Whenever you manage a complex data base, with thousands of data records, you will certainly encounter the “nomenclature” problem. This is the need to have a naming convention for calling things by standardized names. As a simple example, the titles “Assistant Foreman”, “Asst Foreman”, and “ASSIST. FOREMAN” may all mean exactly the same thing. But these three terms will look different in a data base, and as a result a search may inadvertently not find all relevant entries. If you are looking for an Assistant Foreman with a specific qualification, but their job titles are spelled differently, you may not find the person you’re looking for.
Fortunately, we built a number of tools into the C.V.S. service to help you manage this problem. We allow you to create tables of “standard names” for such items as titles, credential names, qualification names, etc. As an optional setting, you can also force all new records to conform to these standard names. And you have the ability to batch re-name non-conformant names to the standardized name. This should allow you to “clean up” your data base information and make it much more usable.
This problem is particularly important in the world of training, as reflected in a rich data base like C.V.S. The CVS data base was designed to consolidate ALL training records from ALL training sources, whether internal or external, online or in-person, field-delivered or classroom-delivered, etc. Even the same credential, like CPR/AED, will generally have different names depending on whether the training was delivered by the American Red Cross or by the American Heart Association. Fortunately, the system’s ability to manage this nomenclature problem makes it quite easy to standardize your names throughout your organization. Just go to the Company menu item, and click on Manage Standard Names. Also available on the Company menu is the choice of allowing, for each category of names:
- Free Text (no standardization)
- Only Standardized Names (no free text allowed)
- Either Free Text or Standardized Names
Hopefully these tools will allow you to get your “nomenclature problem” under control!