Guidelines for Creating and Maintaining Accurate Records

Welcome to the guidelines for utilizing the main enterprise data warehouse effectively. These instructions are designed to ensure the accuracy and integrity of records within the Banner system. Please adhere to the following guidelines to uphold data quality standards:

1. Password Protection: Protect the integrity of data and personal information by never sharing your password. Your user ID and password are essential for maintaining identity within the Banner system. Safeguarding your password prevents unauthorized access and misuse of data.
2. Search Before Creating: Before creating a new record, conduct a thorough search by name with SPAIDEN in the BANNER database to prevent duplicate entries. Duplicate records can lead to system inefficiencies and require extensive staff time to rectify.
3. Avoid Certain Characters: Never use the pound sign (#) or the percent sign (%) when "creating" records, as they can cause database errors. Additionally, be mindful of using special characters that have specific functions within the system's search capabilities.
4. Abbreviation Standards: Follow the approved abbreviation standards outlined in this document when entering data. Consistency in abbreviations ensures uniformity and clarity in record-keeping.
5. Punctuation Usage: Exercise caution when using punctuation in names and addresses. Use hyphens, apostrophes, or dashes as indicated by the individual. Avoid using commas or periods in name fields and limit punctuation in address fields to essential characters.
6. Data Change Procedures: Only make data changes if you have the appropriate responsibility and authority. Follow the established procedures outlined by the Data Steward/Custodian for the respective data.
7. Handling Incorrect Entries: Identify and address multiple records, also known as duplicates, containing duplicate information in key fields such as Social Security Numbers (SSNs), date-of-birth, or gender. Notify IT with the relevant identifying information for resolution.
8. Adherence to Data Entry Rules: Familiarize yourself with the specific data entry rules outlined in this manual and ensure compliance when entering data.

These guidelines are essential for maintaining the accuracy, integrity, and reliability of data within the main enterprise data warehouse. Adherence to these standards contributes to efficient data management and enhances the overall effectiveness of the Banner system.