Appendix I

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Title

List the title of the database and, optionally, its acronym.

Example:

Use the complete title of the database as it is most widely known. This title should serve to distinguish this database from all other databases owned by the agency.

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Acronym

List the short name or acronym for the database.

Example:

If this database is known by an acronym, abbreviated name, or name which takes a significantly different form, specify this name.

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Agency/Owner

List the name of the agency, organization, section, branch, etc. that sets policy with regard to accessing this database.

Example:

At minimum, record the name of the office or work unit at the specific level within the organization's hierarchy that has responsibility for the contents of the database -- the database owner.

It is highly recommended that the full, hierarchical name of the owner be used. As per the example, such a name begins with the top level agency, followed by the immediate subdivision, followed by the next subdivision of the first, until the actual work unit is reached. Each name in the hierarchical chain is separated by a forward stroke ("/").

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Index Source

Provide contact information (name, title, address, phone, fax, Internet) for the individual creating or modifying this database index.

Example:

If changing an index created by others or created under a different job title, this field should be modified to reflect current information.

If the record source is employed by an organization different from that recorded in the owner field, the source should append a comma and the name of his/her organization.

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Last Index Modification

Provide the "stamp" date for this indexing document -- the date this index document was last modified -- in the format mm/dd/yyyy (note that "year" contains four digits).

Example:

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Database Abstract

Provide a narrative description of the database, writing for a non-technical audience. Descriptions can be as long as 500 words.

Example:

The contents of this field should contain enough descriptive information to enable the reader to determine whether or not the database warrants contacting the owner for further information.

The abstract may include (but is not limited to) a discussion of the information content (including data coverage, persons, events, and topics), forms of information, time span, and geographical coverage.

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Database Purpose

Provide a narrative description of the reason(s) for the existence of the database.

Example:

This field should describe the lineage of the database and relate any specific agency requirement, function, or goal which prompted the creation of this database or which is responsible for the continued delivery of information.

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Agency Program

Describe the major agency program or mission supported by this database.

Example:

This field is used to identify the major agency program or mission supported by this database project. The field should cite any legislative actions or authorities which require the operation of the database.

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Database Type

List one of the following or otherwise describe:

• Flat file (non-relational database)
• Relational database
• Spreadsheet database
• Document management database
• Image management database
• Geographic Information Systems database

Example:

If none of these phrases seems appropriate, describe in your own words the method or type of technology used for this database.

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Database Update Frequency

List one of the following:

• Daily
• Weekly
• Bi-weekly
• Monthly
• Quarterly
• Semi-annually
• Yearly
• As needed
• Continuously
• Other (list)

Example:

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Time Span

List the time span for data included in the database. For both start and end dates, use format mm/dd/yyyy; separate multiple dates by single hyphen; use "?" for unknown mm, dd, or yyyy. For "circa" year, precede year by "?." If database remains current, list start date followed only by hyphen.

Examples:

If the principal database table (read also "record file") contains a date or time/date "stamp" field noting when the record was last updated, one way to obtain time span limits is to sort all records by this field (ascending order) -- the first record stamp is the start date, the last, the end date.

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Database Stats

List the following (approximations acceptable):

• Current size of database (including control programs)
• Number of primary records
• Estimated number of records to be added during next 12 months

Example:

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Technical Expertise Required

Use one of the following:

• None (database supports public or casual use)
• Some (database can be mastered quickly by a user generally familiar with computers)
• Great (database is difficult to use)

Example:

The information applies only to the use of the database. Do not consider the expertise needed to connect to or begin a session with the database. Do not make any assumptions about the type of person who will most likely use this database.

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Database-specific Documentation

List any documentation supplied by the owner or custodian of this database. Otherwise, list "None".

Example:

If the database owner, database custodian, or some other associated agency has created or distributed any documentation that describes the operation of the database or database support system, or that is otherwise helpful to the understanding of the database, list those publications here.

Indicate where the documents can be obtained. If the contact information or order process is the same as that recorded elsewhere in this document, make reference to that information instead of repeating it here.

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General Database Documentation

List major commercial documentation of database software and source(s) for same.

Example:

If documentation exists that describes the operation of the database or database support system, or is otherwise helpful to the understanding of the database, list those publications here and indicate where these documents can be obtained.

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Database Access Modes

List all modes of database access available to public and provide address(es)/contact information for each. Use as many of the following modes as are applicable:

• On-Site via Terminal
• On-Site via Workstation/LAN
• Dial-up
• Telnet
• World Wide Web
• Gopher
• FTP
• WAIS
• Other Internet Access

Example:

Include those details necessary for the actual use of each access mode indicated above. For On-site access, include room number(s) in the address. For Dial-up, give the telephone number, baud rate, data bits, stop bits, and parity mode. For Telnet, give the Internet address, for World Wide Web, Gopher, FTP, and WAIS, give the Internet address and port number.

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Database Access Schedule

With reference to the selection(s) made in Database Access Modes, list access schedules and describe any special conditions.

Example:

For each mode of access indicated above, give the days of the week and times of day this database is available. Indicate any exceptions to those standard times.

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Legal Constraints on Database Access

If this database contains data elements closed to the public, so note, optionally citing the pertinent North Carolina General Statute(s) or federal regulation(s). Otherwise, list "None."

Example:

Sample entry for database named "CREP" containing closed fields:
The following is a sample entry for the Cultural Resources Evaluation Program (CREP), an archaeological resource database owned by the Archaeological Branch, Archaeology and Historic Preservation Section, Division of Archives and History, Department of Cultural Resources:

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Physical Factors Affecting Database Access

Describe any special physical conditions, impediments, or enhancements associated with accessing this database. Otherwise, list "None"

Example:

Describe any physical conditions that must be met before someone can access this database in a timely fashion or any impediments or enhancements associated with accessing this database. For example, a potential user might be required to show proper identification or be issued a security pass; extra preparation time may be necessary to retrieve and mount data tapes; access at a small office may depend on the availability of a particular staff member who is not always at the location; terminals may not be available to the physically disabled. Conversely, special access features may be provided for the hearing or visually impaired.

