What is a database?
It is a tool used to store and keep track of information relative to activities that an individual or a company/organisation has with the university
Are databases part of our lives?
YES
1. In choosing a restaurant from the Yellow Pages, we indirectly use a database
2. A hotel room is obtained by searching from a database (single room, non smoking, with TV)
3. Some of us may have a Christmas Card database (who do we send the card to, address, did we also send it last year?)
The Advantages Of a Database
1. Pooled information
Functions such as departments, units, as well as single individuals (academics, administrative staff) usually accumulate a wide range of information on individuals and companies
If these “islands” are united, everybody will have a much more complete picture.
2. Duplication of efforts
In your university there are probably dozens of address lists of the same companies and individuals.
Time and money is wasted in keeping them all up-dated.
Non synchronised lists lead to annoyed companies and individuals who are contacted from several different directions.
Through the database, different parts of the university would access and update the same info.
3. Presenting a unified “face”
Emphasising the earlier point, if different sections of the university keep maintaining separate databases, the relationship building process will be undermined by the irritation of the alumni/companies.
This problem can be reduced if all elements of the university coordinate marketing, development and other externally-facing operations through a centrally shared database.
4. Rationalised IT investment
Different systems managed by different units/functions can only deplete university resources faster.
The database is a focused investment developed to encourage cooperation
5. Developing an institutional memory
A database is also a vehicle to capture people’s knowledge.
Every time some member of staff leaves, unless his/her data is recorded, such information is lost.
Achieving a shared database
There is more to a database than just records.
The success of a database revolves around issues related to human resources, politics (!), and practical constrains.
Where do you look for information for your database?
How do you start putting one together?
Who are you going to ask to start working with you on it (and sharing)?
Who is going to pay for the software?
Written by Faraz
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