INFORMATION MANAGEMENT
Prepared by:
DR. MARYGIN E. SARMIENTO
LEARNING OUTCOMES:
• To define what is
database
• To identify the advantages
and Disadvantages of
DBMS and its capabilities
• To acknowledge the
importance of planning a
Database
• To understand the type of
Files.
Data
It is a collection of raw facts
or informations that is to
be processed to produce
desired results.
Information
It is the results of
processing
Information
Management
It refers to a collection of multiple pieces of
equipment involved in the collection,
processing, storage, and dissemination of
information.
System
It is a group of interacting or interrelated elements
that act according to a set of rules to form a unified
whole
DATABASE
It is a collection of related
information or
interrelated data which is
organized in a useful
manner that provides
basic procedures like
retrieving information,
drawing conclusions, and
making decisions.
DATABASE MANAGEMENT
SYSTEM
It integrates the data files into
a database and provides
different views to different
viewers.
It enables the database users
to satisfy multiple “views” of
the needed. It includes
techniques in building up a file
that produces data for inquiry
and reporting purposes.
Examples:
Dictionary
Telephone directory
Bank accounts,
Student records,
Personnel and
employees records,
• Inventories
• cookbook,
• Personal information
•
•
•
•
•
RECORD
ItItisisaaset
setofofinformation
information
to
tobe
bestored
storedininaarow.
row.
FIELD
It is a separate item in a
record. It is sometimes
called as column.
Examples
FIELD
RECORD
Emp_ID
LastName
FirstName
0001
Sarmiento
Marygin
0002
Esplana
Sammy
0003
Santos
CJay
OBJECTIVES OF DATABASE
• Data Integrity. It stores
information in one place
and allows each
application to access it.
• Data Integration. It links
between data must be
maintained, in order to
achieve the objectives of
data centralization, it must
be possible to access data
records using a wide
variety of search keys.
OBJECTIVES OF DATABASE
• Data Independence. It
allows the data to be
changed without the need
to reprogram, and the
program can be modified
without the reorganization
of data.
FUNCTIONS OF DATABASE
MANAGEMENT SYSTEM
• It protects data against
unauthorized access.
• It provides recovery and
restart facilities after a
hardware of software
failure.
• It safeguards data against
corruption.
• The frequently used data
can be placed in readily
accessible form.
ADVANTAGES OF
DATABASE MANAGEMENT
• Data Independence. It is a
separation of data from the
application programs that
use the data. The
organized data can be
changed and evolved
necessitating changes in
application programs that
process data.
ADVANTAGES OF
DATABASE MANAGEMENT
• Sharing Data. It allows all
the authorized users in an
organization to share its
data. It provides the user
to precise view of data
required to make a
decision or perform some
functions without making
the user aware of the
overall complexity of the
database.
ADVANTAGES OF
DATABASE MANAGEMENT
• Integrated Data is
considered integrated for
any item of data can be
used to satisfy an inquiry
or a report. This advantage
is related to the reduced
redundancy advantage, for
data can be retrieved from
any place in the database.
ADVANTAGES OF
DATABASE MANAGEMENT
Ease of Application
Development. It reduces cost
and time for developing
business applications. A
program can code and debug
a new application at least 2 to
4 times faster than with
conventional data files.
ADVANTAGES OF
DATABASE MANAGEMENT
Data Accessibility and
Responsiveness. It provides
multiple retrieval parts to
each item of data, providing
the user greater flexibility in
locating and retrieving data
than with data files. It results
to easily retrieved more and
better information.
ADVANTAGES OF
DATABASE MANAGEMENT
Uniformed Security, Privacy
and Integrated Controls. It
improves the data protection,
centralized control and
standard procedures provided
by a dispersed data file
system. The database will be
vulnerable files which is
exposed to more users if
proper controls are not
applied.
DISADVANTAGES OF
DATABASE MANAGEMENT
Access. This refers to users
who have improper access to
a database. The employees
must be trained to the correct
ways of using database
management system, specially
in a large organization..
Expense. It is usually
expensive to set up and
maintain a database. The
employees must be trained to
use the database properly.
