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Grade 9 Notes Printed - 10 - 2010 - Databases

The document discusses databases and their components. It describes what a database is, different types of databases, and challenges with manual and computerized databases. It also explains key database concepts like tables, records, fields, queries, forms, and reports.

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152 views

Grade 9 Notes Printed - 10 - 2010 - Databases

The document discusses databases and their components. It describes what a database is, different types of databases, and challenges with manual and computerized databases. It also explains key database concepts like tables, records, fields, queries, forms, and reports.

Uploaded by

hlt
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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DATABASE

Database: Database is a collection of logically related files organised in a manner to satisfy the
needs of an organisationOR It is a collection of programs that allow the user to store and
process data in an organised way.
DBMS: Database management system is nothing but the database program itself.
RDBMS: Relational Database Management System - It is a Database program in which
tables/files can be linked or related.

Manual Filing System:


In a manual system there are many problems.
1. Data duplication: Writing the same data more than once
2. Updating the data is very difficult as several files need to be updated.
3. If two people need to work with the same file then two copies are needed and it has to
be photocopied. This is a waste of time, paper and money.
4. If a file is put in a wrong place then getting back to the file is very difficult.

Computerised databases:
1. It is usually necessary to store the data only once.
2. Files can be linked together so that if one file is updated then the remaining files are
automatically updated. This is possible only in relational databases.
3. It is very easy to change the structure of a record. This would be impossible manually.
4. Very few chances of data getting lost.
5. There will be a very great control over mistakes as validation checks can be used which
is not available in a manual system.

Disadvantages of Computerised Databases:


1. If the computer breaks down then data cannot be accessed.
2. It is very easy to copy or misplace or destroy computer files. Therefore sensitive data
should be protected by giving passwords.

Features of a DBMS:
1. The data files can be linked together.
2. Queries can be made to search the data.
3. Users can add, modify the data very easily.
4. The structure of the data files can be modified very easily.
5. Security can be given by using passwords and rights to the users.
6. Features of importing and exporting data with other applications.

Database

Table/s Forms Reports

Record/s

Queries
Field 1 Field 2 Field 3 Field 4 Field 5

©AIS DATABASES COMPUTER SCIENCE Page 1 of 4


TABLES:
File / Table: It is a collection of related records.
Record: It is a collection of related fields (data items).
Ex:
Index Name Gender Date of Birth Address Contact No.
11985 Ali Zahir M 12/02/1971 M. Blue Moon 7723423

Field: It is a single data item of a person or a thing. Ex: Name, Index, Item Code, Stock etc
Basic properties of fields:Field name; Field type; Field size
Field name: It is the name given to a field to identify the data item.
Field type: It is the type of data it would store in the file (numeric, text, date, logical).
Field size: The memory space allocated to store the data (in bytes). Ex: Index – 5 digits
Types of Data:
Numeric, Alphanumeric, Text, Decimal, Date, Logical etc

Structure of a Student Master table / file:

Field Name Field Type Size Description


Index Numeric 5 Stores the Index of the student. Ex: 12123
Name Text 30 Stores the name of the student. Ex: Ahmed Imran
Gender Text 1 Coded. M – Male; F – Female
Date of Birth Date / Time 8 Stores the Date of Birth. Ex: 12/12/1996
Class Alphanumeric 3 Stores the class of the student. 10A
Address Text 20 Stores the address of the student. Ex: M.Redlight
Parent / Guardian Text 25 Stores the name of the parent. Ex: Rumaina
Contact No Numeric 7 Stores the contact number. Ex: 7754718
Atoll Text 2 Coded. HA – HaaAlif and so on.
Island Text 20 Stores the Island of the student. Ex: Vilingili
ID Card No Alphanumeric 7 Stores the ID Card no of the student. Ex: A145147
Prefect Logical 3 Yes – Prefect / No – Not a prefect
Height Decimal 1,1 Stores the height of the student. Ex: 5.4”
Weight Numeric 2 Stores the weight of the student. Ex: 56

©AIS DATABASES COMPUTER SCIENCE Page 2 of 4


QUERIES:
An object in a database which can be used to request information from a database.
Queries are designed to search for data by giving some criteria or search condition.
SQL:Structured Query Language. The language used in a query to request information from a
database. For example, a list of 9A students in the school could be generated with the
following query:
SELECT Index, Name, Class, Address FROM Student Personal Table WHERE Class = "9A".

Examples of Different Criteria that can be used to search for information.

1. In the Criteria Section of the Index Field Grid, typing this would ask you to enter the
index number of the student, whose information is needed.
Criteria:[Enter Index ex: 14541]

2. Between [enter first date] and [enter second date] – can be used to search records
based on dates. By giving a range of dates, the query can search for records within
them.
3. [Enter name Ex. Ali] – can be used on name fields to search for records with names.
4. Like[Enter name or part of the name with * Ex: Ahm*] – this can be used to search
records by giving the full name or a part of the name along with an *.
5. Like[Enter date or use *] also works in the same way for date fields.
6. Date() – can be used on date fields. In this case, the query searches for dates in the
records that match the system date.
7. Is Null – can be used to search for records with blank values or null data.
8. Yes –is used on logical fields to search for records that match yes. LikewiseNocan be
used.
9. [Enter Index ex: 14541] and [Enter name] – searches for records that match the Index
number and name input by the user to search.
10. [Enter Index ex: 14541]or[Enter name] – searches for records that match either the
index or name input by the user to search.

©AIS DATABASES COMPUTER SCIENCE Page 3 of 4


FORMS:
A Form is a data entry screen, which allows the user to enter records into the database. It can
have various features like Text boxes, Labels and Buttons. Macros or program codes can also
be used on a form to perform various automatic calculations. Validations can also be given to
the text boxes on the form.
FORMTITLE / LABEL
A typical data entry screen / form would look like this.

STOCK DETAIL FORM

ITEM ID
ITEM NAME
MANUFACTURER
FORM MANUFACTURE DATE TEXT BOX
EXPIRY DATE
PRICE
STOCK AMOUNT

ADD RECORD DELETE RECORD FIND RECORD CLOSE


RECORD

BUTTON

REPORTS:
A report is an object in a database that shows information in a printable form. A typical report
has a Report Title, Header & Footer with date and page numbers. Margins and various other
grouping options can be set while designing a report.

* Points to remember while designing a table


Designing codes can be very useful while designing tables.
M can be used a coded data for Male and likewiseF for Female
Coded data is
* Fast to input
* Quicker for the query to search
* Takes up less memory in the table. Ex: M takes up only 1 byte.
Among 1200 students, if 700 were girls and 500 boys, then typing male or female would need
a field size of 6 characters means 6 bytes. So for 1200 students it would need 6 X 1200 = 7200
bytes of memory in the table.
If the field is coded, then 1 character means 1 byte would be needed. So 1 X 1200 = 1200
bytes would be occupied in the table. This can save 7200-1200=6000 bytes.

©AIS DATABASES COMPUTER SCIENCE Page 4 of 4

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