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Database
Management System

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DataBase Management System

1.data
The facts that can be stored or recorded and that have
clear meaning.

2 database
Database is an organized collection of related information
but this is a very common definition, here database has a
very specific meaning and rules and they are:
(1) Some views of real world are represented by database.
Real world is called miniworld or the Universe of Discourse
(U.D).
(2)Database should show the simultaneous change with
the changes in real world (miniworid).
(3) Database is logically connected data collection with
some inherent meaning.
(4) A random collection of data is never a database.
(5)To perform a specific task, database is created and
manipulated by some intended group of users.

What is Database Management?

Database management deals with the storage of a large
amount of data and the retrieval of information from that
data. In database management we perform several
operations, such as adding new information, removing

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unwanted information, changing the existing information

and arranging the data according to a particular order,
However, managing a very large database manually is a
very tedious job and therefore Database Management
System (DBMS) software which manages large databases
on a computer system is most useful.
A database management system is the software
mechanism that allows users to define, create and maintain
a database, process the data to get relevant information,
facilitate controlled access to data stored in it and to
retrieve required data from the database.
Thus a Database Management System is a general purpose
software system facilitatmg the process of accessing and
manipulating a database for various applications.
A set of related files (database) is created and managed by
a database management system (DBMS). Today, DBMS can
manage any form of data including text, images, sound and
video.
The database file could be a file of students of a College, of
Items manufactured In a factory or Of books In a library.
Each file would consist of Information of one kind only for
example a file of students would contain information of
students Only.
The ¡information of each individual entity or object stored
on a file is called a record. A Collection of records make a
file. Each record of the file again consists of related

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information or fields, Each field consists of one or more

characters, A collection of such fields make up the record,
Thus a file is a collection of related records, a record is a
collection of related fields and a field is a collection of
related characters

4 Uses of Database Management System(DBMS)

The DBMS is used and preferred for the following
purposes:
1. Organized Storage of related information Today almost
every organization needs organized storage of its key
information required to meet its objectives. DBMS provides
an organized collection of related information to cater to
this requirement.
For example, in a commercial organization records
concerning personnel department are kept in a database
and it keeps every information regarding employees
personal and service data.

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2. Easy retrieval of data

Even if the information is Stored in a systematic form, it’s
easy and quick retrieval is most important, so that required
information can be quickly obtained and processed DBMS
not only ensures the easy retrieval of data but also
provides it accurately and timely.
For example : in commercial banks the customer’s account
information Is stored In a database program, A single
Customer may have multiple accounts In different names
(saving and current account) it records are not organized In
a systematic manner, it could not be quickly : retrieved and
updated

3. Reduction of data redundancy

The word data redundancy refers to the duplication of
same data in a database Sometimes ¡n the absence of a
centralized database the same information is stored many
tir nes and thus results in data redundancy. DBMS
ascertains the reduction in data redundancy to a great
extent by maintaining a centralized database.

4. Reduction of data Inconsistency

Sometimes in a file System, when retateri information is
stored repeatedly, a data at one point is changed and
updated and at another point the same instance of related

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data is not updated then this results in inconsistency of

data. A DBMS makes sure that all the related information is
updated at all the relevant points and thus avoids
inconsistency of data.
For example, if in a commercial organizing, the department
of an employee changes then his name transfers from one
department to another. But With this ¡t should be updated
in the database Of Personas department also otherwise,
the Personnel department which keeps the record of Salary
Service and promotion, will treat him as being the member
of previous department. This will enhance the data
inconsistency in the Organization

5. Easy sharing of data

In an organizating the same data Is viewed With different
purposes at different points. The same data is shared at
different points with different level of access given by
database A DBMS maintains a centralized database and
thus It ensures convenient sharing at different relevant
points.
For example in a centralized banking database the purpose
of sharing the same data by a cash depositors a cashier
and an auditor Is different They share the same data for
their own analysis.

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6. Easy manipulation of data

An appropriate DBMS structure provides tooLS and
procedures for creation1 deletion, updating and
modification of data. Thus DBMS provides for easy
manipulation of stored data items.

7. Data security
Data security is a matter of utmost concern for every
organization these days. DBMS provides controlled access
to data items to different
departments in an organization thus providing for
safety and security of data.
For example, security mechanisms of a DBMS make sure
that only authorized users are given access to the data in
the database. The level of access for each user and the
operations that each user can perform on the data will be
monitored and controlled by the DBMS depending
on the access privileges of the users.

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