File-based and database approaches are two different methods of organizing and storing data. In fresh food retail companies, these approaches can have significant implications for the data collection and analysis process. Let's discuss the differences between these two approaches and how they might influence the business process in fresh food retail.
Structure and Organization:
Database approaches organized data into tables consisting of rows and columns. Every row represents a single record, and each column represents a specific attribute of that record. The tables are related to each other through keys and relationships, forming a relational structure.
File-based approaches store data in individual files, such as spreadsheets, or text files. Each file represents a unit of information and can contain multiple records.
For example, I worked for a retail company that uses both file-based and database techniques to store invoices and product pricing. They build a database system to store the attribute of products, daily pricing, and invoices as many related tables. When the server can not be reached, the data will store locally in text files or spreadsheets line by line. Then they are synced back to the database when the server is available.
Data Integrity and Consistency:
Ensuring data integrity and consistency in a file-based system can be challenging. Due to the separately stored files, it is really hard to update simultaneously or if errors are introduced during data input.
Databases provide a central repository for data that can be accessed by multiple authorized users at the same time. The DBMS also provides the definition of data constraints, and data types, ensuring that data adheres to predefined rules. Transactions in databases ensure that data changes are reliable and consistent.
Following my previous example, the retail company faced challenges in maintaining data integrity and consistency when using the file-based approach. There were instances where multiple employees simultaneously updated pricing information in separate spreadsheets, leading to discrepancies and data inconsistencies. The lack of automated checks and constraints in the file-based system made it difficult to enforce data accuracy and ensure consistency across different files.
Data Access and Retrieval:
In a file-based approach, data access and retrieval typically rely on file management techniques such as file paths, file names, and manual searching. Retrieving specific data may involve parsing and scanning multiple files, which can be time-consuming and inefficient.
Databases offer efficient and structured methods for accessing and retrieving data. SQL (Structured Query Language) allows users to execute complex queries, join multiple tables, filter data, and perform aggregations
In a file-based approach to fresh retail, searching for specific information about a particular product might scan multiple spreadsheets or files. This process can take much time when dealing with large amounts of data and can cause error-prone.
Data Security and Privacy:
File-based systems typically lack robust security features.
Storing sensitive information in unsecured files or spreadsheets exposes the data to unauthorized access.
Databases offer various security techniques to protect sensitive data from unauthorized access, manipulation, or loss. Databases allow organizations to implement access controls, which determine who can access and modify specific data within the database.
For example, the retail company may handle sensitive customer information, such as personal details, payment data, or purchasing history.
In summary, the choice between file-based and database approaches in fresh retail depends on the specific needs and requirements of the business. File-based systems may be suitable for small-scale operations or simple data storage needs, offering flexibility and ease of use. However, as the scale and complexity of data increase, database approaches provide many advantages in terms of data organization such as integrity, efficient access, and data security.
Resources:
Watt, A., & Eng, N. (2014). Chapter 1: Before the advent of database systems. In Database design, 2nd Edition. Opentext. Licensed under CC BY 4.0. https://opentextbc.ca/dbdesign01/
Watt, A., & Eng, N. (2014). Chapter 2: Fundamental concepts. In Database design, 2nd Edition. Opentext. Licensed under CC BY 4.0. https://opentextbc.ca/dbdesign01/
Watt, A., & Eng, N. (2014). Chapter 3: Characteristics and benefits of a database. In Database design, 2nd Edition. Opentext. Licensed under CC BY 4.0. https://opentextbc.ca/dbdesign01/
Watt, A., & Eng, N. (2014). Chapter 1: Introduction. In Database design, 2nd Edition. https://opentextbc.ca/dbdesign01/