Keep Database Content Consistent

Databases and spreadsheets are great for organizing information, but to get the most out of them, content must be entered in a consistent manner. Too often data entry results in a mishmash of styles and formatting. For example, one record may have the name entered first name first while the next has last name first. Or some telephone numbers may be entered with parenthesis delimiting the area code while others employ a hyphen or slash. Etc.

It is important for database managers, usually in conjunction with interested associates, to develop rules for entering information into their tables. Inconsistencies make it difficult filter, sort, query, merge and process the database records and can even lead to data corruption and security vulnerabilities. Data entry rules can take the form of a written style guide, preprogrammed validation routines or a combination of both.

STYLE GUIDE

A style guide (sometimes called a style manual) is a written set of standards for entering content. It is meant to foster uniformity in style and formatting by providing rules indicating how each data element is to be handled. These elements can include names, addresses, telephone numbers, dates of birth and any other fields and field sets that would benefit from constancy. Below is an example of part of a style guide:

A style guide does not have to be exhaustive, only comprehensive enough to advance sufficient standardization. Depending on the situation, one or two pages is often enough, while other circumstances may require a book-sized document. In any case, style and formatting rules must be clear and readable to be effective, and the inclusion of examples has proven to be extremely helpful for end users.

VALIDATION ROUTINES

In addition to or instead of written guides, style and formatting rules are often enforced with validation routines built directly into the interfaces used for data entry. These make sure information is valid, reasonable and secure while at the same time further reduces the opportunity for user error.

Some validation routines are automated so input is restricted at the time of data entry. The most common of these is an input mask which sets a template or pattern for a field or field set that automatically formats entered content. Input masks are particularly suitable for telephone numbers, ZIP and postal codes, times and dates.

Other validation routines are programs set to run when an end user tries to exit a field or save a record. These are similar to (or often exactly like) scripts that check content entered in web forms. Some routines are simple and may only guard against invalid characters and missing information, while others may be very complex and even check spelling and grammar.

• • Data entry rules and preprogrammed validation routines are an important part of data management, and taking time to tackle this part of the development process will inevitably reap generous rewards.