A database management system (DBMS) is a software application that enables one or more users to access data in a database (Rouse). It manages user requests, making it easier for these users to understand and locate the data they need. It also handles data access by multiple users, ensuring that the operations these users perform do not come into conflict with each other. In this regard, a DBMS maintains the integrity of the data in that it ensures that the data can always be accessed and that it is consistently organized in the manner that it was intended. In addition, it ensures the security of the data such that only the authorized users may access the system.
In organizations, a DBMS can enhance the organization’s operations in that a DBMS enables the easy control of data (Daniel). Unlike the traditional paper system, users can access information from the DBMS without the need to make new copies of the said data. This saves the company time in that the employees don’t have to spend time photocopying their files or queuing up to use the photocopier. As well, the company saves on costs because it would no longer need to provide as much paper to its employees as they would with a paper system.
The use of a DBMS also ensures the accuracy of data. In turn, this prevents errors in the company’s operations, which also results in cost and time savings (Daniel). In addition, this ensures that the company is able to maintain its good reputation because the accuracy in its operations will prevent instances of customer dissatisfaction, which can even lead to litigations.
The security of the company’s data is another way that a DBMS enhances an organization (Daniel). In particular, a DBMS ensures that only the authorized people are able to manipulate the data, in turn making sure that the privacy and confidentiality of the company’s data are kept. As well, this ensures accountability on the people in charge as the DBMS makes it easier to keep track of who used the system and who accessed the data, making it possible to determine who may have caused a security breach.
The DBMS also increases the processing speed of various computer-related tasks, such as the processing of calculations and the generation of reports. Unlike other software applications, such as word processors and spreadsheets, which still require input and a certain level of effort from the user, a DBMS is capable of automating the completion of these tasks. As a result, employee productivity is increased and data errors are prevented. This then allows the company to save on costs and increase its revenues.
Finally, the DBMS enables the reuse of code across the various systems being used by the company. This is especially useful for large companies, which have complete implementations of an ERP (Enterprise Resource Planning) system. With a DBMS, it would become possible to combine queries from various modules without having to change their structure. This in turn results in the efficient generation of reports.
In conclusion, with data and knowledge being one of the most important resources that a company has, the implementation of a DBMs enables the efficient management of such data, allowing the company to make the most out of the information that the company possesses and ensuring that such information is used only in the proper way.
Works Cited
Daniel, Harri. “Benefits of DBMS.” benefitof.net. BenefitsOf, 7August 2011. Web. 20
Rouse, Margaret. “database management system (DBMS).” techtarget.com. TechTarget, 2014.
Web. 20 November 2014 < http://searchsqlserver.techtarget.com/definition/database-
management-system>
