Difference Between File System and DBMS Explained with Examples

Summary: File systems and database management systems have long been debated for their usefulness and relevance in the present context. This blog takes you through a comprehensive study of the difference between the file system and the database management system. Choosing between them depends on the complexity and requirements of the application.

Introduction

The digital world stores all our data, but where does it actually go? From holiday pictures to your favourite videos and files, so much information, but where does it all end up? Well, the most common answer to this is a database management system or DBMS. But for a long time, there has been a constant battle of thoughts when it comes to the best data organiser, whether it is a traditional file system or a modern database management system.

While both are designed to store and retrieve data, the difference between a File System and a DBMS is far more profound than just a fancy name. This blog highlights the difference between a traditional file system and a database system, along with examples that will consolidate your understanding of the fundamentals of the difference between a file system and a DBMS.

What is a File System?

It is used by the operating system to manage data storage and retrieve it from storage devices like hard disks, SSDs, or USB drives.  It organises the file in a hierarchical structure, which includes directories and subdirectories. This enables the user to screen the files in an organised manner.

Key Features of File Systems

Hierarchical organisation

Files are stored in a tree-like structure that allows for easy navigation through directories and subdirectories.

Basic Operations

File systems support fundamental operations like creating new files, deleting existing ones, renaming files, and accessing them.

Limited Data Relationships

Each file operates independently without inherent relationships to other files. For example, a text document does not have a direct link to an image file unless explicitly defined by the user.

User Access

Typically, it allows only one user to access a file at any given time, which can lead to issues in collaborative environments.

Performance

File systems are generally optimised for quick access to individual files but may struggle with complex queries or large datasets.

• FAT32, NTFS, exFAT: Used in Windows operating systems.
• APFS, HFS+: Used in macOS.
• Ext4, XFS: Used in Linux.

Advantages of File Systems

Simplicity: For individual users and small-scale data storage, file systems are incredibly easy to understand and use.

Cost-Effective: They come built into your operating system, requiring no additional software purchases.

Direct Access: Offers direct access to files, which can be faster for single-user, single-file operations.

Disadvantages of File Systems

This is where the difference between File System and DBMS really starts to emerge. File systems, while simple, come with significant drawbacks for managing complex or shared data:

Data Redundancy: One of the key disadvantages is the data redundancy wherein the same data might get stored in multiple files that takes up the additional storage space.

No Data Security: File systems offer limited security features. Anyone with access to the file can potentially view or modify its contents.

Lack of Concurrency Control: If multiple users try to access and modify the same file simultaneously, it can lead to data corruption or overwrites.

No Backup and Recovery Mechanisms: While you can manually copy files, file systems don’t offer robust, built-in mechanisms for automated backups or recovering from data loss due to system failures.

No Data Integrity: There’s no built-in way to enforce rules that ensure the data is accurate and valid (e.g., ensuring a “price” field only contains numbers).

What is DBMS?

A Database Management System (DBMS) is software designed specifically for creating, manipulating, and administering databases. Alternate to the file system, the DBMS organises the data into structure format like tables showcasing the relationship with one another. This structured approach allows for more complex data manipulation and retrieval.

Key Features of DBMS

Structured Data Storage

Data is organised into tables with defined columns (attributes) and rows (records), making it easier to manage relationships between different sets of data.

Advanced Operations

Supports complex queries using SQL (Structured Query Language), enabling users to perform intricate data retrieval operations efficiently.

Data Integrity

Enforces rules (constraints) to maintain accuracy and consistency across data entries. For example, it can ensure that no two records have the same primary key.

Multi-user Access

Allows multiple users to access and manipulate the database simultaneously without conflicts or data corruption.

Transaction Management

Ensures that all operations within a transaction are completed successfully or none at all (atomicity), thus maintaining database integrity.

Common Examples of DBMS

• MySQL
• Oracle Database
• Microsoft SQL Server

Read More: Types of Database 

Advantages of DBMS

Here’s where the difference between File System and DBMS truly shines in favor of the latter:

Reduced Data Redundancy: Data is stored once, minimising duplication.

Improved Data Consistency: Since data is stored centrally, updates are applied consistently across the entire system.

Easier Data Access: DBMS provides powerful query languages (like SQL for relational databases) that allow users to retrieve complex information quickly and efficiently.

