Resource Database Maintenance Flashcards
When is the best time to begin the updating process?
A. About 10-11 months from the time of the last annual update.
B. About 7 months from the time of the last annual update.
C. About 5 months from the time of the last annual update
D. Exactly 12 months from the time of the last annual update.
What is the difference between an annual update or partial modifications (otherwise known as data modification/interim updates)
Annual updates are completed once a year while data modifications are changes made throughout the year in response to new information.
What should you do once you’ve finished adding a new agency’s profile to the database?
A. Jump for joy
B. Make sure it’s deactivated
C. Send a copy back to the agency’s resource contact person for verification.
Does the following belong to the “organization’s” profile or to the “program” portion?
Geographic Restrictions/area served
Program
Does the following belong to the “organization’s” profile or to the “program” portion?
Website address and general email address
Organization information
Does the following belong to the “organization’s” profile or to the “program” portion?
Street address and mailing address, if different
Organization information
Does the following belong to the “organization’s” profile or to the “program” portion?
Accessibility of each location (preferably with details on types of accessibility to avoid blanket and meaningless statements such as “accessible” or a list of known barriers)
Organization information
Does the following belong to the “organization’s” profile or to the “program” portion?
Application process. For example, how do people apply? Do they have to call first? Can they just walk in? If a referral is required, what are the accepted referral sources?
Program information
Does the following belong to the “organization’s” profile or to the “program” portion?
Name and title of chief administrator/director
Organization information
Does the following belong to the “organization’s” profile or to the “program” portion?
Fee information. For example, what type of fee structure is involved? No fee? Sliding Scale?
Program information
Does the following belong to the “organization’s” profile or to the “program” portion?
Eligibility requirements and exclusions?
Program information
Does the following belong to the “organization’s” profile or to the “program” portion?
Languages other than English in which a service is consistently available.
Program information
Does the following belong to the “organization’s” profile or to the “program” portion?
Service description
Program information
Does the following belong to the “organization’s” profile or to the “program” portion?
Target populations served
Program information
Does the following belong to the “organization’s” profile or to the “program” portion?
Agency acronyms and former names
Organization information
Does the following belong to the “organization’s” profile or to the “program” portion?
Legal name and legal status
Organization information
Does the following belong to the “organization’s” profile or to the “program” portion?
Documents required for application
Program information
What is the biggest challenge in writing a service description?
A. Finding time to write the service description
B. Distilling information provided into a succinct summary of the essences of a service.
C. Getting an agency to provide enough information
D. Getting an agency to respond
An I&R agency must develop back-up procedures to safeguard the contents of the resource database
It’s also useful to have some measure of legal security regarding the use of information received from organizations listed in the database.
Back up procedures
An I&R agency must develop back up procedures to safeguard the contents of the database.
Daily computerized back up is recommended unless cloud based - then a separate back up should be taken off site on a weekly basis
Make sure there is a print directory or printed copy of the entire database available
This is useful for I&R specialists when the power goes out or the network goes down.
- A large community agency is very late in verifying its database record. The Resource Specialist has visited the agency’s website and there appears to be no changes in the agency’s profile. Which of the following is the best course of action for the Resource Specialist?
A. Update the record based on the website information.
B. Continue to try to secure a direct confirmation with the agency by calling or visiting them to ensure a valid update.
C. Delete the record from the database.
D. Change the information based on the website and write a final email to the agency’s director outlining your action..
Which of the following best describes the relevance of database security issues?
A. An essential part of the AIRS/Inform USA standards and an agency’s operations
B. The responsibility of the agency’s IT department
C. Optional
D. Not required due to improvements in firewall programs and server functionality
Which of the following is a good example of a method of learning about possible local database modifications?
A. Following an agency’s social media feeds
B. Subscription to national cable TV news
C. Web Blogs
D. Old telephone directories
If the agency does not respond to their initial updating questionnaire, what should be the response of the I&R agency?
A. Immediate exclusion from the database
B. Letters of complaint to the local newspapers on the lack of cooperation
C. Further proactive attempts to encourage verification
D. Use last year’s information but change the dates
If an agency has had no changes to their information since the last update, how should they respond in their annual survey?
A. Keep the survey on hand until a change is made.
B. Sign it and return it stating that there have been no changes
C. As there are no changes, there is no need to return it.
D. Return it stating there have been no changes.
If an agency asks to be excluded from the database, which of the following might be the best response of the I&R agency?
A. Thank the agency for their honesty and respect their wishes.
B. Ignore the request and continue to use the information contained in their last update
C. Try to understand the motivation and seek to persuade them, including appealing to funders if persuasion is unsuccessful
D. Include their name in your published directory but instead of program information, include in bold “Refused to Provide Information”
A database record was updated in October. A small change was made in December and a larger change in March. When is the next update due?
A. March
B. 6 months after the last modification
C October
D. December
When should an I&R resource database be comprehensively updated
(Remember the trainings!)
A. 2 months before the publication of a new directory
B. Annually.
C. Monthly
D. Continuously
After receiving a brochure found pinned to a library notice board, a Resource Specialist discovers that an agency has a new phone number. What action should be taken?
A. The database modification should be made as soon as possible.
B. The database change should wait until the annual update begins.
C. The database does not need to be changed as phone numbers are not very important
D. The potential change should be verified by calling the agency directly and if confirmed, the modification should be made as soon as reasonably possible.
Which of the following best describes the resource database’s back-up activities that should be undertaken by an I&R agency?
A. Annual CD-ROM update
B. Cloud-based copies automatically generated by the I&R software with mirrored back-ups in different locations
C. Hard Copy
D. Off-site back-ups supplemented by onsite back-ups on high quality data recording media
What is the name for a database change completed between annual updates?
A. A database change
B. A database modification
C. A modified database
D. A mini-update
Which of the following is an acceptable method of collecting information from a human services agency?
A. Making an appointment and visiting them directly.
B. Having a friend visit them and interviewing the person about their experience
C. Checking their website and copying the information
D. Writing to their funders for information about the programs they are paying the agency
How many “chances” should an agency have to return their profile?
A. Until the I&R service feels that it has exhausted and fully documented all possible avenues and delivered a “final” letter
B. The deadline is quite clear - delete the agency’s profile
C. This demonstrates that the I&R agency was diligent and that the agency was irresponsible
D. Thoroughly exhaust all attempts
