Data entry
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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”

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Data Entry

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Data entry

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!


Data entry

“Original Data”

1 107 11.37 80.68 22.79 65.95

2 70 4.29 78.03 28.44 62.15

3 123 18.22 79.86 26.39 53.92

4 118 16.23 81.12 21.64 67.65

5 105 11.93 78.23 22.41 53.21

6 133 24.14 80.07 24.02 68.73

7 96 10.16 81.39 18.57 59.00

8 126 20.39 78.92 22.76 68.43

9 48 1.07 79.71 21.23 68.83

10 80 5.59 81.23 37.46 61.52

11 95 9.00 79.27 26.45 60.33

12 88 7.05 79.34 28.63 65.19

13 92 8.37 78.24 24.45 61.57

14 99 9.06 79.19 22.08 63.91

15 97 9.42 79.57 21.45 63.36

16 133 20.41 80.03 22.15 62.10

17 93 7.79 78.92 16.93 58.27

18 76 4.86 79.28 24.73 60.48

19 74 5.01 80.27 23.04 65.20

20 80 5.56 79.68 16.75 64.38

21 129 19.93 80.28 28.09 68.17

22 95 8.75 77.35 22.09 57.75

23 92 7.71 80.72 22.51 54.42

24 115 17.30 79.31 23.36 69.34

25 131 18.99 80.25 24.72 65.47

26 85 6.11 78.76 21.69 61.14

27 115 15.15 78.03 33.18 69.79

28 72 3.67 77.97 25.11 66.05

29 104 10.65 79.90 14.90 64.90

30 94 8.56 79.76 24.85 71.73

“Copy”

1 107 11.37 80.68 22.79 65.95

2 70 4.29 78.03 28.44 62.1

3 123 18.22 79.86 26.36 53.92

4 118 16.23 81.12 21.64 67.65

5 105 11.93 78.23 22.41 53.21

5 105 11.93 78.23 22.41 53.21

6 133 24.14 80.07 24.02 68.73

7 196 10.16 81.39 18.57 59.00

8 126 20.39 78.92 22.76 68.43

9 48 1.07 79.71 21.23 68.83

10 80 5.59 81.23 37.46 61.52

11 95 9.00 79.27 26.45 60.33

12 88 7.05 79.34 28.63 65.19

13 92 8.37 78.24 24.45 61.57

14 99 9.06 79.19 22.08 63.91

15 97 9.42 79.57 21.45 63.36

17 93 7.79 78.92 16.93 58.27

18 96 4.86 79.28 24.73 60.48

19 74 5.01 80.27 23.04 65.20

20 80 5.56 79.68 16.75 64.38

21 129 19.93 80.23 28.O9 68.17

22 95 8.75 77.35 22.09 57.75

23 92 7.71 80.72 22.51 54.42

24 1l5 17.30 79.31 23.36 69.34

25 131 18.99 80.25 24.72 65.47

26 85 6.61 78.76 21.69 61.14

27 115 15.15 77.97 33.18 69.79

28 72 3.67 78.03 25.11 66.05

29 104 10.65 79.90 14.90 64.90

30 94 8.56 79.76 24.85 71.72


Comparing files

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


Data entry

Comparing files Copy of data.txt and ORIGINAL DATA.TXT

***** Copy of data.txt

"Copy"

***** ORIGINAL DATA.TXT

"Original Data"

*****

***** Copy of data.txt

1 107 11.37 80.68 22.79 65.95

2 70 4.29 78.03 28.44 62.15

3 123 18.22 79.86 26.36 53.92

4 118 16.23 81.12 21.64 67.65

***** ORIGINAL DATA.TXT

1 107 11.37 80.68 22.79 65.95

2 70 4.29 78.03 28.44 62.15

3 123 18.22 79.86 26.39 53.92

4 118 16.23 81.12 21.64 67.65

*****

***** Copy of data.txt

5 105 11.93 78.23 22.41 53.21

5 105 11.93 78.23 22.41 53.21

6 133 24.14 80.07 24.02 68.73

7 196 10.16 81.39 18.57 59.00

8 126 20.39 78.92 22.76 68.43

***** ORIGINAL DATA.TXT

5 105 11.93 78.23 22.41 53.21

6 133 24.14 80.07 24.02 68.73

7 96 10.16 81.39 18.57 59.00

8 126 20.39 78.92 22.76 68.43

*****

***** Copy of data.txt

15 97 9.42 79.57 21.45 63.36

17 93 7.79 78.92 16.93 58.27

18 96 4.86 79.28 24.73 60.48

19 74 5.01 80.27 23.04 65.20

***** ORIGINAL DATA.TXT

15 97 9.42 79.57 21.45 63.36

16 133 20.41 80.03 22.15 62.10

17 93 7.79 78.92 16.93 58.27

18 76 4.86 79.28 24.73 60.48

19 74 5.01 80.27 23.04 65.20

*****

***** Copy of data.txt

20 80 5.56 79.68 16.75 64.38

21 129 19.93 80.2328.O9 68.17

22 95 8.75 77.35 22.09 57.75

***** ORIGINAL DATA.TXT

20 80 5.56 79.68 16.75 64.38

21 129 19.93 80.28 28.09 68.17

22 95 8.75 77.35 22.09 57.75

*****

***** Copy of data.txt

23 92 7.71 80.72 22.51 54.42

24 1l5 17.30 79.31 23.36 69.34

25 131 18.99 80.25 24.72 65.47

26 85 6.61 78.76 21.69 61.14

27 115 15.15 77.97 33.18 69.79

28 72 3.67 78.03 25.11 66.05

29 104 10.65 79.90 14.90 64.90

30 94 8.56 79.76 24.85 71.72

***** ORIGINAL DATA.TXT

23 92 7.71 80.72 22.51 54.42

24 115 17.30 79.31 23.36 69.34

25 131 18.99 80.25 24.72 65.47

26 85 6.11 78.76 21.69 61.14

27 115 15.15 78.03 33.18 69.79

28 72 3.67 77.97 25.11 66.05

29 104 10.65 79.90 14.90 64.90

30 94 8.56 79.76 24.85 71.73

*****


Data entry

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


Data entry

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

Validation Rules

  • Cover example in class

    • Length maximum in fish table


Principles for shuttling data between programs

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 programs1

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 programs2

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

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-001-1998) in June 1998.


Metadata1

Metadata

http://biology.usgs.gov/fgdc.metadata/version2/

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


Metadata2

Metadata

  • Plain language description of metadata:

    http://geology.usgs.gov/tools/metadata/tools/doc/ctc/

  • 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

Using Forms and Reports in Access

  • Walk through Form Wizard for Sample List


  • Login