Databases For Information And Record Management example essay topic

Databases in My Organization CIS 319: Computers and Information Systems Abstract Databases have been in use since the early days of computing programs. An Information Technology services company, such as Getronics, not only utilizes databases for information and record management, it earns revenue by providing database management services. Getronics uses Microsoft SQL Server 2000 as its database software. The clients that contract Getronics for Information Technology services rely and depend on the accuracy and currency of the database information that is stored. Databases will continue to exist and expand as more companies become more of aware of the importance of record and data management.

Databases have been in use since the early days of computing programs. In basic terms, a database is a collection of information that can be easily accessed, managed, and updated. (web) Regardless of the type of information that is stored in a database, it is categorized and filed. And every type of business utilizes a database for information and record management. Some of the other services that are provided by Getronics rely on a back end database that is integrated with a client facing application.

These databases have tables that contain end user information such as phone numbers, employee numbers, and site addresses. As well as tables that include many application functions that directly connect with a client facing application. Getronics is a certified Microsoft Partner; therefore, Getronics uses Microsoft technology such as Microsoft SQL Server 2000. Microsoft SQL, or structured query language, is a standard interactive and programming language for getting information from and updating a database. (web) Every application that is developed or purchased by Getronics uses a SQL database as its back end office application. This standard application allows for development teams to design and implement applications and utilities that can integrate with one another. This type of design is intentional based on the type of services Getronics provides to its clients.

One of the client facing applications that is heavily dependent on the database back end is the incident management system that is offered by Getronics for its clients. An incident management system tracks end user requests, problems, and changes that are recorded by a service desk, or help desk team. The application relies on over 300 tables that contain individual pieces of information the build an end user's request. Each table is linked by a common, unique identifier, commonly known as primary key. This unique identifier exists in all tables and links the records together. However, even though the back end application is complex, to a help desk technician, the information is presented in the incident management system in an organized, presentable manner.

The help desk technician does not have to search the 300 or more tables to locate a specific piece of information. Another database that is used by Getronics is the human resources database that is linked to the SAP application. This database contains all of Getronics' employee information including such private details like social security number and mother's maiden name. This database is secured database that can not be accessed by any employee. In fact, not even the database administrator can see the text that is stored in the records for the employees. The data is encrypted.

Since Human Resource databases typically contain financial and personnel information, it is important that the data is secured. The encryption provides security for the private and confidential information. Whether the information is end user information that is used for the incident management system, or more important details like medical or financial information, Getronics and more other companies are being regulated by government polices such as Sarbanes-Oxley Act. The Sarbanes-Oxley Act of 2002 is legislation enacted in response to the high-profile Enron and World Com financial scandals to protect shareholders and the general public from accounting errors and fraudulent practices in the enterprise. (web) Sarbanes-Oxley does not enforce business policies or procedures for record keeping.

However, it defines which records should be stored and for what length of time. The Act states that all records must be stored for no less than five years. Businesses are being tasked to review their record management practices and identify improvements that comply with the Sarbanes-Oxley Act. Businesses are managing their business policies and procedures by utilizing database software to comply with the three rules stated in the law. Like all businesses, Getronics can improve how it utilizes databases and related technology. For instance, the less is more theory could apply when describing the number of databases that store employee information.

There is a human resources database, a phone database, network database, an incident management system database, and many more. If these databases could be consolidated and linked then management of the systems could be reduced. Getronics has a many databases servers. If consolidated to one large database cluster, then unnecessary hardware could be decommissioned and enterprise licenses returned to the license pool. Also, Getronics could improve the database architecture by designing a similar and standard structure or common schema for the data records. This would also improve the maintenance and management of the database servers.

Regardless of the type of business, it is supported by a database or many databases. Even if the database is a paper based system of record, or it is organized by the most sophisticated, technically advanced software, it is a important fundamental piece of the business. Resources web Online Information Technology Encyclopedia, Tech Target Copyright 2005.