Documents can be published using Word processor, Excel Spreadsheet, Databases or Desktop Publishing. Before publishing a document we to make sure the data is accurate and error free. By accurate, we mean that the data must be correct and the data must ‘make sense’. Also data needs to be error-free; hence, data should not contain any faults and mistakes. The data should not be corrupt. In order to make sure data is accurate, you can use Verification tools. There are two ways to verify your data: Double entry verification: When data is entered twice and documents are compared by the computer.
Visual Verification: notice(this is not proof-reading) Data is entered and compared to the original data that is a hard copy. To ensure data is ERROR FREE we can use the Validation Check . This checks if the data is ‘reasonable’ and ‘makes sense’ however, data may not be necessarily correct. In order to achieve this various Validation Checks can be carried out: Automated: Range Check: This checks the data within a given range and certifies it is from the correct range. Look-Up Check: Makes sure data matches valid entries.
Format Check: ensures data matches a pre-determined pattern on letters/numbers. Some data bases use the input mask function. Length Check: Makes sure data is a reasonable length. e. g. Number of letters. Type check: Ensures that the data is of a particular data type. Spell check/ grammar check. This can also be achieved manually: Proof-reading: Sentence structures, correct data entered. Comparing original document with entered data: make sure data makes sense. Additional tools: Dictionary, Widows/Orphan control, Templates