Databases lie at the heart of almost every online business. But, just like the aforementioned organ, since they are tucked away inside, quietly ticking along doing their job, they can be a bit of an enigma to the less tech-minded.
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This guide aims to demystify the database and help you to get a basic database up and running, migrate it to a more powerful server database when necessary and take some basic precautions when it comes to database security.
What Exactly Is a Database?
Most people have come across Microsoft Excel and would agree that it is a useful tool for storing and manipulating data for when physical systems become too limited. Just like Excel, desktop databases such as MS Access store data in tabular form (i.e rows and columns) but they are packed with a lot more functionality, enabling users to retrieve data using various criteria, cross-reference data with other databases, perform sophisticated calculations and manage bulk updates.
Databases contain columns of 'attributes' which can be as simple as surnames, forenames and telephone numbers in a directory, and each row is an individual 'record.'
An important component of every database is its 'Primary Key.' This can be generated from a separate attribute (column) or a combination of attributes but must be populated and must be unique. A simple method of generating a Primary Key is by creating a column labelled 'ID' and assigning each record a unique number. Other methods include combining attributes (e.g. surname and date) which makes it harder to lose data if the database becomes corrupted but runs the risk of creating duplicates and being guessed by hackers. A Primary Key enables records to be related across tables although this is not detailed in this article.
Desktop vs Server Databases
One of the first considerations a startup business owner needs to make when choosing a database is whether they need a desktop or server database.
Desktop databases include:
- MS Access
- FileMaker Pro
- FoxPro
- Lotus Approach
- Paradox
These are a lot less expensive than server databases and are suitable if there is likely to be one person accessing and updating data at a time and if queries are likely to be fairly standard (calling up customer records for billing, organising people into demographic categories for marketing etc.)
Server databases include:
- MS SQL Server (and the new cloud-based Azure)
- Oracle (ideal for multi-platform integration)
- MySQL
- IBM DB2
Server databases are much more powerful, reliable, consistent and flexible than desktop versions, making use of programmer-friendly APIs for easy customisation. Where data is in constant use, particularly if multiple users will need to access and edit data over the internet, a server database will be required.
Costs for buying your own server database would run into the thousands but if you are building a web-based business, your webhost will almost certainly include one or more server database systems in its hosting package. Your exact database requirements will then largely depend on your web developer's needs as different platforms and programming languages require different databases (e.g. PHP usually uses the MySQL database system and this combination will be familiar to anyone with a working knowledge of Word Press).
Importing Spreadsheet Data into Your Desktop Database
To start to get an insight into how databases work, find a computer running Microsoft Office Professional and practise moving some data from MS Excel to MS Access. The following instructions relate to MS Access 2013 but the process should be very similar in other versions of MS Access.
- First, create or locate a simple Excel spreadsheet – a headed list of names, telephone numbers and addresses is ideal. Add an ID field and number the entries 1,2,3, etc.
- Open MS Access, enter a name for your database and click 'Create.'
- On the menu bar, click the MS Excel option and browse for your spreadsheet in the standard way.
- Choose the radio button for the option to input data into a new table.
- You will see a list of fields in the display window. Tick the checkbox that asks you to treat the first row as headers.
- Next, select your ID field and select the option that says: 'Let Access add Primary Key.'
- Finally, name your table and save. You will now see it in your main Access object window.
When It's Time to Upgrade
When your business grows and your data needs to be moved on to a server database, this migration can either be done from the desktop or server side, depending on the systems involved. For example, MS Access incorporates a wizard for migrating (or 'upsizing') data to MS SQL Server.
Alternatively, the free SQL Server Migration Assistant can be downloaded and used to migrate data from a range of desktop databases including up from MS Access or across from Oracle or MySQL. Before commencing the migration process you will need to check that your hardware meets the system requirements and that you have downloaded any specific programs mentioned in the Server Migration Assistant instructions.
The above may sound complex, but the migration process is actually fairly straightforward and usually takes around an hour to complete.
A Note on Database Security (Including Mobile Database Security)
Database security is a crucial part of any business as this is where the hackers will go to steal personal information or disrupt your operations. Poor practise can also lead to the inadvertent corruption and loss of data. As databases become bigger and more accessible they also become more vulnerable and your own fundamental safety precautions (backing up databases, erecting a firewall, malware scanning etc.) will need to be enhanced by any recommendations provided by your database system and software vendor.
With the advance of mobile computing and the culture of BYOD, particular care needs to be taken with mobile app security since apps are often targeted by hackers and these are increasingly used to access databases for remote working.
Brent Whitfield is the CEO of DCG Technical Solutions Inc. DCG provides the services, solutions and IT support Los Angeles start-ups rely upon to run a robust, secure service. Brent has been featured in Fast Company, CNBC, Network Computing, Reuters, and Yahoo Business. https://www.dcgla.com was recognized among the Top 10 Fastest Growing MSPs in North America by MSP mentor. Twitter: @DCGCloud.