Data Models

A model is a representation of reality, ‘real world’ objects and events, and their associations. It
is an abstraction that concentrates on the essential, inherent aspects of an organization and
ignore the accidental properties. A data model represents the organization itself. Let should
provide the basic concepts and notations that will allow database designers and end users
unambiguously and accurately to communicate their understanding of the organizational data.

Data Model can be defined as an integrated collection of concepts for describing and
manipulating data, relationships between data, and constraints on the data in an organization.

A data model comprises of three components:

• A structural part, consisting of a set of rules according to which databases can be

constructed.

• A manipulative part. Defining the types of operation that are allowed on the data (this
includes the operations that are used or updating or retrieving data from the database and for
changing the structure of the database).

• Possibly a set of integrity rules, which ensures that the data is accurate.

The purpose of a data model is to represent data and to make the data understandable.
There have been many data models proposed in the literature. They fall into three broad
categories:

• Object Based Data Models

• Physical Data Models
• Record Based Data Models

The object based and record based data models are used to describe data at the conceptual
and external levels, the physical data model is used to describe data at the internal level.

Database Languages
DATABASE LANGUAGES

A DBMS is a software package that carries out many different tasks including the provision of facilities to
enable the user to access and modify information in the database. The database is an intermediate link between the
physical database, computer and the operating system and the users. To provide the various facilities to different types
of users, a DBMS normally provides one or more specialized programming languages called database languages.

Database languages come in different forms. They are: -

1. Data Description Language (DDL)

2. Data Manipulation Language (DML)

Data Description Language (DDL)

As the name suggests, this language is used to define the various types of data in the database and their
relationship with each other.

The basic functions performed by DDL are: -

• Create tables, files, databases and data dictionaries.

• Specify the storage structure of each table on disk.

• Integrity constraints on various tables.

• Security and authorization information of each table.

• Specify the structure of each table.

• Overall design of the Database.

Data Manipulation Language (DML)

A language that enables users to access or manipulate data (retrieve, insert, update, delete) as organized by a
certain Data Model is called the Data Manipulation Language (DML). It can be of two types: -

1. Procedural DML - It describes what data is needed and how to get it. For example: - Relational Algebra.

2. Non Procedural DML - It describes what data is needed without specifying how to get it. For example: - Relational
calculus.

Functions of DBMS
Functions of DBMS

• DBMS free the programmers from the need to worry about the organization and location of
the data i.e. it shields the users from complex hardware level details.

• DBMS can organize process and present data elements from the database. This capability
enables decision makers to search and query database contents in order to extract answers
that are not available in regular Reports.

• Programming is speeded up because programmer can concentrate on logic of the

application.

• It includes special user friendly query languages which are easy to understand by non
pro¬gramming users of the system.

The various common examples of DBMS are Oracle, Access, SQL Server, Sybase, FoxPro,
Dbase etc.

The service provided by the DBMS includes:

• Authorization services like log on to the DBMS, start the database, stop the Database etc.
• Transaction supports like Recovery, Rollback etc,
• Import and Export of Data.
• Maintaining data dictionary
• User's Monitoring

Advantages Of DBMS
ADVANTAGES OF DBMS

The DBMS (Database Management System) is preferred ever the conventional file processing
system due to the following advantages:
1. Controlling Data Redundancy - In the conventional file processing system, every user
group maintains its own files for handling its data files. This may lead to

• Duplication of same data in different files.

• Wastage of storage space, since duplicated data is stored.
• Errors may be generated due to updation of the same data in different files.
• Time in entering data again and again is wasted.
• Computer Resources are needlessly used.
• It is very difficult to combine information.

2. Elimination of Inconsistency - In the file processing system information is duplicated

through¬out the system. So changes made in one file may be necessary be carried over to
another file. This may lead to inconsistent data. So we need to remove this duplication of data
in multiple file to eliminate inconsistency.

For example: - Let us consider an example of student's result system. Suppose that in
STU¬DENT file it is indicated that Roll no= 10 has opted for 'Computer'course but in RESULT
file it is indicated that 'Roll No. =l 0' has opted for 'Accounts' course. Thus, in this case the two
entries for z particular student don't agree with each other. Thus, database is said to be in an
inconsistent state. Sc to eliminate this conflicting information we need to centralize the
database. On centralizing the data base the duplication will be controlled and hence
inconsistency will be removed.

Data inconsistency are often encountered in every day life Consider an another example, w
have all come across situations when a new address is communicated to an organization that
we deal it (Eg - Telecom, Gas Company, Bank). We find that some of the communications from
that organization are received at a new address while other continued to be mailed to the old
address. So combining all the data in database would involve reduction in redundancy as well
as inconsistency so it is likely to reduce the costs for collection storage and updating of Data.

