Resource Database: Maintenance

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An Information and Referral (I&R) resource database that describes the available programs and services needed by a community must be accurate, not just at the moment it is collected but as far as possible, at all subsequent moments. It must also be responsive to the creation of new programs and the closure of existing ones. Database maintenance is a standards-driven requirement for I&R services. This course describes the resource database maintenance process, including ways of handling agencies that are not responsive to requests for information. It outlines activities that help I&R services keep up-to-date on changes in the various sectors of health and human services, and stresses the importance of database security. This course is primarily for I&R Resource Specialists and managers. The course was written by AIRS staff member, Clive Jones, a former President of InformCanada, who is responsible for the AIRS Certification Program, in addition to assisting with training and standards development. It was adapted from material within The ABCs of I&R (copyright AIRS). AIRS is the nonprofit Alliance of Information and Referral Systems at www.airs.org.

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Part 1: Introduction and Data Maintenance Standards
Open to download resource.
Open to download resource. An Information and Referral (I&R) resource database that describes the available programs and services needed by a community must be accurate, not just at the moment it is collected but as far as possible, at all subsequent moments. At a minimum, the information must be verified at least annually, if only to confirm there have been no interim changes. The resource database It must also be responsive to the creation of new programs and the closure of existing ones.
Part 1: Review Exercise
0 Question  |  Unlimited attempts  |  0/0 points to pass
0 Question  |  Unlimited attempts  |  0/0 points to pass
Part 2: Updating Process and Data Gathering
Open to download resource.
Open to download resource. Information changes constantly in human services organizations. Annual updates alone are not enough to keep a resource database accurate and up-to-date. In addition to the annual survey, an ongoing proactive search for interim information changes should be part of the data maintenance process. Changes made throughout the year in response to new information are sometimes known as data modifications. These are not the same as annual updates in that they generally involve only a change in one or more pieces of information within a record, and not a comprehensive review and validation of the entire record. The date of the last modification is different from the date of the last update. For example, the records may have been updated in April but modified in October. However, the date for its next complete update remains for the upcoming April.
Part 2: Review Exercise
7 Questions  |  Unlimited attempts  |  7/7 points to pass
7 Questions  |  Unlimited attempts  |  7/7 points to pass
Part 3: Service Descriptions
Open to download resource.
Open to download resource. Most of the key information provided should be entered into designated fields within the agency’s record for consistency and maximum searchability for Community Resource Specialist on the phones and the public. This could include phone numbers, eligibility details, and the application process among others. Be sure to use the various data fields as they are intended. The service description is the place to provide contextual information (for example, on secondary and ancillary services). It is also a place where other data elements (such as appropriate licensing information or affiliations)can be added if there are no specific fields for those elements and their inclusion would be helpful.
Part 3: Review Exercise
0 Question  |  Unlimited attempts  |  0/0 points to pass
0 Question  |  Unlimited attempts  |  0/0 points to pass
Part 4: Security and Standards
Open to download resource.
Open to download resource. All of the recommended procedures reviewed in this training are based on the expectations outlined in the AIRS Standards.
AIRS: Resource Database Maintenance (Quiz)
15 Questions  |  Unlimited attempts  |  12/15 points to pass
15 Questions  |  Unlimited attempts  |  12/15 points to pass
Certificate of Completion
1.50 Hour(s) of Professional Development credits  |  Certificate available
1.50 Hour(s) of Professional Development credits  |  Certificate available