3. TOOLS AND TECHNIQUES USED IN THE DOCUMENTATION OF HUMAN RIGHTS EVENTS Definition A value is a piece of information (such as an individual’s name, age or address) entered into a field and which usually varies from record to record (therefore it is also called variable). Definition A record is a description of one thing, person, group of persons, event or any other entity, consisting of data entered in a set of fields. In other words, a completed format is called a record. Definition A Standard format is a set of fields, arranged in a pre-determined way, with prescribed scope notes. A completed standard format becomes a record. Definition Scope notes are the instructions on how to enter data into each field in a consistent manner. Definition A database is a collection of records, organised through the use of Standard Formats, so as to facilitate searching for a particular record or a set of records, or for particular data contained in those records. A good database allows to produce varying types of outputs, in terms of contents (from minimal to comprehensive data) and in terms of presentation. 3.4 BENEFITS OF USING STANDARD FORMATS In the context of this book “standards” mean “standards for recording and retrieving information”, and in practice mainly refers to the use of standard formats within an organisation, for it to handle its information systematically. HURIDOCS therefore recommends that any organisation adopts standard formats for internal use. The recording of information, whether manual or computerised or both, should follow certain rules so that retrieval is made easier. Standards may also be applied across systems, that is, two different organisations use formats that are identical or very similar, i.e. “standard” and compatible. However, different organisations have their own needs, and thus often develop different systems. HURIDOCS encourages that the various systems set up are compatible with the systems used by other organisations within the same broad sphere of activity, such as human rights monitoring, while they need not be exactly the same. In summary, the primary benefits of using standard formats are:  data analysis: standard formats enable the build-up of a database that will facilitate analysis of data covering large numbers of events, such as in identifying trends and patterns of victimisation.  record tracking: the resulting database can also be used for tracking specific records.  communication and exchange of information: communication of information is made much easier, especially through electronic means, when the sender and receiver of information use the same standard formats. This implies that the sender has done the 24