Advantages and Disadvantages of DBMS

We need to understand what is Database Management System before discussing the advantages and disadvantages of the database management system, and also, need to understand what were the technologies and systems used earlier to store data and perform CRUD operations on that stored data.

Database Management System

A software that is programmed to enable the user to create and maintain a database. Using DBMS, we can implement create, read, update and delete operations on the information stored in a database. Also, using Database Management System, we can store and map any real-world data in our system. It provides us with additional tools and interactive interfaces that further reduce our data analysis time and make the process of working with data more efficient. It also allows the user to make customised databases suiting their needs.

File System

Earlier, when the database management system was not developed, we used to store and perform these operations on data using File System. In a file system, we stored the data directly into secondary storage devices like the hard disk. In a file system, user can perform basic functions such as opening and closing a file reading the data from the file and writing the data on it. It constitutes different directories, files and folders.

Advantages of DBMS

There are various benefits of DBMS, which employ a database management system to store and manage data. The merits of DBMS are as follows:

Increases efficiency of data exchange

DBMS allows exchanging the data among various users more efficiently, we can restrict data access by putting up restrictions in that manner only authorised users will be allowed to access the data, while in the previous systems anyone having access to the system can access the data. In a DBMS we can manage the data more easily.

Increases Data Protection

In modern times, data has become one of the most valuable resources. The protection of this data also becomes even more important. When the database is accessible to a large number of people, it increases the risk of compromising the data. The Database Management System can be used to provide a basic layout of security. The database administer can put restrictions on access to the data only the user with those privileges will be able to read or modify that data. It does not ensure complete protection but it provides a reliable blueprint for security.

Maintaining the Integrity of Data

When multiple users are provided access to the database, it is necessary to provide certain functionality like performing multiple transactions and concurrent access to the database. When multiple users attempt to modify data together it is necessary to maintain the integrity of the data to ensure that there is no loss of data while doing so. In the database, the data is stored in a normalised format, minimizing the redundancy of the data. It also reduces any inconsistency among the data. In a database, the whole data is stored in a single file unlike in the case of a file system where it was stored in different multiple directories, files or folders.

Improve Decision-Making Process

The DBMS provides a more organised form of data that is in the form of rows and columns making it much easier to study the data. We can draw certain conclusions using simple queries on our database. The data stored in DBMS need to follow certain constraints that increase the data quality, in return increasing the quality of the decision-making. It exponentially increases the productivity and usefulness of the data. 

Back-up and Recovery

As discussed above, data is the most crucial resource for the organisation, so along with protecting the data, data preservation is equally important. When using DBMS, the user can perform timely Backups enabling the user to store the current data on a drive or cloud. In case the data is lost from the system the user can use the backup to retrieve the data from the drive or the cloud.

Disadvantages of DBMS

Although, there are numerous advantages of DMBS, it also has various disadvantages. The demerits of DBMS are as follows:

Hardware and Software Requirements

To efficiently run the DBMS, we require a system with high configurations. To achieve this high, we will necessarily require high performing hardware. It increases the cost of development as all this hardware and licence of this software is quite expensive. They also require comparative more space on your local system. The maintenance of these systems is also a necessity.

Scale and complexity of management

It increases the scalability of the database project as it provides a wide range of features. It supports multiple GUIs to make a user interface. It can also be implemented along with other powerful software. But this whole thing increases the complexity of the whole system. All these implementations make the process very complex.  To store the data and perform operations on the database we require additional knowledge of SQL languages.

Massive Dimensions

Database Management Software requires large disk space to function properly. It requires additional software, that software requires disk spaces. The complete setup of DBMS may require gigabytes of space.


The DBMS may increase the productivity of the complex processes but it also complicates the simple processes too.   

Failure has a significant impact

As discussed earlier, the DBMS store all the data in a single. So, any malfunction in that file may affect all the other processes, which will interrupt the whole process and there will be a complete standstill.

Frequent updates

DBMS are constantly loaded with new features and bug fixes, therefore there are frequent updates requests while using the software. The new update may sometimes add new elements that are not needed by the user and may even change the manner of operation of the earlier feature. The database administrator needs to be updated to these new f configuration features and should know the implementation changes. Some updated versions may require a system with higher configurations to work properly. These upgrades may cost a lot too. There are frequent replacement phases when using DBMS.

Comparison of Advantages & Disadvantages of DBMS

IndexAdvantages of DBMSDisadvantages of DBMS
1.It allows the storage of all the data in normalised serial form.All the data is stored in the same location and malfunction there can cause a complete standstill.
2.It makes the data retrieval and selection more effective.It cannot perform complex mathematical operations on the data.
3.It allows the user to handle multiple applications.It requires huge disk space to properly perform all the functions.
4.We can define the structure of the database, implement multiple GUIs and design the schema of the database.To perform these functions prior training of the employees is required.
5.We do not have to write procedures when performing any operation on the database.One must know how to write queries to implement to operation on the database.
6.It drastically reduces the complexity of complex operations.At the same time, it also complicates simpler processes.
7.It allows the options for backup and recovery.There are frequent updates of the DBMS.
8.It provides provisions for data security in addition to maintaining data integrity by implementing ACID properties.The set-up cost of DBMS is quite high as it requires high performing hardware and licence of the software.