What are the advantages of database approach as compared to file approach?

A file system is a technique of arranging the files in a storage medium like a hard disk, pen drive, DVD, etc. It helps you to organizes the data and allows easy retrieval of files when they are required. It mostly consists of different types of files like mp3, mp4, txt, doc, etc. that are grouped into directories.

A file system enables you to handle the way of reading and writing data to the storage medium. It is directly installed into the computer with the Operating systems such as Windows and Linux.

What is DBMS?

Database Management System (DBMS) is a software for storing and retrieving user’s data while considering appropriate security measures. It consists of a group of programs that manipulate the database. The DBMS accepts the request for data from an application and instructs the DBMS engine to provide the specific data. In large systems, a DBMS helps users and other third-party software to store and retrieve data.

A Database Management System (DBMS) is defined as the software system that allows users to define, create, maintain and control access to the database. DBMS makes it possible for end users to create, read, update and delete data in database. It is a layer between programs and data.

Compared to the File Based Data Management System, Database Management System has many advantages. Some of these advantages are given below −

Reducing Data Redundancy

The file based data management systems contained multiple files that were stored in many different locations in a system or even across multiple systems. Because of this, there were sometimes multiple copies of the same file which lead to data redundancy. 

This is prevented in a database as there is a single database and any change in it is reflected immediately. Because of this, there is no chance of encountering duplicate data.

Sharing of Data

In a database, the users of the database can share the data among themselves. There are various levels of authorisation to access the data, and consequently the data can only be shared based on the correct authorisation protocols being followed. 

Many remote users can also access the database simultaneously and share the data between themselves.

Data Integrity

Data integrity means that the data is accurate and consistent in the database. Data Integrity is very important as there are multiple databases in a DBMS. All of these databases contain data that is visible to multiple users. So it is necessary to ensure that the data is correct and consistent in all the databases and for all the users. 

Data Security

Data Security is vital concept in a database. Only authorised users should be allowed to access the database and their identity should be authenticated using a username and password. Unauthorised users should not be allowed to access the database under any circumstances as it violates the integrity constraints.

Privacy

The privacy rule in a database means only the authorized users can access a database according to its privacy constraints. There are levels of database access and a user can only view the data he is allowed to. For example - In social networking sites, access constraints are different for different accounts a user may want to access.

Backup and Recovery

Database Management System automatically takes care of backup and recovery. The users don't need to backup data periodically because this is taken care of by the DBMS. Moreover, it also restores the database after a crash or system failure to its previous condition. 

Data Consistency

Data consistency is ensured in a database because there is no data redundancy. All data appears consistently across the database and the data is same for all the users viewing the database. Moreover, any changes made to the database are immediately reflected to all the users and there is no data inconsistency.

The database approach emphasizes the integration & sharing of data throughout the organization. The database approach offers a number of potential advantages compared to the traditional file processing system. Some advantages of the database approach are as follows:

1. Minimal Database Redundancy: In traditional no database systems each department maintains its own files for handling its data processing applications. For examples: The university database might have two groups of users e.g. the personnel department & the accounts department. Most of the data is stored twice in the files of each department. This problem can be avoided by having a centralized database. For consistency, a database must store each logical data item: such as students’ names – in only one place in the database.
2. Improved Data Consistency: By eliminating controlling data redundancy, we greatly reduce the opportunities for inconsistency. Updating data values in greatly simplified when each value is stored in one place only. Finally, we avoid the wastage storage space that results from redundant data storage.
3. Improved Data Sharing: The data stored at a centralized location can easily be shared by existing applications. The same stored data can be used with the new applications also.
4. Enforcement of standards: The interchange of data between systems necessitates, standardization of the data representation, with the central control of the database, the database administrator can enforce standards in the representation of data. These standards will include data quality standards and uniform procedures for accessing, updating, and protecting data.
5. Improved Data Integrity: The database approach provides a number of tools and processes to improved data quality & integrity. Integrity implies the correctness and accuracy of data. Centralized control of the data enables the database administrator to define integrity constraints to ensure the accuracy and correctness of data stored in the database.
6. Improved Data Accessibility: With a relational database, end-users without programming experience can often retrieve and display data.
7. Improved Data Security: The Database Administrator (DBA) can be defined as security rules to check unauthorized access to data. Some users may be given the right to only retrieve data. Whereas others may be permitted to retrieve & edit the data. The Database Administrator can formulate different rules for each type of access (retrieve, modify, delete) to each piece of information in the database.
8. Increased Productivity: A major advantage of the database approach is that it greatly reduces the cost & time for developing new business applications.
9. Reduce Program Maintenance: Stored data must be changed frequently for a variety of reasons: new data item, types are added, data formats are changed and so or in a database, within limits, we can change the data without necessitating a change in other factors, as a result, program maintenance can be significantly reduced in a modern database environment.

Reference:

1. Modern Database management, Written by Fred R.Mc Fadden & others (page ―20-33)

1. Introduction to Database Management System, Written By ISRD Group ( page – 3)

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What are some of the advantages of the database approach compared to the shared file approach of storing data?

What are the advantages of database management approach to the file processing approach?

What are the advantages of the database approach?