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IST test revision > databases > Flashcards

databases Flashcards

1
Q

define ‘database’

A

A database is an organised collection of data that is either either stored electronically or manually.

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2
Q

what is ‘data’

A

Computer data is information processed or stored by a computer

Data is defined as unprocessed information.

Information is data that has been organised and communicated meaningly. Normally, data is converted into information, and information is converted into knowledge.

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3
Q

what is a ‘manual database’

A

They are hard copies of databases storing information such as phone/address books or manila folders in alphabetical order (each manilla folder is known as a file).

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4
Q

what is an electronic database

A

These are also forms of databases but are digital files stored on a computer or electronic device.

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5
Q

what are the two forms of electronic databases

A

they can be closed (Purchased with data already entered about a particular topic) or shell/open databases (A program that allows users to develop their own data).

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6
Q

what are the types of electronic databases

A

Types of electronic databases include flat/flat-file systems (Small but stores thousands of records in a single table/file), or Database Management System (DBMS) (Software that controls very large databases made up of several tables/files that can link together).

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7
Q

what are flat-file systems

A

Flat file systems are non-relational databases, meaning information is placed in field categories and can be sorted but cannot be extracted or linked to other database files.

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8
Q

what are DMBS’

A

DBMS are relational databases and be connected to other databases, this is called a relational database. They can be divided into two categories (single user, or multiuser)

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9
Q

what is an online database

A

These are files accessible over the internet or networks (e.g google, youtube)

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10
Q

list some advantages of a manual database

A
  • does not depend on the internet to work
  • correcting entries are easier
  • less expensive
  • no duplicates
  • do not require previous experience
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11
Q

list some disadvantages of a manual database

A
  • Information must be found by hand rather than electronically (electronic databases can pull information from other areas being much faster)
  • Manual databases are vulnerable to damage, destruction and theft in ways that digital databases are not.
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12
Q

list some advantages of an electronic database

A
  • Helps record business transactions (income and expenses, payments to workers, and stocks)
  • Efficient way to keep financial records and requires less storage space.
  • Allows you to back up records and keep them in a safe place in case of fire or theft.
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13
Q

list some disadvantages of an electronic database

A
  • An online database can be hacked and can easily receive viruses and other malware.
  • The cost of operating and developing a database for online application and operation can be fairly expensive.
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14
Q

list some examples of databases in real life

A
  • Telephone books
  • Television
  • Online Reservation Systems
  • Files on your computer hard drive
  • Record papers
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15
Q

what is the main purpose of a database?

A

The main purposes of databases are to keep records organised for fast, efficient retrieval. They are also used to analyse information and make informed decisions.

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16
Q

what are some records that could be kept?

A

School: Students and staff
Library: Books and borrowers
Shop: Stock and employees

17
Q

what do databases do?

A

Databases are used to transform

Data -> Information -> knowledge -> action

18
Q

what are the main components of a database?

A

The four main components of a database allow data to be input and output/viewed in different ways. These include

  • Tables
  • Forms
  • Queries
  • Reports
19
Q

what is a table?

A

A table stores individual facts or data in an organised way.It is made up of several components that form a hierarchy in which the most important level is at the top. e.g tables consisting of employee data

20
Q

what is a form?

A

User-friendly interfaces to enter/view data

21
Q

what is a querie

A

Queries are a way of searching for and compiling data from one or more tables. Running a query is like asking a detailed question of your database as you are defining specific search conditions to find exactly the data you want. By using queries you could possibly find out information you would not be able to gain from looking at a table. It is one of the main components of a database. For example, your query could be ‘customers living in NSW’ and then it would order the query so that you can easily retrieve the information of only the people who live in NSW.

22
Q

what is a report

A

Reports offer you the ability to present your data in print. Reports are useful, because they allow you to present components of your database in an easy-to read format. Reports are also used to make informed decisions or to take action. It is one of the main components of a database. For example, all of your databases fields and information would all be formatted onto a page/s where you can then easily print it and view the information.

23
Q

what do you need to consider when entering data?

A

you need to consider
- Consistency
(all data in one field must be of the same type, e.g must be entered the same way 28/07/16)

  • Simplicity
    (data entry should be kept to a single character or as small as possible, e.g. using codes to simplify words M or F instead of Male and Female)
  • Accuracy
    (Data should be verified to ensure it is entered correctly, e.g. fields should prevent forms of unacceptable entry such as numbers where letters are expected)
  • Currency
    (Data should be kept up to date, e.g. a change in address should be changed abruptly)
  • Understandable
    (Field names should make sense to any user, e,g, surname is meaningful, field1 is not)
24
Q

what is a field?

A

A field is a component of a table that contains data about one section of reach record such as alphabetic, numeric or alphanumeric data. For example, if you had first name as a table then your field is subdivided into the list of first names like John.

25
Q

what is a record?

A

A section of the file containing all the data about an entity. For example, a record would be subdivided again from tables so it could be like a record of a patient at a hospital and all of their personal information.

26
Q

what is a character?

A

Any letter, number or symbol contained in a field

27
Q

what is an entity?

A

A single person, place, or thing about which data can be stored. For example, when each table is organised in a different way so you can see connections like if you had ‘first name’ in two different tables it would make a connection.

28
Q

what is a file?

A

All the information on a specific topic. For example, when you have all the information on ‘first names’ from the tables.

29
Q

what is a key field/ primary key

A

The Key Field or Primary Key is a field in a file or table which is unique and enables you to identify every record in that table. For example, the primary key field could be the most important field like ‘student id’.

30
Q

what is a form?

A

Forms are used for entering, modifying, and viewing records. They are an easy way to guide people into entering data correctly. For example, if you had a form of one specific field like ‘address’.

31
Q

what is accuracy of data?

A

Accuracy refers to the extent data is free from errors. Inaccuracy can be caused by mistakes in gathering or entering data by a mismatch of data.For example, data validations helps to ensure all information is accurate and not inputted incorrectly.

32
Q

what is validity of data

A

Validity ensures the data is up to date, current, complete and correctly entered.

33
Q

what is bias of data

A

Bias is when data is unfairly on one side.

34
Q

what are some forms of data security

A
  • locks
    (Securing a system from data locks on floppy disks. For example, you can lock one particular section like fields to ensure nobody else can edit that information.)
  • data backups
    (Copy of data held on a separate site of the original in case of data loss or emergency.)
  • Passwords
    (Unique identifier for system to prevent unauthorised users)
  • Encryption
    (Conversion of data into a form unreadable by those who do not have a key to encrypt the data.)
35
Q

what is a data dictionary?

A

A data dictionary is a collection of descriptions of the data objects or items in a data model for the benefit of programmers and others who need to refer to them.

36
Q

what do data dictionaries contain?

A

A data dictionary contains a list of all files in the database, the number of records in each file, and the names and types of each field. Most database management systems keep the data dictionary hidden from users to prevent them from accidentally destroying its contents.

they also contain information like

  • Access rights for schemas on each of the objects
  • The definitions of all database objects like tables, views, constraints, indexes, clusters, synonyms, sequences, procedures, functions, packages, triggers etc
  • The validations rules and field sizes
37
Q

what is data modelling?

A

Identifying each object and its relationship to other objects.

38
Q

what programs can databases be created on?

A

microsoft access, microsoft excel (tables),

IST test revision (3 decks)

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