Transaction files store records related to entries in a master file, linked by a common key reference such as an account number. This helps keep master files small while allowing access to full transaction history for audit trails or reports. Corporate databases often use separate master and transaction files, with the latter containing sales or purchase transactions, calendar events, or employee details. Maintaining separate files simplifies archiving and makes auditing easy, and the split file arrangement is known as a referential file system.
A transaction file is a data file that stores transaction records relating to entries in a master file. These file types serve to insulate regular transactional activity from master file information, while allowing a database to link them together via a key reference. This key reference is usually a single item common to both sets of records such as an account number, the name of an employee or customer, or a purchase order. This allows database operators to keep master files relatively small while still having access to full transaction history for audit trails or reports.
Corporate databases can contain extremely large amounts of information which typically consists of individual customer, supplier and employee details and records of recurring events relating to each. Often these databases are divided into master files and transaction files. The master file contains individual specific details such as names, business contacts, addresses, email lists, and specific products or services specific to the individual or business. The transaction file contains sales or purchase transactions, calendar events, or employee details such as furloughs, disciplinary actions, or career progress reports.
These transaction data blocks include a key entry which is information common to both master files and transaction files. This can be an account number, contact name, employee identification number, or financial details such as purchase orders or invoice numbers. The key entry is a unique identifier that the database uses to link transaction entries to corresponding master file records. Any query or search for a particular master file transaction will then isolate the entire set of entries for that record or a specific entry depending on how specific the key is.
Maintaining separate master and transaction file records helps keep the master file at a manageable size and dedicated only to specific entries of the entity. In applications where users store transaction records offsite or on archive servers, even separating them from the main file greatly simplifies archiving. Maintaining a dedicated transaction file also makes auditing easy and effective. This file can also serve as a diagnostic or planning aid with many databases that have extensive reporting functions based on its contents. This type of split file arrangement is often known as a referential file system because the main file “references” the transaction file for specific event details.
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