Applications of Information and

Communication Technologies
Lecture 10
Presented By
Dr. Muhammad Umar Javed
Assistant Professor
Department of Computer Science
Data
 A collection of raw facts and figures related to an
object
 Object may be a person, an organization, an
event, or any other thing that is significant in a
system
 Data may be in form of text, numbers, images,
sounds, and videos
 Collected for different purposes
 Processed to produce meaningful information
 reports, charts, and web pages, etc.
Example
 May be collected to prepare the result of an
examination of students
 To completely understand it must be processed
according to requirements in a system
Information
 Usually, collected data is not in proper format and does
not give proper meanings
 Various operations are performed to get the required
results that give proper and useful meanings known as
information
 Information means processed data
 Then used for decision-making, analytical purposes,
and fault diagnosis, etc.
 Data is processed using various techniques
Manual File-Based System

 Oldest system used for records keeping in an

organization
 A set of books (or files) is prepared that contains a
particular set of information
 Each department of the organization has a separate file
(or set of files) for every significant task
 Information is shared among different departments
through files
 Many such files are labeled and placed in one or more
cabinets
 For Security, cabinets are locked or may be located in
secure areas of the building
Manual File-Based System

 Example:
 College/University manual file-based system for
maintaining records of students and courses of different
faculties etc.
 Students record file used to store records of each
student
 Students fee file used to store fee records of
students
 Students result file used to store the result of
examinations of students
 Students course file used to store data of courses
taken by students
Disadvantages

 Decentralized approach is adopted

 where each department processes and controls its own data
 Very slow method to process data
 because data is analyzed and computed manually
 data is transferred from one department to another manually
 Very costly method
 because large number of employees have to be appointed to
operate the file-based system
 Difficulty in taking decisions
 Large space is needed to store the files/books
 Also, difficult to search a specific file or a piece of information
 Duplication of data may exist throughout the organization
File Processing System

 It is also known as Computer file processing system or

traditional file processing system or computer file-
based system
 In early days of computer when their is no databases
 Data was stored in computer files on tape or disk
 Data was stored and managed through application
programs
 Still used in some small organizations
 Each department has its own set of data files
 Each application program is developed with its own set
of data files that is likely to be a subset of the master
file
File Processing System
Disadvantages of File
Processing System
These subsets of the master file lead to
 Data redundancy
 Each application has its own data file so, same data may have to be
recorded and stored in many times.
 Data inconsistency
 Due to the same data items that appear in more than one file do not get
updated simultaneously in each and every file.
 Data dependence
 Program and application in the file processing system are data
dependent but, the problem is incompatible with file format.
 Limited data sharing.
 The problem with security.
Disadvantages of File
Processing System
 Retrieval (retrieval is not easy).
 Time-consuming.
 Inefficient to maintain the record of the
big firm having a large number of items.
 Required Lots of labor work to do.
Database
 “Database is an organized collection of related data
stored in an efficient and compact manner”.
 "organized" means that data is stored in such a way
that it can easily be accessed and updated
 "related data“ means data and information about a
particular area is stored such as:
 Database of employees contains data of employees of
that particular organization or department
 Database of students contains data of students of a
college/university etc.
 "efficient“ means required data can be searched very
easily and quickly
 "compact“ means that stored data takes up as little
space as possible without any duplication of data
Examples of Databases

 NADRA
 Library
 College/University
 Bank Accounts
 E-mail Accounts
Database Management
System (DBMS)
 A collection of programs that are used to
create, maintain, and extract data from
databases
 It is general-purpose software
 This is often called database software
 Different types of DBMSs are available,
ranging from small systems that run on
personal computers to huge systems that
run on mainframes
Functions of DBMS

 Defining the Structure of Database

 It involves defining tables, fields and their
data types, constraints for data to be
stored in the database, and the
relationships among tables.
 Populating the Database
 Means storing data into database
 Manipulating the Database
 In involves to retrieve specific data,
update data, delete data, insert new data,
and generate reports.
Examples of DBMS
 Microsoft Access
 Oracle
 Microsoft SQL Server
 MySQL
 FileMaker Pro
Components of a DBMS
Environment
Different Users Role in DBMS

