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Benefits of databases
The gathering, processing and use of information relating to the operations of a business are vital to
its success. Even something as simple as a customer mailing list needs to be managed appropriately if
it is to be kept up to date and accurate. Therefore, any tools or applications that can make the tasks
involved easier and more efficient need to be given serious consideration.
The database is one of the cornerstones of information technology, and its ability to organise, process
and manage information in a structured and controlled manner is key to many aspects of modern
business efficiency.
This guide describes the various types of database tool and system available and provides guidance on
how to choose the best solution for your business needs.
What is a database?
A database is a collection of data which has been organised so that a computer program can quickly
select desired items. This could be something as straightforward as a list of names in alphabetical
order or an ascending list of numeric stock codes. The secret to the successful use of database
technology is the way in which data or information is structured to enable efficient processing.
Manual filing systems have drawbacks that make them inefficient. Take as an example a simple card
file index of customer information. This depends on consistent use to be effective. For example, if the
card always has the surname in the top left-hand corner then they are easy to put in alphabetical
order. However, if some cards have the postcode in this position instead, the task becomes more
complicated.
Database tools and applications are designed to help you store and manage data in a controlled and
structured manner.
Single-card file indexes can be simple, but it is more complex to cross-reference information held in
two separate files. The relational database management system (RDBMS) makes use of common
"keys" to tie related information together. For example, a customer ID number could be used to
identify an individual customer in a large list of customers, or to link a customer with an order for
specific goods.
Benefits of database development
For most businesses, the more you know about your customers, suppliers and competitors, the better.
Therefore the gathering, storing and processing of information in the form of databases can provide
you with a distinct advantage.
Many businesses do not have the time or resources available to gather and process large quantities of
information. Therefore they may lack information about how their business is performing, how
profitable their product lines are, whether customers are making repeat purchases, etc.
However, as it's not always obvious what information is potentially valuable, you should try to gather
as much data as possible. Having all this information can help you deal with specific operational
problems or shape future strategy.
Note that your gathering, storage and processing of customers' personal data must comply with data
protection legislation. See our guide on how to comply with data protection legislation.
Using a sophisticated relational database management system allows you to do this, and the store of
data that is built up over time can become increasingly useful and valuable. For example, historical
data can show you business trends, or sales records can identify valuable customers. In addition, the
disciplines required to gather, enter and process such data can help to ensure that your business is
run in a regulated and properly managed way.
Some of the advantages of using database technology in your business include:
reducing the amount of time spent managing data
giving you the ability to analyse data in a variety of ways
promoting a disciplined approach to data management
turning disparate information into a valuable resource
improving the quality and consistency of information
Types of database system
Databases generally have one of two basic forms - the single-file database or the multi-file relational
database. Single-file databases are often called "flat file" systems and relational databases are
frequently known as "structured" databases.
The type of database system or tool that you require depends on a number of factors, such as:
the complexity of the data involved, eg plain text, images, sound files
the quantity of data to be stored and processed
whether the data needs to be accessed and amended by more than one person simultaneously
whether data needs to be imported from, or exported to, other IT systems
If your requirements are simple, eg monitoring the names and addresses of around 100 customers,
you might find that standard office tools such as a spreadsheet might be all you need.
However, if your needs become more complicated you will need to look at more sophisticated and
capable packages such as Microsoft Access, FileMaker Pro, Oracle, Sybase or Informix. These are
specifically designed to sort and search large amounts of data of a variety of types, for instance
allowing you to manage customer names, goods orders and payment histories.
Certain business processes are often managed using specialist database products or applications.
Packages such as ACT, Maximiser or Time and Chaos are specifically designed for managing and
manipulating contact information within a business.
Similarly, many business types such as manufacturing, publishing, insurance, etc will have database
solutions specifically targeted at their precise needs and requirements. It is worth seeking out any
products which address the particular needs of your business sector. You might find them by asking
your industry or trade association or trading partners. You can use the Internet to research popular
database products.
Deciding what type of database you need
Whether your business would benefit from database technology largely depends on volume.
A small business with half a dozen customers, fewer than a hundred product lines and five suppliers
will not need a sophisticated relational database management system (RDBMS) to manage its
data. Many small businesses manage very well with the limited database capabilities in a standard
spreadsheet package.
However, a larger business with hundreds of customers and products, and dozens of suppliers, may
find that an RDBMS is the only option. A modern RDBMS is capable of handling millions of records and
is designed to cope with very large processing requirements.
The other major factor affecting your decision is the number of people you need to be able to share
information with simultaneously. While a spreadsheet may be viewed by several people at once,
generally only one person at a time can make amendments to it. With an RDBMS several people can
access and amend different individual records at the same time. This makes the data store more of a
shared resource.
