Everyone keeps data. Big organizations spend millions to
look after their payroll, customer and transaction data. The
penalties for getting it wrong are severe: businesses may
collapse, shareholders and customers lose money, and for
many organizations (airlines, health boards, energy
companies), it is not exaggerating to say that even personal
safety may be put at risk. And then there are the lawsuits.
The problems in successfully designing, installing, and
maintaining such large databases are the subject of
numerous books on data management and software
engineering. However, many small databases are used
within large organizations and also for small businesses,
clubs, and private concerns. When these go wrong, it
doesn't make the front page of the papers; but the costs,
often hidden, can be just as serious.
Where do we find these smaller electronic databases?
Sports clubs will have membership information and match
results; small businesses might maintain their own customer
data. Within large organizations, there will also be a number
of small projects to maintain data information that isn't
easily or conveniently managed by the large system-wide
databases. Researchers may keep their own experiment and
survey results; groups will want to manage their own rosters
or keep track of equipment; departments may keep their
own detailed accounts and submit just a summary to the
organization's financial software.
Most of these small databases are set up by end users.
These are people whose main job is something other than
that of a Computer professional. They will typically be
scientists, administrators, technicians, accountants, or
teachers, and many will have only modest skills when it
comes to spreadsheet or database software.
The resulting databases often do not live up to
expectations. Time and energy is expended to set up a few
tables in a database product such as Microsoft Access, or in
setting up a spreadsheet in a product such as Excel. Even
more time is spent collecting and keying in data. But
invariably (often within a short time frame) there is a
problem producing what seems to be a quite simple report
or query. Often this is because the way the tables have been
set up makes the required result very awkward, if not
impossible, to achieve.
A database that does not fulfill expectations becomes a
costly exercise in more ways than one. We clearly have the
cost of the time and effort expended on setting up an
unsatisfactory application. However, a much more serious
problem is the unability to make the best use of valuable
data. This is especially so for research data. Scientific and
social researchers may spend considerable money and many
years designing experiments, hiring assistants and collecting
and analyzing data, but often very little thought goes into
storing it in an appropriately designed database.
Unfortunately, some quite simple mistakes in design can mean that much of the potential information is lost. The
immediate objective may be satisfied, but unforeseen uses
of the data may be seriously compromised. Next year's grant
opportunities are lost.
In the last paragraph, the line in bold, there is a word not
correctly written. It is: