Introduction to the concept of Data and Database Management System
Summary
TLDRThis educational video script delves into the concept of data, its transformation into information, and the critical role of databases. It explains data collection methods, the importance of data integrity, and how data can be leveraged for decision-making, planning, and control. The script also introduces the hierarchy of data, from fields to records and files, and touches on database management systems, emphasizing the significance of primary keys and data types. It sets the stage for further discussions on big data and related topics, highlighting the pervasive impact of data in our daily activities and the efficiency of computing in managing it.
Takeaways
- 📄 Data encompasses facts about any entity, including voice, image, audio, video, text, and numbers.
- 🔍 Data is initially collected in a raw form and requires processing to become useful information.
- 🗂️ Activities like sorting, rearranging, and counting can transform raw data into meaningful information.
- 💾 A database is a structured collection of related data, facilitating easy access, categorization, and retrieval.
- 🛠️ Database Management Systems (DBMS) are software applications that enable the management of databases, including creation, modification, and deletion of data.
- 📊 Data collection can be primary, where data is collected directly from sources, or secondary, where existing data is utilized.
- 🔑 Data integrity is crucial for ensuring the quality of insights derived from data; inaccurate data leads to inaccurate outcomes (GIGO).
- 📈 Valuable information aids in decision-making, planning, control, competitive advantage, and prediction based on accurate data.
- 🔑 Each record in a database table has a unique identifier, known as the primary key, which distinguishes it from others.
- 📑 Files are collections of related records, and databases allow for various operations such as adding, deleting, sorting, and searching records.
Q & A
What is data according to the script?
-Data is defined as facts about an object, process, people, system, or any entity. It can include voice, image, audio, video, text, numbers, and even spaces.
In what form is data typically collected?
-Data is usually collected in its raw form, which means it is in its most natural and unprocessed state.
What are some examples of activities performed on data to transform it into information?
-Activities such as sorting, rearranging, and counting are performed on data to transform it into information. For instance, sorting login data by gender and then counting the number of males and females can provide insights like the number of females that logged in on a particular day.
What is the role of a database in managing data?
-A database serves as a collection of related data that allows for easy access, categorization, retrieval, and manipulation. It is a structured system that organizes data into tables and fields, facilitating various operations like creating, modifying, deleting, sorting, and filtering records.
What is the difference between primary and secondary data collection methods?
-Primary data collection methods involve directly gathering data from sources, such as interviews, forms, questionnaires, observations, and using devices like cameras. Secondary data collection methods involve obtaining data that has already been collected by others, often from existing databases or reports.
Why is data integrity important in data management?
-Data integrity is crucial because it ensures that the data is accurate and reliable. Poor data quality can lead to incorrect insights and decisions, which can have significant consequences. The acronym GIGO (Garbage In, Garbage Out) emphasizes that the quality of output is directly dependent on the quality of input data.
How does valuable information aid in decision making and planning?
-Valuable information, derived from processed data, helps in making good decisions by accurately reflecting what is happening. It also aids in planning by providing insights into patterns and trends, which can be used to anticipate future needs and allocate resources effectively.
What is the hierarchy of data, starting from the smallest unit?
-The hierarchy of data starts from the smallest unit, which is a field (a single data item), then grows to a record (a group of related fields for one entity), and finally to a file (a collection of related records).
What is a primary key in a database, and why is it important?
-A primary key is a unique field in a database table that identifies each record uniquely. It is important because it ensures that every record can be distinctly identified, which is crucial for accurate data retrieval and manipulation.
What are some of the privileges and rights associated with database operations?
-Database operations such as adding, modifying, or deleting records are associated with privileges and rights that control who can perform these actions. These privileges are monitored to ensure accountability and maintain security and integrity of the data.
Outlines
📊 Understanding Data and Its Transformation
This paragraph introduces the concept of data as facts about any entity, which can include voice, image, audio, video, text, and numbers. Data is initially collected in a raw form. An example is provided where opening a bank account requires filling out a form, which is a collection of personal data. The paragraph explains that data is often collected in a natural order, and activities such as sorting and counting can transform raw data into information. For instance, sorting login data by gender and then counting the number of male and female users can provide meaningful insights, thus turning data into information.
