We must evaluate whether there is any gain in using a DBMS over a situation where we do not use it. Let us summarize the advantages.
- Reduction of Redundancy: This is perhaps the most significant advantage of using DBMS. Redundancy is the problem of storing the same data item in more one place. Redundancy creates several problems like requiring extra storage space, entering same data more than once during data insertion, and deleting data from more than one place during deletion. Anomalies may occur in the database if insertion, deletion etc are not done properly.
- Sharing of Data: In a paper-based record keeping, data cannot be shared among many users. But in computerized DBMS, many users can share the same database if they are connected via a network.
- Data Integrity: We can maintain data integrity by specifying integrity constrains, which are rules and restrictions about what kind of data may be entered or manipulated within the database. This increases the reliability of the database as it can be guaranteed that no wrong data can exist within the database at any point of time.
- Data security: We can restrict certain people from accessing the database or allow them to see certain portion of the database while blocking sensitive information. This is not possible very easily in a paper-based record keeping.
However, there could be a few disadvantages of using DBMS. They can be as following:
- As DBMS needs computers, we have to invest a good amount in acquiring the hardware, software, installation facilities and training of users.
- We have to keep regular backups because a failure can occur any time. Taking backup is a lengthy process and the computer system cannot perform any other job at this time.
- While data security system is a boon for using DBMS, it must be very robust. If someone can bypass the security system then the database would become open to any kind of mishandling.