Database Management

Database Management

What is database management? Why is it useful? According to Wisegeek, “A database management system is a suite of software applications that together make it possible for people or businesses to store, modify, and extract information from a database. Sound like something found only in bank vaults? It's not. You can find database management systems many places in your everyday life” (Wisegeek, 2007). This paper will outline the functions of a database management system and will discuss the security, concurrency and control involved. The paper will also discuss the role of a database administrator and its importance.

Functions of database management system

Just like that drop of blood that makes its way through the circulatory system from the fingertips of the body back to the left ventricle of the heart through a network of arteries and veins, only to be refreshed and pumped back out to some other part of the body, so do those bits and bytes migrate through the accounting information system (AIS) from the fingertips of your computer keyboard, through the IT network, to the central database (DB) stored on your company’s management information system (MIS) server” (Steve Jarvis, 2007, para. 1)..

To the point, a database is a collection of data compiled for the purpose of retrieval and manipulation. Databases being used everywhere in today’s world. When we go to the grocery store and enter our supersaver membership card information our data is retrieved from a database to confirm our membership. When consumers log onto a website and request a newsletter or more information from a site the information they enter will be maintained in a database. The main functions of a database are the ability to input, retrieve and manipulate data. There are many ways and software solutions that can accomplish these tasks.

A small business with a client base of 100 customers could use a basic spreadsheet to maintain these records but as the company grows it would run into problems. Data could be become inaccurate or repeated throughout the spreadsheet. While if that same company started out using a database software to maintain these client records as the company grew new information could be added and the software could help insure that no duplications or errors were present in the data.

No matter how good your computerized system is the data retrieved for use and manipulation is only as good as the original information entered in the beginning of the process. Steve Jarvis stated in a recent Accounting Information Systems class lecture at the University of Phoenix Online that, “simply, all of those AIS desktop computers, servers, LANs, cables, hubs, routers, etc. exist for one purpose to allow all business functions to communicate with the company DB. The fact that the same system allows for web surfing and email is just an added bonus. However, unlike desktop applications such as Excel and MS Word, which are primarily intended to promote individual productivity, the company DB exists solely to increase the interoperability of all company business functions toward the ultimate goal of making the most money for its owners, officers and shareholders” (Steve Jarvis, 2007, para. 2).

Database Management - Security, concurrency, and control

One of the most essential security measures a company can take with its database information is to create a regular backup and have established procedures for completing this process. The productivity of a company might depend upon the ability to reproduce the information if any loss or damage of data occurs. According to Bangranoff, Simkin, and Strand (2005), “Another security feature, therefore, is a system’s ability to assign, maintain, and require employees to use passwords and guard against unwarranted intrusions. Similarly, database systems can use encryption techniques to scramble data into unintelligible formats, thereby protecting file data even if an unauthorized user obtains access to the company’s database” (p. 292).

Concurrency controls are necessary also. These are controls that do not let two people access the same information at the same time. If this were to happen data error could occur thus reducing the reliability of the data available for retrieval. Another important control is to limit the people accessing the information to a need to know basis. Only allow access to