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Establishing: Designing the Database

Carefully decide which information to collect to save time as you develop your unit. Generally, the first step is deciding how you want the information organized.

Some requirements you may want to consider when designing your database are:

Determining what the database should do
Determining if you have certain reports to produce
Compiling statistics for volunteer utilization
Contacting people quickly
Verifying a volunteer’s credentials and other qualifications

In the beginning, you may be unaware of what you will need the database for. If so, begin by listing what you know and add information as necessary. Once you know what information you need and why, you can determine what type of data to collect and the best way to organize it.

For instance, if you expect to need the names of all volunteers who have experience in nursing, you should collect information about your volunteers’ experience and organize it so that you can quickly identify all individuals with that particular background or skill set. Likewise, if you need to reach volunteers living in a particular neighborhood or ZIP Code, collect these data and structure your database so you can sort by geographic location.

There may be multiple ways in which you might sort your data. The best approach is to plan for your immediate needs and consider possible future uses. It might be easier to collect and store information at first, even if you currently don’t use all of it, rather than have to collect it later. Evaluating your information needs is ongoing when working with a database. You will likely be required to adjust your database design based on your changing needs.

Your database should be designed so it is:

Relatively easy to capture and enter data
Efficient and easy to retrieve data for specific purposes

Arrange the order of your data entry fields so that they flow logically and the important fields are readily visible. Determine how you plan to sort the data (by name, ZIP Code, profession, etc.), and ensure the data is entered consistently and accurately.

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Last Updated on 8/23/2006