🔍 Deep Dive into Databases and Data Collection
The paragraph delves into databases as collections of related data that facilitate easy access, categorization, and retrieval. It introduces the concept of a Database Management System (DBMS), which is software used to manage databases, allowing for creation, modification, deletion, sorting, and filtering of data. The paragraph also discusses two primary methods of data collection: primary methods, which involve direct interaction like interviews and forms, and secondary methods, which involve obtaining data from existing sources. The importance of data integrity and its impact on the quality of insights derived from data is emphasized, along with the acronym GIGO (Garbage In, Garbage Out), highlighting the significance of accurate data collection.
📈 The Power of Valuable Information
This section underscores the importance of valuable information derived from processed data in aiding decision-making, planning, control, and gaining a competitive advantage. It explains how accurate data can help in understanding consumption patterns, planning based on demographic insights, and detecting deviations for timely correction. The paragraph also touches on how data can be used for legislative purposes, prediction based on historical trends, and the overall impact of data on productivity and cost reduction.
🏛 Hierarchy of Data and Its Organization
The paragraph outlines the hierarchy of data, starting from a field, which is the smallest unit of data, to a record, which is a collection of related fields for one entity. It further explains that files are collections of related records, and databases are systems that manage these files. The paragraph introduces the concept of data types, such as text, numeric, date, and others, and how they are used in fields. It also discusses the importance of primary keys in databases, which uniquely identify each record, and the various activities that can be performed on files within a database, such as adding, removing, sorting, and searching records.
🔑 Database Management and Security
This paragraph focuses on the activities performed on files within a database, such as adding, removing, rearranging, sorting, searching, filtering, and modifying records. It also addresses the importance of database security and access control, ensuring that only authorized individuals can perform certain actions on the database. The paragraph mentions the role of privileges and rights in managing database access and the need for a control system to monitor and hold individuals accountable for their actions within the database.
Mindmap
Keywords
💡Data
💡Information
💡Database
💡Database Management System (DBMS)
💡Primary Data Collection
💡Secondary Data Collection
💡Data Integrity
💡Record
💡Field
💡Primary Key
Highlights
Data is defined as facts about an object, process, people, or system.
Data can include voice, image, audio, video, text, numbers, and even spaces.
Data is often collected in raw form, such as personal details when opening a bank account.
Data comes in a natural order, like the sequence of login times in an application.
Activities like sorting and counting transform raw data into information.
A database is a collection of related data that allows for easy access and manipulation.
Database management systems (DBMS) are software used to manage databases.
Data collection can be primary, such as interviews and surveys, or secondary, using existing data sources.
Data quality is crucial for the accuracy of insights derived from data.
GIGO (Garbage In, Garbage Out) principle emphasizes the importance of data integrity.
Valuable information enables better decision-making, planning, control, and competitive advantage.
Data can be used for legislative purposes, reflecting population needs and attitudes.
Data helps in prediction, allowing for planning based on historical patterns.
The hierarchy of data starts from fields, which are individual data items.
A record is a collection of related fields, representing information about one entity.
A file is a collection of related records, such as all academic records in a school.
Primary keys uniquely identify each record in a database table.
Database activities include adding, removing, sorting, searching, filtering, and modifying records.
Database security involves privileges and rights to control access and modifications.
