Before computers became as prevalent as they are in the world today, keeping records for a busy company was a task that was relegated to a staff of dedicated employees. The complexity of establishing a filing system could be daunting. Not only would the staff have to constantly file physical papers, but they also had to retrieve papers on request for the business. Once the amount of papers that were filed exceeded the capacity of the cabinets in the office, then the files would have to be archived. Archiving often involved moving the files to a basement or other storage space. The system was inefficient and often resulted in some records being lost or destroyed in the process.
The availability of computers and user-friendly software helped to change all of this. Database software gave companies the flexibility to not keep physical records. Instead, they were able to hire data entry personnel and have the records entered and saved digitally. This not only freed up space in the offices, but also reduced the cost of overhead. Without the need for ordering costly printed forms, copying completed forms and paying to have them filed, refiled and then retrieved and archived, they were able to keep everything on convenient digital media.
Using database software gives a company many advantages. They are able to keep an entire year's worth of data in a very small space on disks and CDs. These disks can also be backed up as many times as needed and stored easily offsite in case of an emergency.
The software itself gave untold benefits. With the advent of reporting programs and query languages, it became easier to extract information from a set of records quickly and in real time. This information could be manipulated with formulas and turned into a graph, chart or report with the click of a button. As technology became more advanced, so did the abilities of the systems that businesses used.
Relational databases made it possible to form complex data relationships between information from several disparate parts of a company. This potentially made tasks such as budgeting and productivity reporting easier to collate. The speed that information was able to move through the company increased efficiency and reduce the need for specialized staff, instead passing most of the responsibility to database administration services. This saved even more money on the overhead of a company.
Today, database software is the standard for any serious company. Peripheral programs exist that can be linked into the data allowing for even more detailed and on-demand reporting. Database administration services take care of many of the technical details, freeing up employees in the local office. Some businesses that have started up after the internet became commonplace have records that have never even been on physical paper because they were entered into computers from the very start of the business.
Through reducing overhead costs, increasing productivity and providing redundancies that can prevent complete loss of data, database software is aiding successful companies as they move into the future.
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