WHAT IS DATABASE ADMINISTRATION?

Speaking in broad terms, database administration is the management of data in electronic form.  A database is the computer program which stores the data.  Examples of database programs include MongoDB, MySQL, and Microsoft Access. 

Databases are organized by fields, records, and files.  A field is an individual piece of information; for example, a customer’s first and last names would be fields called customer first name and customer last name.  A record is related set of fields that are tied to one entry.  An example of a record would be the row of information for customer John Q. Public, which would contain his name, address, and telephone number in each field.  Lastly, a file is an assembly of records.   An example of a file would be all customer records for your customers who live in the city of Detroit. 

As stated earlier a database (or fully stated, a database management system, or DBMS) is the computer program, or the software that handles the storage of the data.  Such software exists within banks, insurance companies, government entities, libraries, hospitals, and anywhere that has an interest in storing personal customer information.  But who is responsible for the accuracy, maintenance, and retrieval of said information? 

Database Administrators (or DBAs) have the responsibility of data organization, making sure data is accurate and readily available, and that the most sensitive material is securely stored.  Which database system should be used?  When will the company need to upgrade its system?  How often should security patches be ran?  DBAs work with an organization’s management and IT analysts.  Together solutions are found to prevent data loss from security breach, power loss, technical errors, etc., while meeting the organization’s overall requirements. DBAs typically hold Bachelor’s or Master’s degrees in CIS, MIS, and/or IT, and will need knowledge of database languages; the most common being SQL.  Three to five years’ prior work experience is desired.  Analytical skills, communication skills, and paying attention to detail will be additional qualities sought out by employers looking to fill positions for Database Administrators. 

The electronic storage and upkeep of databases is vital in today’s world, but why is this so crucial?  And what is wrong with having paper or “hard” copies of files?  For one, there is simply too much information to still rely on paper.  The amount of space the paper would take up is not feasible with today’s “Cloud” storage, where digital data is basically stored remotely through the Internet.  There is no need for physical storage such as a compact disc or flash drive.  Secondly, electronic documents can be accessed by multiple users whereas paper documents can only be accessed by one user at a time.  Documents can be e-mailed to various users ensuring that everyone involves gets their copy.  This is unheard of with snail-mail where it’s impossible to guarantee that everyone will get their copy at the same time, if at all.  Using a secure website such as SharePoint makes it easy for information to be simultaneously accessed by a group instead of waiting for paper copies which is time consuming, and papers can become lost or damaged in the process.  Thirdly, electronic files are easier to back up.  More paper would just be impractical and inconvenient.  Again, information would be stored in the cloud. 

So is there any advantage of maintaining physical paper files?  Yes!  One is the increased need for individuals with advanced knowledge.  The old-fashioned file clerk probably only needed a high school diploma, where a Database Administrator is an IT specialist with extensive education.  This creates a smaller talent pool.  There is also the need for more complex computer tools.  Recovery software and programs to support and access the various types of the different files becomes overwhelming to someone who has to use these files day in and day out.  There becomes an “information overload” that sometimes causes computers to crash, and sometimes information is still lost.  Thirdly, access to information can be limited.  Sometimes a company only has so many licenses to software, and obtaining more can be costly. Purchasing additional licenses could be detrimental to a small Mom and Pops outfit, where maintaining paper files could be more economical if said business does not have a vast number of customers. 

Overall in a nutshell, database administration is indeed critical nowadays.  With more people with more information to maintain, there exists a need for more of this data to be stored.  The information has to be secure, needs to be accessed quickly, and has to be precise.  Paper files are more prone to be destroyed or mislabeled whereas electronic files can be easily retrieved if deleted, and typographical errors are easily fixed. 

Do you think you'd like to become a DBA? There are many reasons why you'd want to become one. Maybe you’re detail-oriented and interested in the challenge of managing online files. Maybe you're already in the IT field, and you're looking to advance your career. Regardless, it is a rewarding role, and the local schools such as WCCCD and MSU offer the curriculum. On the other hand, Oracle University and Udemy have courses if you prefer online classes.

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