Dis/Advantages of Databases

Advantages

1. Increased s………………….. over a manual (i.e. card) system through the use of p…………………….. These can be set to allow different levels of a…………………e.g. All sales staff can look at customers' names and addresses, but only the manager can access their sales figures.

2. S………………. and S…………………….. of information is far quicker on a computer as the records are organised into f…………………...e.g. searching 2000 records would take only minutes on a computer, but could take hours manually.

3. S…………………… space is greatly reduced. e.g. one d…………… can hold several thousand records. A manual system might require several filing c………………………...

4. As S………………………..is so quick and easy, it is a simple matter to find a record and make changes. Each search can be saved unlike in a spreadsheet. In a paper system, records can be l……………. or mis-filed and cannot be f…………..

5. As a computer system allows the user to make B………….-U…. copies, then a complete copy of your file can be made. This can also be removed from the premises for additional security (e.g. in the event of a fire).

6.All data can be SELECTED in any variety of ways to produce r…………………. These give great fl…………………. to the user. Also, all data can be p………………….. out as a report and is therefore, well-presented

7. Multiple c…………………. of reports easily produced.

8. Making c………………. to records - information remains clear and looks like a perfect copy - does not look scruffy in the way a manual record might.

9.Allows for m………… m…………….. when contacting customers.

Disadvantages

1. Cost of co…………………. and pr…………………… can be ex………………………….

2. Computer users need to be t………………… to use the computer system unlike a manual record system. Otherwise errors will be made and the data will be inaccurate.

3. Possible v………………….. could affect the data.

4. If you don't have a b………………. copy and the computer disk is d…………………….., then all information could be lost.

1. Both can be used for s………………………, however using a d…………………….. would enable you to save frequently used s…………………………, which can be used a………………, whereas in a s………………………the search would need to be done each t…………….

2. More c…………………..searches can be done in a d……………………….. e.g. selecting criteria from multiple categories in a field, using the wild card and searching between age ranges.

3. A database can produce customised r…………….., so you can print a list of …… and it can be viewed in a more user-friendly f……………..

1. Customers can use the F………………. function to create a more user f………………… data-entry screen to add new records. Once this screen has been created it will save the data inputter time when adding, deleting, editing records. E.g. drop down menus can be used and command buttons.

2. The f……………… screen also allows customers to view the screen without looking at other customers records and so prevents the business from breaking data protection laws.

3. A database can be linked to a file for a m………………… m…………….. e.g. to send letters to customers