Database Management Packages

A database is a large collection of data entered a computer system and stored for future use. The computerized information in the database is organized so that the parts that have something in common can be retrieved easily. Most DBMS packages can perform four primary tasks:

• Database Development: Define and organize the content, relationships, and structure of the data needed to build a database.

• Database Interrogation: Access the data in a database for information retrieval and report generation. A user can selectively retrieve and display information and produce printed reports and documents.

• Database Maintenance: Add, delete, update, correct, and protect the data in a database.

• Application Development: Develop prototypes of data entry screens, queries, forms, reports, and labels for a proposed application.

A database management package or database management system (DBMS) is a software package used to set up, or structure, a database. It is also used to retrieve information from a database. The top part of the figure is a menu. The entire list of member names and addresses is called a file. Each line of information about one member is called a record. Each column of information within a record is called a field.
Popular database management programs include dBASE, Paradox, and FoxPro. Database management packages have different features, depending on their sophistication. A principal feature of database management software for microcomputers are as follows:

• Retrieve/Display: A basic feature of all database programs is the capability to locate records in the file quickly. The program can search each record for a match in a particular field to whatever data users specify. The records can then be displayed on the screen for viewing, updating, or editing.
  
• Sort: Database management packages make it easy to change the order of records in a file. Normally, records are entered the database in the order they occur. There are many ways users can quickly rearrange the records in the file, such as by employees' last name or by their social security number.

• Calculate/Format: Many database programs contain built-in math formulas. In the office, for example, users can use this feature to find the highest or lowest commissions earned. Users can calculate the average of the commissions earned by the sales force in one part of the country. This information can be organized as a table and printed out in a report format.

• Customized Data-Entry Forms: A person new to the database program may find some descriptions for fields confusing. For example, a field name may appear as "CUSTNUM" for "customer number." However, the form on the screen may be customized so that the expression "Enter the customer number" appears for "CUSTOM." Fields may also be rearranged on the screen, and boxes and lines may be added.

• Professional-Looking Reports: A custom-report option enables users to design the elements users want in a report. Examples are the descriptions appearing above columns and the fields users wish to include. Users can even add graphic elements, such as a box or line, so that the printed report has a professional appearance.

• Program Control Languages: Most people using a database management program can accomplish everything they need to do by making choices from the menus. Many database management programs include a programming control language so that advanced users can create sophisticated applications.