Database Management Software
Published January 09th, 2017 by

What Does Database Management Software Do for Small Businesses?

What Does Database Management Software Do for Small Businesses

In this time when technology is growing faster than years before and increasing digital world, businesses are having larger and more data. This involves details and information on how the business is being run, its problems, processes, and analysis to help improve it. Organizing all of these is essential for future use and as resources whenever a business decision is needed.

Having countless data about your business can be quite hard to organize and manage. In order to effectively capture, store, and make use of all the data your business is producing, you need to have an ideal tool to help you do it. This can be in a form of having a database management software.

Database Management Software Overview

Database management software or DBMS system is a platform that is tailored to help every business maximize the value of all the data it acquires. This system allows you to capture and get data from different types of sources, store, sort, and catalog. This will also allow you to access the data, edit, and extract for analysis and reports.

The access in a database management software system includes creating mailing lists, creating and extracting management reports, generating lists of various news stories, and identifying your client’s needs. A DMBS system has a processing power that has the ability to manipulate data to sort, link, match, aggregate, calculate, skip fields, and arrange all your business data and information.

There are various popular types of database management software. These include the relational database management system or RDMS that is adaptable to any type of usage and NoSQL DBMS that is well suited for those data structures that are loosely defined but may improve over time. Other types also include in-memory database management system or IMDBMS that has better performance and faster response times and the columnar database management system or CDBMS that is designed for data warehouses. There is also a cloud-based data management system with a cloud service provider for maintenance of the system.

Database management software solutions have excellent versatility which allows you to link it with other solutions. This may include being linked with websites that are storing registered users, client-tracking systems, medical and health record systems, your business address book and client list, built-in word-processed documents, and airline and other reservation systems.

Database Management Software Features

There are parts and features that make a database management software unique and different from other sile-based software solutions. These are also essential functions of a DBMS system that you should consider when buying a database management software:

  1. Multi-user and Sharing System. In running a business, it is common that a number of people are working together in one task. This will have to achieve a certain collaborative process to ensure that the workflow is as smooth as possible. A database management system can allow many users to access the system even at the same time and also gives real-time updates on the data. This will help people work together effectively that makes file sharing easier even if they are not in the same place.
  2. Data Independence. In a database management system, data independence is improved. The metadata or system data description is separated from any application programs within your system. This is because all data structures are not embedded in the program but are handled by the database management software itself.
  3. Data Description Language. The main purpose of having a database management software is to manage and organize all your business data so it can be available to access and use in one single system. For this, the software system has a function for data description language or DDL that will allow you to create, edit, and delete the database. This will also allow you to create a data dictionary or documentation of all structures that will make up your database.
  4. Restriction of Access. It is not unusual for a business to have highly important and confidential information and documents that are not for everyone to view and access. Security and safety of these files are essential and should be established. With a database management software, you have a feature where you can restrict and limit the access of certain files. Data can have either read and write privileges, read only, or modified access to certain people only.
  5. Backup and Recovery. It is always important to protect your data and ensure that it is stored properly and organized to avoid loss, misplacement, or any damage. The database management has a feature that provides a separate process in regard to backing up and recovering these data. This can be very helpful whenever an issue comes up such as hard-drive storage fails or computer system fails during update processes.
  6. Central Control and Monitoring. The database management software can give you the ability to watch and view how the system runs to make sure it remains available and reliable and is running smoothly and efficiently. This feature will also allow you access to all that is happening in your system that makes it easier to track certain data, data updates when and by who, and who is using a certain data within the system.
  7. Query Language. Most types of a database management software system have a query language function that allows the software system to create programs that access data within the database. Structured query language or SQL, for example, is a common programming function that is used by a database to allow users to work on their own databases.
  8. In all your business data, documents, and files, security should always be ensured and a priority. This can be in a form of having restrictions in accessing certain documents or other security features. These include having the ability to encrypt your data whenever you need to copy and store it on a disk so it will not be accessed or used by unauthorized people. Some security features may also include having user authentications in a form of accounts and passwords for access or having access logging to monitor who did what to the data in the system.

Benefits and Advantages of Using a DBMS

Using the best database management software system can give your business overheads and a lot of benefits. The biggest advantage of this is having an infinite access point for every user at the same time while also managing the data integrity. Allowing access for a number of people at the same time can allow them to collaborate their tasks and work on and finish different tasks at the same time.

The database management software also creates a central storage system that makes the management of all your business data and documents easier. This also includes providing data abstraction and independence; data security; locking mechanisms for simultaneous access; data integrity capabilities; and logging and auditing of all activity, edits, and updates on all the data in your system.

Having a database management solution will also allow you to have an efficient system to handle the need of using multiple applications with the same data. Using this system will also give you the ability to quickly and easily recover all the files that are stored in your system whenever a system crash and errors happen. This includes quick action for restart ability and recoverability whenever you need to.

Aside from automating and organizing all your business data in a central system, having a database management software will also result in an easy and quick access to all your data and the system itself using the standard application programming interface or the API. This will also help you create uniform administration procedures for all your data.

With the help of a DBMS system, you can also choose to create logically structured organization on all your data. This is because a database management system is already optimized to process even large amounts of data and on whatever scale they have. It can also allow you to create collaborations and integrations with third-party solutions such as accounting systems for your invoices and expense tracking and can even be integrated with your business’ online payment processes.

Having a cloud-based database management software can also give you a lot of advantages. This will allow you to create and customize your database even without a high level of programming skills. You can access your data anywhere, collaborate with your team and employees in real time, and make informed decisions with reports and charts you can also customize to fit your needs. Automating your already complex business process will also help you save time and effort by eliminating redundant tasks while also improving your data accuracy.


Database management software or DBMS systems are designed and specifically tailored to help you handle the inner side of your business. This involves the creation, checking, storage, edits, and updates of all your business data to having an organized database that gives you access to all documents and resources in just one system.

Choosing the best one to help you manage your business can be a lot easier if you know what type and the characteristics of the system you need. This involves all the necessary features and functions to allow you to use the system to its best potential. You can also try to read reviews from current software users from to help you decide the software system that is right for you.

To know more about how database management software works to help your business and the things to look for in choosing the best one, you can visit and read our reviews for a list of software choices.

Keith Moore

Keith Moore has worked with several leading Android development agencies to build customized mobile apps enabling businesses to extend the use of their services to smart phones and mobile devices.

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