A flat file is an unstructured way of storing information in a database, often using CSV sheets. It can become difficult to manage and access large amounts of data. Relational databases are more commonly used, allowing for easier organization and connectivity between tables. Flat files have some uses for basic information and to avoid errors in downloadable databases.
A flat file is a collection of sequentially stored and accessed information in a database, often designed to store information in an unstructured way. Comma-separated values (CSV) sheets, for example, present information with each field separated from the next by a comma. While a flat file system offers some advantages, it often makes storing and accessing large amounts of data very cumbersome. Most databases used today are relational systems that use structured queries to retrieve information and present it to the user.
How does it work
To make a flat file data model work, all relevant information about a record must be stored in the same file. For example, in a CSV sheet, you don’t apply application-specific formats to the data in the file; only a comma indicates the end of a field in a record. Each record is written to one line of the file, allowing all data in a single record to be stored separately from other records.
Such databases can quickly become very large and difficult to manage due to the simple way they are organized. Many modern data models use connected tables to organize groups of related data. This makes that information easier to locate and more flexible to work with.
Using a flat system
If a customer calls a business to place an order, someone enters their information into a table or database. That same person, or someone else, then enters the information for that particular order. A flat file system could store all of this customer information in one file.
This is not necessary, however, multiple files could be maintained: one for the customer and one for each individual order. Information about an order stored in one flat file is not associated with customer information stored in another. These files are in no way related, so someone using a flat file database to find customer information can easily miss additional order files.
Weaknesses of this system
Because each record must be complete in and of itself, a flat file system usually results in very large files or a lack of connectivity between the information within it. The common database used today is a relational database. This model allows you to relate information in one table to other tables using the key fields that exist in each of them. Multiple tables are linked across these fields, allowing each to have only a fraction of the total information needed.
relational databases
The same customer example above could look very different in a relationship model. When the customer calls to place an order, someone enters their information into a “customer” table within the database. Another person can then enter your order information in a separate table. Each of these tables has fields that link them together. This means that someone can use the system to more easily find all the information for a customer, including their total order history.
Continued use
Flat file databases have a few uses, even if the functionality of this data model isn’t as efficient as a faster relational approach. Simple systems can easily contain basic information for a fast database. The lack of linked fields also eliminates errors that can arise from missing tables, so many downloadable databases use this format to avoid such problems.
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