Here's how paper-based databases work:
1.Data Collection: Data is gathered and recorded on paper forms or sheets. This can include information such as customer details, product information, employee records, inventory lists, etc.
2.Organization: Paper-based databases employ various methods to organize and store the paper records. This may involve using folders, binders, filing cabinets, or other physical storage systems to categorize and group related documents together.
3.Indexing: To facilitate efficient data retrieval, paper-based databases often use indexing systems. These indexes are typically organized alphabetically, numerically, or based on specific keywords, allowing users to quickly locate the desired information.
4.Data Retrieval: When users need to retrieve information, they manually access the paper records by referring to the index or searching through the organized files. This process involves physically handling and examining the paper documents.
5.Data Update and Modification: Updating and modifying data in a paper-based database requires manual changes to the paper records. This may involve crossing out old information and writing in corrections or additions. Alternatively, new records may be created and added to the system.
6.Data Backup: To protect against data loss due to damage or misplacement, paper-based databases often involve creating physical backups. This may involve photocopying important documents or storing duplicate records in separate locations.
While paper-based databases were widely used in the past, they have largely been replaced by electronic databases due to the inefficiencies and limitations of manual data management. Electronic databases offer faster data access, easier information retrieval, efficient updating capabilities, and improved data security and backup options.