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Databases function as a common storage space for information that once existed in many separate places. You can use several different types of databases – images, documents, files – to store common information and make it easily accessible to users. Computer databases work using database management system (DBMS) software to allow users to store, as well as retrieve, data in a structured environment. Many corporate organizations and departments that use several files and documents to communicate company messages employ database systems to standardize language and make it easier for those communicating to deliver an approved message efficiently and quickly. Determining the best method to query a database will depend largely on the type of information stored and the purpose of the query.


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  1. 1
    Determine what kind of database management system best serves your purposes. Whether you are a news organization that needs to access images for use in publications or a proposal department that produces standardized documents for business development, you will need to choose a DBMS that serves your needs.
    • Web-based DBMSs enable users from virtually any location to access information using login information.
    • Database options can be as basic or as complex as necessary to accommodate the level of information stored and the number and location of users.
    • Consider all users when determining the best functions in a database and tailor training according to the features of the tool.
  2. 2
    Choose a database that includes query functions or, if you have multiple databases and want to include all information in one comprehensive search, select a database query tool that can incorporate data from multiple sources.
  3. 3
    Assign a database administrator to ensure that one (or more than one) individual is responsible for inputting the information needed and updating that information.
    • Database administrators should be intimately familiar with the data stored in the database to input primary, as well as updated information in a way that makes it easily accessible to end users.
    • Many databases include functionality to inform or alert the database administrator to missing critical information so that the administrator can source and add that information for future access.
    • Effective database usage depends largely upon the usefulness of the information contained.
    • Establish access protocols and address privacy issues such as restrictions for who can input content and approvals of materials for database submission.
  4. 4
    Standardize database query features based on best practices for users. Many databases allow users to store and query a database in many ways – from searching by keyword, phrase or file name to coding.
  5. 5
    Commence your query by searching by keyword, phrase or function as set up during database implementation.
    • If your database includes files and text and you find that the best way to query your database is by highlighting a question or set of key words, establish this method as a best practice across your department or organization.
    • Databases display information in many ways, depending upon the nature of the query and the procedure for storage. Consider the end product when you query a database to ensure that your search matches your expectations and results.
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EditTips

  • If you purchase a Web-based database management solution, ensure that you have access to support personnel in the event that the system malfunctions.
  • Maintain your database by updating the software as available to ensure that your system functions at maximum capacity.
  • Consider limitations and cultural differences when storing database information to be used by a global audience. All information input into the database will need to reflect your global voice and be applicable to your global audience.
  • Restrict access to your database if it includes sensitive information. The database administrator role is an important function as it ensures the integrity of database information.

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Article Info

Categories: Stub | Databases

Recent edits by: Chloe, Mel

In other languages:

Español: Cómo consultar una base de datos

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