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SCDC
Data Entry Instructions
This Set of instructions is a guide on how to provide data for the SCDC protected lands database. This step is one of the most critical in developing a reliable and error free database. Without the proper data, the database will not be useful to anyone.
How To Provide Data using your computer.
Requires: Microsoft Word 6.0 or later
File: Dataentry.doc (contains a macro, do not disable the macro)
A Microsoft Word form has been created to guide you in the data entry process. This form looks like a normal Word document, except when you open it you will notice that you can only enter information in certain locations of the page. You can either click on a location with your cursor (mouse) or you can navigate through using the TAB key. For clarification on an entry, you can refer to the Data dictionary (on the last page of these instructions) that describes each entry. Some entries have a list of selections from a drop down window. This window will become active when you click on the entry box for that item, and then click on the down arrow.
Enter the form as best as you can. If there are comments that you want included in the database for future users include this in the “Memo”. A good example of a memo might be an in house reference number that you use to identify the project. If you have comments to send to the data master, include these in the “Data entry Memo”. These comments will be archived, but not necessarily included in the data set. The “Data entry Memo” is also the place where you can add an entry that may not have been a possible choice in a pull down window. An example of this might be a Group Name that is not currently on the list. Use the Entry # to indicate which entry you want to modify (ex. Item #13 - The Nature Conservancy).
Saving the Data
Once the form is filled out for one project, you will need to save the data.. Choose “save as” and for each entry use a file name with: initials, month , day, and temporary project number. For example;
JG1_23_4 for Josh Greenberg, January 23, Project Temporary Number 4.
The naming of the file is not critical, but will make it easier to trace files, and store the originals. Each project or P-number entry needs to be saved individually. Also be aware that you are only saving the data you entered to the form, not the entire form.
(Therefore do not re-save the original entry form if prompted.)
How To Provide Data using Paper sheets
Requires: A paper copy of the data form
If using a computer is not possible, you can enter the data on the paper form, cross referencing the Look-Up tables for entries that have specified entry options. This method makes more work for you and the data master, but otherwise is the same as using the computer. The computer form is suggested because it saves time and helps make sure the data are in the proper format, reducing errors.
Submitting the data
The paper formats will need to be mailed or handed in. The Electronic forms can be submitted on disk, or emailed either as attachments, or if there are only a couple of entries they can be embedded in the text. Each project that is submitted will be assigned a permanent Project number, and this will be returned to you for your own records.
How can you view the data?
There are several ways that people can get access to the data. To see the data entries and the linked data (1 and 3 components mentioned in the intro.), a copy can be provided to you in several formats including Access, MS -Excel, or MS -Word.
To be able to view the spatial data as well you will need to be running one of ESRI’s Arc products. At the moment support is provided to Arc/Info and Arc/View 3.2. However there is also a free product produced by ESRI called Arc/Explorer and there is a possibility that in the future this would be supported as well.
Thank you for participating in this data collection effort!
Questions?
Contact:
Joshua Greenberg
SCDC Program Coordinator
360-336-9368
Skagit County GIS
124 West Gates St.
Mount Vernon, WA. 98273
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DATA DICTIONARY
Protected Lands Database
File: entryhelp.doc
Rev. 5/8/00