Data & Information

chapter-1 1
Contents
• Data
• Information
• Difference between data and information
• Data processing
• Definition of database
• Meaning of DBMS
• Features of information
• Types of DBMS
• Dataware Housing
• Data mart
• Data mining

chapter-1 2
Data
• Data is the collection of raw facts which is arising out
of a physical phenomenon or a business transaction
which is unorganized but can be organized in to useful
information.

• It takes a variety of forms including numeric data,

text, voice, images
• Eg: date, weights, price, costs, number of
items sold, employees names, product
names etc………

chapter-1 3
Information

• The data which has been converted in to a

useful and meaningful form is information.
• Mathematically ,
• Information = f (data, Processing)

DATA PROCESSING INFORMATION

chapter-1 4
Difference between data and
information.
Data Information
• Data is raw fact • Information is
• Data is the input processed data
• Data is unorganized • Information is the
• Data cannot lead to output
action • Information is
• Data cannot add organized
anything to the • Information can lead
knowledge to action
• Information enhances
knowledge

chapter-1 5
Nature of information
• Data should be defined as raw, unsummarised and
unanalytical facts.
• Information is data that has been presented in such a
way as to alter the receivers understanding.

DATA RELEVANCE PURPOSE INFORMATION

chapter-1 6
Data Process Information

Action decision
Manager and Information
• Management needs only information but not data.
• The manager may do various things with information
including
• Storing it for further use
• Putting it to immediate use
• Disseminating it to others
• Discarding it
• Some information is combined to form new
information.

chapter-1 8
Data processing
• The conversion of facts in to meaningful information is
known as data processing.
• Various steps involved in data processing are
• Data capturing- process by which data are transferred
from a paper copy to electronic format
• Error checking
• Information generation- with the help of various software
applications.

chapter-1 9
Database
• A database is a collection of objects that allows
you to store data in an organized fashion so
that it can be easily be retrieved, manipulated
and updated.
• Eg: Address Book
Definition of Database
• A database is a collection of data organized to serve
many applications effectively by centralizing the data
and minimizing redundant data.
• A database is a collection of data organized to serve
many applications at the same time by storing and
managing data so that they appear to be in one
location.
• Three examples of a database
• Personal database
• Customer database
• Supplier database

chapter-1 11
Duplicate (Redundant) Data

chapter-1 12
Objectives of Database
• Availability
• Shareability
• Data independence
• The users can establish their view of the data
without regard to the actual physical storage of
data
• Data integrity
• High level of accuracy and consistency

chapter-1 13
Meaning of Database Management
System (DBMS)
• DBMS is a special software to create and maintain a
database and enable individual business applications
to extract the data they need without having to create
separate files or data definitions in their computer
program.

• DBMS act as an interface between application

programmes and physical data files.

chapter-1 14
Database Management System

Applicati
on
#1

Application
Database
#2
DBMS containing
centralized
shared data
Application
#3
DBMS manages data
resources like an operating
system manages hardware
resources
chapter-1 15
DBMS

User or
Application DBMS
program Data base

chapter-1 16
The four major uses of DBMS
packages
• Create Database
• Add records
• Retrieves records
• Provide facility of modifying the records
• Sorts the record.

chapter-1 17
The four major operations performed by
DBMS Are
• Traversing
• Searching
• Inserting
• Deleting

chapter-1 18
• Traversing:
• Accessing each record exactly once so that certain
items in the record may be processed.
• Searching:
• Finding the location of a record with a given key
value or finding the locations of all records which
satisfy one or more conditions
• Inserting:
• Adding a new record to the structure
• Deleting:
• Removing a record from the structure

chapter-1 19
The languages used to
communicate with database
• Two languages are
• Data description language (DDL)
• Provides the DBMS with standardized
description of data which constitutes the
data dictionary.
• Data manipulation language (DML)
• Provides the DBMS with facilities for data
insertion , deletion, modifications and
retrieval

chapter-1 20
Characteristics of DBMS
• The capacity to store large amounts of data necessary
for users needs.
• The capacity to retrieve and modifying data and
record changes
• The ability to minimize the duplication of data and
increase access to all data in the database.
• Ability to control the access to the database
• The ability to add more data and programmes to
system.

chapter-1 21
Objectives of DBMS
• Provide for mass storage of relevant data
• Make access to the data easy for the user
• Provide prompt response to user request for data
• Eliminate redundant data
• Allow for multiple users to be active at one time

chapter-1 22
Database Management packages

• Microsoft Access
• Lotus

• SQL (structured Query Language)

• Language used to retrieve the information
from the database.

chapter-1 23
Types of DBMS
• Hierarchical model
• Network model
• Relational model
• Object oriented model
• Multidimensional database management systems.