DISADVANTAGES OF
DATABASE MANAGEMENT
Excess. In an organization that
carries more data than
expected, it is theoretically
possible for a database to
carry unsuitable data.
COMPONENTS OF THE
DATABASE MANAGEMENT
SYSTEM
Application Programs. It is
used to create and maintain
the database and provides
information to users.
Repository. It contains all
screen and report formats, all
data information, and
definitions or other
organizations and system
components which is a
centralized knowledge based.
COMPONENTS OF THE
DATABASE MANAGEMENT
SYSTEM
User Interface. These are
languages, menu and other
facilities where in the users
interact with various system
components.
Database Management
System. A commercial
program that is used to create
and maintain the database
and providing information to
the users.
COMPONENTS OF THE
DATABASE MANAGEMENT
SYSTEM
System Developers. These are
persons who design and develop
new application programs such as
programmers and system analysis.
Data Administrators. Persons who
are responsible for the overall
information resources of an
organization.
End Users. These are the persons
within the organization who
operate and modify the data in the
database and who request or
receive information from it.
TYPES OF FILES
System Files. It is an operating
system program. Data files hold data
that is related to application
software, such as a memo you typed
using word processing software.
Application Software Files. It is a
software needed for an application
such as word processing.
Data Files. Most users deal with
output data files. Output data files
usually contain data created by you
and may be used only by you,
especially in an academic
environment.
METHODS OF
INFORMATION RETRIEVAL
Information Retrieval. It is a file
processing which objective of
retrieving information to produce
accurate and useful information.
1. Retrieval. To access the data
within the fields. It is the act of
transferring a record from a
secondary storage to main
memory.
2. Insertion. It is the process of
adding new record to an existing
file.
3. Writing. To transfer a record
from main memory to secondary
storage.
METHODS OF
INFORMATION RETRIEVAL
4. Updating. It makes changes to the
contents of a record maintained on a
file to reflect its new status.
5. Deleting. The act of removing a
record from the file.
6. Merging. It could be a record
merging or a file merging. It is a
combination of two or more files in
same sequence into a single output
file.
7. Sorting. It is the act of rearranging
the records in a file to produce
ordered reports.
METHODS OF
INFORMATION RETRIEVAL
8. Searching. To satisfy specific
criteria that involves looking for
records with a certain key value.
9. Matching. To compare two ore
more records against other records
in order to ensure that there is a
complete set of records for each key.
Mismatch records are highlighted for
subsequent action.
DATA TYPES PROCESSING
FILES
1. Master File. It is a file that
consists of permanent or
semi-permanent data
consolidated for reference
and updating. It is to be
updated to reflect the
current status of the data
contents. Example. Payroll
Master, Stock Master File.
2. Work File. It is temporary
file used for the storing of
immediate data for further
processing.
DATA TYPES PROCESSING
FILES
3.
4.
Transaction File. It is a file that
contains source of data or
transaction data about recorded
events used to update the
master file, like sales transaction
file is used to update the stock
master file.
Security or Backup File. It is a
backup copy of a file to
safeguard against the damage or
loss of current versions.
DATA TYPES PROCESSING
FILES
5. Transition File. It is a temporary
file created during processing for a
specific use like customer details
extracted from master and
transaction files to form a
statement detail file. Used for
printing of monthly customer
statements.
6. Audit File. It will enable the
author to check the correct
functioning of computer-based
procedures by keeping a copy of all
transactions that cause the
permanent files to be changed.
ACTIVITY # 1-Lecture
1. Define your own words the meaning of data,
information, system database and program.
2. Differentiate Database management system from
Management Information System.
3. What are the advantages and disadvantages of
using Database Management Information
System?
4. Why is it importance to study the management
information system?
5. Is there any significant effect the use of database
to the field of programming as a whole?
ACTIVITY # 2-Hands-On
Database Name: Student_Records
Table Name: Your_Section
Student_ID
Contact_No
LastName
Citizenship
FirstName
Birthdate
MiddleName Height
Gender
Weight
Address
Religion
Note:
- Input all records of your classmates in your section
- Alphabetical Orders
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