7 Advantages and Disadvantages of Database Management System | Limitations & Benefits of Database Management System

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7 Advantages and Disadvantages of Database Management System | Limitations & Benefits of Database Management System

7 Advantages and Disadvantages of Database Management System | Limitations & Benefits of Database Management System
What is Database Management System ?

Database Management System (DBMS) is a kind of system software which allows controlling and managing of database where data is stored. It acts as a common interface between the user and the data. Through DBMS, users will be able to access the collection of files that is present in the database. 

What are the examples for Database Management System ?

Oracle, SQL servers, FoxPro, base and IMS are examples for commercial database management systems. Depending on the type of system they are going to work, there are two types of database management systems. Those are the small systems and huge systems. All the management of data is done using a group of programs. 

Although DBMS allows users to conveniently manage databases, it aren't flawless. There are few disadvantages which restricts it usage. Before starting to use it, it is important to know the pros and cons.

In this article, I am going to tell you about 7 Advantages and Disadvantages of Database Management System | Limitations & Benefits of Database Management System. Through this post, you will know the pros and cons of using database management system.

Let's get started,

Advantages of Database Management System

1. Sharing data

The environment provided by the DBMS is user friendly in terms of data sharing among end users. Not only users, even applications will be able to share data regardless of the number they are present in. From this kind of environment, users can manage and access data simultaneously so that whatever the changes happening inside the database will be alerted quickly to the user.

2. Security

Even though DBMS favours in terms of data accessibility, the same feature could pose security breaches. Any unauthorized persons will be able to access the data without proper security policies. Therefore, it is the responsibility of DBMS to ensure that there is adequate security to the data. 

For this many of the database management systems comes with authentication methods such s login username and password. Thus, security can be ensured up to a higher extent.

3. Accessibility

DBMS allows users to directly access the required information without presenting irrelevant records. Whatever the hardware and software requirement it is, the users will be able to use it with ease. Each data in DBMS is categorized accordingly which makes them easy to classify. 

And also in DBMS multiple users will be able to access the database and share relevant information.

4. Integration

Since database management system contains multiple databases, multiple users could control them leading to incorrect and inconsistent information. DBMS also ensures data integrity so that there is very less number of incorrect information. Usually this is done by imposing integrity constraints. It does not pose restrictions while enforcing constraints. 

5. Consistency

Due the centralized system in DBMS, the chances of data inconsistency is reduced to a greater extent. In some instances, a database management system could have different file formats of the same data. Or in other words data duplication exists. So the only way to eliminate such data inconsistency is by reducing the redundancy. Database management system does this effectively by controlling any number of data redundancies that exist on the system.

6. Decision Quality

A good database management system and access not only provides quality information, it also ensures better decision making. Whenever there is quality underlaying data, there can be assurance of quality information too. Having quality information essentially means that the data is of high accuracy, validity and able to produce timely responses.

7.Data Backup

Always it is the responsibility of DBMS to backup data in case of a hardware or a software failure. Hence, users are free from the task of backing up data frequently. And also, if the system undergoes failure, the DBMS automatically restores the system to its previous state.

Disadvantages of Database Management System

1. Cost

The DBMS software connects functions on regular machines which makes them in need of a powerful system with high processing power and memory. The expenses involved in hardware, software and technical staffs increases the overall cost of a database management system. The hardware also needs to be frequently updated to support programs for their operations. 

In addition to that, both the hardware and software requires maintenance from professional staffs all which can add additional costs.


Unlike a conventional file system which is made default to support small organizations, a DBMS does not provide much performance. For them, the speed of DBMS is considerably slower which affects the performance of an application. Therefore, DBMS is not ideal to be used in small organizations.

3. Reliability

A database management system is more vulnerable to failure since the complete structure is dependent on the database. Any damages to the database could stop the functioning of all the application programs. Even if one the component starts malfunctioning, that will stop the entire operations.

4. Management

Once the user has implemented the database system, the complications does not stop there. Whatever the changes that occurs in the database system must be managed accordingly. It requires proper management from experienced staffs. The staffs should be well aware of the location where the data needs to be located and saved.

5. Maintenance

Apart from management, a database management system must be maintained regularly so that it can make the system current. Only through staying current, the users can acquire the maximum efficiency of a database system. However, that is not a simple task since the maintenance involves significant amount of expenses.

6. Complexity

DBMS is a complex piece of software. What makes it more complex is the involvement of functions from various companies. As a result, all the developers, administrators and users face difficulty in understanding them. Eventually, failing to understand means that there are very high chances of database failure as well as data loss.

7. Upgradation

It is also necessary to upgrade the system frequently so that they can stay current with the technology and the advancements related to it. Sometime alone with upgradation, new hardware components needs to be installed. 

Even if the system is been upgraded, it is not easy to adopt to the changes. Especially the system administrators could find it difficult to stay up-to-date. Moreover, frequent upgrades are a must to combat new threats.


  1. Cost of Data Conversion

    Data conversion may require at any time and organization has to take this step. It is unbelievable that data conversion cost is more than the costs of DBMS hardware and machine combined. Trained staff is needed to convert data to the new system.

  2. The distinction will in general be in the focal point of the two jobs. Database overseers are liable for the wellbeing of the database and the information it makes due. placement cells database


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