Let us again consider the example of Result system. Suppose that a student having Roll no
-201 changes his course from 'Computer' to 'Arts'. The change is made in the SUBJECT file but
not in RESULT'S file. This may lead to inconsistency of the data. So we need to centralize the
database so that changes once made are reflected to all the tables where a particulars field is
stored. Thus the update is brought automatically and is known as propagating updates.

3. Better service to the users - A DBMS is often used to provide better services to the
users. In conventional system, availability of information is often poor, since it normally
difficult to obtain information that the existing systems were not designed for. Once several
conventional systems are combined to form one centralized database, the availability of
information and its updateness is likely to improve since the data can now be shared and
DBMS makes it easy to respond to anticipated information requests.

Centralizing the data in the database also means that user can obtain new and combined
information easily that would have been impossible to obtain otherwise. Also use of DBMS
should allow users that don't know programming to interact with the data more easily, unlike
file processing system where the programmer may need to write new programs to meet every
new demand.

4. Flexibility of the System is Improved - Since changes are often necessary to the
contents of the data stored in any system, these changes are made more easily in a
centralized database than in a conventional system. Applications programs need not to be
changed on changing the data in the database.

5. Integrity can be improved - Since data of the organization using database approach is
centralized and would be used by a number of users at a time. It is essential to enforce
integrity-constraints.

In the conventional systems because the data is duplicated in multiple files so updating or
changes may sometimes lead to entry of incorrect data in some files where it exists.
For example: - The example of result system that we have already discussed. Since multiple
files are to maintained, as sometimes you may enter a value for course which may not exist.
Suppose course can have values (Computer, Accounts, Economics, and Arts) but we enter a
value 'Hindi' for it, so this may lead to an inconsistent data, so lack of Integrity.

Even if we centralized the database it may still contain incorrect data. For example: -

• Salary of full time employ may be entered as Rs. 500 rather than Rs. 5000.
• A student may be shown to have borrowed books but has no enrollment.
• A list of employee numbers for a given department may include a number of non existent
employees.

These problems can be avoided by defining the validation procedures whenever any update
operation is attempted.

6. Standards can be enforced - Since all access to the database must be through DBMS, so
standards are easier to enforce. Standards may relate to the naming of data, format of data,
structure of the data etc. Standardizing stored data formats is usually desirable for the
purpose of data inter¬change or migration between systems.

7. Security can be improved - In conventional systems, applications are developed in an

adhoc/temporary manner. Often different system of an organization would access different
components of the operational data, in such an environment enforcing security can be quiet
difficult. Setting up of a data¬base makes it easier to enforce security restrictions since data is
now centralized. It is easier to control who has access to what parts of the database. Different
checks can be established for each type of access (retrieve, modify, delete etc.) to each piece
of information in the database.

Consider an Example of banking in which the employee at different levels may be given
access to different types of data in the database. A clerk may be given the authority to know
only the names of all the customers who have a loan in bank but not the details of each loan
the customer may have. It can be accomplished by giving the privileges to each employee.

8. Organization's requirement can be identified - All organizations have sections and

de¬partments and each of these units often consider the work of their unit as the most
important and therefore consider their need as the most important. Once a database has been
setup with centralized control, it will be necessary to identify organization's requirement and to
balance the needs of the competating units. So it may become necessary to ignore some
requests for information if they conflict with higher priority need of the organization.

It is the responsibility of the DBA (Database Administrator) to structure the database system to
provide the overall service that is best for an organization.

For example: - A DBA must choose best file Structure and access method to give fast
response for the high critical applications as compared to less critical applications.

9. Overall cost of developing and maintaining systems is lower - It is much easier to

re¬spond to unanticipated requests when data is centralized in a database than when it is
stored in a conventional file system. Although the initial cost of setting up of a database can be
large, one normal expects the overall cost of setting up of a database, developing and
maintaining application programs to be far lower than for similar service using conventional
systems, Since the productivity of program¬mers can be higher in using non-procedural
languages that have been developed with DBMS than using procedural languages.

10. Data Model must be developed - Perhaps the most important advantage of setting up
of database system is the requirement that an overall data model for an organization be build.
In conven¬tional systems, it is more likely that files will be designed as per need of particular
applications demand. The overall view is often not considered. Building an overall view of an
organization's data is usual cost effective in the long terms.

11. Provides backup and Recovery - Centralizing a database provides the schemes such as
recovery and backups from the failures including disk crash, power failures, software errors
which may help the database to recover from the inconsistent state to the state that existed
prior to the occurrence of the failure, though methods are very complex