FREQUENTLY ASKED QUESTIONS

1. What is a database?
   A structured collection of similar information.
   
   
2. How do I know if I need a database?
   · If you are collecting information which you need to summarize in any way.
   · If you need to access information quickly.
   · If you are spending a lot of time trying to pull together information.
   · If you'd rather spend your days off doing something other than working on reports.
   
   
   
3. Will I have to re-enter my existing data into my new database?
   No. Many data formats can easily be imported into your new database.
   The most common are Excel, dBASE, Text, MS Access.
   
   
4. How is a database different from Excel?
   There are 3 very important differences.
   1) Excel: There is no control over the data which gets entered.
   Relational database: Data is entered using forms which have many ways of ensuring accurate data entry.
   2) Excel: If any information changes, you must find and edit each record individually.
   Relational database: You only need to change information in one place.
   3) Excel: You must create a new report each time to specify which data you want to include.
   Relational database: Each time you run a report, it includes all of your data automatically.
   
   
   
5. Is data entry more accurate in a database?
   Yes. Data entry is controlled using forms. Here are a few ways this is done: drop down lists, data type, number of characters, specific values allowed. Also, you can require certain pieces of information to be entered before continuing.
   
   
6. How does a database summarize my information?
   By running professional looking reports, usually based on queries.
   
   
7. What is a database report?
   A report summarizes data from your database and displays it in an easy to read format.
   
   
8. What is a query?
   A query is a question that you ask of your data.
   For example: How many customers do I have?
   How did my new clients from the past 6 months find out about me?
   Which of my patients needs to be contacted for a follow-up appointment?
   What are the titles of the DVD's in my collection that are rated PG?
   
   back to top
   
9. How do I know my new database reports are accurate?
   During the testing process, you will work with the database developer to ensure that the way in which your data is summarized is accurate.
   
   
10. Will I need to create new reports for each reporting period?
    No. Before running a report, you can specify the date range of the information you would like included in the report.
    
    
11. Can I make modifications to my new database as my business grows?
    Yes. This is one of the biggest advantages to having a customized database. If constructed properly, you can easily add whatever is needed as your needs change.
    
    
12. How do I know if my existing database needs to be modified?
    · Would you like to see your data summarized in a way that you now cannot?
    · Is there a specific piece of information you are collecting that does not have a place to go?
    · Is there a question you cannot get answered by running a report?
    · Is data entry accuracy a problem?
    
    
13. How much does a database cost?
    The cost of a database can vary greatly depending on the size and purpose. A database in which you enter customer contact information only would cost much less than one designed to keep track of all functions in a company.

back to top