Information Systems

Data Management

File Processing (Foundation Data Concepts)

Bit: Bit represents the smallest unit of data a computer can handle. 0 or 1.
Byte: A group of 8 bits; represents a single character, like a letter, number etc.
Field: A group of Characters into a word, a group of words or a complete
number, such as a persons name or age.

Record: A group of related fields. Like: Single students Name, Course

Taken, Grade etc together.

File: A group of records of a same type. Like: All Students Academic sts.

File Organization
Sequential File Organization:
Random File Organization:

Index Access Method:

File Management Concept

A. kept updates by

a. Adding records
b. Deleting records
c. Changing data in records
B.

Data Validation: process of checking data as it is entered

into a file to ensure accuracy. Incase of traditional file

system computer programs perform validation.
C.

Data Availability is accomplished through regular backups

and offsite storage

D.

Security prevents unauthorized access

Advantages & Disadvantages of File Processing

Advantages
Simple to use

Some information systems only

need a single file
Sequential files are used in simple

cases

Disadvantages
Data redundancy Data may be duplicated
Lack of data-sharing and availability
Difficult to access data from more than one
file at a time

Program-Data dependence Programs

must have specific instructions for each file,
creating dependencies

Lack of flexibility Cannot delver Ad hoc

reports

Poor security Data available in multiple

files resulting in poor security

Requires extra storage Because data

duplication

Database Processing

DBMS

The Contemporary Database Environment

Databases can overcome some file processing disadvantages
All data is stored together
A DBMS allows creation, update, and deletion of data
Users & programmers access data through the DBMS

Traditional File Processing

(DBMS acts as an interface)

Database Processing

Database: a collection of data and relationships.

DBMS

Data in the dbase is arranged into related groups, similar to records

The user sees only a single set of stored data

( data may be stored in

separate or in one large files)

Relationships describe the ways in which the groups of data are related

DBMS: is an integrated set of programs used to define, update, and

control databases.

Here access can involve one or many

groups of related data
Handles security and validation

(password)

Separates logical & physical views of data

Only one physical view
Many different logical views

DBMS
Advantages & Disadvantages of Database Processing

Advantages
Data Redundancy: Data stored here only
once. So data is treated as one collection;
one files.

Disadvantages
Expensive: One source of expense is the
cost of the database software.
Damage: dbase software that processing all

Data Processing: Since one collection,

dbase software process data with least
difficulty.
Dependency: Programs arent dependent
on the data in the database. The database
can be

changed without changing every

data must be stored on the same disk.

Damage to that disk means all data is lost.
Development complexity: Development
of IS usually requires more careful planning

and is more time-consuming than in file

program that uses the database.

processing systems.