File organisation in system analysis and design

LOGO
FILE STRUCTURE AND FILE
ORGANIZATION
Presented by:-
Er. Mohit Sood
Assistant Professor

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Topics covered
2. Strategy
1. Introduction
3. Challenges Forward
4. Conclusion
What are files?
File related keywords.
File organization.
File organizing methods.
*heap file organization.
*sequential files organization.
*indexed file organization.
*inverted file organization.
*direct file organization.
Comparison
Quiz

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FILES
A file is a collection of data that is treated as
a single unit on a peripheral device.
TYPES OF FILES-
MASTER FILE
 It contains record of permanent data
types.
 They are created when you install your
business.
Work files
a program can work efficiently if a work file
is used

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FILES
TRANSACTION FILE
Contains data which is used to update
the records of master file. Ex-address
of a customer.
Transaction files also serves as audit
trails and history of the organization.

BASIC FILE RELATED KEYWORKS
•Byte:- It is the smallest addressable unit in computer. A byte is
a set of 8 bits and
represents a character.
•Element:- It is a combination of one or more bytes. It is
referred to as a field. A field is actually a physical space on tape
or disk. A roll number, age, name of employee etc. are examples
of it.
File: - It is a collection of similar records. The records will have
the same fields but
different values in each record. The size of a file is limited by
the size of memory
available.

BASIC FILE RELATED KEYWORDS
•Database: - It is a set of interrelated files. The files in combination
tend to link to a common solution. For example, a student
attendance file, a student result file, a student
admission file, etc. are related to academic software pertaining to
students.
•Record: - The elements related to are combined into a record. An
employee has a record with his name, designation, basic pay,
allowances, deductions etc. as its fields. A record may have a
unique key to identify a record e.g. employee number. Records are
represented as logical & physical records. A logical record
maintains a logical
relationship among all the data items in the record. It is the way
the program or user sees the data. In contrast a physical record is
the way data are recorded on a storage medium.

FILE ORGANIZATION
It is the methodology which is applied to structured computer
files. Files contain computer records which can be documents
or information which is stored in a certain way for later
retrieval.
File organization refers primarily to the logical arrangement
of data in a file system. It should not be confused with the
physical storage of the file in some types of storage media.
There are certain basic types of computer file, which can
include files stored as blocks of data and streams of data,
where the information streams out of the file while it is being
read until the end of the file is encountered.

Methods of organizing files
Different methods of organizing files-
1.Heap
2.Sequential
3.Indexed-sequential
4.Inverted list
5.Direct access

Choosing a file organization is a design decision, hence it
must be done having in mind the achievement of good
performance with respect to the most likely usage of the
file. The criteria usually considered important are:
1. Fast access to single record or collection of related
records.
2. Easy record adding/update/removal, without
disrupting .
3. Storage efficiency.
4. Redundancy as a warranty against data corruption.

Heap files(unordered)
Basically these files are unordered files. It is the simplest and
most basic type. These files consist of randomly ordered
records. The records will have no particular order.
The operations we can perform on the records are insert,
retrieve and delete. The features of the heap file or the pile file
Organisation are:
1.New records can be inserted in any empty space that can
accommodate them.
2.When old records are deleted, the occupied space becomes
empty and available for any new insertion.
3.If updated records grow; they may need to be relocated
(moved) to a new empty space. This needs to keep a list of
empty space.

Advantages and disadvantages
Advantages
1.This is a simple file Organisation method.
2. Insertion is somehow efficient.
3. Good for bulk-loading data into a table.
4. Best if file scans are common or insertions are
frequent.
Disadvantages
1.Retrieval requires a linear search and is
inefficient.
2. Deletion can result in unused space/need for
reorganisation.

Heap file organization
In the below figure, we can see a sample of heap file
organization for EMPLOYEE relation which consists of 8
records stored in 3 contiguous blocks, each blocks can
contains at most 3 records.

Sequential file organization
•Stored in key sequence.
•Adding/deleting requires making new file.
•Used as master file.
•Records in these files can only be read or written
sequentially.

•Records are also in sequence
within each block. To access a
record, previous records within
the block are scanned. Thus
sequential record design is best
suited for “get next” activities,
reading one record after
another without a search delay.
•records can be added only at
the end of the file.

ADVANTAGES
Simple file design
Very efficient when most of the records must be processed
e.g. Payroll
Very efficient if the data has a natural order
Can be stored on inexpensive devices like magnetic tape.
DISADVANTAGES
Entire file must be processed even if a single record is to be
searched.
Transactions have to be sorted before processing
Overall processing is slow.

Indexed-sequential organization
Each record of a file has a key field which uniquely
identifies that record.
An index consists of keys and addresses.
An indexed sequential file is a sequential file (i.e. sorted
into order of a key field) which has an index.
A full index to a file is one in which there is an entry for
every record.
When a record is inserted or deleted in a file the data
can be added at any location in the data file. Each index
must also be updated to reflect the change. For a simple
sequential index this may mean rewriting the
index for each insertion.

File organisation in system analysis and design

Indexed sequential files are important for
applications where data needs to be accessed.....
Sequentially
randomly using the index.
An indexed sequential file can only be stored on a
random access device
e.g. magnetic disc, CD.

ADVANTAGES AND DISADVANTAGES
Advantages
Provides flexibility for users who need both type of
accesses with the same file.
Faster than sequential.
Disadvantages
Extra storage space for the index is required

Inverted list organization
Like the indexed-sequential storage method, the
inverted list organization maintains an index. The
two methods differ, however, in the index level and
record storage. The indexed- sequential method
has a multiple index for a given key, whereas
the inverted list method has a single index for each
key type.
The records are not necessarily stored in a
sequence. They are placed in the are data storage
area, but indexes are updated for the record keys
and location.

ADVANTAGES AND DISADVANTAGES
Advantages
The benefits are apparent immediately because
searching is fast
disadvantages
inverted list files use more media space and the
storage devices get full quickly with this type of
organization.
updating is much slower.

Direct/random file organization
Records are read directly from or written on to the
file.
The records are stored at known address.
Address is calculated by applying a mathematical
function to the key field.
A random file would have to be stored on a direct
access backing storage medium e.g. magnetic disc,
CD, DVD
Example : Any information retrieval system. Eg Train
timetable system.

Advantages
Any record can be directly accessed.
Speed of record processing is very fast.
Up-to-date file because of online updating.
Concurrent processing is possible.
 Transactions need not be sorted.
Disadvantages
More complex than sequential.
Does not fully use memory locations.
More security and backup problems.
 Expensive hardware and software are required.
 System design is complex and costly.
 File updation is more difficult as compared to sequential
files.

Quiz
1.Different types of files are
a)Master
Transaction
Backup
b)Archive
Table
Report
c)Dump
Library
2. Major criteria for selecting a File organization are
1. Method of processing of file
2. Size of data
3. File inquiry capability
4. File volatility
5. Response time
6. Activity ratio

Quiz
3.What is file organization?
4.What are advantages of sequential file
organization?
5. True or false (indexed sequential file)
The data can be added at any location in the file.
6.Give an example of direct file organization?
7.Give one advantage and disadvantage of direct
file organization?

File organisation in system analysis and design

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