Most organisations deal with a large amount of information, and they have to deal with the problems of handling such an amount of extensive data. This is why they need a data management system. Data management allows businesses to efficiently organise this massive amount of data so that it can be easily accessible.
The primary function of a data management system is to help store and collate, data, to help businesses make relevant decisions.
Having a database system in place is essential. If you keep all your information on different computers, even though they may be organised in folders, there is every possibility that the data may be lost, if it is not backed up. You can only use a filing system, in cases where you are dealing with just one person’s data.
With a functional data management system, your data will be organised, and it will give you better control of information. Users can easily create and manage, the information on the database files. The database management system, allows you to retrieve any information, from any of the records, in the database.
Here are some of the things that make a database management system important:
1. Data security:
Users can determine who will have access to the database
2. Backup and file recovery:
It allows users to back-up all their data on a regular basis, and in case there is a problem with the individual system, they can retrieve their data.
3. Multiple users:
It makes it easy for more than one individual to access information on the database at the same time.
4. Data description:
Information in the database is provided with a data description because the system comes with a data dictionary.
Who Controls the Database Management System?
Database administrators and other specialists are responsible for monitoring and managing, the database of organisations. They make sure that the system is working to full capacity, and that the information in the database is reliable.
These specialists determine which level of employee, or personnel, should have access to the controls, and security, of the database management system. Some employees have access to creating, or updating, data while others don’t have permissions to do so on the database. The administrators set the user permissions.
What Are the Benefits of This System?
There are undoubtedly many benefits of using a data management system for your business. Some of them include:
1. It is easy to create and update data:
Initially, the process of organising data may take a while, but, when the organised system is set, it is straightforward to develop, back-up, and retrieve, information in the database.
2. It reduces the number of duplicate files
One of the benefits of having a database management system is that it helps to remove duplicate data, to prevent any form of inconsistency.
3. Multiple users have access:
It allows multiple users to have access to the database at the same time. Different users have different roles when using the database. Some users can only view the records, while some can make changes, or create new data, on the system, and all this can be done at the same time.
4. Secures data
The data is kept safe in the database because it is only the database administrators that can grant personnel access to the database. Secret information cannot be accessed by people who don’t have permission to access the data.