DATABASE. Computer-based filing systems Information in computer-based filing systems are stored in DATA FILES. A FILE is a collection of RELATED RECORDS.

DATABASE

Computer-based filing systems

Information in computer-based filing systems are stored in DATA FILES.

A FILE is a collection of RELATED RECORDS.Related records means that one field in a

table will contain the same sort of information as a field in each of the other tables.

ISBN Title Author Publisher

1-2456-98-09 Complete Cat Care

Claudia Heiniken

Stones

1-6789-098 Build your own home

Brian Deacon Taylor

1-87890-098-87 Better homes Jula Stones Taylor

File

ISBN Title Author Publisher

1-2456-98-09 Complete Cat Care

Claudia Heiniken

Stones

1-6789-098 Build your own home

Brian Deacon Taylor

1-87890-098-87 Better homes Jula Stones Taylor

Fields

ISBN Title Author Publisher

1-2456-98-09 Complete Cat Care

Claudia Heiniken

Stones

1-6789-098 Build your own home

Brian Deacon Taylor

1-87890-098-87 Better homes Jula Stones Taylor

Record

ISBN Title Author Publisher

1-2456-98-09 Complete Cat Care

Claudia Heiniken

Stones

1-6789-098 Build your own home

Brian Deacon Taylor

1-87890-098-87 Better homes Jula Stones Taylor

Key Field

ISBN Title Author Publisher

1-2456-98-09 Complete Cat Care

Claudia Heiniken

Stones

1-6789-098 Build your own home

Brian Deacon Taylor

1-87890-098-87 Better homes Jula Stones Taylor

Key Field uniquely identifies an

individual record

DATA TYPES

• ALPHANUMERIC/TEXT

• NUMERIC (NUMBER)

• LOGICAL/BOOLEAN

• DATE

ALPHANUMERIC/TEXT

Can hold any character such as a letter, number, symbol or space.

Mixture of letters and numbers.

DATA TYPES

• ALPHANUMERIC/TEXT

• NUMERIC (NUMBER)

• LOGICAL/BOOLEAN

• DATE

NUMERIC (number)

For integers (whole numbers) or real numbers (decimals)

Fields that hold numbers only eg. 27 or 0.24, not numbers and text

DATA TYPES

• ALPHANUMERIC/TEXT

• NUMERIC (NUMBER)

• LOGICAL/BOOLEAN

• DATE

LOGICAL/BOOLEAN

Can only hold two values – usually yes/no or true/false.

Fields such as a Member? Paid? Where the answer is yes or no.

Access shown this as a box that is ticked yes or not ticked no.

DATA TYPES

• ALPHANUMERIC/TEXT

• NUMERIC (NUMBER)

• LOGICAL/BOOLEAN

• DATE

DATE

For dates or times.Storing dates in many different formats.

VALIDATION

Use validation rules to make sure the data you enter is REASONABLE.

A validation rule does not stop you entering the wrong data, it stops you entering UNREASONABLE data.

VERIFICATION

Two methods, visual checking and double entry.