Addressing Some Database Basics

Think of your business information that includes customer details, sales figures, product lists and more. All of that data is stored in your business’ databases. As a result, you need to understand how they work and what you need to do to best manage them and the data they contain. 

Here at OnSite I.T., we help businesses in Calgary make sense of their technology every day. We’ve noticed folks often have similar questions about databases, so let's clear them up with some simple answers. Did you know, by the way, that the first "databases" were essentially just well-organized paper records? We've come a long way!

Question: What is a Database?

Answer: Imagine a digital version of a perfectly organized set of filing cabinets. Each cabinet is like a main topic. Each folder in that cabinet is a specific item. Inside each folder, the pieces of paper are the individual details. A database is just a smart, computerized way to keep all these folders and files organized and easy to find.

Question: Can't I Just Use My Spreadsheets for This?

Answer: Spreadsheets are great for lists and numbers, especially for smaller sets of information, but when your information starts to grow, or when there are many people that need to use it at once, spreadsheets can get messy pretty quick.

Think about it, spreadsheets do have limitations. Some include:

• Too much data - Spreadsheets can slow down or even crash with lots of information. Databases are built to handle huge amounts.
• Mistakes happen - It's easier to accidentally type over important info in a spreadsheet. Databases have better ways to keep data correct.
• Spreadsheet sharing can be complicated - If several people try to update a spreadsheet at the same time, it can become a jumble. Databases let many users work together smoothly.

Question: How Does the Cloud Work, in Regard to Databases?

Answer: Just like any other computing resource, it just means your database information is stored on powerful computers owned and managed by a specialized company, and you access it over the Internet. Instead of buying and maintaining your own big computer server in your office, you're essentially renting space and power from a vendor. 

Cloud-based databases can be a great resource because they are much less of a hassle, and you don’t have to manage and maintain the underlying hardware; you can access data from anywhere with an Internet connection.

Question: I hear 'SQL' a lot. What is It?

Answer: SQL (often pronounced "sequel") is like a special language used to "talk" to most databases. It's how you tell the database what you want it to do. You can use SQL to:

• Ask for specific information.
• Add new information.
• Change existing information.

You don't always have to write SQL code yourself, either. Many programs do it for you behind the scenes, but it's the basic language that makes databases work.

Question: How do I Make Sure My Database is Safe?

Answer: Keeping your database secure is super important! It’s about protecting that valuable business information. Here are some of the main ideas:

• Making sure only the right people can see or change the data, usually with passwords and permissions.
• Using encryption to scramble the data. If bad guys get it, they can't read it.
• Looking for any weak spots or strange activity.
• Making regular backups of your data, so if anything goes wrong, you can get it back.
• Updating your database software, like updating apps on your phone, to fix any known security holes.

Making Data Work for You, Not Against You

Your business data is precious. When it’s well-organized and secure, it can help you make smart decisions and grow. If your data feels more like a tangled mess than a helpful tool, or if you're worried about keeping it safe, you're not alone.

For businesses here in Calgary, OnSite I.T. is ready to help you sort out your technology challenges. We offer proactive IT support, cybersecurity advice, and can help you make the most of your business data.

Want to simplify your tech and make your data work harder for you? Give OnSite I.T. a call at (403) 210-2927. We'd love to chat about how we can support your business.