Computer Science 2210 (Notes)

Chapter: 2.3 Databases

Topic: Databases

A database is a way of storing information in a structured, logical way. They are used to collect and
organize information such as customer details for a business, medical records at a surgery, or stock items
at a warehouse.

Database content is easy to manage and information can be accessed and updated quickly and
efficiently. A database can store and handle vast amounts of data. A user can sort and search a database
to find any desired data.

Most databases have the following properties:

1. Tables
Data is stored in rows and columns (similar to a spreadsheet – the main difference is HOW the data is
organized). Each row in a table is called a record which is made up of a number of fields (columns in the
U U U U

table). The data type in the fields is usually either text, numeric or date/time. Most databases contain a
number of tables which are usually linked together in some way.

2. Records
A record is a collection of fields that contains data about a single object – it is a row within a table.

3. Fields
A field is a single category of data within a database, which appears in all the records of a table – it is a
column within a table.

Key fields
A key field is used to identify the records within a database. There are two types of keys:
Primary key;
Secondary key.

Primary key
U

The Primary key is a unique field that identifies a single record. This prevents any records from having
U

the same value.

Some ‘natural’ primary keys are:
CarRegistrationNumber;
ISBN – a 10-digit code that uniquely identifies a book;
MAC number – a 6-part number that uniquely identifies a network card
National Insurance Number – can uniquely identify employees of a company (not usable for
under 16s or for non-British nationalists!)
Secondary key
U

A Secondary key is a non-unique field, used in a search that does not always produce only one
matching record.

Some typical secondary keys are:

LastName;
PostCode;
DateOfBirth;

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Computer Science 2210 (Notes)
Chapter: 2.3 Databases

Topic: Databases
The following terms are used to describe parts of a database:
Key Field

Record structure

Before setting up a database, the record structure must be decided to make better use of the memory and
backing store, and to make searching and report creation easier.
For example, a car showroom wants to record details of the cars it sells. Before setting up the database,
the following attributes need to be decided:

Field Name
Field type
Field size
Format
Input Mask
Validation Rule

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Computer Science 2210 (Notes)
Chapter: 2.3 Databases

Topic: Databases
Record structure
Field name Field type Format
Registration number Alphanumeric Up to 7 characters - the key field
Make Alphanumeric Up to 15 characters
Model Alphanumeric Up to 15 characters
Date first registered Date DDMMYY
Price Currency Up to 5 numbers
Taxed Yes/No (Boolean) 1 character Y/N
Etc…

When designing a database it is important to choose the correct field type. This ensures that the data
stored is usable and it makes validation easier. For example, if the price paid for goods was stored in a
text field, then the database wouldn’t be able to add each individual figure to produce a total.

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Computer Science 2210 (Notes)
Chapter: 2.3 Databases

Topic: Databases
Following is the list of common data types:

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Computer Science 2210 (Notes)
Chapter: 2.3 Databases

Topic: Databases
Coding of data:

Any system will need to have data collected, entered and stored.

One method of storing data is to assign codes to it. This usually means shortening the original data in an
agreed manner. The agreement is between the users of the system. This coding scheme could be part of
the training of how to use the system, and it could also be documented within the system for new users.

If the coding is completely obvious then there is no such need for formal documentation. For example if a
field called 'Gender' has only two values 'M' and 'F'. It should be obvious from the field name that this
refers to Male and Female.
Example 1
Original data: Monday; Tuesday; Wednesday; Thursday; Friday

Coded data: Mon; Tues; Wed; Thurs; Fri

Example 2
Original data: Extra Large; Large; Medium; Small

Coded data: XL; L; M; S

Advantages of coding Disadvantages of coding

Data entry can be faster Coarsening of data

Data entry can be more accurate Meaning of data can be obscured

Validation can further improve accuracy Value judgments are difficult to code

Less storage space required If people don't know the code it can slow down
data entry

Faster searching for data If codes are complicated they might be entered
incorrectly

Coded data can be more secure if people don't know Might run out of code combinations
what it means

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Computer Science 2210 (Notes)
Chapter: 2.3 Databases

Topic: Databases

Estimate the size of a file from its structure and the number of records

The basic formula for estimating the size of a file is:

If we consider a file with 200 records, which stores the details of an organisation’s customers:

CUSTOMER(RefCode, Name, PostCode, Telephone, DoB, Age)

We can estimate the size of the record as follows:

Thus 200 records would require:

Note that to determine the maximum field length, an extreme case was considered and several bytes
added to play safe.

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Computer Science 2210 (Notes)
Chapter: 2.3 Databases

Topic: Databases
Database Management System:

We have discussed the structure of a database as consisting of one or more tables, each of which
contains records and fields of various data types.

The next requirement is to have a system in place that can act upon that data as well as creating and
maintaining the database itself.

This is the role of the 'database management system' usually referred to as a DBMS.

A DBMS is an application designed to control all aspects of a database.

The DBMS will have a command language. This includes command statements for:

Creating an empty database

Deleting an entire database
Creating and deleting tables
Inserting new records into tables
Updating and deleting records
Being able to extract data sets
Being able to produce reports that summarizes the data
Being able to process the data to create new data

There are many database management systems that are either commercial products or free open source
applications.

Examples include
Name Comment
MySQL A very popular, free open source system, widely used on web sites
Access Included in some versions of the Microsoft Office suite
Base Part of the free Open Office suite
Oracle A multi-user enterprise level database management system. Widely
used in industry

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Computer Science 2210 (Notes)
Chapter: 2.3 Databases

Topic: Databases
Queries

Queries most commonly allow information to be retrieved from tables. Since the information is often
spread across several tables, queries allow it to be viewed as one single datasheet. They also allow
filtering so only the records required are seen. Queries can be either results seen directly on the screen or
the output to another form or report. Example of a query: (house > 200 000) OR (no_of_rooms < 4).

Points to note: (1) there are 10 records in this section of the database
(2) Each record has 4 fields
(3) Sample queries:
(Smallest size (microns) < 1) OR (Toxic = “yes”)
Would output records 4, 7, 8 and 9
(Largest size (microns) > 99) AND (Toxic = “no”)
Would output records 1, 2, 3, 6 and 10

The query should match up with the field titles to ensure a correct search is carried out. Search engines
on the Internet work in a similar way; the clever part is how the information is stored on the databases so
that the time to do the search (based on key words) and the effectiveness of the search itself results in a
very powerful and very useful tool.

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