Transcripts
today we'll be looking at
data what is
data
what activities do we perform on data
why do we need
data how do we translate data to
information and we look at the concept
of databases look at the hierarchy from
character unit concept up until you get
to data warehousing we'll be using uh
two materials are be sharing two
materials the first is inor to
Information Systems by patrial well
and the second is discovering computers
fundamentals your interactive Guide to
the digital world edited by shley and
verat so those two materials I'll be
sharing some stuff from them for this
class so that we understand basically
what uh data means and uh how do we move
around the world of uh of data right
now let's start
with on understanding
data start with understanding
data what is
data data basically are
facts facts about an object fact about a
process fact about people fact about a
system fact about any
entity can be referred to as data data
could include your voice image audio
video text numbers including your space
bar is also seen as the data most times
when you collect data data is collected
in raw form let me give you
example when you go to the bank and you
want to open an account per Adventure
you go to the bank or you're filling the
form online all the detail information
they asking from you is your name what
is your
gender when were you born where do you
live what is your email address what is
your phone number all these are
data and data comes in natural
order data comes in natural order for
instance if you are to enter a banking
or or logging into an
application at the end of the day if it
is date and time stamped the time every
person logged in will be there the
person that logged in by 400 p.m. will
probably not be listed first before the
person that log in by 1 a.m. but when
this is done we see it as the natural
order of data so when this is done
on some of the activities that you
perform on data to transform it from raw
data to information cannot
happen activities like you cannot choose
to rearrange
it par Venture separating it
with different places that people come
from or using the agenda in that sense
you have performed an ACC on that Ro
data you have performed rearrangement
sorting and because that activity has
been performed on that R data that R
data can give you some information
because if you arrange it separate it
with gender you can now count how many
male gender or how many female gender or
any other gender that is disclosed when
the data is been captured in that sense
you can say we have 25 females that log
in onto our application today that has
become an
information but the five of them did not
come at the same time they were coming
at their own time so that is data that
is the raw form of data when the act of
sorting was performed it sorted those
who are male those who are female any
other gender separately and another
activity was performed it was counted so
sorting and
Counting activity that was performed on
R data then there is an information we
have 25 females that log in to our
portter today so you can see that data
that are processed now become
information data that are processed now
become information in that sense we say
data that is processed
organized presented in a matter that is
useful in a manner that is useful and
meaningful
is an
information when you are done with an
understanding what data is and what
information is the next thing is what is
a
database database are collection of
related data collection of related facts
that allow you for easy access easy
categorization easy Retriever and you
can even perform other activities on the
database so database are collection of
related
data an
example the example I gave earlier so
the people that enter the banking or or
log into the portal on day one you have
their name probably first name last name
provin phone number email when you have
40 of them which you said 25 are female
per Venture the remaining 15 are male
that is a database because Rel items are
put together that is a database and any
software that helps us to understand
this to manage I mean to capture to
manage to present to preserve to give
access to other application individual
that database software is called
database management system the entire of
that is called database management
system you can create you can modify you
can delete you can sort you can
rearrange you can filter and take the
ones you want and several other
activities can be performed on a
database several other activities can be
perform on a database several other
activities can be performed on a
database how do we collect this data
there are different way of collecting
data basically I want to categorize this
into two primary method of data collect
ction and secondary method of data
collection what are the primary method
of data collection we have different
method is said to be
cumbersome it involve some uh uh
resources to be deployed into the
Activity one of them is interview he can
be interview people be talking to them
and be keeping what they're saying he
can ask 10 question to 15 different
people and note what the responses of
each of them is in that and you are
colting data from them another one when
you fill a form either physical form
with pen and paper or form that you f
online using any of your Computing
devices you are providing data when you
click submit the data you have provided
on that form is already logged into a
database table questioner you can have
series of questions series of questions
on a paper or on a form you any online
form and ask people to give you opinion
survey online survey sometimes series of
questions an option some have them to
type the options that is also another
way of collecting data
servation you could see to observe and
while you are observing you might be
capturing yourself or some other
capturing devices are capturing it and
after is been captured is properly laid
in lines in rows on the database table
that is
means of collecting data another one you
have can use camera because there are
times that you want to capture data that
the appearance of
human could distort the quality of that
data and we will talk about data quality
very soon so you could use other devices
to capture those data so that people
doesn't even know that the is kept
although there are issues regarding uh
uh security there are issue regarding
exposing people information there are
regulations that guide all that but I'm
just trying to let you know other forms
of collecting data pleas are
Prim source of data collection the
primary sources of data collection
another way you can collect data is
