What is the difference between DBMS and file management?

Answer 1

When a computer user wants to store data electronically they must do so by placing data in files. Files are stored in specific locations on the hard disk (directories). The user can create new files to place data in, delete a file that contains data, rename the file, etc -- all known as file management; a function provided by the Operating System (OS).

If the user wishes to perform some operation on the data he has placed in the file, such as viewing a list of his friends that celebrate their birthday in June, he has to scroll through all the data by himself in order to see the data he is interested in. Moreover, he has to know where he put the files that contain the data, and if there are multiple files he has to remember to go through each one of them.

A Database Management System is intended to remove this burden of manually locating data, and having to scroll through it by allowing the user to create a logical structure for the data beforehand, and then allowing the user to place the data in the database that the DBMS is managing. In this way the DBMS abstracts away the physical concerns of organising files, and provides the user with a logical view of the data.

Note, that the DBMS will still -- Behind the Scenes though -- place the data in files on the hard-disk.

Database is multiuser and provides utilization of resources whereas in file management there is no utilization of resources.

Answer 2

Flat File Database

A flat file database is a database designed around a single table. The flat file design puts all database information in one table, or list, with fields to represent all parameters. A flat file may contain many fields, often, with duplicate data that are prone to data corruption. If you decide to merge data between two flat files, you need to copy and paste relevant information from one file to the other. There is no automation between flat files. If you have two or more flat files that contain client addresses, for example, and a client moved, you would have to manually modify the address parameters in each file that contains that client's information. Changing information in one file has no bearing on other files. Flat files offer the functionality to store information, manipulate fields, print or display formatted information and exchange information with others, through email and over the internet. Some flat files may be attached to external files, such as text editors, to extend functionality and manage related information.

Relational DatabaseA relational database, on the other hand, incorporates multiple tables with methods for the tables to work together. The relationships between table data can be collated, merged and displayed in database forms. Most relational databases offer functionality to share data:

• Across networks
• Over the Internet
• With laptops and other electronic devices, such as palm pilots
• With other software systems

Designing flat file databases is simple and requires little design knowledge. Flat files can be developed using just about any database engine. Flat files can be created in relational database engines by not taking advantage of relational design concepts. Designing a relational database takes more planning than flat file databases. With flat files, you may add information, as you deem necessary. With relational databases, you must be careful to store data in tables such that the relationships make sense. Building a relational database is dependant upon your ability to establish a relational model. The model must fully describe how the data is organized, in terms of data structure, integrity, querying, manipulation and storage.

Relational databases allow you to define certain record fields, as keys or indexes, to perform search queries, join table records and establish integrity constraints. Search queries are faster and more accurate when based on indexed values. Table records can be easily joined by the indexed values. Integrity constraints can be established to ensure that table relationships are valid. If you are able to establish a one-to-many relationship in your data tables, you should be using a relational database because a flat file is not sufficient to handle your data processing needs.

Relational databases offer more robust reporting with report generators that filter and display selected fields. Relational databases offer the capability to build your own reporting modules. Most relational databases also offer the capability to import and export data from other software.

There are three primary relational database systems, proprietary, open source and embedded. Proprietary relational databases require the use of proprietary development languages, often times, to complement SQL. Microsoft Access, for example, combines Visual Basic with SQL. Open source databases, such as MySQL, are distributed freely to encourage user development. Embedded, relational databases are packaged as part of other software packages, such as with tax-preparation software packages. The vendor supplies the database, and all manipulation tools, to control the database structure. These databases are, often times, accompanied with tools to provide audit trails of transactions.