chapter-1 24
Hierarchical data structure
• This model organizes data in a hierarchy or
tree structure.
• Each data element is related to only one
element above it.
• Parent record can have several children records
but a child can have only one parent.
• The relationship between the records are one
to many.
• This model maintains records (entities) in
groups of tree structures called forests

chapter-1 25
Hierarchical Structure
Company

Project 1
project2

Employee-1 Employee 2
chapter-1 26
Hierarchical data structure
Advantages Disadvantages
• Easy to design and cheap to • Based on one way access
maintain from superiors to
• Less complicated so, easy to subordinates
understand.
• Not suited for many to
• Navigation among the records many relationships
is very fast.
• Difficult to insert
subordinate records with
out superior records
• Deleting superiors logically
deletes subordinates
• Difficult to update record
stored in multiple locations
• Not suited for databases
where relationship changes.

chapter-1 27
Network data structure
• Logical data structure that allows many to many
relationships among data records.
• It allows entry in to the database at multiple points
• A record may have many superior records and
many subordinate records.
• A group of interconnected nodes is known as a
network.
• Nodes are records and connections are
relationships.

chapter-1 28
Network structure
Seller A Seller B Seller C

Vegetables Flowers
Fruits

chapter-1 29
Network data structure

Advantages Disadvantages
 Can model many-  Not easy to add
to-many relationships to an
relationships existing database
 Is flexible in
representing
relationships

chapter-1 30
Relational data structure
• Data structure in which all the data elements within
the database are viewed as being stored in the form
of simple tables .
• DBMS can link elements from various tables as long
as the table share common elements.

chapter-1 31
Relational data structure
• Relational database is a collection of tables called
relations
• Each row of the table/ record is called a tuple.
• Each tuple is broken in to distinct fields known as
attributes
• A filed or attribute has a name.
• Table row is know as a tuple and column is known as
attributes

chapter-1 32
Relational Model
Attributes

 Example of tabular
Customer-id
data in the relational
customer- customer-modelcustomer- account-
name street city number

192-83-7465 Johnson
Alma BLORE A-101
019-28-3746 Smith
North MUM A-215
192-83-7465 Johnson
Alma CHE A-201
321-12-3123 Jones
Main DEL A-217
019-28-3746 Smith
North TVM A-201

chapter-1 33
A Sample Relational Database

chapter-1 34
Object oriented model
 Object oriented model build around objects.
 An object consists of both data and actions
can be performed upon them.
 Bank account Object
Attributes
Customer
Balance
Interest
Operations
Deposit
Withdraw
Get owner

Checking Account Object Savings account Object

Attributes
Attributes
Number of withdrawals
Monthly statement
Quarterly statement
Operations
Operations
Calculate interest owed
Calculate interest paid
Print monthly statement
Print quarterly statement
Multidimensional database
management systems.
DBMS
 Data Dictionary:
 The data dictionary is used to create and
store definitions of data including ,
location , format for storage and other
characteristics.

chapter-1 38
Metadata

Descriptions of the properties or characteristics of the

data, including data types, field sizes, allowable
values, and documentation

chapter-1 39
Dataware Housing
• Data warehousing stores data from current and earlier
years that has been extracted from various
operational databases of an organization for business
analysis, market research, decision support and data
mining applications.

chapter-1 40
Data warehouse
• Data warehouse is an integrated collection of
data extracted from operational, historical and
external databases and cleaned, transformed
and cataloged for retrieval and analysis, to
provide business intelligence for business
decision making.

chapter-1 41
Data Warehouse Architecture
2 3 4 5

Data
source n
1
Data Loaders

DBMS

Query and analysis tools

chapter-1 42
Data marts

• Data warehouses are subdivided in to data

marts which hold specific subset of data from
the warehouse.
• For easy retrieval of data which is frequently
used by the user from the data warehouse

chapter-1 43
 Data warehouse and data marts
purchasing
Finance
Data
Applications

marts
Inventory
control marketing
Data
warehouse

Production Human
control resource

Order control sales

chapter-1 44
Data mining
• A major use of data warehouse is data mining.

• Data mining refers to find patterns and rules that can

be used to guide decision making and predict future
behaviour.

• Eg: young officials with a monthly income greater

than Rs 50000 are more likely to purchase new and
latest cars.

chapter-1 45
Data Mining
• Aims at extracting patterns, trends, rules
from data warehouse to
• Improve competitiveness
• Increase profits
• Transform business processes

chapter-1 46
 Data Mining

Data Search for Review Report

warehouse patterns output results
database

Revise &
refine
query

chapter-1 47
Types of databases used in
organisation
• Centralized Database
• Decentralized database

chapter-1 48