Database Concepts with Microsoft Access

Types of Database Models

Databases are used to store and access data in many ways. They are often used for websites e.g. containing price and product information on an e-commerce site. Website content management systems allow users to make changes to web content without having to have technical knowledge. Databases can be used for business involved in distribution, logistics, shipping and inventories. They can be used to store data about customers such as contact details and home address. This information can then be modified and updated.

Hierarchal databases are similar to a tree structure. Records are stored in groups of master/subordinate relationships. There may be a high priority table e.g. containing customer details and relationships between many product tables which would be subordinate. This model is fast and simple to use but only contains one-to-many relationships.

Relational databases have data organised in a series of related tables. It can be manipulated in many different ways. This type of database is easy to create, access and add to. These types of databases may be used in companies where employee details for different departments are stored and are related to each other.

Object-orientated databases have data represented by objects. Not all of these models support Structured Query Language. SQL is a language used in Microsoft Access when it runs Queries. Website content management systems often use this type of database e.g. in a shop at the cashier.

Stages of a Database

Stage 1 – Design

The design must be clear and consider what the database will be used for. Future use should also be taken into account when designing a database. How will it output data? What will the result of the database be? How will it be used to serve the needs of the people who access it?

Stage 2 – Creation

This involves developing tables, data input, relationships, forms, queries and reports. This process needs to be followed carefully to ensure that there is a clear understanding of the links between tables and the output of selected databases.

Stage 3 – Data Entry

This stage involves entering information into a database. This is a long, labour intensive process and requires a skilled user. There are many features in Microsoft Access that can limit the chance of errors occurring such as data validation methods that only allow certain information to be entered and input masks where data entered must be of a certain format.

Stage 4 – Data Maintenance

This involves adding new information and removing unnecessary data from a database to make it more efficient. This process is carried out on a continual basis as information changes e.g. contact details of customers or product updates.

Stage 5 – Information Retrieval

Information is retrieved and organised using queries, forms and reports. Users may only be allowed to use sections of a database because of restrictions.

Applications of Databases

Databases can be used for dynamic websites where data is retrieved and updated for information such as product details or prices. Databases are often used to manage mailing lists where email details are stored. These databases can then be updated when contact details change.

For instance, when a customer entering contact details including name, address, email and date of birth into a shopping website, this data is retrieved automatically and updated using company databases. This information can then be related to products purchased by that customer and a record of this information will then be stored in the organisation’s databases.

Website content management systems use databases where users without technical skills can edit information e.g. product sales details. The user may input data without having to know coding languages. This makes data entry more effective and efficient.

Customer Relationship Management Systems uses databases to store and retrieve customer details in an organisation. Information such as name and address can be used by a company. This information can then be updated whenever customers’ details change.

This type of system may be used in a hotel, for instance where an established content management system is used by a staff member. The contact details of the guest is stored in a client database, information about the amount charged, length of stay and room stayed in may also be included in separate databases. This information can then be changed and updated as different guests arrive and leave the hotel.

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