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Introduction to Database Management System (DBMS)
In the previous article, we have seen databases. Now you guys are good at databases, if I am not wrong few of you might doubt how these databases are managed, who is managing them, and how they are managed. Here is the answer to that question: we have software that manages the database, which is called a Database Management System (DBMS). We are not going to manage these databases manually.
Basic Definitions and Terminologies
1. Data
- Data refers to any raw facts or unprocessed facts that you can record.
- Example for raw facts: 25, age, Suresh.
- Examples: numbers, names of persons, names of places, text, images, audio, videos, etc.
2. Information
- These unprocessed facts (data) when processed to make a meaningful context, are called information.
- Example: “The age of Suresh is 25.”
- Here, raw facts (age, name) are processed to make a meaningful context, which is called information.
3. Database
- A database is a collection of related data.
- A random collection of data or unrelated data cannot be referred to as a database.
- Examples:
- Online Banking System Database: Stores data related to a bank.
- Library Management System Database: Stores data related to a library.
4. Metadata
- Metadata refers to the database definition.
- It describes how data is stored, including:
- Storage format
- Data types
- Constraints
Definition of Database Management System (DBMS)
- Database Management System (DBMS) is a system to manage the database.
- Managing could be either storing data or retrieving data from the database.
- Proper Definition: DBMS is a system/software/collection of programs that enables users to create and maintain a database.
Functionalities of Database Management System (DBMS)
1. Defining the Database
- Specifies the data type, structure, and constraints.
- Example: Age constraint (Only ages > 18 can be stored).
2. Constructing the Database
- It refers to the process of storing data on a storage medium.
- In simple terms, when data is stored, a database is being constructed.
3. Manipulating the Database
- Includes:
- Querying the database to retrieve required data.
- Updating data.
- Generating reports.
4. Sharing the Database
- Multiple users and programs can access the database concurrently.
- It allows efficient simultaneous access.
5. Protection
- Prevents unauthorized access.
- Protects data from hardware/software failures.
6. Maintenance
- Ensures long-term storage and data consistency.
Properties of Databases
1. Represents Real-World Entities (Mini-World)
- A database represents the real world.
- Any change in the real world is reflected in the database.
2. Logically Coherent Collection of Data
- A random collection of data is not a database.
- The data has to be related.
3. Designed for a Specific Purpose
- A database is created for a specific application.
- Example: The Hospital Database stores patient, doctor, and treatment records.
Advantages of Database Management System (DBMS)
- Data Redundancy Reduction
- Eliminates duplicate data storage.
- Saves memory and storage costs.
- Data Integrity and Accuracy
- Ensures consistency of data.
- Follows integrity constraints like primary keys and foreign keys.
- Efficient Data Retrieval
- Optimized query execution improves data retrieval speed.
- Security Features
- Protects data from unauthorized access.
- Implements role-based access control.
- Backup and Recovery
- Allows data restoration in case of failure.
Disadvantages of Database Management System (DBMS)
- Complexity
- Requires skilled professionals to manage databases.
- High Initial Investment
- Hardware and software costs are high.
- Performance Issues
- Large databases require optimization for better performance.
- System Crashes
- This can lead to data loss if not properly backed up.
Understanding the Significance of DBMS in Our Daily Activities
Analogy: A Manufacturing Company
Imagine I own a manufacturing company that produces pens and pencils. Do you think manufacturing alone is enough without storing data about the manufactured items? Certainly not! Just manufacturing is not sufficient; we need to maintain a complete database of all the manufactured items.
Data Storage in Manufacturing
Once a pencil is manufactured, the following details must be stored in the database:
| Attribute | Example Value |
|---|---|
| Length of Pencil | 7 inches |
| Color | Blue |
| Date of Manufacturing | 12th Feb 2025 |
| Price | $1.50 |
| Model | HB-123 |
| QR Code / Barcode | 897654321 |
| Batch Location | Warehouse A |
Importance of Data Storage
Storing all these details is essential because data is a precious asset and will last longer than the system itself. In today’s world, data is a new science and plays a crucial role in business operations.
Customer Complaints and Accountability
- If a customer complains about a faulty pen or pencil, it is my responsibility as the owner to investigate.
- Using the QR code or barcode, we can trace the faulty item and analyze what went wrong.
- This process is possible only when all information is stored properly in a database.
Why is Customer Feedback Important?
- Customers are not just buyers; they are the actual consumers of the product.
- They have the right to express satisfaction, appreciation, feedback, suggestions, and complaints.
- If a complaint is received, we must check the entire batch or manufacturing date to determine if only one item is faulty or the whole batch is defective.
Continuous Improvement & Business Growth
- Manufacturers need data to sustain and grow in the market.
- Proper data management helps in tax filing, transparency, and accountability.
- Well-maintained databases ensure smooth operations across different business areas.
Areas Where Data is Maintained
Apart from manufactured items, data storage includes:
| Business Area | Data Maintained |
| Employees & HR | Staff records, payroll, attendance |
| Accounts & Finance | Sales, expenses, profits, taxes |
| R&D | Product testing, improvements |
| Complaints | Customer feedback, issue resolution |
| Logistics | Inventory, supply chain management |
| Sales | Transactions, trends, revenue |
Why Use a Database Instead of Files?
- Traditional files are not efficient for large-scale data storage.
- A Database Management System (DBMS) ensures secure, structured, and quick data retrieval.
- Every industry—manufacturing, healthcare, education, banking, airlines, supermarkets, insurance—requires a database to function efficiently.
Key points regarding the Database Management System
- DBMS is a software which is used to maintain and manage the database
- Security and Authorization are the main features provided by DBMS
- DBMS stores the data in the form of files, tables, key values, etc.
- The query language is used to Communicate with DBMS
Illustration of Database System Environment
- Users or programmers write queries or programs.
- The DBMS software processes queries.
- Based on the processed queries, DBMS accesses stored data and metadata.
- Metadata provides information about data storage and structure.
This is a simplified view of how a DBMS functions in managing and retrieving data efficiently.
Why is DBMS Required?
- In earlier days, data was stored in files using the file system approach.
- Instead of using the file system, we now use DBMS because of the limitations of file systems.
Drawbacks of File System
- Data Redundancy and Inconsistency
- Multiple file formats were used, leading to duplicate data storage.
- This caused data inconsistency and wasted storage space.
- Difficult Data Access
- Retrieving data was challenging and time-consuming.
- Data Isolation
- Different files and formats made it difficult to manage and integrate data.
- Lack of Security
- The file system had security vulnerabilities, allowing unauthorized access.
Conclusion
In this article, you guys learned what is DBMS, how it works, and what are its functionalities, and properties. We also discussed the advantages and disadvantages of DBMS. We also learned about Metadata, what it is Exactly, what it stores, and where it is stored. We went through a real-time analogy to know how DBMS works in real life.
- DBMS is essential for efficiently managing large-scale data.
- It ensures data integrity, security, and easy retrieval.
- DBMS overcomes the limitations of the traditional file system approach.
- Practical applications include banking, hospitals, universities, and online stores.
- This is a simplified view of how a DBMS functions in managing and retrieving data efficiently.