Small flat file database packages can be bought for very little, possibly around £50, but they are
limited in their capabilities. Usually only one person can access and amend the data at a time. In
addition, while it is possible to store data in multiple files, a simple database system is unlikely to offer
sophisticated data processing or manipulation. Therefore, if you need a large or powerful database
application you should consider an RDBMS.
RDBMS packages range in price from a few hundred pounds to several thousand pounds, often with
licensing fees based on the number of simultaneous users that are able to access the data. The bigger
the system, and the more users accessing it, the more you will have to pay. Most packages allow you
to start off quite modestly with, for example, a licence for five users which you can increase as your
requirements grow.
Systems development
Databases can benefit practically any business that needs to process large amounts of information.
Many database products are actually tools that are used to develop specific applications, such as sales
ordering systems, ticket reservation systems, inventory management, etc.
Unlike conventional programming languages, database development tools make maintaining and
managing structured data files easier. They also impose strict design parameters on developers to
ensure that data retains its integrity and accuracy.
For example, most database development systems operate on a commit basis - this means that any
changes to data are made in such a way that the data will not be corrupted if the system fails.
Similarly, professional database development tools allow multiple users to view and use data
simultaneously, which greatly improves the efficiency of systems.
The primary advantage of using a database development system is that your applications can be
specifically tailored to meet your precise requirements. This avoids accepting any compromises by
using "off-the-shelf" packages. Specifying your requirements is a specialist task, so you may need to
consult a professional system developer.
Most modern database development systems use structured query language (SQL) processing,
which allows data to be analysed and reports to be generated in a wide variety of different ways.
Using SQL you can make enquiries of its data and often ask highly specific questions. Generating a
report that shows all customers who have ordered products on a Friday afternoon, for example, can
then be used to gauge the demand for weekend deliveries.
SQL requires expertise to be used effectively - you may need to consult a professional systems
developer. Alternatively, the supplier of your database software may offer consultancy as an add-on.
Potential drawbacks of database development
One of the main benefits of relational database management system (RDBMS) technology is the ability
to build applications that are tailored to your business requirements. However, the development of
RDBMS applications can be expensive and time-consuming.
You can develop your own applications in-house - however, the skills required are often quite
extensive. You may not have the necessary skills available to undertake your own systems
development and will have to consider employing outside help.
The basic tasks required to build an RDBMS solution include:
initial consultancy
analysis of requirements
system specification
database design
programming
testing
implementation
training
ongoing maintenance
Building an RDBMS solution is unlikely to be a quick process and because there are so many steps
involved the costs can escalate.
You should also consider the risk to your business operations if the RDBMS solution fails to meet your
specific requirements. The risks are especially high if the solution is intended to be used for your core
day-to-day business operations.
You should avoid committing yourself to a system which looks good on paper but which is totally
unproven in practice. You could make use of an off-the-shelf solution to provide the core functions of
your system, for example the standard financial accounting needs, and build on your own specific
requirements in the form of extra modules for functions such as sales order processing or supply chain
management. That way you are minimising the overall risk to your business.
Questions to ask a database supplier
For many businesses a relational database management system (RDBMS) can be a large investment.
Therefore it is important to choose your supplier carefully - choosing the wrong one could be very
expensive and might even jeopardise your business.
Before implementing a solution based on RDBMS technology, you might find it useful to ask any
potential suppliers the following key questions:
How long has the supplier been established?
What are the specific costs associated with its product, ie a one-off purchase price, an annual
renewable licence, a charge per user, etc?
How much is charged for technical support?
Does the supplier provide consultancy and, if so, at what rates?
Is the system scalable? If you suddenly increase your product line by 200 per cent could the
system grow automatically to cope with the expansion?
Can the supplier recommend any third-party developers that make use of their RDBMS?
Is there an active independent user group?
Can the supplier provide references for businesses in your industry sector using their software?
Does the supplier offer training in the RDBMS and, if so, at what typical cost?
Related guides on businesslink.gov.uk
Manage your customer database
Computer software: the basics
Make the right IT choices
Basic IT skills
Get the most from IT in your business
Planning for e-commerce
Supply chain software
Choose and manage your IT supplier
Keeping your systems and data secure
Comply with data protection legislation
Business continuity planning in IT
Related web sites you might find useful
Find a course on database software at the learndirect website
http://www.learndirect.co.uk/browse/homeofficeit/
Read about RDBMS on the Computer Technology Documentation Project website
http://www.comptechdoc.org/independent/database/basicdb/datardbms.html
Read tips on using database technology more effectively at the Database Journal website
http://www.databasejournal.com/features/
Read reviews of database development tools at the Home Office Reports website
http://www.homeofficereports.com/database.htm
Read about business continuity management at the Continuity Central website
http://www.continuitycentral.com/feature0320.htm
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