database documentation

Database documentation plays a vital role in data management.  In a digital world, organizations rely heavily on an assortment of data to function and perform their tasks. Knowing how to effectively manage a high volume of information makes it easier to oversee business operations.  Databases are used for this purpose, as they can store and organize such information. However, organizations often do not consistently maintain their databases. Therefore, they have issues storing, searching, and retrieving valuable data when they need information. That is where database documentation comes into play. It makes sure that important data is kept secure and recorded so that it can be located and used when needed.

What is Database Documentation?

In essence, database documents are descriptions of metadata–that is, your organization’s metadata.  More specifically, database documentation describes aspects of the data such as the types of data contained, keywords, and the connections between the data; these documents often take the form of data catalogs or data dictionaries.  These are necessary in order to store, retrieve, revise, and manage a company’s database, since it may contain different kinds of information.  However, depending on your business data, it may include anything from product inventory to customer information, sales, and more. With the right database documentation tools, you can store data in JSON, XML, or BSON.  These formats offer different ways of storing data and each have their own specialty when it comes to doing so.  This makes it easier to change the database structure as the organization changes and grows.

How Does Database Documentation Help?

Database Navigation

Database documentation provides a way of ensuring that data is secured and able to be retrieved when needed.  By describing the major characteristics of instances of data, they can be made easier to identify and locate.  In addition, such documentation helps to put the data into a form that can be more easily translated and understood.  It describes what the data actually means, the situation in which the data would be used, and the structure of the data.  This means that even if the workers who made the database are not available, other workers will still be able to understand how to use it and retrieve needed data.  This also helps with training new workers to use the database.

In addition, database documents can help workers learn how to use and navigate the database.  By organizing data and highlighting how instances of data are connected, workers can get a better idea of how the database is structured and where to find particular instances of data.  Businesses use database documentation to keep track of information about a variety of data, such as books, profile information, and catalogs.  For other types of databases, keeping track of these different kinds of data would be difficult.  However, database documentation uses several programs and formats that can each store different kinds of data.  When used together, this allows a database to store and document multiple different types of data.

Business Intelligence

Database documents also help businesses with business intelligence.  Business intelligence involves studying data and using the insights gathered from it to decide what course of action a business should take.  Because business intelligence involves data management, collection, and.  Through directly organizing data and making it easy to locate, database documentation can help businesses to find the information they need in order to make good decisions in regard to business intelligence.

How Do You Create Database Documents?

The process of creating database documentation starts by determining what metadata needs to be included.  After that, the next step involves the creating a data model.  This can be done by using a database documentation tool, such as ApexSQL Doc or DTM Schema Reporter.  Next, create the document itself, and finally document and describe the metadata. This includes the context for the data, the data’s structure, its creator, how the data was collected, an identifier for the data, etc.

Who Can Help With Database Documents?

Database documentation is developed by several different people, including database administrators, business analysts, technical writers.  Database administrators find and determine which metadata.  Meanwhile, technical writers do the work of writing the actual database documents and translating the information to be more easily understood by others.  Technical writers also help with the process by writing instructions and training manuals on how to use the databases.   Finally, business analysts give insight on how

In order to develop effective database documentation, all of these kinds of workers need to work together and fulfill their responsibilities.  This means considering one another’s tasks and what kind of information or data each of them will need access to, and coordinating their efforts to ensure that everyone has the resources they need and that their individual work


Overall, database documentation is of great importance when performing data management.  It allows businesses to create a system they can use to easily organize, store, and find data.  Furthermore,.  In this way they

How Can Essential Data Help?

Essential Data can provide your business with the aid of technical writers who will create effective and

How can EDC help? Essential Data’s Engagement Manager will lead the project from start to finish, whether you need a team of consultants to produce a complete line of documentation or a single technical writer for a brief project. Essential Data Corporation guarantees the quality of our work. Contact us today to get started. (800) 221-0093 or

Written by Kimberly Jones