Data Entry Goal is to accurately transcribe data from data sheets into electronic form –Good database design helps –Validation rules help –Good data sheet design (e.g., pre-numbering items) helps I don’t know of any substitute for double- entry, however!

“Original Data” “Copy” O l

Comparing Files Save files as “ASCII DOS TEXT” Use Command Prompt (in Accessories) For output to screen, type –fc filename1 filename2 For output to a new file, type –fc filename1 filename2 >newfile

Comparing files Copy of data.txt and ORIGINAL DATA.TXT ***** Copy of data.txt "Copy" ***** ORIGINAL DATA.TXT "Original Data" ***** ***** Copy of data.txt ***** ORIGINAL DATA.TXT ***** ***** Copy of data.txt ***** ORIGINAL DATA.TXT ***** ***** Copy of data.txt ***** ORIGINAL DATA.TXT ***** ***** Copy of data.txt O ***** ORIGINAL DATA.TXT ***** ***** Copy of data.txt l ***** ORIGINAL DATA.TXT *****

Using Wordperfect 1. Open original document 2. File, Document, Compare 3. Choose copy document 4. Choose Compare Only, and new document 5. Example output at right

Using Word 1. Open original document 2. Tools, Compare and Merge 3. Choose copy document 4. Show Example in class Using Access 1. See handout prepared by Mike Jones from 1998

Validation Rules Cover example in class –Length maximum in fish table

Principles for shuttling data between programs Numbers are easy, alphanumeric are more difficult Fixed field widths are easier, particularly when you have alphanumeric variables Keep line length less than 256 characters Exporting data from Access –Open table in Access –Choose File, Save As/Export –Choose External database –Go to target directory, select File Type as Text, and enter name of file –Hit Export all button –Choose Fixed Width option, and if break lines are positioned ok, continue to finish

Principles for shuttling data between programs Importing data into Access using fixed width ASCII files –File, Get External Data, Import –Choose file type – Text –Wizard walks you through the process Import.txt

Principles for shuttling data between programs Importing data into Access using Excel spreadsheets –File, Get External Data, Import –Choose file type – Excel –Walk through example –Import.xls

Metadata What is Metadata –“Data about data" –describes the content, quality, condition, and other characteristics of data. –The Federal Geographic Data Committee approved the Content Standard for Digital Geospatial Metadata (FGDC-STD ) in June 1998.

Metadata This web site allows you to see details for each of these

Metadata Plain language description of metadata: Basically, –What does the dataset describe? –Who produced the dataset? –Why was the dataset created? –How was the dataset created? –How reliable are the data? –How can someone get a copy of the dataset? –Who wrote the metadata

Using Forms and Reports in Access Walk through Form Wizard for Sample List