Basilan State College

COLLEGE OF INFORMATION, COMMUNICATION AND TRADE TECHNOLOGY

INTRODUCTION TO INFORMATION MANAGAMENT AND DATABASES

Data versus Information

Sound decisions require valid information. And such information is derived from the
observable facts around us.

Data - refers to raw facts that we can collect about entities- people, objects, and
events.

Information- refers to processed data – which gives meaning to the raw facts.

Knowledge - relevant and objective information that helps in drawing conclusions.

Information Management

Choo (1995) defined information management (IM) as the management of processes

and systems responsible for acquiring, creating, organizing, distributing, and using
information.

In his discussion about Information Management, there are six related activities involved
in IM:

1. Identification of information needs

2. Acquisition and creation of information
3. Analysis and interpretation of information
4. Organization and storage of information
5. Information access and dissemination
6. Information use and archiving

Importance: IM is about ensuring that information is available to the right person, in the
right format at the right time.

DIKAR Model

One of the associated models in information management is the DIKAR model. This
model shows the transition of raw facts into information; then, from information,
knowledge can be derived. And from the knowledge, we can identify the action
needed to achieve the desired results. Knowing this model helps organizations identify
the technology needs to assist in the efficient transformation of data for their business
needs.

Data

Information

Knowledge

Action

Result

Instructor: MATHEEN R. TABID CS 301 – INFORMATION MANAGEMENT 1

 Basilan State College
COLLEGE OF INFORMATION, COMMUNICATION AND TRADE TECHNOLOGY

Evolution of File System and Data Processing

Two systems can be utilized in Information Management: file systems and database
systems.

Before going straight to databases, it is essential to learn first the concept of the file
system. Knowing file systems can be helpful to understand the complexities of
databases and the conversion to database systems.

File systems can either manual or computerized. The manual file system is the traditional
pen-paper-folder file management. It is composed of a collection of file folders,
categorized and stored in cabinets.

The computerized file system uses computers and storage devices to acquire, organize,
and store data. It also facilitates faster data tracking and report generation as
compared to the manual method.

File System Problems

1. Dependence in structural and data changes

Structural dependence happens when changes in the file structure will entail
modifications in related programs and files to roll-out or apply the new structure.

Structural independence is when changes in file structures do not affect data

access.

File structure changes include: adding of fields, changing of file types.

Data dependence happens when data structure changes affect data access.
Data independence is when these changes do not affect the data nor the
related programs.

Data structure changes include: change in keys, change in data types.

2. Data Redundancy

File systems are prone to data redundancy due to having data from multiple
resources and do not have automatic measures to avoid multiple data copies. If
redundancy exists, it can result in having:

• Poor data security

As multiple copies exist, it is difficult to track changes and ensure user roles.
Thus, unauthorized access will be challenging to manage and most likely to
happen.

• Data inconsistency

This happens when multiple copies of the data have conflicting versions.

This is usually a result of a particular update done in one document but failed
to update other existing copies.

• Lack of data integrity

Instructor: MATHEEN R. TABID CS 301 – INFORMATION MANAGEMENT 2

 Basilan State College
COLLEGE OF INFORMATION, COMMUNICATION AND TRADE TECHNOLOGY

The existence of data redundancies might compromise data integrity.

Integrity is defined as the consistency and accuracy of data.

3. Lack of design structure and models

File systems usually lack design and data models as compared to database
systems. Data models contribute to the overall structure and logic flow that
enable databases to be more organized in managing data.

4. Exposure to various data anomalies

Anomaly means an abnormality, an error, or an inconsistency. Types of data

anomalies are as follow:

o Update anomaly - happens when an update done results in data

inconsistency or discrepancy.
o Insertion anomaly - happens when inserting a new record might result in
incomplete information or failure to insert due to dependence on other
attributes.
o Deletion anomaly - happens when deleting a record might result in loss of
data or information.

The Role of a Database

As the data collected evolves and the transactions being done in businesses,
innovation and improvement in storage have been a continuous necessity for a
business. Hence, apart from file systems, database systems are often the more viable
option for organizations.

A database is a centralized collection of end-user data and metadata. End-user data

are facts derived from the system users, such as the ones retrieved from transactions.
Metadata is often described as data about data or information about the database
and tables' structure and components.

