A database program is an indispensible tool for organizing and managing information. People often use spreadsheet (MS Excel) and word processing (MS Word) programs, as well as paper files, to keep track of information when its volume is small. However, as the volume of data grows, these methods lose their efficiency, and the information they contain becomes impossible to keep accurate and consistent. A properly designed database makes it easy to find a specific piece of information, even when the volume of records is large, and reduces duplication, which in turn reduces the chance of inconsistency. A database doesn't replace word processors and spreadsheets, but compliments them and makes them more effective.

Other advantages of databases include:

Flexibility
The same information can be presented in a variety of ways: forms, reports, charts. In any of these the data can be displayed individually or in a summary.

Specialization
All aspects can be personalised to the individual specific needs of a business, and adjusted as these needs change.

Automation
The click of a button can perform many functions such as updating or adding records, mathematical operations, generating reports and charts, creating documents in other programs, and more. Checks and validation can be built in to make sure that the information entered fits the criteria that you want, such as confirming that a date is within a certain timeframe. Entering information can lead other data to be automatically filled out, cutting down on the time it takes to input data. Less time = less money.

Integration
MS Word documents, MS Excel spreadsheets, and emails can be generated using information from the database, and mail merge features of MS Word can easily merge database information into an existing Word document.

Delegation
Automation and organisation reduce the steps and knowledge needed to complete tasks and business processes, making it faster and easier to train employees to perform functions that previously seemed too complicated to delegate.