Practical tips for database development and your legal obligations
A database is just a collection of records, of any size or complexity. Database development is the process of organising this storage and more generally for creating interfaces and report formats for searching, editing printing etc For technical details of all the major databases, see. www.wikipedia.org/databases and a lot of comparative information.
General Guidance on Database Development
Before you start -
Get as much free advice from IT consultants as possible. Start with your in-house IT team if possible as its likely that they will be supporting the database.
Remember you’re a charity! <Media Matching link>
Draw up a specification for the database – the more detailed the better.
This should include –
All essential functionality, views for editing information and report formats
Lists of information that you need to store, input and edit
Any requirements to input and output large numbers of records for any reason
Who should be able to access and edit what information (security)
What do you need the database to connect to (eg other databases, websites, email)
A wish list of things you’d like to be able to do but are not essential
A realistic timeframe for development
Assume nothing and write it all down!
Project Success
You are setting yourself up to fail if you don’t have all of the following –
Involvement of end users throughout the project
Clear – and clearly communicated – specifications that do not change
Backing from senior management
Realistic expectations
Thorough understanding of costs – hardware, software – especially licencing -, maintenance, support and training
Excellent communications with the developer throughout
Top Tips
Walk away from developers with whom you have trouble communicating at an early stage
Licensing - exactly what are the license terms: are group licenses per desk, per employee or per current system user? Are there restrictions on use with other systems?
Remember that there will be ongoing support costs after development is complete (allow c. 5-20% of development cost pa for support)
Training should be regarded as an ongoing cost not a one-off.
Generally, there should be good reasons why any database does not have a web interface.
After Development
For many organisations development is ongoing in response to needs so that there isn’t really an after, just stages of development (this is a good thing as it means the database is being used)!
Remember to backup your database regularly, keep copies off-site. Ideally, practice procedures for restoring a copy of the database on a regular basis.
Data Protection
Organisations holding information that can identify living persons generally have a legal obligation to register for data protection purposes with the Information Commissioner. This costs £35.00. Details of registration can be complex so carry out an audit prior to registration. The Office of the Commissioner – www.ICO.gov.uk - has detailed guides to this and compliance. There is some limited exemption for charity membership lists.
Links
Starting place for everything technical - www.wikipedia.org/database
Data Protection - www.ico.gov.uk
Test of 1998 Data Protection Act - http://www.opsi.gov.uk/acts/acts1998/ukpga_19980029_en_1
Glossary
CRM – Customer Relationship Management system – used to manage the process of relating to customers
Data Protection Act 1998 – enshrined eight principles of data protection in legislation
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