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Depending on the volume of information, this can be quite a task. As mentioned earlier, it should be co-ordinated with training to ensure that staff are trained to do something and then put into immediate use to ensure that they have learnt it properly. The fundamental aim is that the data should be set up by people who will have to add the same sort of data later but that, if there is just too much work, some of it can be passed to other people. If the volumes really are massive it is possible to use a data preparation bureau or to have temporary keyboard operators.

The aim should be to get all this information into the system as quickly as possible once testing and training have been completed.

If volumes are very large, and there are large quantities of items which rarely move, such as document storage, then the approach is rather different. The technique is, usually, to record all new data, and add other information only when those particular items are accessed. This means that items which never move can be recorded, if at all, as part of a ‘sweep up’ exercise, carried out when the system is running smoothly.