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Database Software - Essay Example

Name Institution Database Software The acquisition of database software for business information management is a source of business leverage in the ever competitive business environment. The management of business information is made possible by the acquisition of efficient database software. Database software is the term that refers to the computer program that helps to enter, update, organize, retrieve, and report information held in a computer database. Among the commonly used database software for personal computers and server database include Microsoft Access, Open Office Base,

Filmmaker Pro, Myself, and Oracle. The benefits of using computer-based database are considerable. Without database software, it would be difficult to find a respectable system of managing information. Companies have varied use of comprehensive and accurate databases. Businesses maintain databases of customers, vendors, supplies, inventories, service requests, product orders and employees. Database software that assists a business to handle important function of a data type and provide appropriate data analysis methods is an essential tool of management.

Their user-friendliness and flexibility has made database software crucial business component (Ambler, 2012). Database software store data as a series of records each holding data for a single entity such as a thing, person, event, or place. Data in software is held in fields each holding a single item of data appropriate to a record. Most of the modern database software provides tools to work with more than one related collection of records. The entry of data starts after defining fields for a series of records. This is made possibly by the simple-to-use data entry form provided by the database software.

Database software enables one to import data from commercial database. It also facilitates the downloading of databases from the Web and posting it directly into the fields already defined by the database software. Specific data can be located by making queries using language such as Structured Query language (SQL) or natural language query (Ambler, 2012). According to Molar et al (2013), databases are used in virtually all kinds of business functions. Among the functions relying on database software include sales, accounting, purchases, manufacturing, shipping, marketing, and human resource management.

Databases assist in compiling information about potential clients and current clients besides keeping track of client correspondence. Databases are used to keep track of raw materials and other important supplies needed in manufacturing. In marketing, database software is used to track advertisers’ records and prospective advertising outlets. Databases are used in human resource management to maintain employees’ records and to match resumes of Job applicants when Job openings occur. In accounting, databases keep track of accounts receivable and payable.

Databases are used in purchasing and in shipping to choose suppliers, place orders, track orders and shipment. Database software is also important to companies operating in service industries because they are used in maintaining continuing customer relations. Financial institutions such as banks, insurance companies, and stock brokerages rely on database software to keep track of clients’ financial accounts. Database software enables utility companies such as electric and telephone companies to keep track of utility usage, varying the rates, and billing the clients.

Businesses that provide repair and maintenance services, for instance those repairing appliances or office equipments use database software to keep records of each client (Minimal, Chambers & Dharma, 2012). Database software is crucial for agents or brokers because they use it for selecting services or goods to be sold. Database software has been applied in large-scale to provide data on the flights of commercial airlines and coordinating seats reservations. Database software enables travel agents to use available computer reservation systems when booking hotel rooms in key hotels.

Real estate agents use database software to keep information on property on sale and matching customers’ desires with the available properties. Database software provided the needed solution in an organization’s inventory management problems. Database software is able to provide complete stock management, create invoices quickly, automatically maintain a client database, and keeping track on stock balance (Ambler, 2012). Database software enables the business to create and maintain customer database. Customer database is considered lifeblood of any business because it makes invoicing an easy task.

Database software allows multiple uses and make database be available across a firm’s network. The database software enables automatic updates on stock every time a sale is made. Database software saves time because it saves the user the need to rum through piles of paperwork by pulling up information with a simple query. Database software aids communication especially in large organizations where information must reach different users. Database software enables sharing of central information by employees working at different branches or locations.

In this case, database software enhances cohesiveness in the firm’s working environment. Database software allows tracking of important trends that assist the firm to identify popular customers or brands that can make the firm competitive (Molar et al. , 2013). In spite of the benefits accruing from the use of database software, there are a number of problems associated with their use. Database software may allow duplication of files thus resulting in data redundancy. Data redundancy problem may arise when one file is updated but another related file is not.

Redundancy problem rises from the traditional approach adopted by database managers of maintaining separate data files for every application. This problem can be solved by adopting the database approach that permits multiple business applications access the same database (Tapped & Quadrics, 2014). Database software requires specialized staff and operating personnel who will be charged with implementing and coordinating the use of the database. However, many organizations have managed to implement database software without additional employee.

Database software offer security to he company information but concentration on one system may make data to be accessed by trespasser incase of breach of security. The failure in the system may affect the business operation and the company reputation. Very tough security mechanism and additional ways of securing information such as firewalls and encryption are essential (Tapped & Quadrics, 2014). The future trend in data management involve organization creating private database by compiling business customer or individual consumer addresses and names for use in marketing purposes.

Organizations are creating their private databases using database footwear by filtering information obtained from a public database that organization purchase on the open market. The new trend also involves businesses sharing data such as all catalog marketers using cooperative databases. The new database software is incorporating Customer Resource Management (CRM) that aid the business to manage its relationship with customers. The modern database software is incorporating Geographic Information Systems (GIS) that allow the business to track consumer buying habits and their relationship with the local geography (Molar et al. 2013). Database software are very important in every businesses, no one can envision a business without database software. The benefits that accrue to a business from implementation of database software are enormous and cannot be ignored. A business without functional database software cannot compete effectively in the current competitive environment. It is true that the acquisition of database software give a business a competitive advantage in the current competitive business environment. References Ambler, S. (2012).