This is the basic language I use in many projects to explain how different databases are deployed to the user. It usually works well coming out of conversations with clients who are throwing database names at me and asking for instant comparisons between them. This frame has helped many of my clients to focus a bit on the type of solution they are looking for and to avoid blindly comparing available options.
Deploying Databases
There are essentially three categories of databases:
Those that are ready made, "out of the box":
ACT, Raisers Edge, Donor Perfect, Exceed, Quickbooks, etc. These are all products that provide a finished database products. The vendor has engineered these to answer a need of a large constituency, so often this means that while many of your general needs are met by these software, many of your more unique needs will not be met. They are generally far less expensive to purchase and maintain than database you
build on your own, as you are not the only one paying for the costly engineering of the software (this cost is distributed to all the vendors clients).
There are some hybrids here: ebase (www.ebase.org), Metrix (metrix.fcny.org), ODB (http://www.organizenow.net/odb/odb.php). These databases are all built using software you would normally use to build your own (see below), so they offer a ready made database that you can also change in minor or significant ways if you have the resources to do so. The more you get entced by the tremendous flexibility of these and other systems, the more time and money you should plan to spend to use the flexibility.
Those you build:
Quite often folks are using desktop database software such as Filemaker Pro or Microsoft Access to do this, but there are many many others (MySQL, MSSQL, 4D, Alpha 5, etc). You get the database software, but there is no database there until you build one. Building something as sophisticated as most "ready made"
databases is quite costly to do (you are paying for the engineering costs alone), but often folks either don't need all the bells and whistles of the ready made solutions, or their needs
are so critical and unique that there is no other choice but to build one themselves.
Those you rent:
Salesforce.com, etapestry.com, memberclicks.com, Kintera, etc. I suppose these are also ready made, but these do not come to you in a box. Like an apartment, the landlord gives you the keys to your own private space within the building, only the keys in this case is your username and password access, and the building is the vendor's computer systems. You get access to these systems through the internet, using your internet browser and the login access you buy. Often folks pay in regular, ongoing
intervals for continued access to the software. Renting is a nice option because you do not maintain the software or the systems running it, except your regular computers with internet access. Often these systems can be less configurable than the other options, but this is changing as they become more popular and widespread.
How to choose?
Always plan what your critical needs are, so you have a thorough
understanding before you are swayed by the tremendous variety of software out there. Understand how much flexibility/customization you need going forward, if it is a lot, then you start focusing on more expensive or custom software. Always look for something you can rent or buy ready made, eliminate these options before considering building your own -
most of us don't want to be in the business of engineering software if we can possibly help it! Definitely try them before you buy, and make sure you can see exactly how they do and do not meet your needs before a final decision. Evaluate what support is available for each software (community listservs, telephone, email, paid support, trainings, advanced consulting, upgrades, installation and data migration) and determine if its
enough for your needs.