Database tools — Uplink Archive

This article explains practical database tools and features that journalists can use to efficiently enter and manage large volumes of paper documents, including forms, input masks, validation rules, and lookup wizards to streamline data collection.

You've head the excuse from public information officers a thousand times. "We only have it on paper." But this time, they're telling the truth. All the documents you need are there and the agency is willing to give it to you. But what can you do with thousands of sheets of paper? How do you analyze it? You could give up and pull a few documents and do a largely anecdotal story. Or you could do what hundreds of reporters have done: build your own databases. There have been numerous articles in Uplink showing reporters how to think about building a database - that is, think about what questions you want to ask the database, coming up with a structure and plan for inputting the data and establishing standards for data input. This article focuses on tools within database managers like Access and spreadsheets like Excel that will make data entry easier once you've come up with a plan for building the database.

Building blocks

Forms-Entering data into a database can be a tedious exercise. And even the most loyal techno-junkie will get eyestrain trying to enter data into columns and rows. A form simplifies that process by allowing you to enter data into, well, a form. This removes lots of stress, especially when you're creating a database that has lots of fields. Input mask-These are useful functions in most databases and spreadsheets that allow you to specify exactly how you want data entered. Say you want all dates to be set up in the YYMMDD format. Using an input mask you can set your data field that way and no one can enter the dates any other way. Validation rules-Validation rules are similar to input masks. But unlike input masks, they allow you to limit the range of data entered into a field. Whereas the input mask will let you set the format of the date in the example above, validation rules allow you to limit the dates entered between two dates. For example you could only allow dates to be entered between 1990/01/01 and 2001/01/01. Look-Up wizard-The look-up wizard is a useful tool that can be used to cut down on entering repeated information like codes or city names. With the wizard, you can create a drop down menu and select the name or code you want. This cuts down on typing and mistakes from multiple data entries. Entering data into a database can be a tedious exercise A form simplifies that process. Auto number fields-Auto number fields are just that, a field that contains the number for each row. These are useful if you have data that does not have an obvious key field.

One more

Indexes-If your database is going to include thousands of records, indexing the records might make sense. Indexes help speed up the searches and allow you to locate records quicker. Be warned however, that indexes themselves take up disk space and it may not be very beneficial to use indexes on smaller databases.

Building you own database can be a daunting task and even most CAR-jockeys would rather not, if they don't have too. But the tools listed above can make the task a lot easier. So the next time an agency says "We only have it on paper," don't despair; tools with database mangers and some spreadsheets can make the task a little less daunting.

Ron Nixon can be reached by e-mail at ron@ire.org