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How Databases Work For Records Management

How Databases Work For Records Management. Presented By Joe Gentry President, Xpert Systems, Inc. Record Keeping Uses Databases.

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How Databases Work For Records Management

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  1. How Databases Work For Records Management Presented By Joe Gentry President, Xpert Systems, Inc.

  2. Record Keeping Uses Databases • Databases are increasingly at the core of records management classification and indexing from simple electronic card catalogs to complex applications such as electronic record-keeping systems.

  3. Our Direction Today • We will discuss database usage in records management, including in depth analysis of good and poor database designs.

  4. Target Audience • Ever Heard of the Beginner Series of books that begin with “For Dummies…”? This is the “Databases For Dummies” Presentation … (But, of course WE are not Dummies) 

  5. Why Do I Need To Know This? • Databases are everywhere • You use them in everyday applications • They Force you to be Organized • People will talk about them – you should at least know enough to talk about them • Business = Data Collection

  6. How Can I Apply This? • Good Question! • What Do You Do? • Keep Track of Things – Any Thing • Records • Files • Collections • To Do Items – Task Lists

  7. What We Will Cover • What is a Database? • Different Database Uses • How To Create a Database • How To Design Tables (Good and Bad) • How To Connect To Your Data • How To Find Your Data • How To Apply This To Your Work

  8. What We Will Not Cover • The “Tough” stuff – It’s unnecessary • The “College” stuff – Who’s got time • The “Bad” stuff – The Sky is Falling • The “Hard” stuff – Easier Than You Think • The “Boring” stuff – My Personal Challenge No one will walk out of here today and apply for a job as a Database Administrator. There are lot’s of courses taught and books sold to give you more detailed information on databases.

  9. What Is A Database – Really? • The Purpose of a Database is to Store Data • Physically, a Database is Implemented as one or more files – depending on the type of database used • Databases consist of Multiple Objects

  10. Who Uses Databases? • Everyone who uses Windows! • Run REGEDIT.EXE some time • View the Microsoft Window’s Internal Database • Where Associations Are Stored • Where Application Settings Are Stored • Where Object Permissions Are Stored

  11. (Windows Database Trick) • Ever Install A Program That Puts an Annoying Reminder Message That Just Never Seems to Want To Go AWAY? • Would You Like to Know the “Trick” Hiding Place For This Application?

  12. Internet Giants Use Databases The Following Web Sites have to handles thousands of requests each day all relying heavily on, you guessed it, Databases! • E-Bay • Amazon.Com • Imovies • CheapTickets

  13. Database Objects • Tables • Keys • Constraints • Indexes • Views • Stored Procedures • Triggers • Defaults • Rules

  14. Who’s Afraid Of Databases? • Well If you’ve Taken A Course Of Any Kind On Database Design Theory – Probably You Are! • Today, We Are Going To Focus on Simplicity – So Never Fear

  15. Can We Make This Complicated? • Before We Delve Into How The Internal Workings of A Database Operate, Let’s Consider The Following: It’s Like Driving A Car • Many people have no idea how the Internal Combustion Engine operates in their Automobile • They Just Need To Know How To Turn The Key To Start The Motor And That’s It!

  16. Database Applications Let’s Take A Few Minutes To Discuss How Databases Are Used In Some Day-To-Day Programs

  17. Example Database Applications • Contact Manager • Document Manager • Library Books Manager • Accounting • Retail Store Manager • Document Capture Management • Work-Flow Management • Personal Organizer • Human Resources Manager

  18. Contact Manager • As used by the salespeople in any company • Keep track of all the customers you work with • Contacts at that company • Every phone conversation • Every letter sent out • Every follow-up that needs to be performed • Tie all of the different salesperson’s data together to give the sales manager an overall view of what their people are doing • Where they are in the different sales cycles • Are they even working?

  19. Document Manager • Keeps track of your documents • Paper, Electronic Files, Images, Email, etc. • For every document you need to know: • What it is? • Who it Belongs to? • Where should it go? • How long do I need to keep it? • How do I need to secure it? • How do I find it later?

  20. Library Books Manager • Used to track the Corporate Library • What books on shelves • What books are loaned out • When are They due back • Who has what • Where are the books located

  21. Accounting Management • Similar to Quicken/Quickbooks • Create Invoices • Customers • Who Owes Us Money • Who We Owe Money To • Taxes Collected/Owed • Employees • Payroll

  22. Retail Store Manager • Customers • Products Sold • Taxes Collected • Sales People • Commissions Owed • Inventory On Hand – Inventory To Order • Reports

  23. Document Capture Management • Used When Scanning Paper Documents • What Type Of Document Is It? • Where Does It Get Stored? • What Index Information Do I Need? • Is It Part of a Batch of Documents? • Do I Want To QA, OCR, Index Each One? • Internal Routing of Batch’s Work-Flow

  24. Work-Flow Management • In-Box Work-Flow • Moves Documents From Point to Point • Tracks Documents • Which Work-Flow • Where/Who It Came From? • Where It Goes Next? • Approval Action (Initials, etc.) • Age of Items • Reports

  25. Personal Organizer • Day-Timer Type of Application - Outlook • Daily To-Do Lists • Short Term Goals • Long Term Goals • Personal Phone Numbers • Important Dates (Birth Dates, etc.)

