Escolar Documentos
Profissional Documentos
Cultura Documentos
Benefits of databases
The database is one of the cornerstones of information technology, and its ability
to organise, process and manage information in a structured and controlled
manner is key to many aspects of modern business efficiency.
This guide describes the various types of database tool and system available and
provides guidance on how to choose the best solution for your business needs.
What is a database?
A database is a collection of data which has been organised so that a computer
program can quickly select desired items. This could be something as
straightforward as a list of names in alphabetical order or an ascending list of
numeric stock codes. The secret to the successful use of database technology is
the way in which data or information is structured to enable efficient processing.
Manual filing systems have drawbacks that make them inefficient. Take as an
example a simple card file index of customer information. This depends on
consistent use to be effective. For example, if the card always has the surname
in the top left-hand corner then they are easy to put in alphabetical order.
However, if some cards have the postcode in this position instead, the task
becomes more complicated.
Database tools and applications are designed to help you store and manage data
in a controlled and structured manner.
http://www.businesslink.gov.uk/bdotg/action/printguide?r.l1=1073861197&r.l3=1075422... 10/24/2007
Benefits of databases | Business Link Page 2 of 7
The type of database system or tool that you require depends on a number of
factors, such as:
z the complexity of the data involved, eg plain text, images, sound files
z the quantity of data to be stored and processed
z whether the data needs to be accessed and amended by more than one
person simultaneously
z whether data needs to be imported from, or exported to, other IT systems
However, if your needs become more complicated you will need to look at more
sophisticated and capable packages such as Microsoft Access, FileMaker Pro,
Oracle, Sybase or Informix. These are specifically designed to sort and search
large amounts of data of a variety of types, for instance allowing you to manage
customer names, goods orders and payment histories.
Certain business processes are often managed using specialist database products
or applications. Packages such as ACT, Maximiser or Time and Chaos are
specifically designed for managing and manipulating contact information within a
business.
Systems development
Databases can benefit practically any business that needs to process large
amounts of information. Many database products are actually tools that are used
to develop specific applications, such as sales ordering systems, ticket
http://www.businesslink.gov.uk/bdotg/action/printguide?r.l1=1073861197&r.l3=1075422... 10/24/2007
Benefits of databases | Business Link Page 3 of 7
Business benefits
For most businesses, the more you know about your customers, your suppliers,
and your competitors, the better. Therefore the gathering, storing and
processing of information in the form of databases can provide you with a
distinct advantage.
Many businesses do not have the time or resources available to gather and
process large quantities of information. Therefore they may lack information
about how their business is performing, how profitable their product lines are,
whether customers are making repeat purchases, etc. This information can help
deal with specific operational problems or shape future strategy. It is not always
obvious what information could be valuable in the future so you should gather as
much data as possible.
http://www.businesslink.gov.uk/bdotg/action/printguide?r.l1=1073861197&r.l3=1075422... 10/24/2007
Benefits of databases | Business Link Page 4 of 7
However, you must also make sure that your use of any personal data you
gather and hold on clients complies with data protection legislation. See our
guide on how to comply with data protection legislation.
The other major factor affecting your decision is the number of people you
need to be able to share information with simultaneously. While a spreadsheet
may be viewed by several people at once, generally only one person at a time
can make amendments to it. With an RDBMS several people can access and
amend different individual records at the same time. This makes the data store
more of a shared resource.
Small flat file database packages can be bought for very little, possibly around
£50, but they are limited. Usually only one person can access and amend the
data at a time. In addition, while it is possible to store data in multiple files, a
simple database system is unlikely to offer sophisticated data processing or
manipulation. Therefore, if you need a large or powerful database application you
http://www.businesslink.gov.uk/bdotg/action/printguide?r.l1=1073861197&r.l3=1075422... 10/24/2007
Benefits of databases | Business Link Page 5 of 7
RDBMS packages range in price from a few hundred pounds to several thousand
pounds, often with licensing fees based on the number of simultaneous users
that are able to access the data. The bigger the system, and the more users
accessing it, the more you will have to pay. Most packages allow you to start off
quite modestly with for example, a licence for five users which you can increase
as your requirements grow.
Potential drawbacks
One of the main benefits of relational database management system (RDBMS)
technology is the ability to build applications that are tailored to your business
requirements. However, the development of RDBMS applications can be
expensive and time-consuming.
You can develop your own applications in-house - however, the skills required
are often quite extensive. You may not have the necessary skills available to
undertake your own systems development and will have to consider employing
outside help.
z initial consultancy
z analysis of requirements
z system specification
z database design
z programming
z testing
z implementation
z training
z ongoing maintenance
You should also consider the risk to your business operations if the RDBMS
solution fails to meet your specific requirements. The risks are especially high if
the solution is intended to be used for your core day-to-day business operations.
You should avoid committing yourself to a system which looks good on paper but
which is totally unproven in practice. You could make use of an off-the-shelf
solution to provide the core functions of your system, for example the standard
financial accounting needs, and build on your own specific requirements in the
http://www.businesslink.gov.uk/bdotg/action/printguide?r.l1=1073861197&r.l3=1075422... 10/24/2007
Benefits of databases | Business Link Page 6 of 7
form of extra modules for functions such as sales order processing or supply
chain management. That way you are minimising the overall risk to your
business.
Basic IT skills
http://www.businesslink.gov.uk/bdotg/action/printguide?r.l1=1073861197&r.l3=1075422... 10/24/2007
Benefits of databases | Business Link Page 7 of 7
http://www.businesslink.gov.uk/bdotg/action/printguide?r.l1=1073861197&r.l3=1075422... 10/24/2007