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Data Management Notes

Data management is the process of organizing and maintaining data from various sources to make it accessible, reliable, and timely for users. A database management system (DBMS) stores data in an organized way and allows users to search, extract, and analyze information to support decision making. A DBMS manages data through database tables, which organize related information into records with various fields. Database structures like forms, queries, and reports allow users to easily enter, view, search, and print data to meet their needs.

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392 views

Data Management Notes

Data management is the process of organizing and maintaining data from various sources to make it accessible, reliable, and timely for users. A database management system (DBMS) stores data in an organized way and allows users to search, extract, and analyze information to support decision making. A DBMS manages data through database tables, which organize related information into records with various fields. Database structures like forms, queries, and reports allow users to easily enter, view, search, and print data to meet their needs.

Uploaded by

Long Le
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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What is data management?

- Data management is the process of inputting, sorting, organising and maintaining


the data created and collected by an organisation

- Data must be accessible, reliable and timely to me the needs of the data users.

- In our digital world, data pours into organisations from many sources – operational
and transactional systems, scanners, sensors, smart devices, social media, video and
text.

- Due to the volume of data generated today it is often referred to as “Big data”.

- The goal of data management is to help people and organisations optimize the use
of data so that they can make decisions and take actions that maximize the benefit
to the organisation.

How to manage all this data?


- Organisation need to store this data somewhere.

- A database management system (DBMS) is software designed to store and transform


data into information.

- The software acts as an interface between databases it controls and the database
administrators, end users and applications that access them.

- The software allows users to search and select data in order to extract the
information they need to support making decisions.

DBMS
- The DBMS provides users and programmers with a systematic way to create,
retrieve, update, delete and manage data.

- A database management system stores, organises and manages a large amount of


data in one application.

- The application provides a highly efficient and effective method for handling multiple
types of data.

- Some of the data that are easily managed with this type of system include:
- Employee records
- Student information
- Payroll
- Flight reservation systems
- Automated teller machines
- Inventory and library books

- The DBMS manages three important things:


- The data
- The database engine that allows data to be accessed, locked and modified
- The database schema, which defines the database’s logical structure

- These three foundational elements help provide security, data integrity and
consistent administration procedures

DBMS – Capabilities and limitations


- Quickly and accurately search massive amounts of data for records and meet any
desired criteria.

- Quickly and easily sort data on multiple fields.

- Support many data types (including multimedia and binary files such as pictures,
sounds, movies, word documents, PDF).

- Massive data stores. As databases increases in size, they work more slowly and
require more storage and bandwidth.

- Disastrous data loss. Since all of one’s data is in one location, a single accident can
result in the loss of all data.

- Data theft – stealing hue quantities of data, even from remote locations, is much
more likely than someone stealing several tonnes’ worth of paper records.

Data Structure - Tables


- A single store of related information.

- A table of consists of records, and each record is made up of a number of fields.

- The concept of a database is simple: it’s a collection of data in a table.

Structure - Tables
- Fields:
-Each column in the data table is a field
-Fields can vary in length
-Fields can be of different data types

- Records:
-Each row in the data table is a record
-A complete set of fields

- Tables/Files:
-A collection of records
-A flat file database has only one table
-A rational database has two or more related (connected) tables
Forms
- You can create a form from a table for data entry and viewing that includes the fields
and added labels of your choice.

- Forms provides a user-friendly interface that allows users to enter information in a


graphical form and have that information transparently passed to the database.

- You can add, update, delete records in your table using a form.

- Hence, if you change a record in a form, it will be changed in the table also.

- A form is a very good to use when you have numerous fields in a table. Thus way you
can see all the fields in a table, whereas if you were in the table view (datasheet) you
would have to keep scrolling to the field you desire.

Queries
- The database query is a request for information from the database.

- You can query the database using search criteria.

- Each query you create you can name and save.

Reports
- Reports provide the capability to quickly produce attractively formatted summaries
of the data contained in a one of more tables and/or queries

- A report is an effective way to present your data in a printed format.

- You have CONTROL over the size and appearance of everything on a report, you can
display the information the way you want to see it.

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