secondary sources per Venture you don't
have the resources to do all this or you
don't even have the where will in in
terms of technical expert PR or even
time you could get people that already
have this data either at a fee or
depending on them or free for you to
make use of them for instance if I want
to know how many people has written
National examination in my country for a
certain year I might not have the legal
backup or the authority to collect that
data but I can go to the in that collect
the data and said I need the number of
people or I need details of people that
wrote this exam between this time and
this time if you want to know what the
volume of banking transaction is you can
go to a bank or you can go to a a bank
that coordinate the activities of of
banks so when you do all that
the that you are not the one that
collected and relevant for what you want
to do we call that secondary sources of
data collection call that secondary
sources of data collection why am I
playing emphasis on data collection the
quality of data that you
have would determine the quality of
insight that that data will give to you
and that is why data Integrity is very
very
important it is better not to provide
data than provide data that the facts
there in are distorted and not true so
data Integrity is very important and
that uh the computer acronym gigle is
very much relevant here gigo means
garbage in Gage
out if you supply wrong data or data
that is not accurate data that the facts
there in are distorted the result of
your information the result of your
summary of your computation from those
data will not provide will not reflect
the true reality because the data does
not represent what actually happened
data Integrity is very very very key and
very
important you can see example of
different data here
databases that is assigned is printed
out is collected from a form can see all
that now what are the qualities of
valuable
information it's very important you know
information comes from data we have
already said that data that is process
is what we refer to as a
information valuable information help us
to make good
decisions it help us to make good
decisions because it reflect exactly
what is
happening for instance if you see
the the the
sales of a certain product in a certain
location by a company you will know that
those that have this type of consumption
these are other things that they need
and that could help you to ask if other
people are providing such services or
it's an opportunity for you to provide
those Services just by virtue of the
father you have access to their
consumption pattern from another
organization so having the right data
help us to make quality decision having
the right data help us to make
quality other important of valuable
information is it help us to
plan it help us to plan if a country
know exactly what his population is in
different segment and
clusters what the demography looks like
in terms of their age in terms of their
their their their interest their needs
it helps to plan
if a a student know I mean a teacher
knows that 500 student will be coming to
write an exam it helps to determine the
kind of facility that will be able to
accommodate them whether all of 500 of
them can write that exam at once or they
need to P them in batches based on
facilities that are available so having
the right data give us the right
information and it helps planning it
help decision making it helps planning
it also helps for control you can use
data to detect
deviation and ensure that those
deviation are corrected on time you can
use data to uh detect deviation data
also help organization to have
competitive Advantage it has
productivity because it give correct
information about their product about
their consumer both new and and
potential
consumers so having the right data helps
it helps in in legislation you will look
at the existing legislation look at
population look at consumption look at
people attitude when you have all the
data and you be able to know whether the
current registration is enough to guide
them another advantage of data it helps
for prediction for instance if you
collect data for instance I give an
example of
people that wrote certain exams if you
have an idea of people that wrote the uh
the exam 5 years ago 4 years ago 3 years
ago two years ago and probably the
immediate year in that sense you already
had a pattern so when you have a pattern
of data you can see whether the data is
the same is growing or it's shrinking if
is growing or shrinking you will know at
what percentage when you know that you
will be able to plan all things being
equal if there are no Act of God that
distorts things going on you will be
able to plan when you have data so all
these are advantages of having the right
data and almost almost everyone is
either a data item contribute to a data
or do something that has to do with data
or information almost on an hourly basis
almost on an hourly basis and that shows
how much important data and database
management system is in some of our
subsequent series we will also talk
about big data and some other related
terms but what I'm doing here is piing
it from the foundation and growing it uh
up so that we all have a better
understanding of what data is the
importance of data in our daily
activities and how Computing helps in
managing in collection in providing
accet in retriever in storage and in
ensuring that we use this data to
increase our productivity
reduce cost and have more value and
benefits now let's look at hierarchy of
data no we started from data is facts or
fact and just like I said the word data
is already pluralized the single form of
data is dat now the smallest of it is a
field what do I mean by a field when you
look at it a field of data is just
talking about one data item for instance
if you say what is my surname that's a
field say what's my gender whatever I
Supply is it is a fi just one data
item if you say uh which year was I
born whatever I Supply there is a data
item so you can see what a field looks
like so about me alone I can have
different fields I have information to
put in different field depend in on the
purpose for that database for instance
the field of data that will be in my
banking information could be my name Sur
name other names my gender date I was
born the type of account that I have
what is my opening balance what is my
minimum uh what is my current balance
what was the last time I transact that
could be there that's a banking database
the same me if I belong to a school as a
student
I could have my name the courses I
registered for my grade on those courses
