1. FatMax 2007. Licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.5 LicenseCreative Commons Attribution-NonCommercial-ShareAlike 2.5 License 11.3 Organisation of Data

2. FatMax 2007. Licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.5 LicenseCreative Commons Attribution-NonCommercial-ShareAlike 2.5 License Introduction So far in ICT2 we’ve covered how data is entered into computers (data capture) and how it’s checked (validation and verification). In this section of the course we’ll look at how data is organised/stored so that it can be retrieved effectively 11.1 Capturing Data 11.2 Data Checking 11.3 Storage & Retrieval

3. FatMax 2007. Licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.5 LicenseCreative Commons Attribution-NonCommercial-ShareAlike 2.5 License What is a Database? A collection of organised data Data has structure Can be paper-based More common to talk about electronic databases i.e. computer-based

4. FatMax 2007. Licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.5 LicenseCreative Commons Attribution-NonCommercial-ShareAlike 2.5 License Flat File Databases A flat-file database is a simple database that stores all data in a single table A flat-file database can be stored in a text file, such as a tab-delimited file; a spreadsheet; or in a database file that contains one or more unrelated tables.

5. FatMax 2007. Licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.5 LicenseCreative Commons Attribution-NonCommercial-ShareAlike 2.5 License Database Concepts Flat file example FatMax 2007. Licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.5 LicenseCreative Commons Attribution-NonCommercial-ShareAlike 2.5 License Record A single record will hold all the data relating to one unit of processing. e.g a track Field A field stores one item of data for the record File Data file contains a number of records

6. FatMax 2007. Licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.5 LicenseCreative Commons Attribution-NonCommercial-ShareAlike 2.5 License Database Concepts 2 Data types (Access specific) There are 5 main data types Text Date Numeric Boolean Counter CharactersTrue/FalseNumbersVarious formatsAuto-inserted no.

7. FatMax 2007. Licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.5 LicenseCreative Commons Attribution-NonCommercial-ShareAlike 2.5 License Flat File Databases 2 Useful for simple lists: Address book/contact list CD collection But many problems You’ll usually be asked to identify FOUR problems with flat files in the exam so pay attention to the next few slides!

8. FatMax 2007. Licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.5 LicenseCreative Commons Attribution-NonCommercial-ShareAlike 2.5 License Problems with flat files Redundancy Large amounts of duplicated data Makes data entry slower Uses disk space Leads to other problems…

9. FatMax 2007. Licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.5 LicenseCreative Commons Attribution-NonCommercial-ShareAlike 2.5 License Problems with flat files 2 Reduced data integrity More likely to be inaccurate! Due to: Data input errors Inconsistent data entry

10. FatMax 2007. Licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.5 LicenseCreative Commons Attribution-NonCommercial-ShareAlike 2.5 License Flat files – more problems Difficult to update If entries change all instances have to be updated Security All users have access to the same set of data Program-Data Dependence The user interface (amongst other things) is tied to a specific file. To create new views of data you would need to create new data files

11. FatMax 2007. Licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.5 LicenseCreative Commons Attribution-NonCommercial-ShareAlike 2.5 License Overcoming problems - RDBMS The problems associated with flat files can be solved by moving some of the data out of the main table and accessing it when required A relational database (RDBMS) is a more complex database that stores data in multiple tables that are interrelated.

12. FatMax 2007. Licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.5 LicenseCreative Commons Attribution-NonCommercial-ShareAlike 2.5 License RDBMS In the example on the previous slide there is still a problem in the ORDERS table. How would you resolve it? Relational databases are covered in more detail in another presentation. For now it is only important that you can identify the benefits of RDBMS over flat file systems…

13. FatMax 2007. Licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.5 LicenseCreative Commons Attribution-NonCommercial-ShareAlike 2.5 License RDBMS - benefits Reduced redundancy Improved data consistency Improved data integrity Better security Program-data independence

14. FatMax 2007. Licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 2.5 LicenseCreative Commons Attribution-NonCommercial-ShareAlike 2.5 License More research/tasks Using your textbook (or web-based resources) make notes on the five benefits of RDBMS listed on the previous slide