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A DBMS is used to store data in an organized manner in a way that is later easy to retrieve. Compare 1,000,000 emails stored as plain text files, or the same 1,000,000 emails stored in a DBMS. In the former, each file would have to be opened by a person or a script to find specific content, which could take hours or even days, while a DBMS can find that information in seconds. Even better, DBMS can observe trends easily, such as how many emails per day were sent by Jane Doe, or how many emails contained a specific keyword or phrase, and when was the first and last occurrence of that keyword.

DBMS is not without drawbacks, however. For example, it does not make sense to have a file system completely inside a DBMS, because that file system would run slower than a normal table-based system. However, a DBMS can be used alongside the table-based file system in order to boost search performance (Windows does something similar to this).

Use a DBMS if you want to be able to determine data trends, relationships, and other database-driven concepts. Otherwise, a normal file will suffice.

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