the department I belong
to I'm probably the lecturer that taught
me those courses the same me if I work
somewhere I have my staff ID my
designation the level that I am how much
I earn other on a weekly or daily basis
or monthly basis they s me in the
hospital
I will probably have my blood group my
genotype apart from my name apart from
my age so you can see that one entity
with interest in different areas will
have different aspect of
him in those areas and when we are
talking about databases we're not
talking about only humans we said entity
generally be class you have the name of
the car the car type the the the day it
was manufactured the person is allotted
to the speed
the mileage that has done you can see
about any entity each of those field now
have data type the type that come here
can be text forance if you ask for my
name we're expecting text not numbers
some could be numeric if you ask for my
age we expecting numbers and not text
some could be auton numeric prent social
security number n number you could have
currency to hold dollar I mean to hold
currency naira Yen dollar
pounds different currency of the world
we also have another data type that is
called dates in case you want to date of
birth date of employment date admitted
things like that we could also have what
we
call the yes or no it could be true or
false we have memo the one that can go
for lenty text per Adventure you want to
put a note can they put a comment then
we also have object a photo short video
we also have hper Link email address I
also have an attachment for instance you
have an attachment if you're sending an
email so the attachment could be an
attachment the date you send the email
the time the email was sent the title of
the email the text of the email can be
under memo so you can see all these are
different types of data that goes into a
field field is the smallest and from a
field we not have a record and what is a
record what is a record we have grown
from a data item to having a record and
from record we are going to file what is
a
record a
record is an information about the same
entity
on different field what do I
mean I've given several example of me in
different places as a student as an
employee as a patient in in an hospital
as a customer to a bank so in that bank
all those information my name is a field
my name is a field my gender is a field
the type of account I operate is a field
my minimum B opening balance is a fi my
current balance is a field all those
things about me on that row is my
record do you get that it's my
record so a record is a group of related
field that
isation across the field on one end
and we know we have
different so each row record represent
one entity sometime it could be a
transaction uh uh databas a transaction
table in that time it would
be date of transaction time of
transaction transaction type transaction
ID status of transaction whether it's
successful whether not successful
whether he spending you can have amount
of transaction you can have location of
transaction you can have point of
transaction either cash withdraw at the
bank other POS usage either internet
banking other mobile banking so all
those information about that very
particular transaction is the record of
that transaction and there are several
Fields so on the same field you have
transaction by either the same person or
other people and for every record
there's a key that must be unique it's
usually called the primary key it is
unique because the way database
management system is structured in every
table at least
one field must be unique in terms of
what it takes and when I'm talking about
uniqueness here I'm talking about the
fact that no two entities should have
the same thing and I'm going to give you
examples in the hospital my medical
number when they said this what your
medical number no other person should
have that medical number another thing
is phone phone number and that is why
when you D somebody's number it call
that person directly because that phone
number is unique to
him another is social security number in
Nigeria n number Nigeria identity uh
number in a school your matriculation
number in your office your staff number
some of those numbers are so unique that
even if that entity ceases to exist such
number are not real alloted someone else
and that is why primary keys are usually
given by the owners creators or manager
of the database and most primary keys
will have interpretations when somebody
say your social security number you can
know the state where you come from
somebody say your n you can have an
understanding of what happens if
somebody say your matric number it can
know the faculty or the college that you
admitted to or graduated from so primary
keys are
unique
and it's identify every record uniquely
in a database table then we go to
file what are files files now are
collection of related records files are
collection of related record so in a
school for for example
all the information you have about
academic matters can be called academic
files then those file you canot have
different department Department of
banking Department of accounting
computer science department system
engineering can
see all the are files data file so you
can see what I have here now you can see
on my screen you can see what field are
you can see what the record is you can
see student ID that's the key field
that's the primary field that is the
field that is is uh unique that's the
field that is unique so in a file there
are several activities you do in a file
you add record you remove record you
rearrange record you sort record you
search for record you filter record you
modify change record there are several
information you can do in a datab and
deltion too if you don't
need a record again you can delete it
you can yank it off in doing all this
there are what we call Privileges and
rights and it's be monitor for instance
if a database is H an Institutional
database everybody that has right to
either add modify or delete will be
given that right and there is a part of
the computer system that is recording
each of those activities so that we can
hold people responsible for the
activities that they do on the record
for instance in a banking system if
somebody move 10,000 from your account
to his own account you must be able to
know
because you will come and complain that
your money is not what it should be so
there are control and security system
that grants people assess and control
what everybody does on the database and
uh control what everybody does on the
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