File Processing
Systems
This system used to store and manage data. In a typical file processing
system, each department or area within an organization has its own set of files. The records in one file may not relate to the records in any other file.
Two Major Weaknesses
• Data Redundancy — Each department or area in an organization has its own files in a file
processing system. Thus, the same fields are stored in multiple files. Duplicating data in this manner wastes resources such as storage space and people’s time. Data redundancy also can increase the chance of errors.
• Isolated Data — Often it is difficult to access data stored in separate files in different departments. Sharing data from multiple, separate files is a complicated procedure and usually requires the experience of a computer programmer.
The Database Approach
When an organization uses the database approach, many programs and users share the data
in the database. The database does secure its data, however, so that only authorized users can access certain data items. While a user is working with the database, the DBMS resides in the memory of the computer.
Strengths of the Database
Approach:
• Reduced Data Redundancy — Most data items are stored in only one file, which greatly
reduces duplicate data.
• Improved Data Integrity — When users modify data in the database, they make changes to
one file instead of multiple files. Thus, the database
approach increases the data’s integrity by reducing the possibility of introducing inconsistencies.
• Shared Data — The data in a database environment
belongs to and is shared, usually over a network, by the entire organization. Organizations that use
databases typically have security settings to define
who can access, add, modify, and delete the data
in a database.
• Easier Access — The database approach allows nontechnical users to access and maintain data,
providing they have the
necessary privileges.
• Reduced Development Time — It often is easier and faster to develop programs that use the
database
approach.
Advantages of Databases
- Database can be more complex than a file processing system.
- Databases also require more memory, storage, and processing power than file processing systems.
- Data in a database can be more vulnerable than data in file processing systems.
- Database can store a lot of data in a single file.