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Question 3

The document explains key concepts in database management: a field is a single unit of data (e.g., Employee ID), a record is a collection of related fields representing an entity (e.g., an employee's details), and a file is a collection of records (e.g., all employee records in a file). It also describes a data dictionary as a centralized repository that defines data elements, their types, constraints, relationships, and security information, with features including data element definitions and default values. Additionally, it outlines three types of data dictionaries: active, passive, and hybrid, each with distinct characteristics and use cases.

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13 views4 pages

Question 3

The document explains key concepts in database management: a field is a single unit of data (e.g., Employee ID), a record is a collection of related fields representing an entity (e.g., an employee's details), and a file is a collection of records (e.g., all employee records in a file). It also describes a data dictionary as a centralized repository that defines data elements, their types, constraints, relationships, and security information, with features including data element definitions and default values. Additionally, it outlines three types of data dictionaries: active, passive, and hybrid, each with distinct characteristics and use cases.

Uploaded by

khushiaggarwal221
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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Question 3: - Explain the following with the help of an

example:
a. Field
b. Record
c. File
Answer:-

a. Field
• Definition: A field is a single unit of data or a specific attribute within a
record. It represents a column in a database or table.

• Example:
In a table containing information about employees, the fields might be:
o Employee ID
o Name
o Age
o Department

Each of these represents a specific piece of information for each


employee, such as their ID number, name, age, or department. For
instance, the "Age" field might contain the value "25" for a specific
employee.

b. Record
• Definition: A record is a collection of related fields that together
represent a single entity or object. Each record contains data across
multiple fields.

• Example:
For the employee data table mentioned earlier, a record might look like:
5
Employee ID Name Age Department
1001 John Smith 25 Marketing

• This record combines all the fields (Employee ID, Name, Age,
Department) for a specific employee (John Smith).

c. File
• Definition: A file is a collection of records. It could be a database file, a
text file, or any other form of storage that holds related records for
efficient retrieval and processing.

• Example:
If you have multiple employee records, they might all be stored in a file
called "EmployeeRecords.txt" or a database file like
"EmployeeDB.db". This file contains all the individual records of
employees.

6
Question 4: - What is a data dictionary? Discuss its
features and types.
Answer: - Data Dictionary
A data dictionary is a centralized repository or system that contains detailed
information about the data used in a database or information system. It defines
the structure, meaning, and relationships of the data elements, ensuring that all
users and systems have a consistent understanding of the data.

It serves as a reference tool for both developers and end-users to understand the
attributes of the data, such as field names, data types, and permissible values .

Features of a Data Dictionary:


1. Data Element Definition: It defines each data element (field or attribute)
in the database. For example, the data dictionary will specify that the
"Age" field is of type integer and can range from 0 to 120.
2. Data Types: Specifies the type of data that a field can hold, such as
integer, text, date, boolean, etc.
3. Field Constraints: It lists any constraints or rules on the data, such as
whether a field can be NULL, or if there is a unique constraint (i.e., no
two records can have the same value for this field).
4. Relationships: Describes how different fields and records are related to
each other. For example, it might describe how an "Employee ID" in the
"Employee" table is related to the "Employee ID" in the "Salary" table.
5. Default Values: Specifies the default values for fields, if any, when a
new record is created.
6. Descriptions: Provides human-readable descriptions of what each field
represents, helping non-technical users understand the data.
7. Field Length and Format: Indicates the length of the field (e.g.,
maximum number of characters in a text field) and its format (e.g., date
format).
8. Indexes: Contains information about any indexes that are used in the
database to speed up data retrieval.
9. Security Information: May include details about who has access to
certain fields or records and the level of access they have.

7
Types of Data Dictionaries:
1. Active Data Dictionary:
o Definition: An active data dictionary is dynamically integrated
with the database management system (DBMS). It is updated
automatically as changes are made to the database structure, such
as adding or modifying tables, fields, or constraints.
o Features:
▪ Automatically updates when changes are made to the
database schema.
▪ Plays an active role in enforcing data integrity and structure.
▪ Typically, used in modern relational database systems.
o Example: In a database, if a new table or column is added, the
active data dictionary will update its contents automatically.
2. Passive Data Dictionary:
o Definition: A passive data dictionary is a separate, standalone
document or system that is manually updated whenever changes
are made to the database schema. It doesn't interact directly with
the DBMS but serves as a reference tool.
o Features:
▪ Must be manually updated whenever there are changes to the
database.
▪ Often stored as a separate document or text file.
▪ Used more for documentation and reference purposes.
o Example: A document listing tables, fields, and descriptions of a
system that developers maintain manually.
3. Hybrid Data Dictionary:
o Definition: A hybrid data dictionary is a combination of both
active and passive dictionaries. It has the capability to
automatically track changes, but it also includes manual inputs for
detailed descriptions and metadata.
o Features:
▪ Automatically updates certain aspects (e.g., table structure),
but also allows manual input for descriptions and metadata.
▪ Offers a balance between automation and documentation.
o Example: A system where database schemas are automatically
tracked, but detailed descriptions and notes are manually added for
clarity.

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