Database System : Concepts and Design

Database System : Concepts and Design

Database System : A Case Study of A.T.E.C Central Library’s Database Concepts and Design Mr.Bhojaraju G.* Dr.M.M.Koganurmath** The article gives a brief introduction about the database and its types. It also narrates the statistics of the Agnel library database and its usage by the users, analysis of the database. The scope of the article is Agnel Central Library database. 1. Introduction to Database : An organization must have accurate and reliable data for effective decision-making. To this end, the organization maintains records on the various facets maintaining relationships among them. Such related data are called a database. A database system is an integrated collection of related files, along with details of the interpretation of the data contained therein. Basically, database system is nothing more than a computer-based record keeping system i.e. a system whose overall purpose is to record and maintain information/data. A database management system (DBMS) is a software system that allows access to data contained in a database. The objective of the DBMS is to provide a convenient and effective method of defining, storing and retrieving the information contained in the database. The DBMS interfaces with the application programs, so that multiple applications and users can use the data contained in the database. In addition, the DBMS exerts centralized control of the database, prevents fraudulent or unauthorized users from accessing the data, and ensures the privacy of the data. Generally a database is an organized collection of related information. The organized information or database serves as a base from which desired information can be retrieved or decision made by further recognizing or processing the data. People use several databases in their day-to-day life. Dictionary, Telephone directory, Library catalog, etc are example for databases where the entries are arranged according to alphabetical or classified order. The term 'DATA' can be defined as the value of an attribute of an entity. Any collection of related data items of entities having the same attributes may be referred to as a 'DATABASE'. Mere collection of data does not make it a database; the way it is organized for effective and efficient use makes it a database. Database technology has been described as "one of the most rapidly growing areas of computer and information science". It is emerged in the late Sixties as a result of combination of various circumstances. There was a growing demand among users for more information to be provided by the computer relating to the day-to-day running of the * Library-cum-Information Officer, Indian Rubber Manufacturers’ Research Association, Thane-400604. **University Librarian, Tata Institute of Social Sciences, Deonar, Mumbai – 400 088.

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Database System : Concepts and Design

organization as well as information for planning and control purposes. The technology that emerged to process data of various kinds is grossly termed as 'DATABASE MANAGEMENT TECHNOLOGY' and the resulting software are known as 'DATABASE MANAGEMENT SYSTEM' (DBMS) which they manage a computer stored database or collection of data. The scope of the study is the A.T.E.C. Central library in all its respects such as in-house operations, its automation, information services etc. Since the computerization started in 1995 the same period is taken for the study. The study will bring out its strength and weakness that will help the library to improve the system to user’s satisfaction. 2. AGNEL TECHNICAL EDUCATION COMPLEX : A PROFILE Agnel Technical Education Complex comprises of the following institutions :  Agnel Polytechnic  Fr.Agnel Industrial Training Institute  Fr.C. Rodrigues Institute of Technology  Fr.C. Rodrigues Institute of Management Studies 3. Types of Databases: Database is considered as a central pool of data which can be shared by a community of users. There are three yard sticks to determine the nature of data we can deal with. They are :  Whether data is free of format or whether it is formatted.  Whether definition of data is of the same size as data itself.  Whether the data is active or passive. Whether these yardsticks are applied to data. We can classify database into four kinds, which are 3.1 Bibliographic Database 3.2 Knowledge Database 3.3 Graphic-Oriented Database 3.4 Decision-making Database 3.1 Bibliographic Database: have data, which is free of format (unformatted data). They are composed of textual data which, by it's very nature, displays little or no format. Such databases are often used in Library and information system. Here data could be composed of abstracts of books and such documents with key words and key phrases. Through the abstract, one can determine the document is of interest or not. Bibliographic database contains descriptive information about documents, titles, authors, Journal name, Volume and Number, date, keywords, abstract, etc. 3.2 Knowledge Database: are used in Artificial Intelligence applications. The data contained in these is discrete and formatted. In these there are typically many kinds of data, with only a very few occurrence of each kind. Such databases having the size of the data is as large as the definition of the data.

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Database System : Concepts and Design

3.3 Graphic-Oriented Database: could possibly used in Computer-Aided Design (CAD). The data in such database is characterized as being active. This means that data is a procedure capable of being executed. Any modification can be made in data, as the above 1 and 2 cannot be executed in a computer. Ex : Computer-Aided Design (CAD) Computer-Aided Learning (CAL) Computer-Aided Instruction (CAI) 3.4 Decision-making Database: are used in corporate management and allied administrative tasks. Using data contained in these databases, one could handle problem like resource planning and sales forecasting. These databases are characterized by the fact and their data contents are :  Formatted  Far longer than description  Passive These Decision-making databases are often referred to as just databases. Depending upon the kind of databases being handled Database Management Systems (DBMS) can be classified as for example : Bibliographic Database Management Systems, Knowledge Database Management Systems and so on. Now, our Database study caters to the Bibliographic Database type which consists of the following materials database:  Books 19,422  Journals 112  Bound Volumes 941  ISI Codes 650  Inplant Training / Project Reports 3167  AV-Materials 08  CD-Roms 140  Floppies 117  Charts 03  Transparencies 154  Member Database 3000 7. Analysis of the Database : On analysis of the system, the entire project can be considered to made of the following modules:  Login: This page offers separate login to each User to have their own Username and Password for their login which ensures the security of the system. After login, the user can access to the Main Page of the Library System.  Main Page: provides a brief information about the Central Library. It shows all the Modules of the Library Software, New Arrivals to the Library, Most Searched for easy retrieval of required information which saves search time.

