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DATA TYPE 1.  When setting up a database, the correct data type should be used for each field. 2.  Picking the right data type ensures that the database space is as small as possible. With the right data types, the size of the fields, rows, tables and database are small for faster and more efficient reads and writes. 3.  The most common data types are: DATA TYPE DESCRIPTION Text Text, number and symbols. Memo Long text entry. Number A whole number or a decimal number. Currency Automatically formats the data to have a currency symbol in front of the data and also ensures that there are two decimals places. Data/Time - This restricts data entry to 1-31 for day (28 or 30 in appropriate months) and 1-12 for month. - It checks that a date does exist. - May include time. Auto-number Database Management System (DBMS) automatically generates an auto-number that increases by 1 as records are added to the database to create a unique number.

2.2 BASIC CONCEPTS OF DATABASE SYSTEMS Data Hierarchy 1.  A database contains a data structure to store data. 2.  The hierarchy of data in a database is as follows: a)  Database is a collection of tables 1 . Example: A college database contains Student, Course and Result tables. b)  A table is a file which contains a set of records. Example: i.  Student table contains records of particulars of all students. ii.  Course table contains records of particulars of all courses offered. iii.  Result table contains records of marks obtained by students for a particular course in a particular test or exam. c) A record is a row of values. A record is also called a tuple. Each record represents an object in the real world. d) Each value in a record belongs to a field. Each field has a specific data type, size, format and constraints. Examples: A student record contains fields such as Name, ID and CGPA. The values belonging to the same field in a tabl

ADVANTAGES OF USING DATABASE OVER FILE PROCESSING SYSTEM 1.   Accuracy a)  Database removes redundancy in data for data consistency. b)  Error in data transactions will not affect data integrity. 2.   Availability a)  Provides centralized data storage for easy access and retrieval. b)  Concurrent access by multiple users is possible. 3.  Program-data independence a)  Program and data can be maintained separately. b)  Data can be accessed and shared by different programs. 4.   Resilience a)  Data is maintained by the Database Management System which provides automatic management of data. b)  Database provides automatic reovery from system crashes. c)  Enhance data integrity and security through user authentication and access privilege. 5.  The disadvantages of a database are: a)  Higher costs i.  Hardware and software incur substantial start-up costs. ii.  Requires conversion costs in moving from a file-base system to a database system. iii

DATABASE 1.  A database is an integrated collection of very large amounts of data. 2.  A database stores rows of data in multiple files. a)  Each row of data may describe an entity in the real world. b)  For example, a row of data may describe the information of a student. c)  Another row of data may describe the course and marks acquired by that students in tests. d)  Both rows are kept in separate files using table structure. e)  These files are linked so that all data related to an entity can be traced and retrieved by the user. f)  For example, the user can retrieve both student information and test marks of a student. 3.  To maintain these data in separate files, a databse makes use of the following database objects: a)  Table b)  Query c)  View d)  Form e)  Report 4.  Table is used to enter, organize and store data. Example: Student table contains student ID, student name, student IC, student email and student study programme. Course t

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