 Application Programmers
 The users who write the application programs in programming
languages (such as Java, C++, or Visual Basic) to interact with
databases are called Application Programmer.
 Database Administrators (DBA)
 A person who manages the overall DBMS is called a database
administrator or simply DBA.
 End-Users
 The end-users are those who interact with the database
management system to perform different operations by using
the different database commands such as insert, update,
retrieve, and delete on the data, etc.
Advantages of Database

 Controlling Data Redundancy

 In traditional file system, each application program has its own
data files and this result in duplication of data in more than
one places.
 Database approach reduces data redundancy.
 The data appears in a database appears only once and it is not
duplicated.
 Through controlling data redundancy storage space is saved.
 Data Consistency
 By controlling data redundancy, data consistency in obtained.
 Data item is appeared only once
 Any update in the value is performed only once and it is
readily available to everyone.
Advantages of Database

 Data Sharing
 Allows to share (access) data by any number of
users simultaneously.
 Data Integration
 In traditional file system, data is stored in
separate files and it is difficult to extract the
required information.
 In database, data is stored in tables.
 A single database may contain multiple tables.
 The relationships can be created between tables
.
 This makes easier to retrieve and update data.
Advantages of Database

 Data Integrity
 Data integrity refers to the correctness and consistency of data.
 It is expressed in terms of certain constraints.
 The consistency rules are applied on database to check that the
correct data is entered in the database, before storing.
 Data Atomicity
 Atomicity means that either one transaction should take place as a
whole or it should not take place at all.
 If the any process is not completed successfully then the system fails,
and this is known as data atomicity problem.
 In database partially completed tasks are rolled back.
 Only consistent data exists within the database.
Advantages of Database

 Data Security
 It is the protection of the database from unauthorized users.
 Only authorized persons are allowed to access the database.
 Control Over Concurrency
 In some situations, two or more users may access the same file
simultaneously.
 It is possible that they will interfere with each other.
 For example, two or more users are trying to update the same
record, then one may overwrite the values recorded by another
user. This may result in loss of information.
 Most databases control the concurrency so that transactions are
recorded with accuracy.
Advantages of Database

 Data Independence
 The data stored in a database is independent of the application
programs that accesses the data from database.
 The data structure of database and application program that
uses data are separate from each other.
 The user can easily change the structure of database without
modifying the application program.
 Similarly, user can modify application programs without
changing structure of database.
Disadvantages of Database

 Required large size of memory.

 Required a processor with the high speed
of data processing.
 Cost of data conversion.
 Database failure (DB corrupted due to
power failure or whole system stops).
 Cost of Staff training.
 Technical Staff
DBMS Database Models

 A Database model defines the logical design

and structure of a database and defines how
data will be stored, accessed an updated in a
database management system.
 While the Relational Model is the most widely
used database model, there are other models
too:
 Hierarchical Model
 Network Model
 Entity-relationship Model
 Relational Model
DBMS Database Models
 Hierarchical Model
A hierarchical database is a data model in which data is stored in the
form of records and organized into a tree-like structure, or parent-
child structure, in which one parent node can have many child nodes
connected through links.

 Network Model
A network database is a database model where numerous records or
files can link to multiple owner files and vice versa. The model can
be represented by an upside-down tree, where every member's
information (branch) attaches to the bottom of the tree (owner).
DBMS Database Models
 Entity-relationship Model
An Entity–relationship model (ER model) describes the structure of a
database with the help of a diagram, which is known as Entity
Relationship Diagram (ER Diagram). An ER model is a design or
blueprint of a database that can later be implemented as a
database.

 Relational Model
A relational database is a collection of information that organizes
data in predefined relationships where data is stored in one or more
tables (or "relations") of columns and rows, making it easy to see and
understand how different data structures relate to each other.
DBMS Database Models
DBMS Database Models
Lecture End