Topic 8: Information - Handling Software

Topic 8: Information - Handling Software

1. Database

   • Uses of a database
     • add, change or delete records
     • search for a specific record
     • sort the records into a particular order
   • Benefits of using a database
     • fast access
     • easy to edit
     • sharing
     • security
   • an organised collection of related data. The structure allows data to be found and used quickly

2. Data Types

   • number (integer)
   • Number (real)
   • Text or string
   • Data/time
   • Currency
   • Boolean
   • Lists
   • Picture
   • Sound
   • Video

3. Files, Records and Fields

   • Field
     • Key Fields
       • uniquely identifies each record
         • the purpose of a key field is to be able to refer to an individual record using this single field
     • single item of data within a record
       • E.g. surname : text
   • Record
     • consists of a collection of related fields
       • E.g. fields related to a child of that surname
   • File
     • collection of related fields
       • E.g. a table of records of children in a school

4. Validation

   • Data entered in to a database must be sensible or else we get GIGO
   • Validation methods can ensure reasonable and sensible data is put in to a system, but there is no certainty the data will be correct
     • Range check
     • Type check
     • Format/Picture check
     • Length check
     • Presence check
     • Lookup list

5. Reports

   • a printed document which contains data from the database, organised and analysed in a certain way

6. Forms

   • used to make data entry more attractive and secure, as opposed to entering data into raw tables

7. Wildcard characters

   • wildcard searches can be used in a query for data that you don't fully

8. Software methods for keeping data secure

   • Passwords
     • using passwords is a method of authentication
   • Access rights
     • no right to access the file
     • read access
     • write access
   • Back - ups
     • if a problem arises then there will be a back up file which they an use

9. Sorting data

   • results of queries can be presented in a sorted order