Data Management Foundations Study Guide C175
14% Lesson 1 Introduction to Databases, Information and Data
(7 Questions)
Competency 4017.1.1: Introduction to Information and Data
Explain how data, databases, and data management is used in today's organization
Explain what data is and how is it stored
Explain the different types of data
Define file structures
Explain how data was stored and retrieved before the use of database
management systems
1.1 Why Databases
Best way to store and manage data
Makes data persistent and shareable in a secure way
Essential for organizations to know information about Customers, Products,
Employees, Debtors / Creditors
Helps organizations use data / information as a resource to make
decisions
1.2 File Structures
File-Based (Prior to DBMS)
o Attempt to computerize old manual filing system
o Was easy to retrieve small amounts of information from
o As data grew, it became difficult to locate and retrieve information
o Retrieval speed depended on file structure and how data was
organized within the structure
File types utilized in a file-based system
o Flat Files
No internal hierarchy
Plain text or Binary files
Data that is unstructured
Uses a lot of computer memory to access, edit, and rewrite files
after use
o Heap Files
Unsorted set of records
Uniquely identified by record ID
1
, Data Management Foundations Study Guide C175
o Allows Heap file to be inserted or deleted using ID
o Index Files
File that stores a list of Look Up Field values from data file
that includes the location (address) in the data file of the
corresponding record
Smaller than the entire record, usually fits in main memory for
quick look up
Lists keywords and phrases that are in a particular file
Becomes a pointer to the location in the file where the
information can be found when stored with keywords and
phrases
o Hashed Files
Uses hash functions to decide where records should be placed
on a disk
Allows for faster data look up without the use of an index file
1.3 Data versus Information
Data
o Data is the Foundation of Information
o Consists of Raw Facts not yet processed to reveal meaning
o Raw facts / data will need to be transformed to better understand what
it is that you have
o Must be properly formatted for storage, processing, and presentation
Information
o Information is the Bedrock of Knowledge
o Produced by Processing Raw Data to reveal its meaning
2
, Data Management Foundations Study Guide C175
Processing may be as simple as organizing it to reveal patterns
or complex as making forecast / drawing inferences using
system statistical modeling
o Key to good decision making and business survival is accurate,
relevant, and timely information
Knowledge
o Information and facts about a specific subject
o Implies familiarity awareness and understanding of Information
o Key Characteristic is that New Knowledge can be derived from Old
Knowledge
Data Management
o A discipline that focuses on the proper generation, storage, and
retrieval of data
o Is it core activity for any business, government agency, service
organization, or charity
1.4 Introducing the Database
Database
o Shared, integrated computer structure that stores:
End User Data
o Raw facts of interest to the end user
Metadata (Also called: A collection of Self-Describing Data)
o Data about data through which data is integrated and
managed
o Describes data characteristics and set of relationships
that links data found in the database
o Stores information like:
Name of each data element
Type of values (numeric, dates, or text) on each
data element
Whether the data element can be left empty
o Complements and expands the value and use of the data
Role of the DBMS
o An intermediary between user and database
o Presents the end user with a single integrated view of data in a
database
o Receives all application requests and translates them into
complex operations
o Hides database complexities from the application programs and users
o Provides a framework facilitate data quality initiatives
3
, Data Management Foundations Study Guide C175
o May be written using Visual Basic, NET, JAVA, C#, or through a DBMS
utility program
Advantages of a DBMS
o Enables data sharing across multiple applications / users
o Integrates different user views of data into a single repository
o Makes data management more efficient and effective
o Improves Data Sharing
Creates an environment in which users have better access two
more and better-managed data
o Improves Data Security
Provides framework for better enforcement of data / security
policies
o Better Data Integration
Promotes integrated view of operations and the ability to see
data relations or impact actions have in other areas
o Minimizes Data Inconsistency
Data Inconsistency exists when different versions of the
same data appear in different places
Greatly reduced in a properly designed database
o Improves Data Access
Easier to produce quick answers to a query / ad hoc query
o Query is a specific request / question
o Ad Hoc Query is a “Spur-or-the-Moment” question
o Query Result Set is a collection of data rows returned by
a query
