Question

“…Many different departments within an organization now require access to the same data.
With conventional file processing, data are often duplicated in multiple files. Often
data are stored in different formats in each of the files in which they are stored. On
occasion, data which are stored in multiple files do not agree and time has to be
expended to resolve these differences. (Sourced from an Academic journal)

List and illustrate 2 benefits of a suitable database system to support a business like this.

Answer 1

Conventional file processing- It was totally computer based system where all the information is store in different computer files. Also traditional files system stores data in a manner that all the departments of an organization have their own set of files that creates data redundancy.

DBMS (Database Management System) is preferred ever the conventional file processing system .

Types:- Relational database management system (RDBMS), NoSQL DBMS, In-memory database management system (IMDBMS), Columnar database management system (CDBMS) etc

Advantages

1) Controlling Data Redundancy - In the conventional file processing system, every user group maintains its own files for handling its data files. This may lead to different problem like  Duplication of same data in different files, Wastage of storage space, since duplicated data is stored, Errors may be generated due to updation of the same data in different files, Time in entering data again and again is wasted, Computer Resources are needlessly used, It is very difficult to combine information etc.

2) Elimination of Inconsistency - In the file processing system information is duplicated through¬out the system. So changes made in one file may be necessary be carried over to another file. This may lead to inconsistent data. So we need to remove this duplication of data in multiple file to eliminate inconsistency.

3)  Better service to the users - A DBMS is often used to provide better services to the users. In conventional system, availability of information is often poor, since it normally difficult to obtain information that the existing systems were not designed for. Once several conventional systems are combined to form one centralized database, the availability of information and its updateness is likely to improve since the data can now be shared and DBMS makes it easy to respond to anticipated information requests.

4) Flexibility of the System is Improved - Since changes are often necessary to the contents of the data stored in any system, these changes are made more easily in a centralized database than in a conventional system. Applications programs need not to be changed on changing the data in the database.