 Secondary storage
 I/O devices
 Processors
 Main memory
3. Software: The set of programs and applications that manage the database and its
functionalities:
 DBMS: Use to create and manage a database in database system
 Application Software: Interfaces through which users interact with the database (e.g.,
web applications, GUIs)
 Operating System: an Interface between computer hardware and the user. Manage all
hardware components.
 Utility Software: Tools for backup, recovery, performance tuning, etc.
4. Personnel: People related to the database system
 Database Administrator (DBA): Person who is responsible to manage the whole
database system. Manage and maintain the database, ensuring its performance,
security, and availability.
 Application Programmer: Person who writes the application program to access data
from database
 End Users: Persons who perform different operations on database
5. Query Language: A specialized component for interacting with the database:
 SQL (Structured Query Language): Standard language for relational databases.
 NoSQL Query Languages: Custom query interfaces for NoSQL databases (e.g.,
MongoDB’s query language).
Database Models
A set of rules and standards that define how the database organizes data.
1. Hierarchical database: It is a data model in which the data are organized into a tree-like
structure.
 Each record type is called a node or segment

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  Topmost node is root
 Use Parent /Child relationship
 Each parent node can have many children nodes
• Each child node may have only one parent node
• One-to-many relationship between data entities
 Kind of structure → Inverted tree

2. Network Model: Similar to hierarchical model but one difference that a child node may
have any number of parent nodes.
• Child nodes represented by arrows
• Provides more flexibility than hierarchical model

3. Relational Model: The relational model represents how data is stored in Relational
Databases. A relational database consists of a collection of tables, each of which is assigned a
unique name.
• Most commonly used database model
• More flexible than hierarchical and network database model
• Consists of a collection of simple relations or tables

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 Database Management Systems (DBMS)
• Collection of programs used to create, maintain, and access databases in convenient
and efficient manner.
Convenient: Data is stored in such a way that the user can use this data easily
Efficient: The user can search the required data quickly
• DBMS software (Database Manager) which Controls the overall structure of database
• Some Relational DBMS vendors/products like:
• Access & SQL Server/MS, MySQL, Oracle etc
Features of DBMS:
1. Data Dictionary / Repository: a component that stores the collection of names,
definitions, and attributes for data elements that are being used in a database. The Data
Dictionary stores metadata, i.e., data about the database.
2. Utilities: Programs used to maintain database. Some of these programs are also used for
backup and recovery of data
3. Query Language: A query is a request for specific data from the database. 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
4. Report Generator / Report Writer: Program that is used to generate reports •Retrieves
data from database and displays it to the user in different formats • Produce useful and
attractive reports by using report generator.
5. Access Security: Protection of database from unauthorized access
• DBMS provides several procedures to maintain data security
• Allowing access to the database through the use of username and passwords
• Different users have different levels of access rights to database
• A data entry operator should only be allowed to enter data

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 • The chairman of the organization should be able to access or delete the data
completely
6. Backup and Recover: DBMS Provides the facility of backup and recover
• Backup facility is used to store an additional copy of data
• Data can be recovered from backup file
• if the original data file is lost or damaged
Advantages of a DBMS:
1. Data Independence:
• Data and application programs are separate from each other
• User can change data storage structure without changing the application program
• The user can also modify programs without affecting data
2. Redundancy Control: Redundancy means duplication of data in multiple files → causes
wastage of storage
• The data in database appears only once and is not duplicated
• The same data is used at all required places
3. Consistency Constraints: Consistency constraints are the rules that must be followed to
enter data in database. If the constraints are not fulfilled, data cannot be entered in database.
4. Data Security:
• Protection of database from unauthorized access
• DBMS provides several procedures to maintain data security
• Allowing access to the database through the use of username and passwords
• Different users have different levels of access rights to database
• A data entry operator should only be allowed to enter data
• The chairman of the organization should be able to access or delete the data
completely.
5. Backup and Recover:
• DBMS Provides the facility of backup and recover
• Backup facility is used to store an additional copy of data
• Data can be recovered from backup file
• if the original data file is lost or damaged.
6. Data Integrity: DBMS ensures data accuracy and consistency through constraints like
primary keys, foreign keys, and validations.
 Benefit: Maintains reliable data for decision-making

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7. Centralized Data Management: All data is stored in one location, making it easier to
manage, update, and retrieve.
 Benefit: Facilitates efficient data management and avoids data scattering
8. Data Sharing: Multiple users and applications can access the database simultaneously
without conflicts.
 Benefit: Promotes collaboration and efficient use of resources
9. Advanced Capabilities:
• Provides advance capabilities
• Online access - Access data through Internet
Disadvantages of a DBMS:
1. High Cost of DBMS: Expensive to purchase database management software e.g. Oracle
2. Higher Hardware Cost: DBMS Software requires powerful hardware to work properly
and efficiently. Requires large size memory and high-speed processor.
3. Appointing / Training Technical Staff: DBMS is a complex system. Technical staff such
as database administrator and application programmer are required to manage DBMS. Pay
good salaries to the technical staff increases cost.
5. Problem in Wrong Database Environment:
• The problems may occur if wrong type of database environment is selected
• The database system may also need to change due to change in requirements
• The change can be costly due to conversion and testing
• Difficult and time-consuming process
• Require a lot of cost to implement the changes
6. Need of Data Dictionary
• Useful tool but expensive
• Requires installation costs as well as hardware requirements
Comparison of File Processing vs. DBMS

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Good Luck 😊