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databases

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What is a database

A database is an organized collection of data. The data are typically organized to model and supports this information. For example, booking an appointment with a doctors also another example using it in schools for keeping track of kids records.

This is a data base from a doctors each field is earthier a drop down bar or you have to type you use this database to book patients appointments

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ADVANTAGES

Advantages and disadvantages

• One main advantage is it is more cheaper than using paper

• Paper is more harder to change where as electronically you can make changes all the time without having to make a new one

• More than one person can access the database at the same time

• It is more easier to store data• It is cheap to use after you have

bought the equipment• There is a more of a chance it will not

get stolen due to the fact you can put a lock on by a password

disadvantages

Theft is a problem weather it’s a , co-worker or employee.

You have to pay for the electronic equipment to have a database e.g. a laptop or a computer and a printer

Another thing is you have to teach the people how to use the software (Microsoft access)

disadvantage of databases is the computer might not be properly updated to that correct system

One of the main disadvantages of databases is that they are at risk for being lost.

Another disadvantage is the might be a power cut so you always have to save it

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When would you use a database

A database is used when recording school pupils data e.g. Sims is used to keep track of all the students data. You would also use a database for a doctors recording patients data. You would need a database for consuming time instead of doing it in paper

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For a doctors database for example

On the database I will need

Patients name dob contact number parents name doctors name address if you do the database electronically you will not get double booking it’s easier to see

what doctors have free slots more than 1 receptionist can log on to it at the same time it’s easier stored paper databases can very simply be misplaced or stolen but on a computer you can place a password on and store it safely

The hardware you will need is a computer and Microsoft access this should not be a problem for a business because they should already have computers.

two tables one will be the doctor’s details they will contain the doctors name the doctors room and the doctors gender these fields will be used so the patients knows who he is seeing. The other table will be about the boking details there will be 5 columns they will include patients name ,patients age, address, date of appointment, reason why there coming there will be two tables because it is more simple to book doctor’s appointments

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Improve Productivity

What is mail merge? Mail merge is where you merge information into a document so that each document is made in a specific way. (e.g. having 1200 kids in one school and sending a letter to all of them you would need to take all of there names and put it into a document you would need to get everyone's address you would use Sims to get everyone's details ), this is saving time.

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Accuracy

Having accuracy is being accurate and not being wrong when finding out e.g. how many a doctor has had patients in one week this would be calculated by taking a certain field or cell and adding or taking away or divide or multiplying doing this on a database will be very accurate this will be quicker and time consuming.Doing a database is more affective if you do it on a computer because you can out rules in the forms to say that you cannot leave the page if you do not fill in example the name

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Usability

This is a simple database for this to be filled out you do not need to know how to make or use a database you will only need the details of that specific person this is an example of a form you would need to fill in if you are going to emigrate to Scotland

Another point is the database is an easy access it is more easier that doing it on paper it has more of a use if you do it on a computer because it is easier to save