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Data Entry Guidelines for New Users

Article ID: 578
Last updated: 11 Mar, 2010

Data Entry Guidelines for Campaign Manager

It is important to realize that over a period of time, many different people will have access to your Dataset(s). For this reason, it is important to establish and adhere to a set of in-house Data Entry Rules and Guidelines.

An example of a standard data entry rule is the use of the word “Avenue” versus the abbreviation “Ave” when entering addresses. Other examples include whether or not you plan to abbreviate in the Employer field (e.g., “Smith Corp.” versus “Smith Corporation”) and how to handle “The” in business names; that is, should the Master Record read, “The Sandwich Shop” or “Sandwich Shop, The?” Once a data entry rule is established, it is best to adhere to it.

Financial Reports

It is especially important to establish data entry rules when working in the Contributions and Disbursements Subfiles.

Each State has specific requirements with regard to reporting Contribution and Disbursement transactions.

If a Record containing Contribution or Disbursement data is deleted, it will be very difficult to
reconcile your financial disclosure report to your bank balance. More importantly, an accidental deletion of data could put your Committee in violation of the disclosure laws. The deleted information would not be included in the financial disclosure report. You can permit Users to view data in the Contributions and Disbursements Subfile but not the ability to add, edit or delete.

Tip for users:  It may be wise to consider limiting the ability to modify information in the Contribution and Distribution Subfiles to Management Only. 

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Article ID: 578
Last updated: 11 Mar, 2010
Revision: 1
Views: 522