PASS QUESTIONS AND ANSWERS FOR

COM226

FILE ORGANIZATION AND MANAGEMENT

1a. Define File System

A file system is a method and data structure that the operating system uses to manage
and organize files on a storage device, such as a hard disk or SSD. It defines how
data is stored, retrieved, and updated, providing a way to create, read, write, and
delete files.

1b. With the aid of a table, explain in detail any six components of a file
1c. One of the functions of an operating system (O/S) is to manage files (file manager).
State and explain briefly any four basic services of a file system.

1. File Creation and Deletion: The file system allows users to create and delete
files, managing the allocation and deallocation of space on the storage device.
2. File Organization: It organizes files into directories or folders, enabling users
to structure their files in a hierarchical manner for easy access and
management.
3. File Access: Provides mechanisms for reading and writing data to files,
ensuring data integrity and consistency.
4. File Security: Implements security measures such as access control lists
(ACLs) and encryption to protect files from unauthorized access and
tampering.

2a. What is a file organization?

File organization refers to the way data is stored in a file. It determines how records
are arranged, accessed, and managed within a file, impacting the efficiency of data
retrieval and storage operations.

2b. List and explain the different file organization methods

• Serial File Organization:

• Description: Records are appended to the file in the order they are received.
No sorting or indexing is done.
• Advantages: Simple to implement, minimal processing overhead.
• Disadvantages: Searching for a specific record is inefficient, requiring a
linear search through all records.

• Sequential File Organization:

• Description: Records are stored in a sorted order based on a key field,

facilitating easier and faster searching.
• Advantages: Easier to search for records, as they can be accessed in a sorted
order.
• Disadvantages: Adding or deleting records can be time-consuming, as the
order must be maintained.

• Indexed Sequential File Organization:

• Description: Combines the benefits of sequential organization with an index

that allows for faster searching and direct access.
• Advantages: Efficient for both sequential and random access, improving
performance for large databases.
 • Disadvantages: More complex to implement and maintain, requiring
additional storage for the index.

• Random File Organization:

• Description: Records are stored at random positions determined by a hashing

function, allowing for direct access to records.
• Advantages: Very fast access to records, ideal for applications requiring
frequent searches.
• Disadvantages: Complex implementation, potential for collisions requiring
additional handling strategies.

2c. With the aid of a table, explain briefly the access methods of each of the
above-mentioned file organization.

3a. Describe in details a database system and Database Management System

(DBMS)

A Database System is a structured collection of data that is stored and accessed

electronically. It ensures data integrity, security, and consistency while providing a
way to manage large amounts of information efficiently.
A Database Management System (DBMS) is software that interacts with the
database, users, and applications to capture and analyze data. It provides tools for
data manipulation, query processing, and administration, allowing users to create,
update, delete, and retrieve data efficiently.

3b. State the objectives of implementing a Database System

1. Data Integrity: Ensuring the accuracy and consistency of data over its
lifecycle.
2. Data Security: Protecting data from unauthorized access and breaches.
3. Data Sharing: Allowing multiple users to access and share data concurrently.
4. Data Independence: Abstracting the data structure from the applications that
use the data, making it easier to update and manage.
5. Efficient Data Management: Organizing data in a way that optimizes
storage, retrieval, and update processes.

3c. State the major difference between a file-based system and a database
system

File-based System: Data is stored in individual files, often leading to redundancy

and inconsistency. There is limited capability for complex querying and data
relationships are not well-defined.

Database System: Data is stored in a structured format using tables and

relationships, reducing redundancy and ensuring data integrity. It supports complex
queries and provides a unified interface for data management.

3d. State any four (4) advantages of a database system over a file-based
system

1. Data Redundancy Control: Minimizes duplicate data by storing it in a

centralized location.
2. Data Integrity and Consistency: Ensures data accuracy and consistency
through constraints and validation rules.
3. Enhanced Security: Provides robust security mechanisms to control access
and protect data.
4. Improved Data Sharing: Facilitates data sharing among multiple users and
applications.

4a. Write a short note on the following storage media:

Primary Storage Medium: This is the main memory or RAM in a computer, which
is volatile and provides fast access to data that is currently being processed by the
CPU.
Secondary Storage Medium: Non-volatile storage like hard drives (HDD) and
solid-state drives (SSD) that provide long-term data storage and are slower than
primary storage.

