9.1.4 Database vs. Spreadsheet

9.1.4 Database vs. Spreadsheet When you think about using databases, especially if you're new to their structure, you might think of them as overly complex. Why use database software if you're already familiar with spreadsheets such as Google Sheets or Excel, or simplecomma-separated value (CSV)files? The reason is that organizations of all kinds are generating more and more data every day. Managing those data points, and their relationships to each other, is much more simple if you work within a database, not a spreadsheet.Spreadsheets, also called flat file systems, certainly have a role in managing information. They have a simple structure with rows and columns that are easy to understand and organize as you like. A spreadsheet works great for small to medium-sized sets of data, usually numbers, but it can also include words. They can be perfect for a single user or for a small group. Benefits of Databases over Spreadsheets While flat file systems help transfer information between systems or track sales orders, they don't always have enough functionality for what a company needs. Most of the time, databases are the solution. Here are some advantages of using a database over a flat file system: Processing speed Databases store billions of data points and let you quickly search for and retrieve a single record. Backup and recovery Databases back up information within seconds of adding it, making it easy to recover lost data through backup and replication. Forced data types Databases control and validate the information that users enter, or provide. This control is called forced data entry. Concurrent use Databases allow many users to access the data at the same time without waiting. A database can support thousands or even millions of users at once. Security Databases ensure only authorized users can access the data. Scalability Spreadsheets can handle large volumes of data, and users can extend their capacity when needed by using external databases or data connections. Databases do not offer faster processing, better backup and recovery. True False Databases offer controlled data types, support for many users at once, and improved security compared to flat file systems. True False