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Questions and Answers
What is a major disadvantage of traditional file processing systems?
Which system is primarily focused on managing enrollment and grades in an academic setting?
In what way do databases enhance the functionality of information systems compared to traditional file processing?
Which of these is NOT a characteristic of traditional file processing systems?
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What is one of the primary requirements of any computer system, particularly in a database environment?
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What is the primary goal of information management?
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Which of the following is NOT a challenge in information management?
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How can organizations ensure the legality of their information usage?
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What is the purpose of metadata in information management?
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What best defines data modeling?
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What constitutes processed data according to the content?
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Which of the following is NOT a component of database management systems?
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What is a primary disadvantage of traditional file processing systems?
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Which of the following best describes the concept of value in information management?
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Which of the following statements is true regarding the development times in programming?
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What does the database approach primarily emphasize?
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What function does a Database Management System (DBMS) serve?
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What is a key component of the database approach?
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What best describes metadata?
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Which of the following is NOT a common issue associated with flat file databases?
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What is the main disadvantage of program-data dependence in flat file databases?
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Which of these is considered a data type in Access?
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What characterizes a flat-file database?
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What typically happens to data integrity in flat-file databases?
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What does the term 'field' refer to in the context of flat-file databases?
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What primary function does a database serve?
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Study Notes
Information Management
- Information management is the process of using technology to collect, process and condense information with a goal of efficient management.
- Information management must be relevant, accessible, legal, secure, and valuable to be effective.
- Data modeling is the process of creating a visual representation of either a whole information system or parts of it to communicate connections between data points and structures.
Data vs. Information
- Data are raw facts, without context. They are just numbers and text.
- Information is data with meaning and context. It's processed data that's summarized, organized, and analyzed.
Metadata
- Metadata is data about data. It's information that's describes other data. It can be used to explain what data is or summarize it.
Flat File Databases
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A flat-file database stores all data in a single table. It can be stored in a text file, spreadsheet, or a database file with one or more unrelated tables.
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A record is a single unit of data that has a set of fields associated with it.
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A field is a data item that is assigned to the record.
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A file contains several records and has data related to a particular purpose.
Flat File Database Issues
- Redundancy: Data is duplicated and is stored in multiple locations, leading to problems with data integrity. This can cause inefficient use of data.
- Reduced Data Integrity: The duplication of data can lead to more errors.
- Difficult to Update: When data is updated in one location it must be updated in every other location where it exists.
- Security: All users have access to the same data.
- Program-Data Dependence: The user interface is tied to a specific file. To create new views of data, new files are needed.
Databases
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A database is an organized collection of logically related data stored in a computer system. It's a collection of records, stored in a computer in a systematic way, that allows users to enter, access, update, and analyze their data quickly and easily.
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Database Management System (DBMS) is software that interacts with end users, applications, and the database itself to capture and analyze data. It provides a means of accessing data stored within the database.
How DBMSs work
- DBMSs manages the database by controlling data access, enforcing constraints on data, and providing a way to query and analyze data.
- Some examples of databases are: supermarket, credit card, travel agent, library, insurance, hospital, bank, and university.
Traditional File Processing System
- A traditional file processing system stores all data in a set of individual, unconnected files. It is a totally computer-based system where all the information is stored in independent computer files.
- It is designed so that all the departments in an organization have their separate set of files, which leads to data redundancy.
Issues with Traditional File Processing Systems
- Program-Data Dependence: All programs need to maintain metadata about each file they use.
- Data Redundancy: Different programs have separate copies of the same data. This can lead to data inconsistency and integrity issues.
- Limited Data Sharing: Separate files and programs have no centralized control of data, which reduces opportunities for data sharing.
- Excessive Program Maintenance: File-based systems require a lot of maintenance because it requires modification for every data change.
- Lengthy Development Times: Programmers need to design their own file formats because there is no standard for data sharing.
Database Approach
- The database approach emphasizes the integration and sharing of data. It promotes central repositories of data controlled by a database management system.
Advantages of the Database Approach
- Reduced data redundancy: Data is stored in a single place, reducing redundancy.
- Improved data integrity: Maintaining data in a single location improves the consistency and accuracy of data.
- Increased data sharing: Centralized data enables easier sharing between departments and users.
- Increased data security: DBMS controls access rights and enhances data protection.
- Reduced program maintenance: Data is independent of the programs accessing it, requiring less program maintenance.
- Increased development times: Standard data formats and tools reduce development time.
Components of a Database
- There are two main components:
- Data: The actual data stored in the database.
- Schema: The structure of the database. This defines the tables, columns, relationships, and constraints of the data.
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Description
Test your understanding of key concepts in information management, including data vs. information, metadata, and flat-file databases. This quiz covers essential definitions and principles that are crucial for efficient information handling and technology application.
