Databases
A database is an arrangement where data is stored in tables and can be called up 'on the fly' to create various reports such as lists, mass mailings or labels. Data can usually be sorted or sifted for the purpose using queries. The data is entered or revised using a form designed for the purpose.
When several tables are used and linked together for efficiency, this becomes a relational database.
Objectives
What is the information to be collected for? There is no point in amassing information for the sake of it. Unless the purposes are clear it will not be possible to store the information in a convenient format for retrieval
- Contact Information (Address book)
- Membership records
- Histories/CV's (e.g. Courses Attended)
- Matching candidates to situations and vice/versa
- Distributions (Postal Rounds, mailing labels)
- Gathering information for research
Functionality and Structure
It is important to identify all the functionality required to meet these objectives before proceeding with the design. Also critical to success is the normalisation process whereby the data is broken down into linked data tables.
In some cases the data can be efficiently stored in a single table, in which case it may be possible to use a spreadsheet or wordprocessor, rather than a fully fledged relational database.
Presentation
Creating a clear usable interface for the user is essential but often overlooked. Using displays with pushbuttons to activate pre-prepared reports, lists or labels is not only quicker but helps to avoid errors. There may be different displays for different users to access the same data.
