A database is a computer program used to store information. Before computers became commonplace information was stored using manual systems such as filing cabinets and card index boxes. Manual systems take up a lot of space.

The diagram below shows the structure of a database. It is important that you understand the following words. Field,Record and File.

A Field is a section of a database.The database below contains three fields.
A Record contains details about a person or item. One of the records tells us that a person called Jason Brown is 23 years old. A collection of records is called a File.
 
 
 

Databases are used by many organisations. Banks, insurance companies and law enforcement agencies all use databases to store information.

When you have created a database you can search any of the fields you have created in order to find the information you need - for example you could search a films database to find all of the films, on the database, which feature the actor Russell Crowe.

A typical search instruction, on a used car database would involve searching to find information such as are their any red Ford Fiesta cars priced under £1000 on sale.
i.e.
Colour = red
AND
Make = Ford
AND
Model = Fiesta
AND
Price is less than £1000

Main advantages of databases

1)      A large amount of information can be stored on one computer if a database is used to store the information. A powerful computer database can store information that would fill hundreds of large filing cabinets.

2)      Easy updating of information. If a person changes their address this will mean that their address details will have to be changed on a number of records e.g. medical records. If the records are stored in a filing cabinet this will mean messy crossing out or using Tippex before the address can be updated. Information stored in a database can be retyped.

3)      Easy searching. Using a car database you can easily search through thousands of records to find Rover 200 cars with air conditioning and alloy wheels. If this information is stored in filing cabinets, the search will take much longer.

4)      Computers on a network can all have access to a database file. For example, an estate agent with offices in Bristol, Bath and Cheltenham can keep track of houses sold and houses for sale. If the estate agent sells a property in Bath this property will be recorded as sold and this information will be available to all sales staff in any of the estate agencies' offices. This will mean that customers are not inconvenienced by looking at details of properties that are no longer for sale. Without a networked database the estate agency would have to pass on details of sales by letter or telephone. This would be very time consuming.
 

Questions

1) A small garage sells, on average, three or four cars a month. Would the garage benefit by storing details of the cars on a database? Explain your answer.

2) Write down the names of two different types of business who would find it useful to store information on a database. Explain why they would find it useful to use a database.

3) What is a database Record?

4) What is a database Field?

5) What is a database File?

6) What is the main disadvantage of a database stored on DVD?

7) Would it be a good idea to store cooking recipes on a computer database? Explain your answer.