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Business and Data: Paper vs. Electronic Formats

Explore the pros and cons of paper and electronic data formats, the impact of information systems on organizational culture, and the role of electronic databases in business. Understand the basics of relational databases and database management systems.

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Business and Data: Paper vs. Electronic Formats

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  1. MIS 2000 Class 3Data and Business Updated: 2018

  2. Outline • Business and data • Paper and electronic data formats (pros & cons) • IS and organizational culture (electronic vs. paper) • Information system and electronic database • Electronic Relational Database • Database Management System (DBMS) • Structured Query Language

  3. Business and Data • Some data are supported by computer-based IS, some are still in paper format (“paper trail”). * Business documentation Professional documentation C o m m u n i c a t i o n s Organization as a set of business processes Data sources in organizational environment

  4. Paper Trail • “Paper trail” is a popular term for all organizational data stored on paper (notes, correspondence, forms, files) • Paper has been used for long time and many people and organizations are still used to it. • Paper is more secure, but hard to access, search, and transfer More

  5. Paper and Electronic Data Format – Some Pros & Cons • Overall, the electronic format overcomes disadvantages of paper, can meet its advantages, and keeps improving.

  6. Electronic vs. Paper Format Replace • Electronic format has tried to replace paper (“Paperless office”).* • Paper format resists, being still preferred by older generations, government, and those deprived of electronic technology. • Electronic IS today often replicate paper trail by producing paper output (sometimes massively) – coexistence of formats • The habit of preserving paper trail is part of organizational culture. Resist Replicate Coexist, Complement

  7. IS and Organizational Culture • Organizational culture refers to deep, stable beliefs and accustomed practices shared by employees in an organization. • Organizations have different organizational cultures. • Whether paper and/or electronic data are preferred is largely a cultural belief and practice. * New Old Professional documents Business documents Business documents Communications Communications Communications Business processes Professional documents Business documents Business documents Communications Communications Communications Business processes

  8. Information System and Electronic Database • A different view of IS*: • User Interface is the connection between the user and IS. • Functionality is the operations IS can perform (what it can do). • Database (DB) is the storage of data, a foundation of an IS. There is no IS without database(s) in the background. • DB is possible to search (retrieve) efficiently. USER INTERFACE FUNCTIONALITY Computer hardware & software DATA stored in databases DB DB DB INFORMATION SYSTEM

  9. Mobile Information System • It is not just what is on your smart phone… Screen icon, part of user interface INTERNET DATA BASE Part of Application Software running on smart phone hardware & phone’s Operating System Matching part of Application Software Corresponding data in organized format (records, data types) + + Note: An “app” is NOT a whole IS but just a part of it! MOBILE INFORMATION SYSTEM

  10. Electronic Database • Electronic Database: Collection of data that are organized so that they reflect business and meet technology requirements. • Electronic database resembles a paper file cabinet in the data organization, but is much stronger on the search side. One way of organizing data is in tables, as you study it in the lab. Table usually represents a business entity. • There are different kinds of electronic databases – relational (MS Access), library catalog, full-text.

  11. Relational Database • The type of database you study is called relational. It is best suited for numerical data and limited textual data. • Data are organized in tables. Technical name for table is “relation” (thus the name “relational”). • Tables reflect objects in business reality (customer, order). • Tables are connected to reflect (for the most part) associations between business objects. • Relational database is the basis for a Transaction Processing System (TPS), and Management Information System (MIS). Table Secret Agent – when you read it… and when it was designed

  12. Relational Database - Table • Table = Collection of columns and rows. • Column = Attribute (e.g., customer number) • Row = Set of attributes (AnimalID, Name, …) • Each row identified by an attribute that must have a unique value in each row  key attribute (primary key, key) (AnimalID) Table: PetAnimal

  13. Relational Database – Key & Foreign key • Tables linked via keys & foreign keys • Definition of Key: The attribute that uniquely identifies each row in a table. • Definition of Foreign Key = The attribute that is the key in another table.

  14. Database Management System (DBMS) • DBMS is software package for creating database, storing, retrieving and overall management of data (e.g., Microsoft Access). • An important DBMS components is Search Engine. It runs queries on the database (data search or retrieval). • Report writer – usually uses queries to create reports for users (system output) • Access management (access privileges: read, write, update) • Multiple users access DB at the same time DB DB

  15. Structured Query Language (SQL) • Syntax and rules (commands) for searching relational database (DB). • To do search, user creates a query, and query is run on a DB. • SQL also be used for entering and changing data, and other tasks. • Easier to learn than programming languages. • SQL Query: • Select lists desired columns from desired table(s) • From identifies tables where the columns are • Where specifies filtering conditions for selecting specific • rows, and may identify primary-foreign key connection.

  16. Search Data with SQL Example SELECT Part.Part_Name FROM Part, Supplier WHERE Supplier_Number=8259 Output: Door latch, Door lock, and Door handle Data is stored in tables Part and Supplier, which are linked via the Supplier_Number (key in Supplier table, and foreign key in Part table) • MS Access provides a facility for retrieval without writing SQL statements.

  17. Summary • Business processes use data that are either in electronic or paper format (paper trail). • Paper still has useful properties, although electronic formats is superior and keeps advancing. • Proportion of electronic and paper is an aspect of organizational culture. • Electronic database is the foundation of IS. • Key concepts of electronic relational database are table, primary key, and foreign key. • Database Management System (DBMS) is ssoftware for creating database and retrieving and overall management of data. DBMS can be used to develop entire IS. • Structured Query Language is standard for database retrieval.

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