The process of data managing is considered to be critical in the field of Computer Science. For instance, clients from various different organizations have discussed with dbperfection on how much it is important to them to capture as much notes as they can across the organization. It is critical for the staff to actually capture the conversations the departments have with the customers and the members, hence all of this needs to be stored in the database.
But in reality, it is an important fact that if data is not stored in a consistent basis, the data will mostly become useless. There must be clarity in the process, and the process needs to be carried out every time.
And obviously, the data needs to be documented as well.
Why should data be document?
The above given scenario is one of the many reasons why it is important to document the database procedures. Other than assisting the user in the absence of the owner, data documenting and process documenting can also assist in the following:
- The Temporary as well as New staff can be trained. This will enable them to have documentation when they complete their training.
- The identification of the wrong practices in business. As the data becomes more and more documented, one realizes that some things need to be altered and changed. For example, why is it that one keeps a copy of the form of membership renewal in the database, with accounting.
- Time and Money is saved as once a procedure or process is documented, that documentation can be referred to again and again rather than having the irritation of calling software providers.
- The process of once-an-year can be avoided. As it is said that the toughest procedures and processes are the ones who are run only once an year; including renewal dues annually.
- and lastly, with good documentation of the processes, the user does not need to remember as its all written down.
What should you document?
It also make adequate sense to make sure that every process is documented when it works its way through to the database. The following should be documented:
- when you process a newly added member;
- when you enter information of prospective members;
- when you run dues the renewal notices;
- when you drop a member;
- and lastly when you run a membership listing.
Of course, if the database is being used for the registration of meetings, exhibit sales, publication sales, or other such processes. These are the important areas that need to be documented and are very crucial as well.