DATA MANAGEMENT TOOLS

Data Management Software

The simplest tools for managing data are software packages dedicated to a specific data management task, such as keeping track of appointments or managing your checking account. You can purchase these tools or download them from Internet. Although these tools are easy to use, they don’t generally allow you to create new record types because the new record types are predefined. Most spreadsheet and word processing software packages feature simple tools that allow you to specify fields, enter data and manipulate it. For example, Microsoft Excel allows you to sort records, validate data, search for records, perform simple statistical functions, and generate graphs based on the data. Such simple file management tools are popular for individuals who want to maintain flat files that contain hundreds, not thousands, of records. To create your own data management software it is possible to simply enter data as an ASCII text file, and then use a programming language to write routines to access that data.

Database Management Systems

The term DBMS (Database Management System) refers to software that is designed to manage data stored in a database. Each DBMS typically specializes in one of the four database models, but some DBMS software offers versatility by dealing with a variety of models and data. An XML DBMS, for example, is optimized for handling data that exists in XML format. An OODBMS (object-oriented database management system) is optimized for an object-oriented database model, allowing you to store and manipulate data classes, attributes, and methods. Database client software allows any remote computer or network workstation to access data in a database.

Databases and the Web

The Web provides an opportunity for many people to gain access to data from multiple locations. The simplest way to provide Web access to database is converting a data base report into a HTML document, which can be displayed as a Web page by a browser. In several situations, such as e-commerce, it is important for people to use a browser to add or update records in a database. For example, the process of ordering merchandise at Vintage Music Shop creates a new order record, changes the In Stock field in the Albums table, and creates a customer record for first-time customers. These dynamic database updates require an architecture similar to that used for dynamic Web publishing, plus the use of forms. A form usually exists on a Web server, which sends the form to your browser. Several tools, including ASP, CGI, and PHP, help you create server-side programs.

XML Documents

XML is a markup language that allows field tags, data, and tables to be incorporated into a Web document. It was developed in response to several deficiencies that became apparent as HTML gained widespread use. For example, suppose you are interested in speeches given by Martin Luther King, Jr. Entering his name in a search engine produces thousands of entries, including MLK biographies, streets and schools named after a famous civil rights leader, historic locations relating to the civil rights movement and so on. XML provides tags that can bу embedded in a XML document to put data in context.

As you can see, many techniques exist for storing, accessing, and displaying the data from the databases. Sometimes more than one tool has the potential to work for a specific application. Now that you’ve had an introduction to the options, you should be able to evaluate when and how to use them.

Comprehension check. Mark the following statements as True or False.

1. Many techniques exist for storing, accessing, and displaying the data from the databases.

2. The Web provides an opportunity for a limited number of people to gain access to data from multiple locations.

3. Simple file management tools are popular for individuals who want to maintain files that contain thousands of records.

4. The term DBMS (Database Management System) refers to software that is designed to manage data stored in a database.

5. Microsoft Excel doesn’t allow you to sort records, validate data, search for records, perform simple statistical functions, and generate graphs based on the data.

6. XML is a markup language that allows field tags, data, and tables to be incorporated into a Web document.