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By Charlton, Mark.

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Therefore, it is important to have a system for regularly updating each entry in the database. There are several ways of achieving this but, whichever method you adopt, it must be regular and ongoing. Interim updating All the entries for organizations should be checked at least once a year to ensure they are still correct. In between times, however, new information will be brought to your attention by various means, including word of mouth, newspaper reports, organization newsletters, company reports and by direct contact with the organization itself.

Other officers: names, addresses, telephone numbers of treasurer, president, chairman, publicity officer, membership secretary, etc. — History of the organization including special events or persons associated with it. — Publications: newsletter, diary, commemorative brochures, annual report, etc. — Date the information was obtained and/or last updated or checked. g. CHAT (Come Here and Talk), SHAC (Shelter Housing Action Centre), plus relationship to parent body where necessary. — Address: street address and postal address, Post Office, box number if used.

Security has, as a consequence, become an extremely important issue. The more the dissemination of information is allowed, the more likely control mechanisms will become corrupted. In simple terms, data are facts, whilst information is the consequence of interpretation. What is information to some is not to others, and it is the subjective interpretation of what is and is not valuable which has caused managements considerable problems. The control parameters on the organization’s database are based upon managers’ own perceptions of its value as information which may not coincide with that of a potential intruder or misuser.

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