LECTURE ONE

Introduction to Databases and

Database Languages
Preview and objectives
 Data Vs Information
 Manual Filing systems
 File-based systems
 Database Approach
 Database Terminologies
 Components of a DBMS Environment
 Roles in the Database Environment
Data Vs Information
Data: Is referred to as facts concerning objects and events that
could be recorded and stored on computer media.
Information: Is referred to as data that has been processed in
such a way as to increase knowledge of the person who uses
the data.
• Information reveals meaning.
• Good, timely, relevant information is a key to decision
making.
NB: The terms data and information are closely related, and are
often used interchangeably.
Manual Filing systems
A manual file is set up to hold all external and internal
correspondence about a given subject e.g. bills, project

File based Systems 4

Manual Filing Systems cont’d
 For easy storage, especially as numbers increased, labels
are utilized.
 These files are kept in cabinets which are locked to ensure
security.

File based Systems 5

Manual Filing system cont’d
 It works well when the data or number of items to be stored is
small.
 Works well on a large number of items which only require

storage and retrieval.

 Retrieval of data; is mainly sequential i.e. search begins from

first entry or through an indexing system.

 Limited processing of data i.e. answering complex queries

that require data from different sources e.g. annual reports

about sales was very difficult.
QUIZ: What are the challenges/Limitations of the manual filing
system?
File based Systems 6
File-based systems
 File-based systems were the predecessors of databases; a
good understanding of these enable one to:
 Avoid making the same mistakes in databases
 Easily convert a file-based system to a database system

 File-based systems were an early attempt to computerize the

manual filing system.
File-based Systems
The file-based systems were introduced to respond to the need
for more efficient data access.
They may be defined as a collection of application programs
that perform services for the end users (e.g. reports).

 They were set up based on a decentralized approach rather

than a centralised one i.e. each department in an organisation
had a system to deal with its data.

 Therefore each program defined and managed its own data.

File based Systems 8
File-based Processing

File based Systems 9

Limitations of File-based Approach
1. Separation and isolation of data
 Each program maintains its own set of data.
 Users of one program may be unaware of potentially
useful data held by other programs.
2. Duplication of data
 Same data is held by different programs.
 Wasted space and potentially different values and/or
different formats for the same item.
3. Requires extensive programming in third generation
 Is time consuming

File based Systems 10

Limitations of File-based Approach
4. Data dependence
 File structure is defined in the program code.
 Change in file data’s characteristics requires
modification of data access programs.
 Must tell program what to do and how
 Makes file systems cumbersome from
programming and data management views.

5. Incompatible file formats

 Programs are written in different languages, and so cannot
easily access each others files.
File based Systems 11
Limitations of File-based Approach
6. Fixed Queries/Proliferation of application programs
 Programs are written to satisfy particular functions. Any
new requirement needs a new program.
7. Data Redundancy
 Different and conflicting version of the same data.
 Results of uncontrolled data redundancy
 Data anomalies: Modification, Insertion, Deletion
 Data inconsistence: Lack of data integrity
8. Limited data sharing
Database Approach cont.
Databases were developed as a solution for the limitations of file
based systems for data storage and management.

The Essence of a Database

 Organization of data
 Efficient retrieval of data
 Reliable storage of data
 Maintaining the consistency of the data
 Sharing data
 Structuring the data

Introduction to Databases 1.13

Database Approach
 Databases have become and integral part of the day-to-day
life e.g. in the business world.
 Arose because:
 Definition of data was embedded in application programs,
rather than being stored separately and independently.
 No control over access and manipulation of data beyond
that imposed by application programs.
 Result
 The database and Database Management System
(DBMS).

Introduction to Databases 14
Database Terminologies
A database can be simply known as an organised
collection of related data. Formally may be defined
as a shared collection of related data, and a
description of the data, designed to meet the
information needs of an organisation.

A relational DB is a collection of tabular structures that

can be related to each other by a common field.

Introduction to Databases 1.15

Database Terminologies cont’d
A Database Management Systems (DBMS) is software that
facilitates the definition, creation, maintenance or and access
control to the database.
 These functionalities are achieved by the support of
database languages (e.g. DDL, DML, DCL and TCL)
 The DDL allows users to define the database, specify the
data types and structures and the constraints on the data to
be stored in the database.
 It allows users to insert, update, and retrieve data from the
database, usually through a Data Manipulation Language
(DML).
Introduction to Databases 1.16
Database Terminologies cont’d
 It has features such as security (preventing unauthorized
users from accessing the database), transaction
management, backup, and recovery.
 An example of a DBMS is a relational database
management system (RDBMS).
Terminology cont’d
A database system is a combination of software, data and
computer hardware that implements a collection of data models
and applications.
A database system uses a DBMS together with application
programs to create an information system for a specific
purpose. Simply put, it’s a DBMS together with the data itself.

A database application is a program that interacts with a database

at some point in its execution.
Components of a DBMS Environment
Hardware: The DBMS and applications require hardware to run.
The hardware can range from single personal computer, to a
single mainframe, to a network computer. The particular
hardware depends of the organization’s requirements and the
DBMS used.
Software: The software component comprises of the DBMS
software itself and the application programs together with the
operating system including the network software if the
DBMS is being used over a network. Typical applications
programs are written in third generation languages (3GL) e.g.
C, C++, Visual basic, Java etc.
Components of a DBMS Environment
Data: Perhaps the most important component of DBMS
environment certainly from the end- users’ point of view, is
the data. Data acts as a bridge between the machine
components and the human components. The database
contains both the operational data and metadata, the ‘data
about data’. The structure of the database is called the schema
the schema in turn contains tables and attributes
Procedures:Refer to the instructions and rules that govern the
design and use of the database. The users of the system and
the staff that manage the database require documented
procedures on how to use or run the system.
Components of a DBMS Environment
Procedures may include: Log on to the database; Use of a DBMS
facility or application program; Start and Stop of a DBMS;
Make backup copies of the database; Handle hardware and
software failures which may include procedures on how to
identify the failed components, the appropriate hardware
engineer and, following the repair of the fault, how to recover
the database.Change the structure of the table, recognize the
database across multiple disks, improve performance, or
achieve data to secondary storage.
People: The final component is the people involved with the
system
Roles in the Database Environment
 Data Administrator (DA)
 Database Administrator (DBA)
 Database Designers (Logical and Physical)
 Application Programmers
 End Users (naive and sophisticated)

Question: Discuss the different roles carried out by the above

people in the database environment?

Roles in a Database Environment 22