MLT 560: Data Management and Representation in Clinical Information Systems

Data Management and Access

• Data refers to symbols that represent people, events, things, and ideas
• Data Representation refers to the form in which data is stored, processed, and transmitted
• Devices such as smartphones, iPods, and computers store data in digital formats that can be handled by electronic circuitry

Data Representation

• A bit is the smallest element of information used by a computer
• A byte is the basic measure of storage in computers, consisting of 8 bits
• Characters are non-numeric symbols used to convey language and meaning, stored using the ASCII code
• 1 byte = 1 character

Basics of Data Arrangement and Access

• The Data Hierarchy: 8 bits => 1 byte => 1 character
• Field: a logical grouping of characters into a word, a small group of words, or a complete number
• Record: a logical grouping of related fields
• File: a logical grouping of related records
• Database: a logical grouping of related files

Storing and Accessing Records

• File organizations: sequential media (tape) stores records sequentially based on key values
• Fixed-length records: a fixed format is used for records
• Key field uniquely identifies the record

Storing and Accessing Records (Cont.)

• Direct (or random) media (disks) uses other techniques: Indexed Sequential Access Method (ISAM) and Direct File Access Method
• Indexed Sequential Access Method (ISAM) uses an index to locate individual records
• Direct File Access Method uses the key field to locate the physical address of a record

Traditional File Environment

• Each application has a specific data file related to it, containing all the data records needed by the application
• Problems with traditional file environment:
  • Data redundancy: same piece of data found in several places
  • Data inconsistency: data in several application data files is hard to access and integrate
  • Data isolation: various copies of data no longer agree
  • Security: may be difficult to limit access to various data items in applications
  • Data integrity: data must be accurate and correct
  • Application/data dependence: applications are developed based on the way data is stored

Database: The Modern Approach

• A database management system provides access to the data
• A database is simply the collection of data which you need to store
• A Database Management System (DBMS) controls the way the data is stored on the computer and provides ways of getting data in and out of the system

Database Management Systems

• A set of software programs that provide access to a database
• Data is stored in one location, from which it can be updated and retrieved
• Application programs are given access to the stored data by various mechanisms
• Maintaining the integrity of stored information
• Managing security and user access
• Recovering information when the system fails
• Accessing various database functions from within an application

DBMS Benefits

• Improved strategic use of corporate data
• Reduced complexity of IS environment
• Reduced data redundancy and inconsistency
• Enhanced data integrity
• Application/data independence
• Improved security
• Reduced development and maintenance costs
• Improved IS flexibility
• Increased data access

Locating Data in Databases

• Two choices: Centralized or Distributed
• Choice will affect user accessibility, query response time, data entry, security, and cost
• Centralized database: all the related files are in one physical location
• Distributed database: complete copies of a database, or portions of a database, are in more than one location, close to the user

Designing a Database

• Steps in designing a database:
  1. Determining the intended uses of the system
  2. Creating a data model
  3. Implementing the database
• Conceptual design: an abstract model of the database from the user or business perspective
• Entity Relationship Modelling (ERM) represents the data model as an Entity Relationship Diagram (ERD)

Database Development (Cont.)

• Types of relationships: one-to-one, one-to-many, many-to-many
• Normalization: a method that reduces a relational database to its most streamlined form
• Physically implementing the data structure in the database management system software:
  1. Create tables
  2. Define fields and field properties
  3. Establish primary keys
  4. Define table relationships
  5. Add actual data (records) to tables

Using the Stored Data

• Data warehouse: a database system designed to support management decision making
• Emphasis is on organizing data in convenient, meaningful ways so that users can get their queries answered
• Current and historical, detail and summarized data are included
• Metadata (data about data) is included to help keep track of the data warehouse content
• Data mart: a small-scale, simpler data warehouse, easier to implement

Data Mining

• Extracting new insights from data warehouse
• Sophisticated tools employ algorithms to discover hidden patterns, correlations, and relationships
• Applications of data mining:
  • Improve products, marketing, sales, and customer service

This quiz assesses understanding of data management and representation in clinical information systems, covering topics such as traditional file environments, database management systems, and data warehouses. It's a key outcome for students of MLT 560 to be able to explain these concepts. Test your knowledge and skills in this area!