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A database is an organized collection of data. The data is typically organized to model relevant aspects of reality (for example, the availability of rooms in hotels), in a way that supports processes requiring this information (for example, finding a hotel with vacancies).

The term database is correctly applied to the data and their supporting data structures, and not to the database management system (DBMS). The database data collection with DBMS is called a database system.

The term database system implies that the data is managed to some level of quality (measured in terms of accuracy, availability, usability, and resilience) and this in turn often implies the use of a general-purpose database management system (DBMS). A general-purpose DBMS is typically a complex software system that meets many usage requirements to properly maintain its databases which are often large and complex. The utilization of databases is now so widespread that virtually every technology and product relies on databases and DBMSs for its development and commercialization, or even may have DBMS software embedded in it. Also, organizations and companies, from small to large, depend heavily on databases for their operations.

A DBMS has evolved into a complex software system and its development typically requires thousands of person-years of development effort. Some general-purpose DBMSs, have been undergoing upgrades for thirty years or more. General-purpose DBMSs aim to satisfy as many applications as possible, which typically makes them even more complex than special-purpose databases. However, the fact that they can be used "off the shelf", as well as their amortized cost over many applications and instances, makes them an attractive alternative (Vs. one-time development) whenever they meet an application's requirements.

Though attractive in many cases, a general-purpose DBMS is not always the optimal solution: When certain applications are pervasive with many operating instances, each with many users, a general-purpose DBMS may introduce unnecessary overhead and too large "footprint" (too large amount of unnecessary, unutilized software code). Such applications usually justify dedicated development. Typical examples are email systems, though they need to possess certain DBMS properties: email systems are built in a way that optimizes email messages handling and managing, and do not need significant portions of a general-purpose DBMS functionality.

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