Have designed and implemented a new database system at the University
of Alaska Museum, I have some thoughts on the process:
        First of all, forget about scanning existing documents as a data
entry tool. Scanning takes as long (or longer) than physical data entry
and introduces multiple sources of error. Even the best text recognition
software is not 100% accurate and introduces random errors that are difficult
to locate and correct.
        As to abbreviations, codes and other forms of cryptic human activities.
With todays database designs, it is no longer necessary to use esoteric
codes for data entry. Use the enter word, phrase or data group in the
entry. With proper dbs design, full entries are as easy to handle as codes
and eliminate the necessity of translation by experienced user as well as
the general; public. Codes are a plague that must be eliminated from dsbs's
everywhere!
        I used 4th Dimension in a Macintosh system, with a server and four
data entry clients. It has worked phenominally well for our 1.5 million
piece collections, and has fully adapted to 70 years of intermiottent
curation and data management (or lack thereof). Up-front dbs design is
the key to success in terms of ease and accuracy of data entry and
ease of use at the general user end.
        Mike Lewis
        Research Assistant
        University of Alaska Museum