Revised with new information as of June 1, 2005

 
The Basics of People Databases

• Database Terms
  
• "Flat" and Relational Databases
  
• How Databases Are Joined
  
• Shopping for Database Software

This information is designed especially for small mission-based organizations (nonprofits, non-governmental organizations or NGOs, civil society organizations, public sector agencies, etc.) with very limited staffing and funds.

Database Terms

The following terms are used repeatedly in this overview.

• database
  an organized collection of data (.dbf)

• view
  a "window" to a database or databases (.apr)

• form or screen
  a way of looking at information in a view

• file
  an organization of views for a database(s)

• join
  databases can be "joined" into one view file, so that information from more than one database for one record can be viewed at one time

• report
  a view that shows data from multiple records on a single "page"

• record
  central entry into a database (ours is a person)

• fields
  information categories for individual records

• finding
  isolating and displaying a set of records based on data in one of more fields

• sorting
  reorganizing a set of records in the order you prescribe

• read-only
  a file that can only be read; in a read-only database, changes cannot be made to the records, but view changes may be allowed

Flat Databases & Relational Databases

A flat database is very easy to manage, because it has its information stored in one source. You can have relational data on a flat database (for instance, you can see how many board members have e-mail addresses, or how many donors are also volunteers), and you can create a variety of different ways to look at the data (input screens, reports, mailing lists, etc.).

The limitation of a flat database is usually not in the number of records you can put on, but in how much information you can track per record. Limits of a flat database are usually realized the more information you need to track about each record, rather than adding records to the database. As time passes, different people at one organization often need to track a great deal of different information about each record, or view it in very different ways. For instance, one staff member may want to track meeting attendance and program involvement in detail, while another may need detailed information about each record's donation history.

You can create a different database for each staff person's need, but this will make it very difficult to find out all information about one person quickly; imagine having to look on one database for board information, another for event attendance information, another for publications they've received, another for their volunteer involvement, and you get the idea.

Instead, should you be faced with this problem, create relational databases that are joined a single view file. Users do not see the separate databases by looking at the view file; instead, they see different pieces of information about a single record (person). Only an advanced user will be able to tell that, when she is looking at one record, she is also looking at more than one database.

Upgrading from a flat database to a relational database allows for a great deal of growth for information-tracking. A good relational database allows for endless sorting and viewing options; virtually any combination of information in any form can be generated from a good relational database.

How To Join A Database

To join a database, there must be a field that has something unique about each and every record in a database. It's best to create a field specifically for the joining process; this field should hold a unique identification number. When a new record is added, it should automatically assign a unique number in the MAIN database; this number is then copied automatically to every other joined database. It's also a good idea to create a function that makes the first name, last name and company affiliation also copy to each database, and changed automatically and simultaneously. If a record is deleted, it is also deleted from all other databases.

Also have a look at the online support pages for whatever software you are using. There may have their own tutorials about database basics as well.

Shopping for Database Software

• The person or people who will use it the most can feel ownership of the software; it's easy to use and easy to learn

• It can work on the computers you have in-house.

• It can import and export data to and from the most-used software packages for both IBM/Clones and Macintosh computers (Claris FileMaker Pro, Claris Works, Lotus Approach, Microsoft Access, Microsoft Fox Pro, Microsoft Excel, Microsoft Works, etc.). That means that, at the very least, it can export data as d-base or text. Why? The data in your database is used by more than just your volunteer manager or your development director -- it's going to be used by the bulk mail house, an outside consultant, maybe even traded with another organization, and they all aren't going to have the same software as you.

• It comes with a computerized tutorial/overview (or even a videotape) and sample database structures, in addition to the printed support material.

• It allows the user to change existing view screens, and even create new ones (users should be able to change what information they see on screens as appropriate)

• It allows the user to change, add or delete fields of information. Your organization may have a particular information interest in a particular group, and no specialized software can anticipate every organization's every need.

• It can be networked (people can access the information from more than one computer, if the computers are networked)

• It allows the main user to set up security measures (read only access for other users, for instance; see Customer Database Principles for more information)

• Has relational capabilities, (adding a new record to the donor database will add the same record to ALL the ticket-selling database, and vice-versa)

• Users can generate personalized mailing labels, letters, name tags and other customized reports

• Users can set up automated functions on the database (sometimes known as macros), such as automated numbering fields and automated calculation fields.

• Make sure you understand the basics of databases and database management before embarking on a purchase (this is easily-acquired knowledge).

• Make a list of the features and qualities you and others who will work with the database will need.

• Make sure that you have systems in place to gather the information you will use in the database (volunteer hours and interests, donor pledge dates, etc.).

• Request a demo of the software from the company that markets it.

• Talk with representatives of at least two organizations that use the software. Make sure you talk with the people who actually input information, run reports, etc. using the software, not senior management or the IT department. Ask them how easy the software is to learn, what they use it for, and their experiences when calling the company's support line.

  There's additional information about how to choose software on the Coyote Communications Web site.

• Customer Database Principles

• Customer Database Regular Maintenance

• Importing Information Into a Database

• Free Help With Databases & Software

• Choosing Specialized Software
  (label-making software, volunteer management software, project management software, fund raising software, etc.)

Return to Index of Coyote Communications' Database Tip Sheets

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