Tertiary Storage Medium: Removable storage such as optical discs (CDs, DVDs)
and magnetic tapes used for archival and backup purposes, with slower access times
compared to primary and secondary storage.

Offline Storage Medium: Storage devices that are not connected to the computer
system and are used for offline data transfer and backup, such as USB flash drives
and external hard drives.

4b. Give examples of each of the storage media mentioned above

• Primary Storage Medium: RAM (Random Access Memory)

• Secondary Storage Medium: HDD (Hard Disk Drive), SSD (Solid State
Drive)
• Tertiary Storage Medium: CD, DVD, Magnetic Tape
• Offline Storage Medium: USB Flash Drive, External Hard Drive

4c. Describe in detail any six (6) characteristics of storage media

1. Capacity: The amount of data that can be stored on the medium.

2. Speed: The rate at which data can be read from or written to the storage
medium.
3. Durability: The ability of the storage medium to withstand physical wear and
tear.
4. Portability: The ease with which the storage medium can be transported.
5. Cost: The price per unit of storage, often measured in cost per gigabyte.
6. Reliability: The likelihood that the storage medium will function without
failure over time.

5a. Making use of day-to-day activities, describe briefly any four (4) types of
file

1. Text Files: Used for storing plain text data, such as documents and logs.
Example: .txt files.
2. Spreadsheet Files: Used for organizing data in rows and columns, often for
financial calculations. Example: .xlsx files.
3. Image Files: Used for storing graphical data. Example: .jpg, .png files.
4. Executable Files: Contain programs that can be run by the computer.
Example: .exe files.
5b. Explain the characteristics of a file

1. Name: A unique identifier used to access the file.

2. Size: The amount of data contained in the file.
3. Type: The format of the file, indicating the kind of data it holds.
4. Location: The directory path where the file is stored on the storage medium.
5. Access Permissions: The rights that define who can read, write, or execute
the file.
6. Creation/Modification Date: Timestamps indicating when the file was
created or last modified.

6a. Write a short note on the following file systems

Disk File System: Manages and organizes files on a disk storage device. It defines
how data is stored, retrieved, and managed on disks. Examples include FAT, NTFS,
and ext4.

Transaction File System: Designed to handle data transactions that need to be

processed to maintain data integrity, particularly in database systems. It ensures that
all parts of a transaction are completed successfully before committing the data.

6b. Mention and describe briefly any eight operations that can be performed
on a file

1. Create: Creating a new file in the file system.

2. Open: Accessing an existing file for reading or writing.
3. Read: Retrieving data from a file.
4. Write: Adding or modifying data in a file.
5. Close: Closing an open file after operations are complete.
6. Delete: Removing a file from the file system.
7. Rename: Changing the name of a file.
8. Copy: Creating a duplicate of a file in a different location.

7a. What is a buffer?

A buffer is a temporary storage area used to hold data while it is being transferred
from one place to another. It helps to manage the differences in data processing
speeds between different components.

7b. State the functions of a buffer

1. Data Transfer Management: Handles the smooth transfer of data between

devices with different speeds.
2. Data Integrity: Ensures that data is not lost or corrupted during transfer.
3. Performance Optimization: Reduces the time needed for data read/write
operations by temporarily storing data in a faster medium.
7c. What do you understand by Metadata?

Metadata is data that describes other data. It provides information about a file’s
properties, such as author, creation date, modification date, file size, and file type,
helping in organizing, finding, and managing data efficiently.

7d. Write out the full meaning of the following and describe them briefly:

i. FAT (File Allocation Table): A file system architecture used by DOS and
Windows operating systems to manage files on disk drives. It keeps track of the
location of files and directories on the disk.

ii. NTFS (New Technology File System): A file system developed by Microsoft for
its Windows operating systems, offering advanced features such as security
permissions, encryption, disk quotas, and large file support.

iii. USB Flash (Universal Serial Bus Flash Drive): A portable storage device that
uses flash memory and connects to a computer via a USB port. It is commonly used
for data transfer and backup due to its compact size and ease of use