What are the most important database documentation standards?

1 Database Documentation Scope

When creating database documentation, it's essential to define the scope and purpose of the documentation. This includes identifying the audience, the level of detail, the format, and how often it should be updated. Depending on the scope, the documentation can include various types of information, such as database schema, data dictionary, data model, business rules, data flow, data quality, and security. The database schema covers tables, columns, keys, indexes, constraints, triggers, views, stored procedures and functions. The data dictionary defines and describes each data element in the database with details such as data type, size, format, range, default value and validation rules. The data model is a graphical representation of the relationships and dependencies among the data elements in the database. Business rules include logic and rules that govern the data and operations in the database. Data flow describes how data moves and transforms within and between the database and other systems. Data quality assesses accuracy, completeness, consistency, timeliness and relevance of the data in the database. Security covers access rights and permissions for the database and its data elements as well as encryption, backup and recovery policies and procedures.

2 Database Documentation Style

The second step in creating database documentation is to ensure consistency and clarity in the style and format. This means using standard grammar, punctuation, spelling, and capitalization, as well as applying a uniform layout, font, color, and alignment for the visual elements. Following a database documentation style has several advantages, including improved readability and comprehension, reduced ambiguity and confusion, enhanced professionalism and credibility, and facilitated maintenance and updates. There are multiple tools and templates available to help you adhere to a database documentation style, such as style guides like the Microsoft Manual of Style or the Oracle Database Documentation Style Guide; templates like the Database Documentation Template or the Data Dictionary Template; or software applications like SchemaSpy, Dataedo, or dbForge Documenter.

3 Database Documentation Review

The third step in creating database documentation is to review and validate the information. This entails checking for accuracy, completeness, consistency, and relevance, as well as making any necessary corrections. To do this, you can use self-review, peer review, user review, or audit methods. Self-review involves using checklists or tools to assess your own documentation. Peer review means having another database engineer comment on your documentation. User review involves surveys or interviews from the intended users or stakeholders. Audit is an independent or external party reviewing the documentation with standards or criteria. Reviewing the database documentation is essential for guaranteeing quality and usability, as well as honing your database engineering skills and knowledge.

4 Database Documentation Maintenance

The fourth step in creating database documentation is to maintain and update the documentation, which means keeping it aligned and synchronized with the changes in the database, as well as reflecting feedback from users or stakeholders. Challenges such as lack of time, resources, or motivation for database documentation, lack of communication among database engineers, developers, users, and stakeholders, and lack of standardization of tools or processes can affect this process. To overcome these challenges, one should establish a database documentation policy and procedure that defines roles and responsibilities, use a database documentation tool that supports automatic generation and synchronization of documentation, use a version control system to track changes and revisions of documentation, and use a backup and recovery system to protect and restore the documentation. Doing so is essential for preserving the value of the documentation and supporting the development of the database.

5 Database Documentation Benefits

The fifth step in creating database documentation is to recognize and communicate the benefits of the documentation. This involves understanding how it can help you achieve your database engineering goals, as well as providing value and benefit to users and stakeholders. Database documentation can improve design and performance, facilitate development and integration, enhance collaboration and communication, support learning and training, and ensure compliance and governance. Recognizing and communicating these benefits is important for motivating yourself and others to invest in the database documentation.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?