8. SCOPE NOTES In computerised systems, records will usually automatically be assigned a number to identify each record and make it unique. 3. Separating entries a. When filling out a format manually, use a slash ( / ) to separate different entries in the same field, e.g. Kenya / Uganda. Fields with this type of entry are called “repeatable” in a computer database because more than one entry is possible. Not all fields allow repeated entries. b. When completing a format manually, use a colon ( : ) to separate different parts of the SAME entry in one field, e.g. 15 December 1998 : union dissolved. In this case, the note "union dissolved" clarifies the date entry. Clarifying notes can be of unlimited field length but are only available on some fields. For these fields, there must be only one clarifying note, regardless of how many repeated entries there are. c. When completing information manually, use a dash ( - ) to separate an uncertain date from its qualifier. For instance, if an event is estimated to have happened around 15 December 1998, the entry can be 15 December 1998 - estimate. Hence, it is possible to use both dash and colon, e.g., 15 December 1998 - estimate : union dissolved. 4. Punctuation As a general rule, do not use punctuation at the end of an entry in a field. You may only do so in the case of fields that admit free text of unlimited length, such as Event Description. 5. Remarks and Comments The field Remarks is for factual information on any format which does not fit in any other field. Comments is one of the management fields meant for internal use - it allows the person analysing or entering the data to record more subjective information on the record being entered or modified. 6. Updates Sometimes updates are needed after the information has been recorded. These updates may take the form of a revision which means that permanent changes to an existing record are made (i.e., the old information is changed or overwritten). Information that was entered by error can be overwritten. Fields such as Confidentiality, Sex and Civil Status may be revised in this way. Updates can also involve adding information to existing fields, particularly in those that are repeatable, allow clarifying notes or free text. In this case, the new information is simply added onto the old information with nothing being overwritten. Examples of this include Event Description, Remarks, Comments, Case Description, and Attribution. In the case of free text fields, you may wish to use a slash and the date between old information and new information. 86