Which of the following statements best defines a record?
- a. A record is a collection of fields.
- b. A record is a set of related fields.
- c. A record is a set of data in related files.
- d. A record is a collection of data in files.
The correct answer and explanation is:
The correct answer is:
b. A record is a set of related fields.
Explanation (300 words):
A record in database management and information systems refers explicitly to a structured set of related fields. Each field in a record stores a single piece of data about an entity, and the combination of these fields collectively describes a complete piece of information or an entity instance. For example, a record of a student in a school database would typically include fields such as student ID, name, age, class, and grade. These fields are related because they all describe attributes belonging to one particular student.
Option a (“A record is a collection of fields”) is partially correct, but lacks the critical detail of fields being explicitly related. Fields within a record must be logically associated to effectively represent meaningful information about a specific entity.
Option c (“A record is a set of data in related files”) inaccurately broadens the definition because data in related files may represent entirely different entities or types of information, and each file typically contains multiple records rather than a single record.
Option d (“A record is a collection of data in files”) is also too vague and general. It doesn’t emphasize the structured and related nature of data that defines what a record truly is. Data scattered across files without clear relationships does not constitute a coherent record.
Thus, the best definition clearly specifies that the fields in a record must have a logical relationship to form a meaningful unit. Each record holds detailed and structured information that can be uniquely identified, processed, retrieved, or manipulated. The concept of relatedness distinguishes a “record” from mere collections or accumulations of data.
Therefore, option b precisely captures the core essence of a record: fields that are logically related, organized, and structured to represent coherent and meaningful information.