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Analyzing The Use Of Databases In An Organization

1084 words - 4 pages

According to the American Heritage New Dictionary of Cultural Literacy Third Edition, (n.d.) a "database consists of a set of data grouped together in one location in (or accessible by) a computer". A database stores keyed information in an organized and accessible manner. The size and capacity of databases can vary from a small database used by an individual to personal information, to an extremely large enterprise database that stores several gigabytes of information accessed by thousands of individuals within an organization. Databases are essential for almost every company in today's business world. Databases can help us to keep track of many things such as personnel, inventory, phone numbers, and important trainings and updates.Microsoft AccessMicrosoft Access for Windows is a relational database management system. Microsoft Access uses the graphical abilities of Windows so that one can easily view and work with his or her data in a convenient manner. Microsoft Access makes one data available to one quickly and easily, and presents it in an effective and readable way. Its ability to locate information using query by example eliminates keystrokes and consequently speeds up the development process of what an individual is trying to accomplish.Microsoft Access lets an individual examine his or her data in a variety of ways. Sometimes the information in a record is easier to understand if the fields are arranged on a form or a report in a visually pleasing way; sometimes an individual's need to see the maximum number of data records possible on his or her screen so he or she can have an idea of what he or she is working with. A Microsoft Access form is a special window that is used for data entry. One can use the visual capabilities of Windows to create a custom form using a combination of graphics and text. Forms can present data in a format that is easier to read and understand than a data sheet. The form wizard is an internal tool that helps an individual creates data entry forms by asking the user to answer a number of predefined questions. The wizard asks about how the data is to be displayed then sets up the layout based on the responses.Overall, Microsoft Access is a tool that allows users to create, edit, and maintain sophisticated databases. Users can accomplish using this application without having programming skills. However, Microsoft Access Basic provides programmers with additional abilities to automate and extend the functionality of their database programs.Business functions Microsoft Access supportsBusiness functions Microsoft Access supports are the updating of personnel that are in the organization and the key information that is needed about that individual. This could be anything from an individual's date of birth, security status, last date of annual training for a specific tasks or anything that pertains to an individual needing to know about someone or something within the organization.Key elements and fields being used...

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