  26. Human Resources Manager • Keeps Track of People • Resumes • Application Data • Job Reviews – Performance Evaluations • Equipment Assigned • Office Locations • Payroll

  27. The Common Denominator • The Glue that holds all of these different applications together is the database • Every significant business application must store it’s information somewhere

  28. Levels Of Database Usage • Ordinary Application UserNo Idea What A Database Even Is • Seasoned Application User Knows Enough About Databases To Be Dangerous Knows Where Data is Stored And How To Poke Around • Application DeveloperIs Responsible For Designing Database Architecture • Database AdministratorThe Guru

  29. Hypothetical Situation • It Never Fails! Your Boss comes to You and Assigns The Task of Tracking Records For A Special ProjectHow Are You Going To Keep Track Of Them?

  30. But I’ve Got Excel Here! Over The Years, I Have Seen Them All: • Post-It Notes • Plain Notebook Paper • Index Cards • Excel Spreadsheets • Notepad Text Document • A Database • A Really High-End Database

  31. Different Types Of Databases There are Three Main Types of Databases: • Desktop DatabasesAccess, FoxPro, Paradox, Btrieve, etc. • Client/Server DatabasesSQL Server, Sybase, Oracle, Informix, etc. • Mainframe DatabasesDB2, etc.

  32. Database Components • Data FilesWhere The Actual Data is Stored • Database EngineHandles Search Requests, Record Additions/Deletions, etc. • User Interface Some Method to Connect To The Database Engine

  33. Desktop Databases These are the “Do It All” databases The Three Main Components All Operate Together On Your Local Desktop Machine: • The Database File is Stored On Your Local C: Drive • The Database Engine Resides In Memory on Your Machine • The User Interface is Running On the Same Machine

  34. Microsoft Access • Part of the Microsoft Office Suite of Products (Professional Edition) • Simple to Use • Easy To Create Objects using Wizards • Built-In Reports • Built-In Programming Language • Stores File as .MDB file on Drive

  35. Desktop Utility • Desktop Databases Get the Job Done And Have Been Doing So For Many Years • You Can Store Your Data For Many Years And You May Still Get The Job Done • But Then, The Question Is…

  36. Do You Share? • If you have a Desktop Database That Is Being Shared By Many Other Users, You Start To Edge Into The Next Level • When There Is A Lot of Activity Against A Desktop Database such as Access, Locking Issues Creep Into The Picture

  37. Room To Grow • The Next Most Pressing Issue With A Desktop Database is Volume • As The Size Grows – Depending On The Situation, The Database May Become Inappropriate For The Job

  38. Client/Server Who? • A Client/Server Database Breaks Down The Three Main Components Over Two Or More Computers • The Server is Where The Database Files Are Located • The Server is Where The Database Engine is Located (Possibly A Different Server From Where The Database Files Are Located) • The Client is The User Interface Portion of The Process And Is Processed By The Local User’s Computer

  39. Server Databases • Server Databases usually run as a Service on the Server Computer • It’s A Program That is Running In Memory Just Waiting For Users To Request Work • This Service Program Can Handle Many Different User Requests At Once • They Can Store Large Volumes of Data • Data Files Can Even Span Multiple Physical Devices

  40. Through Thick And Thin Clients Early Client/Server Applications Were known as Thick Clients • An Actual Program Is Installed On Your Local • Machine That Connects To The DatabaseUpgrading Lots Of Users=Lots Of Pain Today More People Desire Thin Clients • Usually Little Or Nothing is Installed On Local Computer • Updates Are Done In One Place – The Server • Often, But not Always, Browser-Based

  41. Applications Store Data • New Thin Client Applications Allow me To Do My Work Through A Browser • The Data Application can Add New Records, Perform Searches, Run Reports • Basically I can Do All I need To Do With Nothing Installed On My Machine* *Okay, Need a Browser with the Latest Java Runtime

  42. Let’s Do It! • Okay So Your Boss Is Still Dropping Hints That Your Project Has Yet To Show Any Progress Let’s Get Busy Writing The Plan

  43. The Plan The Project Needs A Plan – Even If It Is A Simple One Step 1. Describe The Scope of Project Step 2. Outline Objects Involved Step 3. Describe Relationships Of Objects Step 4. Start Initial Design On Paper Step 5. Design Actual Database

  44. How Do I Pick A Database? • When Deciding Which Database to Use, There Are Three Major Decisions That Need To Be Answered: • What Can I Afford? • How Much Data Will I Have? • How Many Users Will I Have?

  45. Database System Comparison

  46. Simple Decision For Us Since Our Department Has NO BUDGET And We Already Own Microsoft Access, We Will Do Our Project Using Access The Good News – All Of Our Data Can Easily Be Imported Into Either SQL Server Or Oracle When The Time Comes

  47. How Do I Get Started? • Step 1. Describe The Scope Of Project Basically, It’s To Manage All Of The Folders And Documents In A Five Drawer Filing Cabinet

  48. Paralysis Of Analysis Step 2. Outline Objects Involved This is Where A Lot Of Projects Can Get Bogged Down Or Go In The Wrong Direction Don’t Over-Analyze

  49. Simple Design The Objects: • Cabinet • Drawers • Folders • Documents

  50. Who’s Related To Who? Step 3: Describe Relationships Of Objects One Cabinet Has Many Drawers One Drawer Has Many Folders One Folder Has Many Documents

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