Which of the following is an advantage of a database over a flat file system?

This chapter of Database Design (including its images, unless otherwise noted) is a derivative copy of Database System Concepts by Nguyen Kim Anh licensed under Creative Commons Attribution License 3.0 license

A Flat file database is also known as the text database. It is the most important type of database used to store data in a plain text file (MS Excel). Flat file databases were developed by IBM in the early 1970s.

In the Flat file database, each line of the plain text file holds only one record. These records are separated using delimiters, such as tabs and commas. The advantage of a flat-file database is that it is easy to understand and helps us to sort the results easily.

Advantages of Flat file database

A list of advantages of a Flat file database is given below -

  1. All records are stored in one place.
  2. Easy to understand and configure using various standard office applications.
  3. It is an excellent option for small databases.
  4. It requires less hardware and software components.

Disadvantages of flat-file database

A list of disadvantages of a flat-file database is given below -

  1. Flat file database is harder to update.
  2. Harder to change data format.
  3. It is poor database in terms of complex queries.
  4. It increased Redundancy and inconsistency.

Create a flat-file database

For small businesses, a flat-file database is the best way to manage the data.

There are the following steps to create a flat-file database -

Step 1: Open Microsoft Access.

Step 2: Microsoft Access Home page will appear on the screen, in which do the following -

  1. Click on the Blank database option in the Available Templates section.
  2. Type database name in the File Name text box.
  3. Browse the location where you want to save the database.
  4. Click on the Create button, as shown in the screenshot below.
Which of the following is an advantage of a database over a flat file system?

Step 3: Now, you can see that Microsoft access will automatically create a new table (Table1) at the left corner of the document.

Which of the following is an advantage of a database over a flat file system?

Step 4: To create your own table, Click on the View tab and click on the Design view option from the View drop-down menu.

Which of the following is an advantage of a database over a flat file system?

Step 5: A small pop-up menu will appear in which enter the table name that you want to create and click on the OK button.

Which of the following is an advantage of a database over a flat file system?

Note: In our case, we are going to create an Employee table.

Step 6: An Employee table design view will appear with the columns Field Name, Data Type, and Description.

To make a field primary key, right-click on the field you want to make as a primary key and select the Primary key option from the drop-down menu, or you can simply click on the Primary key tab to make a filed as a primary key.

Which of the following is an advantage of a database over a flat file system?

Step 7: Add another field name in the field name column and select field data type from the data type drop-down menu.

Which of the following is an advantage of a database over a flat file system?

Note: Similarly, you can add more Field names and data types in your table.

Step 8: Once you add all desired Field names in the table, click on the View tab at the top of the document and click on the Datasheet View option from the View drop-down menu.

Which of the following is an advantage of a database over a flat file system?

Step 9: The following window will appear with your desired Fileds names. Enter the required data in the Fields names and click on the Save option to save your flat-file database.

Think of flat files as being similar to the files in a file cabinet drawer—a collection of single records each containing standalone data. Relational databases are a collection of tables linked together using a common piece of data, such as an account number, and can be arranged to highlight specific information for ad hoc queries. A relational database is a scalable and query friendly tool that provides the ability to capture a wide variety of data types.

Advanced Data Structuring

A flat file is a text file that stores a single record per line with each piece of information separated by a comma — its data structure is self-contained and limited. Relational databases, however, store data in tables that are structured for the needs of the data. Each table is made up of rows and columns, and each column can be designed to hold or restrict a specific type of data. Many tables can be created within a single database. The advanced data structuring capability of the relational database allows programmers and database builders to create more complex relationships between data.

For example, a flat file may hold a persons name, address, phone number and account number. A relational database can hold the same data in a table and hold transaction information for that account number in another table and payment information in a third table — all of which can be linked together to create a bigger picture. The flat file structure does not allow the linking of information from flat file to flat file and can only be printed as it is.

Ad Hoc Queries

The data structure of the relational database is ideal for creating ad hoc queries. Once tables have established links between them, a user or programmer can retrieve related data as needed. Relational databases can assist business owners, managers and supervisors with quick query requests by collecting and displaying sales data, employee performance data or production data when needed.

On the other hand, a flat file must contain all the necessary information in a single file in order to respond with the data. Flat files would need to be designed to respond to queries, which means queries and flat files would need to be pre-designed. This process slows down decision making and useful inquiry into business processes and ultimately can hamper business growth.

Scalability

Relational databases are scalable, meaning they can grow larger or smaller as needed and be accessed by more users when necessary. More tables can be added, more records can be placed in existing tables, and although a single record in a table is accessed by one person at a time, many users can access the same table and work within it simultaneously.

Flat files are not scalable. Placing a million records in a flat file will slow down the opening and closing of the file, plus flat files can only be accessed by a single user at a time, which slows down work processes. Flat files are not a good data storage choice in a fast-paced and growing business environment.

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  1. EXTOL: Selecting a Database - Flat File vs. Relational
  2. Indiana University: Knowledge Base - What Are Flat File and Relational Databases?

Alex Burke holds a degree in environmental design and a Master of Arts in information management. She's worked as a licensed interior designer, artist, database administrator and nightclub manager. A perpetual student, Burke writes Web content on a variety of topics, including art, interior design, database design, culture, health and business.

What is the advantage of database over file system?

Data sharing: The file system does not allow sharing of data or sharing is too complex. Whereas in DBMS, data can be shared easily due to a centralized system. Data concurrency: Concurrent access to data means more than one user is accessing the same data at the same time.

Which of the following is an advantage of using a database over a flat file system?

Which of the following is an advantage of a database over a flat file system? Hardware and software start-up costs are low when using a database. A database is simple and easy to design. Programs and data are interdependent in a database.

Which of the following is an advantage of using a database over a flat file system quizlet?

Correct Answer: The data can be organized into separate tables that are related to each other.

Which of the following is an advantage of using a database instead of a flat file to store data?

What is an advantage of using a relational database instead of a flat file to store, organize, and analyze data? It is easier to minimize duplicate data in a relational database.