What is a database
Many people ask us what exactly is a database?
Many people are already storing data in spreadsheets and whilst this works well for some simple applications, there are many potential pitfalls. You may learn when best to use a spreadsheet or a database by clicking here and reading our white paper Spreadsheet Vs database.
Each database will have a maintenance program such as Microsoft Access or Microsoft SQL Server. Microsoft Access is often provided in premium versions of the Microsoft Office software suite. It allows users with a minimum of tuition to create simple database applications (or systems). Microsoft Access systems use a simple file based schema that allow the data to be stored on desktop computers as well as shared areas on dedicated file servers.
You are probably already surrounded by databases. For example, your accounts system uses a relational database to hold your company accounts. Take for example the customer invoice, the data you can see is likely to be stored in multiple tables such as:-
• Customer Accounts Table
• Delivery Addresses Table
• Invoice Header Table
• Invoice Items Table
Each Table stores data records in rows and columns, similar to a spreadsheet. A relational databases links all the tables together in a logical format as illustrated above.
When viewed maintenance program such as Microsoft Access or Microsoft SQL Server the Customer Table might look something like this:-
Database Table - Customer database table
You can see each row is a customer records with columns for individual fields. Professionally developed database applications will automatically initialise new records with a unique record number and by storing a timestamp in the "Date_Inserted" field and setting the "Active" field to Y. Additionally to prevent incomplete data entry by insisting that mandatory fields such as "Acc_Ref" are entered by the user before the record is saved.
Now if we wanted to store more than one contact name in the database we would use a linked table with a separate name for each contact such as this:-
Relational Database Table Link - Linked Contacts database table
You will see from the above example that the first 3 records are for people belonging to Comms Inter Ltd. Each of these records has a "Cust_Rec_No" of 1234 and this links these contact records to the Comms Inter Ltd record in the customer table via the "Rec_No" field.
Forms are created to enter data into the database. Forms may be designed to run on a windows PC or on a Web Browser. These forms contain the links that ensure that related data is shown and viewed together when needed. Likewise database reports will regroup the data for presentation.
These days it is also possible to link data in one system to data in another system such as one of the leading accounts software packages Sage 200. Therefore data within the Sage 200 system can also be used in an order processing, stock control or sales promotions systems.
Programs, Stored procedures an subroutines can be written to administer and manipulate the data. These not only provide basic data management such as preventing two users changing the same item of data in a multi-user database but sophisticated business processes such as maintaining a double entry accounts system or even administrating a complex manufacturing plant.
We recommend that every business, who has the need to store and manipulate data, evaluates the use of database software. Simple systems can be created in house with packages such as Microsoft Access. Professionally written database applications created with the Industry Standard database platform Microsoft SQL Server are highly recommended for database applications that fall into one or more of the following categories:-
• Have more than 3 or 4 users on a network
• Contain high volumes of data records (1000+)
• Has data located on more than one server
• Require users to have security controlled access to data
• Require an Audit-trail of all data amendments or access requests
• Needs data to be updated electronically
For further information on buisess database, visit our database website, www.DatabaseExpert.co.uk.
Computerisation Limited have been business database specialists and customised software developers since 1989. Computerisation Limited, based in Penarth, near Cardiff South Wales develop business software systems and database applications for clients throughout the UK.
