Why Databases?

Electronic Databases

Big Advantages

An electronic database is much like an non-electronic database, except that data is stored on a computer or computer server. The software or database program which houses the data typically allows a number of operations which make searching records much easier. These include:

quick, targeted filter/finds/search - allows users to search exactly on the criteria they are interested in.
multiple sorts - applications allow often allow users to see the same data or data subset in different sort orders.
validation (error proofing) - it is possible to program data entry forms so that users enter data consistently instead of using different codes on the fly.
export/import - databases can import large chunks of data from another data source in one operation.
automatic calculations - databases, especially those with a focus on statistics or finances, can be programmed to perform complex calculations automatically.
charting - some databases can efficiently plot data points or numerical data in more user friendly charts and graphs.
formatting - some database applications, such as EndNote, can show the same data in a different set of formatting or reporting styles, thus saving users from having to re-type data

Some Examples

Penn State LIAS Library Database

Card catalogs were one of the primary examples of a non-electronic database with multiple sorts. Before the advent of the electronic card catalog LIAS, users wanting to use more than sort had to walk to different sets of card catalogs. If you wanted to search on more than one synonym, you would have walk to a different alphabetic section of the card catalog.

In the electronic version, if you need to search on a different sort, you enter the data into different corresponding fields such as "Author" or "Topic". You can even search on multiple fields such as "Author" and "Date" or even by "Call Number" if you need to see a record for a specific item. If you need to search synonyms, you can just do multiple searches. A half-hour search at multiple card catalog stations has been replaced by a five-minute session at the LIAS workstation (or you can search at your computer before even going into the library).

Oxford English Dictionary Online

The "Advanced Search" tab in the electronic version of the Oxford English Dictionary (Penn State Users Only) allows quick searches not possible with the text version. For instance, the electronic version allows you to look up entries originating from Swahili. To do that in the text version, you would need to look at every page and list all the words coming from Swahili you found on each page (if any). The multiple search field allows you to filter searches more finely, such as German entries from 1600-1700.

Top of Page

The Disadvantages

One reason databases are not considered a "basic" application is because of the some disadvantages of database software.

Each database program has its own interface. Although all databases all operate on the same principles, each program seems to have its own interface. For instance, the search function is called "Find" in Filemaker but "Filter" or "Query" in Access.
Database structures are rigid. Some databases require users to learn the information architecture first. Implementing quick searches and browse modes can reduce that burden.
Long Development Cycles. Learning how to construct a database is a complex skill, but it is actually learnable by anyone familiar with using reference materials.
Electronic Data not always available. This is becoming less of an issue as the Internet becomes more prevalent in daily life, but is still an issue for some users.

Next: Databases in Course Work
Prev: Non-Electronic Databases

Top of Page

OTHER SECTIONS: Home Page | Site Map | Glossary | Teaching Ideas

This Website is maintained by Elizabeth Pyatt (ejp10@psu.edu) for Teaching and Learning with Technology, a unit of Information Technology Services.

Last Update: August 1, 2005