Need for DBMS

In earlier times, data was stored and retrieved using files in a typical file system. For example:

• A company might keep separate files for employees’ details, customer information, and daily sales.
• These files could be stored as text documents, spreadsheets, or printed records in cabinets.

This approach worked fine for small amounts of data but became challenging as the volume of data increased. File systems were the natural choice for several reasons:

• Simplicity: It was easy to create and manage files without requiring specialized software.
• Low Cost: There was no need to invest in additional tools or training to use file systems.
• Direct Access: Users could access files directly from storage devices.

Limitations of File Systems

• Data Redundancy (Duplicate Data)
  • The same data would often be stored in multiple files.
  • Example: A customer’s address might appear in both the “Orders” file and the “Customer Details” file, leading to unnecessary duplication.
• Data Inconsistency
  • When data changes in one file but not in others, it results in mismatched information.
  • Example: If a customer updates their phone number, but it’s updated only in the “Customer Details” file and not in the “Orders” file, the records become inconsistent.
• Difficulty in Data Retrieval
  • Retrieving specific information from a file required manual effort or complex programming.
  • Example: Finding all orders made by a customer in the last year could take hours if the data was scattered across multiple files.
• Limited Security
  • File systems offered no advanced security features to control access.
  • Example: Any employee with access to the storage could view sensitive information.
• No Support for Relationships Between Data
  • Relationships between data points (like linking customer details with orders) were hard to establish.
  • Example: Connecting a customer to their purchase history would require manually cross-referencing multiple files.
• Concurrency Issues
  • Multiple users could not access or update files simultaneously without causing conflicts or data loss.

To address these challenges, the Database Management System (DBMS) was developed. A DBMS is software that allows users to store, retrieve, and manage data efficiently. It acts as an intermediary between the user and the data, ensuring organized and secure data handling.

Importance of DBMS

Advantages of DBMS over File Systems

Here are the key benefits that DBMS brought compared to traditional file systems:

• Reduced Data Redundancy
  • Data is stored in a centralized location, eliminating unnecessary duplication.
  • Example: Customer details are stored in one central database, accessible for all operations.
• Improved Data Integrity and Consistency
  • Changes made in the database are reflected across all related data points.
  • Example: If a customer’s address is updated, all orders automatically reflect the new address.
• Enhanced Security
  • DBMS provides role-based access, ensuring only authorized users can view or modify data.
  • Example: Only HR staff can access employee salary details.
• Simplified Data Access
  • Query languages like SQL make data retrieval quick and easy.
  • Example: A manager can run a simple query to find the total sales for the past month.
• Support for Data Relationships
  • Relational DBMS links data points, making relationships easier to manage.
  • Example: Customers and their orders can be linked using a “customer ID.”
• Concurrency Control
  • DBMS allows multiple users to access and modify data simultaneously without conflicts.
  • Example: Two employees can update the inventory at the same time without errors.

Role of DBMS

A Data Base Management System is a system software for easy, efficient and reliable data processing and management. It can be used for:

• Managing data efficiently with optimized storage and retrieval.
• Providing simple query languages like SQL.
• Ensuring data consistency and concurrency with transaction controls.
• Enforcing robust security policies with built-in access controls.

Below are the main reason why we need a DBMS software.

1. Data Organization and Management:
One of the primary needs for a DBMS is data organization and management. DBMSs allow data to be stored in a structured manner, which helps in easier retrieval and analysis. A well-designed database schema enables faster access to information, reducing the time required to find relevant data. A DBMS also provides features like indexing and searching, which make it easier to locate specific data within the database. This allows organizations to manage their data more efficiently and effectively.

2. Data Security and Privacy:
DBMSs provide a robust security framework that ensures the confidentiality, integrity, and availability of data. They offer authentication and authorization features that control access to the database. DBMSs also provide encryption capabilities to protect sensitive data from unauthorized access. Moreover, DBMSs comply with various data privacy regulations such as the GDPR, HIPAA, and CCPA, ensuring that organizations can store and manage their data in compliance with legal requirements.

3. Data Integrity and Consistency:
Data integrity and consistency are crucial for any database. DBMSs provide mechanisms that ensure the accuracy and consistency of data. These mechanisms include constraints, triggers, and stored procedures that enforce data integrity rules. DBMSs also provide features like transactions that ensure that data changes are atomic, consistent, isolated, and durable (ACID).

4. Concurrent Data Access:
A DBMS provides a concurrent access mechanism that allows multiple users to access the same data simultaneously. This is especially important for organizations that require real-time data access. DBMSs use locking mechanisms to ensure that multiple users can access the same data without causing conflicts or data corruption.

5. Data Analysis and Reporting:
DBMSs provide tools that enable data analysis and reporting. These tools allow organizations to extract useful insights from their data, enabling better decision-making. DBMSs support various data analysis techniques such as OLAP, data mining, and machine learning. Moreover, DBMSs provide features like data visualization and reporting, which enable organizations to present their data in a visually appealing and understandable way.

6. Scalability and Flexibility:
DBMSs provide scalability and flexibility, enabling organizations to handle increasing amounts of data. DBMSs can be scaled horizontally by adding more servers or vertically by increasing the capacity of existing servers. This makes it easier for organizations to handle large amounts of data without compromising performance. Moreover, DBMSs provide flexibility in terms of data modeling, enabling organizations to adapt their databases to changing business requirements.

7. Cost-Effectiveness:
DBMSs are cost-effective compared to traditional file-based systems. They reduce storage costs by eliminating redundancy and optimizing data storage. They also reduce development costs by providing tools for database design, maintenance, and administration. Moreover, DBMSs reduce operational costs by automating routine tasks and providing self-tuning capabilities.

Comparison of File Systems and DBMS

Read more about Difference Between File System and DBMS, Here.

What is a Database?

A database is a collection of data.

What are the types of databases?

DBMS can be classified into two main types:

Relational Database Management System (RDBMS)

Non-Relational Database Management System (NoSQL or Non-SQL).

What is a database model?

A Data Model in Database Management System (DBMS) is the concept of tools that are developed to summarize the description of the database. Data Models provide us with a transparent picture of data which helps us in creating an actual database.

What are modern databases?

The databases used today have evolved to scale both vertically and horizontally. They can store vast data in the cloud and provide advanced software interfaces for machine learning and other data analytics.

What is a datastore?

Datastore is a broad term for the very large data repository of any enterprise. Organizations produce all types of data, including files, documents, videos, customer data, application data, and system data.

GeeksforGeeks

Improve

Article Tags :

• DBMS
• DBMS Basics