Chapter 2. Master Code
Good Code Housekeeping
Many users underestimate the importance of the coding system when utilizing computers in their organizations. Yet, even more users do not spend enough effort to keep their coding system in good order.
When using codes, the computer will store only the code in the data file rather than all data related to the code. For example, if an invoice is issued to “Modular Computer System” with company code “MOD”, only the company code “MOD”, instead of the company name and address, will be stored in the invoice file. Only when the invoice is accessed or printed will the company information be retrieved from the company master file through the code “MOD” stored in the invoice file.
Should the code be deleted or modified, the invoice will be unable to access the company information. This system will not safeguard against such modifications or deletions in most cases.
While improper code deletion may bring system integrity problems, yet another problem will arise when two different codes are assigned for the same set of data.
The larger the system the easier these problems are likely to occur. Unfortunately the damage cause by these problems are more severe and harder to correct. Only if a procedure to maintain your coding system is properly set up can the computer be effectively used to its full advantage for your company.
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