DATABASE PROGRAM

A database (DB) is a more or less well-organized collection of related data.

The information in a database . . .

 represents information within some subarea of “the reality”, that is, objects, characteristics
and relationships between objects
 is logically connected through the intended meaning
has been organized for a specific group of users and applications A database management
system (DBMS) is one (or several) program that provides functionality for users to develop,
use, and maintain a database.

Thus, a DBMS is a general software system for defining, populating (constructing), manipulating and
sharing databases for different types of applications.

Also supports protection (system and security) and maintenance to evolve the system.

A database system consists of . . .

 the physical database (instance)

 a database management system
one or several database languages
means for communicating with the database
one or several application program(s)
 A database system makes simple and efficient manipulation of large data sets possible. The
term DB can refer to both the content and to the system (the answer to this ambiguity is
governed by the context).

Software that is used to manage data and information structured as fields, records and files. A
database program is the heart of a business information system and provides file creation, data
entry, update, query and reporting functions. The traditional term for database software is "database
management system

User Interaction with a Database

Database programs let users create and edit single files interactively at the keyboard. However, as
soon as they want data in one file to automatically update another, programming has to be done.
That is where the faint of heart take their leave, and the techies take over. Following are the
common interactive tasks.

Create a File (Table) and Set Index Order

Each field in a record is defined by name, type and length. In order to keep the file, also called a
"table," in sequence, one or more fields are defined as key fields, upon which indexes are created
and maintained. The index is updated whenever records are added or deleted or any data in a key
field changes.

Create Data Entry Forms

Data entry is accomplished by designing a form to display each record. Data entry forms contain
field validation, which determines what data can go in and what cannot.

Update/Edit
In a single-user, one-file-at-a-time application, there is nothing to predefine here. Changing data is a
matter of opening the file and selecting the EDIT mode. However, in a multiuser system, security
must be administered and audit trails must be programmed.

View/Query
Browse an entire file or select records. Selected records are usually created as a temporary file that
can be sorted into a different sequence and, after viewing, can be deleted or saved for later use.

The ease with which a query can be composed determines how often users ask their own questions
versus relying on IT staff. For example, retrieving data from two files, such as customers and orders,
or vendors and purchases, requires knowledge of how to link the files for the query. Most database
programs have a JOIN function, which creates a new file with data from two existing files. Once a
query has been composed, it can be saved for use again.

Reporting
Reports provide details and summaries in a more elaborate fashion than queries. Reports have page
and column headers and can be sorted into order by multiple fields; for example, city within county
within state. Once a report description has been composed, it can be saved for use again.

Modify Structure
From time to time, it is necessary to add or delete fields, or change their lengths or possibly their
names. This function is similar to creating the record structure in the first place, except that only
modifications are made.