Enhanced Data Security: DBMS offers robust security features, allowing granular control over who can access, modify, or delete specific data.

Concurrency Control: Multiple users can access and modify the database simultaneously without data corruption, thanks to sophisticated locking mechanisms.

Backup and Recovery: DBMS includes built-in tools for automated backups, logging changes, and recovering the database to a consistent state in case of failures.

Data Integrity: DBMS enforces data integrity rules (e.g., ensuring a unique customer ID, or that a date field contains a valid date), maintaining the accuracy and reliability of the data.

Better Decision Making: Organised, consistent, and easily accessible data allows for better analysis and informed decision-making.

Disadvantages of DBMS

While powerful, DBMS also has some downsides:

Complexity: Setting up and managing a DBMS can be complex and requires specialised knowledge.

Cost: DBMS software, especially for large enterprises, can be expensive.

Overhead: The sophisticated features of a DBMS can introduce performance overhead compared to simple file access.

Larger Size: DBMS software itself requires significant storage space.

Key Differences Between File Systems and DBMS

Understanding the differences between file systems and DBMS can help organisations make informed decisions about their data management strategies. Here’s a detailed comparison:

Difference Between File System and Database System with an Example

Imagine a small company managing its customer information.

Scenario 1: Using a File System

The company might store customer data in various files:

• customers.csv (spreadsheet with name, address, phone)
• orders.txt (a text file listing customer orders)
• support_tickets.docx (word documents for customer support issues)

Now, consider these challenges

• Redundancy: The customer’s name and address might appear in all three files. If a customer moves, you have to update it in three different places.
• Inconsistency: What if you update the address in customers.csv but forget to update it in orders.txt? Now you have conflicting information.
• Difficulty in Accessing Data: To find out all orders placed by a customer named “Alice Smith” who lives in “New York,” you’d have to manually open customers.csv to find Alice’s ID, then open orders.txt and search for that ID.
• Security: Anyone with access to these files can see all the customer data.
• No Concurrency: If two support agents try to update support_tickets.docx for the same customer at the same time, one agent’s changes might overwrite the other’s.

Scenario 2: Using a Database Management System (DBMS)

With a DBMS (e.g., MySQL), the company would likely have:

• A Customers table (with columns for Customer ID, Name, Address, Phone).
• An Orders table (with Order ID, Customer ID, Product, Quantity, Date).
• A SupportTickets table (with Ticket ID, Customer ID, Issue, Status).

Notice the Customer ID linking these tables. This is key to relational databases.

Now, let’s revisit the challenges

• Reduced Redundancy: The customer’s name and address are stored only once in the Customers table.
• Improved Consistency: If a customer moves, you update their address once in the Customers table, and this change is immediately reflected for all their orders and support tickets.
• Easier Data Access: You could write a simple SQL query like:

• This instantly gives you all orders for Alice Smith in New York.
• Enhanced Security: You can grant a support agent permission to view SupportTickets but not modify Customers financial data.
• Concurrency Control: The DBMS ensures that multiple agents can work on different support tickets or orders simultaneously without data conflicts.

This example clearly highlights the power and necessity of a DBMS for managing structured, related, and shared data.

Concluding Thoughts

Understanding this fundamental difference between traditional file systems and database systems empowers you to make informed decisions about how your data is managed, ensuring efficiency, integrity, and security for years to come.

Frequently Asked Questions

My small photography business stores thousands of client photo galleries. Should I use a file system or a DBMS?

For storing the actual image files, a file system is ideal due to its simplicity and direct access. However, for managing client information, gallery links, shoot dates, and payment status, a DBMS would be far more efficient. You could link image file paths in your database, getting the best of both worlds.

A school is building a new student information system to track grades, attendance, and contact details. Which data management approach is better here?

A DBMS is absolutely essential for a student information system. It ensures data consistency (e.g., one student ID for all records), provides robust security to protect sensitive information, allows teachers and administrators concurrent access, and enables complex queries for reporting (e.g., “list all students with perfect attendance and an A average”).

I’m developing a simple mobile game where users have high scores and a few saved game states. Is a DBMS overkill, or is a file system enough?

To store high scores and basic saved states, a file system (or even local storage on the device) works well, but if you plan for online leaderboards or in-app purchases, a DBMS becomes a better choice.