The World of Data - Introduction to Databases

Organized Information: What is a database and why use one over a spreadsheet?

A database is a structured and organized collection of data, stored electronically in a computer system. Its primary purpose is to efficiently store, manage, retrieve, and update large amounts of information. While a spreadsheet (like Microsoft Excel or Google Sheets) also organizes data in rows and columns, a database is a far more powerful and robust tool for data management.

You should use a database over a spreadsheet when you need to handle:

• Scale (Large Amounts of Data): Spreadsheets become extremely slow and unstable when dealing with tens of thousands of rows. Databases are designed to handle millions or even billions of records efficiently.
• Data Integrity and Consistency: Databases enforce strict rules about the type of data that can be entered into a field (e.g., ensuring a "Date" column only contains valid dates). This prevents common errors and keeps the data clean and reliable.
• Multi-User Access: Databases are built to be accessed by many users at the same time without corrupting the data. Spreadsheets are typically designed for a single user or very limited simultaneous collaboration and can easily lead to conflicting copies.
• Relationships and Complex Queries: The true power of a database is its ability to link related data between tables (e.g., connecting a Customers table to an Orders table). This allows for sophisticated queries that are impossible to perform in a simple spreadsheet.
• Security: Databases have advanced security features, allowing administrators to grant specific permissions to different users, controlling who can see or change certain data.