Databases

Databases store, retrieve and allow reporting on your data.  You may be managing OK with spreadsheets (like Microsoft Excel) and many do - because it is a "simple" alternative. 

The problem arises when the sheer amount of data and the need to get that data transformed into meaningful information.  This is when you should be considering a database solution.

So what data would I want to store in a databse?

The key thing here is the data needs to have a common structure:  Imagine your address book. Every page has the same layout (or structure) - There is a space for the Name, Address, Telephone numbers, email, birthday and so on.  It doesn't matter what page you loook at, the layout (structure) is the same.  Again, not every space has data in it - you may not know (or want to know) someones email address for example, but it doesn't stop you adding all the other data you want to keep about the person.

A feature of databases is that these spaces can have formatting and rules appplied to them to help keep your data right.  In this example, the Name space could be set to "mandatory" so the system would not allow you to save an address without having the contacts name added....

Some data spaces can also be calculated for  you - again useful for speed and accuracy.  For example, if you have entered your contacts birthday, the database can display that contacts age automatically.

Like with the physical address book, the database can retrieve data for you - so if you wanted to look up the information for a specific person - it would... but it could just as easily tell you who had birthdays this month, or who doesn't have an email entered.

This depends on the scale of the database...

• From small single / limited user systems written in Microsoft Access
• Lists and documents management in MS_SharePoint
• Complex multi-user systems in SQL server.

Databases primary purpose is to store, retrieve and report your data as meaningful information.

As an example;

Storing your business transactions in a database allows you  to add rules and formatting to minimise keyboard errors and ensure what data must be entered, is actually entered.

Calculated fields will speed up data entry and further eliminate errors but willl also be "always up to date". Due dates can be displayed against every transaction automatically and "counts down" automatically.

Multi user

More than one person can work on a database at a time (You can do it with spreadsheets, but it is tricky!) which mens people can work efficiently, with access control only allowing them to see what they need to see.

We have written database systems for:

• A British Army regiment to help manage their drivers and vehicle data.
• A specialist NHS midwives team to manage their caseload.
• Fleet management database for taxi/coach/HGV contractor driver and vehicle management.