ARCHIVÉE 3.7.2. What You Do With Records
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Add/Update/Delete
You create new records as you come across new concepts, or as you record concepts that already exist. Once some time has passed since a record was created, it is a good idea to systematically go back over your record to ensure that the information is still valid.
When updating a record, you may wish to add a new textual support or replace dated information with more recent information. Also, records which contain erroneous information should be removed systematically from the database or the information should be corrected. These steps help ensure hat the information in your database is up-to-date and accurate.
Link
In some cases, you may wish to cross-reference records for various reasons. You may wish to link a term with its antonym, pseudo-synonyms or quasi-synonyms, or even its superordinate term or subordinate terms.
It is up to you to decide how you wish to cross-reference our records. Just be consistent. It is important to keep in mind that modifying records that have cross-references can impact other records.
Manage
These tasks take time. For example, if you decide to update your records systematically, starting with the oldest records, there must be a way to determine which records are the oldest and set them aside for updating.
If you decide that you will assign responsibility for records in a particular subject field to a person or group, then they will need to be able to focus on a particular set of records.
Import/Export
If you do not create your records directly in a database, you may need to have import and export capabilities in order to be able to add records to a database or to pull records out of a database to modify them and then re-import the modified records back into the database. Some systems come with filters to allow you to import or export data in file formats particular to other databases.
Share
In order to be able to share your terminology, select a system that allows multiple people to view the terminology records either on a local area network or on an Internet site, for example. You can also share your terminology by publishing it.
Extract
If you are having texts translated and you want to be able to extract a group of records to give to a translator as a reference to indicate which terms are to be used, then you should ensure that your database allows this.
Convert
If you want to take records from a different database and bring them into yours, but your system does not have a filter for that particular file format, you may have to figure out ways to convert the files (sometimes by adding tags to indicate that the data from a certain field in the incoming file should be placed in a particular field of your own database).
In some cases, you can create macros to handle some of the most repetitive conversion actions.
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