Databases

By Lasa Information Systems Team

This article provides a basic introduction to databases, planning and management, and resources for more detailed information.

What is a Database?

A database is a collection of records that allows easy access to large amounts of information. They are used within the voluntary and community sector for membership, case management and client management. The main advantage that a database offers is the ability to store information centrally so that it can be easily accessed.

For more information on the benefits of a centrailsed database see the Knowledgebase article Do you need a Centralised Database?

Types of Database

Buying A Database For Your Organisation outlines how databases can be used for Contact Management, Membership Management and Fundraising. The article Databases in the Voluntary Sector gives an overview of the database market in the voluntary and community sector.

If your organisation does not have the skills to set up a database  you may already have software that could achieve this. The Using Outlook As A Contact Management Database article outlines how email software can also help manage your contacts.

Planning a Database

Whether you are moving from a paper based to electronic system, or upgrading and existing system planning is essential.

There are a number of questions that need to be addressed when planning your database:

• Can you buy a package off-the-shelf?
• Should you go in for software development?
• Can a consultant set up something for you at a reasonable cost?

To help you answer these questions and decide which is best for you look at the So You Want To Set-Up A Database? article.

A Quick Guide To Planning Your Database offers practical information to help you plan for getting a database. Many organisations will have an historical database that has either never fully met their needs or they have outgrown. Dealing With A Dead Database – A Database Development Case Study is a really good walk-through one organisations experience of database development.

In order to use resources wisely the Planning a Database category will help determine the database that best meets your needs.

Many organisations choose to employ a Database developer to build their Database. If you are sure this is the way forward the article Choosing A Database Developer provides information on the key issues to consider when choosing a database developer. To help you get the most out of the work carried out by your developer it is essential that you are both clear about requirements and expectations. Working with a database developer - a developer's view  gives a developer's view of what is needed for a successful working relationship during the database development process.

Implementing and using your database

The final key element of starting to use a Database is using making sure it is used in your organisations day-to-day work. The article Implementing A Database – Practical And Strategic Issues provides a ‘how to’ guide and checklist to get it right every time.

Databases bear the brunt of much criticism in the workplace, but often the problem lies with the way the database is used, rather than the database itself. The article Using your database outlines the steps you can take to make sure your database works effectively.

Data Protection

Any organisation that keeps information about individuals must comply with the Data Protection Act. The article Introduction To The Data Protection Act gives a brief introduction to the act and issues related to it.

There are many more articles in the Knowledgebase section Databases that can help with this important issue. 

As well as the Knowledgebase articles on Databases, there is the Databases Knowledgebase Discussion– this is a useful place to share knowledge, experiences, and ask questions.

For help getting started in other areas of ICT, see our index of Starting Out articles.