Any software used to store, manipulate and output information
Covers:
Database software
Database created using spreadsheets software
Stores of music, sounds, photographs
Paper Based Databases
A database is a collection of data or information which is held together in an organised of logical way
Tables
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Topic 8- Information Handling Software (data bases
There are a few terms that you need to understand when learning about databses.
Databases store data or information in tables
Tables allow you to see all of the records stores on the database. Tables can store many records, from a few dozen for a small database up to millions for a large company database.
Records
Each table can contain a lot of records
DEFINITION: A record is all of the data or information about one person or one thing
Fields
Each table contains a lot of records
A record is made up of lots of individual pieces of information
Each of these individual pieces of information in a record is called a "field"
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Topic8- Information Handeling Software (data bases
DEFINITION: A "field" is one piece of data of information about a person or thing
Data types
Alphanumeric or Text
Number
Currency
Date/Time
Auto Number
Logical, Boolean, Yes/No
Logical, Boolean, Yes/No
This data type can be known by any of the names above
All it means is that the data is restricted to the of only two choices, e.g.
Yes/No
Male/Female
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Topic 8- Information Handeling Software (data base
Hot/Cold
On/Off
Primary Key/ Key field
This question is asked every year
State the purpose of the key field in a database table
It is a field used to uniquely identify a record from within a table
The questions may ask you to identify a primary jet or unique identifier from within a table provided
This will nearly always be a customer/membership number or item number
Validiation
As well as choosing the correct data types to try to reduce the number of errors made when entering data into the database, there is another method that can be used when setting up the table. This is called "Validation"
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Topic 8- Information Handeling Software (data base
It is very important to remember that Validation cannont stop the wrong data being entered, you can still enter "Smiht" instead of "Smith"
What Validation can do, is to check that the data is sensible, reasonable and allowable
Validation Techniques
Type Check
Range Check
Presence Check
Picture or Format Check
Verification
Verification means to check that data that you have entered against the original source data
Data Queries
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Topic 8- Information Handeling Software (data base
Databases are extremely good at storing data or information. However, they are only any use if we can find specific information from them
Searching the database to find specific information is known as a query
Encoding Data
As data input can sometimes be a laborious job, a technique known as encoding can take place. This involves putting data into a shorter format e.g. Female would become "F", male would become "M"
This is done for a number of reasons
Uses less storage space
It is easier to then validate
Its faster to input
You can see more data on the screen
Advantages of keeping data on a computer
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Topic 8- Information Handeling Software (data base
There are many advantages to keeping data stored on a computer rather than on a paper based format
Advantages:
Faster/ easier to update, for example membership details
Can create a variety of output reports i.e. a graph
Faster. easier to search for clients, for example a particual customer number
Faster/ easier to sort the data, i.e. alphabetically
Can mail merge letters to a large number of customers
Can use validation techniques to check data that is entered
When talking about these advantages you must give the advantage and a good example to illustrate what you are trying to say
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