A data dictionary is an important document in managing an organization’s database. It serves to describe data attributes in detail, thereby facilitating data management, understanding, and the development of application systems. Among the key elements included in a data dictionary is the naming convention, which involves the standardized method of naming data to ease referencing and management. In addition, the data type—such as character, integer, and date—is specified to ensure that data input is accurate and consistent.

The data dictionary also defines the length size, which refers to the maximum allowable size of the data, and identifies the key data such as primary keys and foreign keys, which are used to link tables within the database. Furthermore, each data item includes a data description, providing a brief explanation of the meaning and purpose of the data. In addition, data constraints are outlined to ensure that any data entered meets specific conditions, thus maintaining data integrity.

Example Data Dictionary for Staff Profile:

The benefits of establishing a data dictionary are especially evident in the context of Universiti Putra Malaysia (UPM). Among these benefits are the ease of implementation and integration of application systems within UPM and with external agencies. It also facilitates data exchange between systems and assists system developers in building applications. Moreover, a data dictionary allows users to communicate using consistent data definitions and formats. It also provides a foundation for standardized documentation and strengthens the relationship between subsystems in UPM through the use of standard data definitions.

In conclusion, a data dictionary is a crucial component in the development and management of application systems. With a complete and well-structured data dictionary, an organization can ensure the accuracy, consistency, and effectiveness of its information management.

Prepared by:
Mohd Nor Hisham Che Jaafar
Bahagian Operasi Aplikasi

Date of Input: 31/05/2025 | Updated: 31/05/2025 | zuraya