Understanding Database Basics - Part 2

In the first part of this article we explained the basic structure of a simple relational database, and looked at how information is stored in tables, records and fields. And using the example of a library catalogue, we explained how the database would consist of a number of tables, containing different types of information. In this article we will look at how these tables can be linked so the information can be managed effectively.

As mentioned, most databases for modern business will have a number of tables. In fact, many businesses will have a number of different databases. However, staying with the relatively simple example of a library database, the main table will probably be the table that contains information about all the books in the library.

However, there will also a library members table, a book categories table, a book status table and much more. For the database to work effectively, all of these tables must be linked to each other, thus the name relational database. So, for example, you want to look at the information on a book. The book table will give static information like the name of the book, the author and the publication date. However, if you are a librarian you may also want to know whether the book is checked out, and if so, who is currently borrowing it. For this reason, the book table must link to the status table (checked out) and the members table (who is borrowing).

Of course, setting this up is work for a database professional, but it does no harm to know the basic workings of databases. So, this gives you an idea of how information is stored and organized. However, this is of little use for the average end user unless there is an easy way to locate and view this information.

A database professional can write a Standard Query Language (SQL) query to extract the information he wants. However, most of us need software to help us extract the information we need and display it in format that suits us. Depending on the database, commercial software can be used or in some cases a specially designed system will be needed.

Going back to the library example, library workers will need a user interface that allows them to quickly search for books by name, author, category and so on. Also, the system will need to return information quickly on whether the book is checked out, when it is due back etc. The database software will also have to a number of other jobs like keeping track of memberships and fines, sending out automatic overdue notices and all the other tasks that need to be done to keep a library running efficiently.

Thankfully, a good database and good software can make the data easy to access and can automate many of these tasks

 

Written by: David C Skul - CEO

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