Level 1
Unit No:
Guided learning hours:
24 hours


Learners will develop the skills and knowledge to use database software tools and techniques.

Unit Learning Outcomes


Be able to use database software tools to enter, edit and organise routine data. 

AC 1.1:

A database is a collection of data that is organised in a table consisting of columns (fields) and rows (records) so that it can be easily accessed, managed and updated. Organisations use databases to perform calculations, manage large data sets, present information etc.

Uses: including:

  • Health centres and hospitals, e.g. doctors, patients, appointments
  • Employment, e.g. staff names, payroll, departments
  • Libraries, e.g. members, books, loans

AC 1.2:

Table structure: fields, records; use of data entry form; create new record; add record to table, use of data entry form, create new record, add record, select and update fields, groups of records, field data types (text, number, yes/no, date/time, unique identifier).

AC 1.3:

Find, search, replace, edit record, sort, filter, use wildcards, use search operators, categories.

AC 1.4:

Spell check, format, accuracy, consistency, check and remove duplication, verify data, data validation techniques, record housekeeping.

AC 1.5:

Error messages, field size issues, data types, data validation checks, duplicate records, incorrect format, use of help, FAQs, online tutorials.

AC 1.6:

Guidelines set by employer or organisation, security of data, backup procedures, data format, compliance and reporting, confidentiality of data, file management procedures, data protection law (GDPR), understand key rights available under data protection law (the right to see what personal data organisations hold about you, to withdraw consent and demand that personal data can be rectified or deleted).

Assessment Criteria

  • 1.1

    Identify different uses of databases.

  • 1.2

    Create a database table and enter data into records accurately. 

  • 1.3

    Locate and amend records. 

  • 1.4

    Select and use tools to check records for accuracy. 

  • 1.5

    Identify errors and respond appropriately to ensure database is fit for purpose. 

  • 1.6

    Identify guidelines and procedures for the safe storage and use of data. 


Be able to retrieve and print database records to meet requirements. 

AC 2.1:

Use menus or shortcuts, alphabetical sorts, numeric sorts, ascending, descending, filter single criteria, filter multiple criteria, save queries, save output.

AC 2.2:

Print output meets need and appropriately presented.

AC 2.3:

Standard reports, customised reports, reports with multiple parameters, check outputs meets need, print output.

Assessment Criteria

  • 2.1

    Run simple queries to search and retrieve data. 

  • 2.2

    Produce and format reports to output data. 

  • 2.3

    Generate and print reports to present data.