Spreadsheets are a wonderful way to start. They become a risk when several people depend on one file and nobody is sure the numbers are right.
The warning signs
These tend to arrive together.
- Several people edit copies of the same file
- The same details are typed in more than one place
- Formulas break when someone adds a row
- Nobody can tell who changed what
- The file takes a long time to open
What a database adds
One shared set of records, rules that stop bad entries, a history of changes, and permissions so people only see what they should.
Move in steps
Start by moving the one list that causes most pain, keep the spreadsheet as an archive and train the team before the old file is switched off.