Describing Data Element

The description of a data element should include the name, description, and an alias (synonym). For example:

The description should be a summary of the data element. It may include an example. We may also want to include whether or not the data element(s) has:

1. A different name. For example a PURCHASE ORDER may exist as PUR.ORDER, PURCHASE ORD., or P.O. We want to record all these in the data dictionary and include them under' the PURCHASE ORDER definition and separately with entries of their own. One example is "PURCHASE ORDER." Then we look up PURCHASE ORDER to find the details. It is an index.

2. Usage characteristics, such as a range of values or the frequency of use or both. A value is a code that represents a meaning. Here we have two   types of data elements:

 

a. Those that take a value within a range:for example, a payroll check amount between $1 and $10,000 is called a continuous value.

b. Those that have a specific value; for example, departments in' a firm may be coded 100 (accounting), 110 (personnell, etc. In a data dictionary, it is described as follows: .

100 means "Accounting Department"

101 means "Accounts Receivable Section" 102 means "Accounts Payable Section"

108 means "General Ledger Section"

In either type, values are codes that represerlt a meaning.

Control information such as the source, date of origin, users, or access authorization.

Physical location in terms record, file, or data base.