by Matthew Adams

Created on: October 14, 2008   Last Updated: October 26, 2008

Databases are one of the most widely used software applications. They are used by a number of organizations, to store, collate and organization a variety of data.

Essentially, a database is, as the name suggests, software that stores and retrieves data for the end user. To use an analogy, like a paper-based file system that contains a number of records, a database is in many respects a more efficient computerized filing system.

To begin with, like a filing system, the database is made up of a number of records. These records are usually numbered, from one to any number and contain details relating to the records in fields.

Fields are relevant details relating to the record. Say, for example, a library database with book records will have fields like the reference number, the book title, and other things like category and price

Each record has something known as a unique identifier. This field is used to identify the record. As an example, a car database will use number-plates over car categories for unique fields, which are otherwise known as a primary key.

The records and fields are presented as tables, in standard database software packages like Works database. Single table databases are referred to as flat-file, and are only very simple databases. With such databases, data can be duplicated.

As such, most databases usually have more than one table that relate to each other. They are known as relational databases, and have multiple tables that are linked by primary fields known as foreign keys. Foreign keys are used in more than one table, and are linked together to other relevant foreign keys.

As an example, a record on a single car can be broken down. You can have a table relating to the car type, name, and number plate. A second table could include purchase and resale price details, MOT details etc, in addition with the numberplate that will link the two tables together as the foreign key.

Aside from storing data, databases can meet user requests and retrieve records. Database retrieval usually makes use of forms, where the user enters the form. This form will probably include several of the fields included within the records and then will present search results. SQL (Structured Query Language) is often used to assist with this.

Databases are now used widely in business and commerce. They could one day replace paper-based records altogether. The advantages of speed and reliability are evident enough, and they continue to become more efficient through software development.

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