o Improves Decision Making
4
14% Lesson 1 Introduction to Databases, Information and Data
(7 Questions)
Competency 4017.1.1: Introduction to Information and Data
Explain how data, databases, and data management is used in today's organization
Explain what data is and how is it stored
Explain the different types of data
Define file structures
Explain how data was stored and retrieved before the use of database
management systems
1.1 Why Databases
Best way to store and manage data
Makes data persistent and shareable in a secure way
Essential for organizations to know information about Customers, Products,
Employees, Debtors / Creditors
Helps organizations use data / information as a resource to make
decisions
1.2 File Structures
File-Based (Prior to DBMS)
o Attempt to computerize old manual filing system
o Was easy to retrieve small amounts of information from
o As data grew, it became difficult to locate and retrieve information
o Retrieval speed depended on file structure and how data was
organized within the structure
File types utilized in a file-based system
o Flat Files
No internal hierarchy
Plain text or Binary files
Data that is unstructured
Uses a lot of computer memory to access, edit, and rewrite files
after use
o Heap Files
Unsorted set of records
Uniquely identified by record ID
1
, Data Management Foundations Study Guide C175
o Allows Heap file to be inserted or deleted using ID
o Index Files
File that stores a list of Look Up Field values from data file
that includes the location (address) in the data file of the
corresponding record
Smaller than the entire record, usually fits in main memory for
quick look up
Lists keywords and phrases that are in a particular file
Becomes a pointer to the location in the file where the
information can be found when stored with keywords and
phrases
o Hashed Files
Uses hash functions to decide where records should be placed
on a disk
Allows for faster data look up without the use of an index file
1.3 Data versus Information
Data
o Data is the Foundation of Information
o Consists of Raw Facts not yet processed to reveal meaning
o Raw facts / data will need to be transformed to better understand what
it is that you have
o Must be properly formatted for storage, processing, and presentation
Information
o Information is the Bedrock of Knowledge
o Produced by Processing Raw Data to reveal its meaning
2
, Data Management Foundations Study Guide C175
Processing may be as simple as organizing it to reveal patterns
or complex as making forecast / drawing inferences using
system statistical modeling
o Key to good decision making and business survival is accurate,
relevant, and timely information
Knowledge
o Information and facts about a specific subject
o Implies familiarity awareness and understanding of Information
o Key Characteristic is that New Knowledge can be derived from Old
Knowledge
Data Management
o A discipline that focuses on the proper generation, storage, and
retrieval of data
o Is it core activity for any business, government agency, service
organization, or charity
1.4 Introducing the Database
Database
o Shared, integrated computer structure that stores:
End User Data
o Raw facts of interest to the end user
Metadata (Also called: A collection of Self-Describing Data)
o Data about data through which data is integrated and
managed
o Describes data characteristics and set of relationships
that links data found in the database
o Stores information like:
Name of each data element
Type of values (numeric, dates, or text) on each
data element
Whether the data element can be left empty
o Complements and expands the value and use of the data
Role of the DBMS
o An intermediary between user and database
o Presents the end user with a single integrated view of data in a
database
o Receives all application requests and translates them into
complex operations
o Hides database complexities from the application programs and users
o Provides a framework facilitate data quality initiatives
3
, Data Management Foundations Study Guide C175
o May be written using Visual Basic, NET, JAVA, C#, or through a DBMS
utility program
Advantages of a DBMS
o Enables data sharing across multiple applications / users
o Integrates different user views of data into a single repository
o Makes data management more efficient and effective
o Improves Data Sharing
Creates an environment in which users have better access two
more and better-managed data
o Improves Data Security
Provides framework for better enforcement of data / security
policies
o Better Data Integration
Promotes integrated view of operations and the ability to see
data relations or impact actions have in other areas
o Minimizes Data Inconsistency
Data Inconsistency exists when different versions of the
same data appear in different places
Greatly reduced in a properly designed database
o Improves Data Access
Easier to produce quick answers to a query / ad hoc query
o Query is a specific request / question
o Ad Hoc Query is a “Spur-or-the-Moment” question
o Query Result Set is a collection of data rows returned by
a query
o Improves Decision Making
4
