The main advantages of a database are as follows:
Less Inconsistancy
A database is designed so that each piece of information is held just once. If that record is changed then it is changed for all reports. With other systems such as files or written documents we might change data in one place and forget to change it in another.
Less Errors
Much of the data is added by drop down boxes. For example when adding a student to a class we look up the current classes using a drop down box and are stopped from entering a class that doesn’t exist. Without a database we might mis spell the class name or enter a class that had already been stopped.
Shared Information
Information on a database is shared immediately. If I think back to my office days when we used paper we were forever asking who had a certain file and had to search the file for relevant information. With a database we can see new data as soon as it is entered by another person and it is organized in a standard way.
Calculations Just Done Once
With a database, a formula or calculation is written once and every time it is run will work on current data. The problem with spreadsheets such as excel is that we have to amend the sheet and sometimes the formulas for a new calculation. For example if we add data we need to insert rows and maybe do new summing of data. We also have to be sure that our formulas are still working on the correct cells.
Security
Some information in a company or for a person is confidential. A database system has security with user ids and passwords and can have certain tables locked so they only allow authorised users. This is much better than having data spread throughout the office or company where it is very difficult to protect.
Ease of Use
Databases can be made very easy to use. We can design a menu that appears with different designs for different users. Therefore a receptionist might just see buttons that she needs like contact information for workers whereas a manager will see buttons for reports and sensitive files.
