Database is an organised collection of data.

Data is usually
stored in a software as tables.
Example: Student table, books table etc.

Database program is a software which stores and retrieves

data in a structured way. All databases store data using a system of
files (tables), records and fields.
 flat-file table

relational
record
field field name
Field names
Records
Fields
Primary key

Numeric

Text

Boolean
Relational database reduces storing duplicate data so that
the amount of storage space required is reduced.

It also saves time to enter the data as the duplicate data is

reduced
Sometimes numeric data is stored as text when the data will not
be used to perform a calculation.

e.g. Telephone number.

 Date
Integer
Currency

Real or decimal numbers

Date and time

Foreign key
 Page 39

Visual verification

Manually compare data from original document to that entered

into the database.

Double data entry

Data is entered twice and computer compares both sets of

data. The system will notify if there is any difference in the
data.
A form allows a user to enter/edit data in a database.
A form can include instructions on how to add the data.
A form can display the details about a field rather than
shortened field names.
A form can hide the other records stored in a table.
Closed questions
Navigation buttons allow the user to move to the

first record, previous record,next record, last record

A form should be simple with clear questions using closed

questions where possible.

The form should have an appropriate title.
There should enough white space between each data entry box.

Combo boxes/radio buttons used wherever possible.

Navigation buttons to navigate through records
Instruction on how to fill the form.
* (asterisk)

<=5000

Profit: [Sales_Price] – [Purchase_Price]

 Page 43
Data is displayed only once at the top of the first
page in a report

Data is displayed at the top of every page in a report

Data about each selected record is displayed in this section.

This fits between the page header and page footer

Data is displayed at the bottom of every page in a

report.

Data is displayed only once at the end of a report.

Report footer

Page header

Report footer
To add as a table in a word processed document

To create a graph or chart using spreadsheet software

=avg([Profit])

Label
When the same report is to be used for two different purposes.

Example: an invoice and a delivery note.

The prices of the goods may be hidden on the delivery note
but the prices of the goods are shown on the invoice.
 a This data is not sorted into any order.
b This data is sorted into ascending order of First na
C This data is sorted into descending order of Tutor grou
This data is sorted into ascending order of Surname.
Not sorted

• not sorted into any order

Ascending order

Descending order Descending order