Benefits of a Database in the Workplace

While most of my essays have sources and are based on exterior information this one is based on my own experience and evaluation of implementing databases in both the medical and automotive industry. It was written as a case study for a class I took later in life to become Microsoft Access Certified. While it is no secret a database is effective in creating a secure way to manage data, those who are planning to implement one may be looking for some reasons as to why.

The use of a database for managing data in a business environment will have a positive impact if deployed correctly. A database can standardize the way information is stored and provide a simplified way of quickly entering and manipulating data. With the use of forms and queries a business can ensure data is entered in a timely manner and that real time analytics and reporting can be made available. There are many benefits to using a database but care is required to ensure that proper security is in place to protect sensitive information. Planning and foresight can alleviate these issues under most circumstances and make opting to use a database a smart decision for any size company that needs to manage data.

When employees use a spreadsheet program such as Microsoft Excel in comparison to using a database there can be inconstancy in data. Although Excel allows for data validation to be put into place, field formatting and even forms to be created it is a very time-consuming process and requires multiple copies of template files to be distributed and used. With a database application such as MS Access however these processes are all streamlined and made very simple to deploy. This allows for consistency in data that is stored by anyone using the system and the validation process is further enforced and simplified using forms.

While creating forms there were several key advantages that were noticeable. The first is the ability to use a label that gives more detail as to what is stored in a field than one may find in the column heading of a spread sheet. The next is the ability to actually add in details or a short explanation about what data is required for a field, if it can be null, its type, its length and any other requirements for validation. This can speed up the process of data entry significantly while ensuring the user inputs data in a way that is serialized with the entry of others. Additionally, it makes it much easier to edit information that is already stored in the database as the user is not looking at endless rows and columns of data. Information can even be stored in a way where the software translates information that the user may not be able to manage easily into a more “friendly” phrase, term or word. For example, a database table can contain a list of the full names and abbreviations of every State in the U.S. Each entry contains an ID and by using a form the user will see the full state name or abbreviation, meanwhile the database is using the ID to in the background. This not only makes it easier for the user to interact with the data but also gives the ability to see a state abbreviation in one form and have the full name to come out on a report all using the ID. This allows for much more flexibility in data entry and running a query.

Queries are great tools for combining data that is kept in more than one table. This means there is less information stored, requiring less storage space in the long term and allows for making many different views of information as tables or reports without having to reenter the same information again in another table like one would need to in a spreadsheet. Queries can quickly search through data using criteria to define what is selected and allow a user to generate reports, edit, delete or add information as well as create a new table without the user needing to make much of an effort. A query can be run as many times as needed and is a valuable tool in manipulating and managing data.

When deploying a database some security concerns certainly should be addressed before storing sensitive information. One of the biggest and noticeable concerns would be limiting the ability of users from being able to delete, edit or retrieve data that is not needed to be accessed by them. There would need to be an assessment made on what data is critical and who in an organization requires access to it as well as what type of access they need before deployment.

Another noticeable issue with a program such as Microsoft Access is if there are any devices connected to the database that are out in the general public such as a hospital or airport. Any machine that the public can gain access to would require security installed and protocols followed by staff to ensure that there is no accidental access to the database by a random user. Machines would need to be locked and password protected in areas where the public or other staff who do not have the privileges to look at certain data can not use the system. Without proper policies in place, it could be very easy for someone to access data they should not be simply by using a machine that is unattended.

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Nikhomkhai, P. (2018, June 12). Close Up Photo of Mining Rig · Free Stock Photo. Pexels. https://www.pexels.com/photo/close-up-photo-of-mining-rig-1148820/