DATABASE PACKAGES

Before we get too involved in database packages, let us first define what a database is. The term database conjures up different images for different people. However, the concept is about as nontechnical and easy to envision as a filing cabinet full of file folders. The filing cabinet and its contents are the database. The ability to retrieve the data and calculate statistics quickly and easily without regard to which folder or drawer contains the information makes the database system much more powerful than a comparable filing cabinet system.

Let's consider a simple database, one which contains information about all enlisted personnel at your command in paygrades El through E6, including their NECs. First, you must establish a record in the database for each individual. Conceptually, you can think of it as a file folder containing information on one particular individual. You have one file folder, or record, for each individual in your database. In this case, we want to know the individual's name, rate, social

security number (SSN), division, and any NECs the individual currently holds.

Once you have defined the record, you then proceed to establish fields for each of the data elements. In this example the fields are name, rate, SSN, division, and NECs. If you assume each individual can have a maximum of four NECs, you would have a database containing eight fields, as shown in figure 3-5. You now proceed to create the database by establishing the fields, specifying their size and the type of information (numeric, alphanumeric, or logical) they can contain. Then, you enter the information for each individual into the appropriate fields. Once it is created, you can arrange the database in some logical order (by NAME, SSN, and so on). The database is normally stored on some type of secondary storage medium (usually disk), where the information is simply held until you need it.

Now, suppose you wanted a list of the E-5 and E-6 Storekeepers in the supply department with an NEC of 1234. Under a manual system, you would have to open and search through each individual's file folder-there could be hundreds! You would look at various entries; first, for rate (or the rate field in your database file); then, in order to see if this person is assigned to the supply department (the division field). You would then check to see if this person has an NEC of 1234 (the four NEC fields). Finally, you would have a stack of folders for all E-5 and E-6 Storekeepers who are assigned to the supply department and who have an NEC of 1234. You could then list the names from the file folders (the records) selected.

Depending upon the number of folders you have to look through, the entire evolution could take hours to complete. On the other hand, you could use one of the many database packages available to obtain the same answer. The database application program, by knowing the fields in each record and the content of each field, can easily search for this information in a matter of seconds. You simply specify the selection criteria and the report format; the software does the rest\searches

Figure 3-5.\Example of a database record.

the database for the records that meet the criteria (SKI or SK2, Supply Department, and NEC 1234). The computer then displays or prints the requested information in the format specified. See figure 3-6. You do this through the query and report features of the database package. Doesn't that beat manually searching through a drawer full of folders, which could take hours?

A database is nothing more than a collection of data\many file folders or individual records containing several fields or data elements. The database is organized to allow you to retrieve, update, and have ready access to various information that can be formatted and printed as you desire. The database itself doesn't do anything; it just holds information.