Rotary
District 9750 - RI-CAS Data Style Guide.
The purpose of the following is to enable those set with the
responsibility of entering and maintaining the data for Rotary
District 9750 and the Rotary Clubs of District 9750 to produce
material which when used in printed or electronic format is
consistent. There are many occasions when data is required to be
extracted from a database such as the RI-CAS software produces,
and it is desirable, if not essential, to be presented in a
consistent manner. This enables data to be searched easily and
avoids the possibility of duplication of records through a slight
difference in style. The added benefit is that coherent and
consistent format flows through to reports and listings making
them easier to use as well as looking more professional and
attractive. This can only be achieved if all those entering or
maintaining the data approach the task in (nearly) the same way.
To this end the following guide has been written.
- Letters should be entered in "Proper Case", ie
generally lower case but with the first letter and
initials in upper case, unless it is normal for that word/name
to be something else. eg McDonald, van Johnson, MP, PP,
PHF, etc.
- Please do not use spaces in names like McDonald and
O'Neil.
- Minimise the use of full stops. So use PO Box 123, NSW -
not P.O. Box 123; N.S.W.
and "Mt St Helens Pde", not "Mt. St.
Helens Pde."; etc
- Always include the entry for "Nickname" (which
is the salutation, or what the person prefers to be known
by) even if it is the same as "First Name".
Many people are actually known by a variation of their
first name or by a different name. Note that RI-CAS also
has a slot in member's data for "Partner's
Salutation" which is the equivalent. For example, in
a letter it might be addressed to First Name + Last Name
and the address, then start as Dear Salutation.
- Use the "Sort Name" and "Report Name"
options in RI-CAS as "Last Name + Nickname ( +
Suffix if applicable)". See the RI-CAS menu, select
Preferences then Name Format and check the options. If it
is their preference, then that is the way we should use
it. Hence the need to have the "Nickname" entry
filled. See the Setup Guide.
For any suggestions, comments, offers of
additions, or corrections, contact the .
Page Updated: 25 Jun 2008