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Database System : Concepts and Design

 Search Module: This module implements the searching of books, journals, & project reports. The member enters the search string and can perform the search by author, by title or by accession number. This module accepts the search string & matches the string in the corresponding field of the books, journals, or project report databases. All matching results are displayed as the

result of the search operation. Each result in the list of results itself acts as a link to give further details about it.  Circulation of Books: This module implements the issue-return of books. At the time of issue, this module stores the member number of the member issuing the book, the accession number of the book being issued, and the date of issue. 4

Database System : Concepts and Design

The return date is calculated accordingly and all these details are stored in a separate database. At the time of return of books, the database is referenced to retrieve the details of the books issued by the member. The current date is matched with the actual return date of the book being returned and the fine, if any, is calculated. Once the book is returned, the corresponding entry is deleted from the issue database. Thus the process of issue and return of books is automated.  Entry/Modification of Books, Journals, Reports and Members: This module deals with the entry of new books, journals, reports, and members and accordingly updates all the concerned databases. During the entry of books, this module first checks the existing book database to see if a copy of the book is already exists. If yes, then the book is assigned the same bookid and the other details are then entered accordingly and the database is updated. If no other copy of the book exists, then the book is first assigned a unique bookid and then the other details of the book are entered and the database is updated. A similar procedure is followed while entering details of members, journals, and project reports. During modification of existing books, the module first searches for the books in the database and retrieves its details. It then allows the librarian to make the required modifications and finally updates the database. Similar procedure is used to update details of journals, project reports and members.  Recommendation: This module allows members to recommend the books they would like the library to keep. This module mainly consists of a form to be filled up by the members. The member enters the name, author and other details (optional) of the book, along with his member number. All these details are then stored in a recommendations database. The list of books that are recommended are made periodically by referencing this database, and are sent for approval by the concerned authorities. The approved books are then purchased and kept in the library.  Reservation: This module allows members to reserve books the need in advance. This module works in association with the issue-return module. If all copies of a particular book are issued and a member requires that book, he can reserve the book. The member number, the bookid, and the time of reservation are entered in a database called the reservation database. When any book is returned, the reservation database is checked to see if the book has been reserved. If yes, then the book is marked and is not available for issue to any other member, except to the member who reserved it. When the member who had reserved the book, issues it, the corresponding entry is deleted from the reservation database. Each reservation is valid only for a certain time period from the time the book is returned, after which, the reservation stands cancelled and the book can be issued by any members.

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Database System : Concepts and Design

Users Statistics : Category

Total Strength

Users Visited to the Library

 Degree  Diploma  ITI  Management

8. Conclusion : The field of information technology is growing out in a very fast rate in India. Recently, new types requirements in database processing capabilities have been increasing in several area of application. At the same time, a variety of sophisticated techniques have been developed and powerful modeling capabilities. Database development process includes information gathering, selection of quality information, computation and consolidation or abstracting in case of bibliographic database, coding, structuring the compiled data into database format, data entry and editing, updating, quality control at all levels and maintenance. As such database expresses a concept which has evolved and change gradually over the years since the term was coined. Implementation of the concept has made possible by improving hardware and software technology as made available increasingly regarded as a vital corporate resource. India is a large country with vast natural resources. Still the information is scarce. It is not that information is not generated but gets locked on papers to be put in files in the custody of various government organizations and research institutions. India needs database in view of liberalization of Indian economy and the globalization of business. The increasing international interaction requires formation of relevant and viable database. In addition to the database with in an organization a vast new demand is growing for database services. It has developed tremendously over the time to support the changing world's need control and communication philosophies within the organizations as well as outside as seen by the users of this service. 9. References :

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Database System : Concepts and Design

1. Rob, Peter and Coronel Carlis : Database Systems: Design, implementation and management - 4th ed. Cambridge, Course Technology, 2000 (p 1-55,286-321) 2. Date, C J : An Introduction to Database Systems - 3rd ed. Vol. 1 New Delhi: Narosa,1996 (p 3-32,33-61,63-80) 3. Silberschatz, Abraham and others: Database System Concepts - 3rd ed. New Delhi: McGraw Hill, 1996(p 1-21) 4. Desai, Bipin C : An Introduction to Database Systems New Delhi: Galgotia, 1996 (p 2-33) 5. Balaguruswamy, E and others : Dbase III Plus: A guide and workbook Madras: MacMillan, 1989 (p 3,23) 6. Choudhury, G G : Text retrieval systems in information management New Delhi: New Age International Ltd, 1996 (p 14-15,23-32) 7. Kumar, P S G : Computerization of Indian Libraries Delhi: B.R.Publishing Corporation, 1987 (p 80) 8. Simpson, Alan : Understanding dBase III Plus New Delhi: BPB Publications, 1993 (p xx )

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