How to we limit the pick list for new records, while retaining old data in existing records


#1

How to we limit the pick list for new records, while retaining old data in existing records.

When we have a multiple select field for staff, for instance, and some staff leave so that
we do not want to have anybody select them. But, existing historical data has these older staff listed in service records. If we remove them from the pick list they are also removed from the service records.

There is also a related issue, when we are importing a field of free form text, of names for instance, and some names are caps, others lower case, some times initials and some times full names. I understand that if we change the pick list name to a standard format then it is reflected throughout the data. Great! But, if I now have several pick list items with exactly the same name then get rid of all but one, there must be a internal ID for each pick list item, since it deletes all of the field entries for the original pick list item.
There must be a better way to do this.

Any Suggestions are Most Welcome

Thank you