A database helps in transforming retrieved data into useful information. Through a

database management system, databases can facilitate adding, updating, retrieving,
and deleting data.

Instructor: MATHEEN R. TABID CS 301 – INFORMATION MANAGEMENT 3

Basilan State College
COLLEGE OF INFORMATION, COMMUNICATION AND TRADE TECHNOLOGY

File Systems vs Database Systems

The Database System Environment

A database system environment is comprised of five components:

• Hardware – the physical devices

• Software – the applications necessary to run a database. This includes the
operating system, database management system, among others.
• People – includes all the system stakeholders: end-users, designers,
administrators, programmers, and analysts.
• Procedures – the policies or system rules.
• Data – raw facts collected.

Types of Databases

1. Based on the number of users:

o Single user database supports one user at a given time.
o Workgroup database is intended for a group of users. One example is one
department.
o Enterprise database supports multiple groups of users working together
and accessing files simultaneously, such as organizations and
corporations.
2. Based on location:
o Centralized database is located and maintained at a single site.
o Distributed database is distributed across several different sites and
servers.

Instructor: MATHEEN R. TABID CS 301 – INFORMATION MANAGEMENT 4

Basilan State College
COLLEGE OF INFORMATION, COMMUNICATION AND TRADE TECHNOLOGY

3. Based on data stored:

o General-purpose database usually includes a wide range of topics and/or
types of documents.
o Discipline-specific database focuses on a single academic discipline or a
group of related fields.
4. Based on the how it will be used and the time sensitivity of information:
o Operational database stores and supports real-time business data.
o Analytical database contains historical data that can be used for business
intelligence.
5. Based on the degree which the data are structured:
o Relational database is used to handle structured data.
 Structured data – are easily searchable by algorithms
o Non-relational database (NoSQL) is for handling unstructured data.
 Unstructured data – have no predefined structure.


Database Management System

Coronel et al. (2015) defined database management system (DBMS) as a system used
to create and manage databases and facilitates the organization, manipulation, and
retrieval of data.

DBMS Advantages

1. Improved data sharing

DBMS is capable of providing a platform for the users to access more organized
data.

2. Improved data security

DBMS is capable of improving data security and privacy by providing facilities for
managing access levels and implementing security policies.

3. Better data integration

Since data sharing and access are enhanced, DBMS can help the management
have a clearer view of how their business segments are doing.

5. Minimized data inconsistency

Well-designed databases can minimize the occurrence of having multiple

copies of data that results in inconsistencies. DBMS can help in the
implementation of primary and foreign keys that enforce integrity.

6. Improved data access

DBMS can facilitate quick responses for data retrieval requests making it easier to
search and find what you need.

7. Improved decision making

It is easier to study the data and make strategic reports through a more
organized and faster retrieval of data.

Instructor: MATHEEN R. TABID CS 301 – INFORMATION MANAGEMENT 5

Basilan State College
COLLEGE OF INFORMATION, COMMUNICATION AND TRADE TECHNOLOGY

8. Increased end-user productivity

By providing ease of access and data availability, DBMS can help users do their
work faster and more efficiently.

DBMS Functions

1. Data dictionary management

A data dictionary holds the metadata about the database structures. DBMS
offers features that help manage and generate data dictionaries for reference
and documentation purposes.

2. Data storage management

Database performance can be fine-tuned to be more efficient in the storage

and retrieval of information.

3. Data presentation

DBMS can aid in the acquisition, storage, and transformation of data presented
in a structured way to satisfy logical expectations.

4. Security management and multi-access control

Access roles and levels can be configured through an Access Control List (ACL),
which allows the limited rights and privileges per user type.

5. Back-up and recovery management

Back-up and recovery options are available to avoid database outages and
data loss.

6. Data integrity management

Integrity is the consistency and accuracy of data. Through the enforcement of

the integrity rules, DBMS is capable of ensuring data integrity.

7. Database application and communication interfaces

DBMS can handle the Structured Query Language (SQL) and its connection with
other programming languages and applications. Also, it supports
communication with other databases.

Instructor: MATHEEN R. TABID CS 301 – INFORMATION MANAGEMENT 6