The term ‘data’ covers the combination of raw facts stored in a database. The data acts as an interface between the machine components and the human components. A database consists of the operational data and the information about data (Connolly & Begg, 2003). Therefore, data must be organized in a meaningful way in order to get the required information. In this light, the following paragraphs explain the hierarchy of data in relation to a video store database.
A computer arranges data in a hierarchy that starts with bits and bytes and processes to fields, records, files, and databases (Stair & Reynolds, 2006). A bit is the smallest unit of data which can be combined together to form a byte. As illustrated in Figure 1, a byte represents a single character (letter, number, or another symbol). Consequently, Laudon & Laudon (2006) outlines that; a field is a grouping of characters into a word, a group of words, or a complete number. A group of related fields, such as the video title’s number, the name, the actor, the director, the runtime and the year of production, constitutes a record; a group of records of the same type is called a file. Furthermore, a record describes an entity, which can include a video title. On the other hand, an attribute is a characteristic of an entity; for instance, the video title’s director. It is also essential to have a key field that exclusively identifies other records in the database; in this example, title number is the key field.
In a video store database scenario, the video records in Figure 1 could comprise a video title file. The video titles included in this example are: The Matrix, The Shawshank Redemption and The Dark Night (The Internet Movie Database, 2009). More so, at the highest level, a database can be realized. Stair & Reynolds (2006) states, “a database is a collection of integrated and related files” (p. 93). Thus, the video title file illustrated in Figure 1 could be grouped with files on video store members, rentals, category, and certification; to create a video store database.
In conclusion, Information System effectiveness depends on how data are stored, organized, and accessed. As a result, it is important to have a clear view of the data hierarchy which is comprised of bits, bytes, fields, records, files and database. In essence, each component in the hierarchy constitute the other; starting with a bit to a database.
References
- Connolly, T., & Begg, C. (2003). Database Systems. A practical Approach to Design, Implementation, and Management. (3rd Ed).Patparganj, Delhi: Pearson Education Ltd.
- Laudon, K. C., & Laudon, J. P. (2006). Management information Systems: Managing the Digital Firm. (9th Ed).Upper Saddle River, NJ: Pearson Prentice Hall.
- Stair, R.M., & Reynolds, G. W. (2006). Fundamentals of information systems. (3rd Ed.). Boston: Thompson Course Technology.
- The Internet Movie Database. (2009) Top 250 movies as voted by our users.