Pre-Banner Data Standards Cheat Sheet
Data Standards—General • Search First—before creating a new record, you must query the files at least three (3) times for data already entered. Search by name, and then look at social, date of birth, or address. Remember to search for BOTH FULL AND COMMON VERSIONS OF NAMES. Ex: William as well as Bill; Lawrence as well as Larry. • Check the person’s address or other available information to determine whether a name belongs to the person you are searching for. • NEVER insert a pound sign (#) or a percentage sign (%) sign in any field for any reason. • Hyphens may be used. • The ampersand (&) may be used. Otherwise use the word “and.” • Slashes may be used to clarify or designate a fraction. Ex: “in care of” should be entered “c/o” Dates (Calendar and Date of Birth) • Enter all dates in MM-DD-YYYY format. Use hyphens (-) to separate. Name Standards • Hyphens may be used to separate double names. • Apostrophes may be used. Ex: O’Leary • Spaces are permitted. Ex: Mc Donald, Van der Linder) • Titles, prefixes, and suffixes are NOT to be used. Ex: Dr,. Mrs., III, Jr. (When Banner arrives, a separate field will be used.) • Never use # or %. • Any single character first or middle name should be entered and followed by a period. • Periods are permitted in first names. • If no middle name exists, leave the field blank. Street Standards • Never use # or %. • “In care of” should be entered ‘c/o’. • If the secondary unit designator is not provided and only a pound sign (#) along with the number is provided; i.e. 3454 N. Jones #4, remove the # and leave a space. It should look like 3454 N Jones 4. • If a separate street address and PO Box number address need to be maintained, enter them as two separate address types. See example below. Information Given John F Smith PO Box 2351, 1379 NW Pine Portland, OR 97203 Mailing/Primary Address John F Smith PO Box 2351 Portland, OR 97203 Secondary Address John F Smith 1379 NW Pine Portland, OR 97203
International Postal Code • International postal codes should be entered on same line as the city. Telephone Numbers • Enter the seven-digit number without inserting a hyphen. Ex: 3533740 • If an extension is provided, enter only the digits of the extension, Do NOT enter EXT or X into the extension field. Ex: 3533740,1234
Updated 8/5/2005 LP