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Other Factors Affecting Database Access

Describe any additional constraints or enhancements -- security, copyright, etc. -- affecting public access to this database. Otherwise, list "None".

Example:

If there are any conditions that must be met before someone can access this database in a timely fashion, or if there are any impediments or enhancements associated with accessing this database, list them here.

Examples:

• Condition for access: As a security measure, all users must register before being granted access.
• Impediment: Only one on-site terminal is wheelchair-accessible.
• Enhancement: A Braille reader is available for use by the visually impaired.

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Available Printed Reports (selection)

List a minimum of five report names (or all printed reports if fewer are available) that can be generated for the database, providing for each a brief description. In cases where large numbers of reports are available, those selected for inclusion in the index should represent typical report formats. If applicable, add one of the following phrases to each description:

• Sample available
• Full description available
• Sample/full description available

Example:

Do not list reports associated solely with database management -- table and hex dumps, user lists, database stats., and the like.

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Available Digital Reports

1. If this database includes standard reports output digitally to off-line storage media, list the names of these reports, briefly describe their content and format, and note any additional documentation available. Otherwise, list "None".
2. If the control software supports digital copying of database query results, describe and note any additional documentation available. Otherwise, list "None".

Example:

1. None
2. Any database query can be output to a DOS *.txt (ASCII Text) file or a DOS *.rtf (Rich Text Format) formatted to approximate the appearance of the original query, or to a Microsoft Excel worksheet (*.xls format). A query result can also be used to generate a new table, which then can be exported to a new and otherwise empty Access 2.0 database. Alternately, the entire database can be reproduced. In either case, the resulting file is in .mdb (Microsoft Access 2.0 database) format.

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Support for Custom Reports From Database

Describe any options available for the design and creation of custom reports. If the database or other tools support the creation of custom reports, describe the kinds of reports which can be created and the general options that can be selected.

Example:

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Form(s) of Digital Copies of Database

For each digital form (tape, disk, cartridge, etc.) in which the database can be copied or reproduced using the agency's computer facilities, describe the technical format or presentation of data elements and records. (See also "Database Digital Copy Media and Costs List".)

Example:

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Database Digital Copy Media and Costs List

For each digital form listed above, note specifications and costs.

Example:

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Report Reproduction Costs List

For each available printed, plotted, or photographic database output format, list per-unit costs.

Example:

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Custom Services Costs

If the agency volunteers to create or compile a record or report that does not otherwise exist, list known applicable fee(s). Otherwise, list "No custom services available."

Example:

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Process for Ordering Database Copies

Provide instructions for requesting the production of printed or digital copies of the database (see also Contact for Ordering Database Copies).

Example:

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Contact for Ordering Database Copies

List contact information (name, title, address, phone number, Internet address, etc.) for requesting the production of printed or digital copies of the database.

Example:

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Database Computer System

In narrative form, describe the computer system supporting the database. If the database runs on a computer network or is PC-based indicate the minimum requirements for an individual workstation. As applicable, include the following information:

• Name of computer hardware manufacturer (can be "various")
• Name of computer hardware model (can be generic; e.g., "IBM-PC
compatible/386 or greater/4 Mb memory")
• Name of operating system (and manufacturer, if warranted)
• Name of operating system version
• Name of database development software
• Name of database engine
• Name of query language (if applicable)
• Name(s) of any pertinent database level add-ins or modifications

Example:

ACON currently runs under Microsoft Access 2.0 (Jet 2.0 database engine) and Microsoft Windows for Workgroups 3.11 across a twelve-station thin-Ethernet network. Minimum machines on this network are 486 IBM-PC compatibles with 4 Mb memory and at least 160 Mb hard disks, with Ethernet cards. All add-ins necessary for operations are coded in the ACON data modules. ACON was developed in Access 2.0 and can reach all relevant Access 2.0 features.

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List of Database Data Modules

List and identify pertinent database tables, files, spreadsheet worksheets, or similar modular units of data. A database may consist of a single data module or a collection of related data modules.

Example:

Contacts -- The primary database table
Books -- Contains address book list and descriptions
Do Not Touch -- Operations only, stores "next available" integers and machine numbers
T_States -- List of two-char. state/territorial postal codes and full names -- user interface operation only

Do not list tables, worksheets, etc., used in database maintenance (e.g., a temporary table generated as a result of database administration activities).

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Annotated List of Fields (one list per data module)

Note: This item contains some information not included in the "Annotated List of Fields" item under Basic Indexing Information Elements.

For each pertinent module listed above, furnish a list of data fields (read also "columns"; "data elements") and, at minimum, provide the following information for each:

1. Name: The name of the data field.
2. Ordinal Number: If applicable, the integer indicating the physical position of the data element (field or "column") as it is stored in a record ("row") in the table. (Note: "0" is an acceptable Ordinal Number -- some database file systems use this number to designate the record's primary key.)
3. Description: This information defines and describes the element, noting its purpose and any pertinent information on how the data is derived. (Note: In most commercial database products, this description can be created and stored in the data dictionary or table definition.)
4. Special Conditions (Strings): These are indicators for any of four special conditions that may exist relative to the data element. They are written as character strings enclosed in parentheses and can be inserted either after the Name or in the tail of the Description, or in both. (The quotation marks around the strings should not be included in the actual documentation):
   • "(optional)"-- the element is optional -- an entry in this field is not required by database rules.
   • "(internal format)" or "(intfmt)" -- the data for the element is stored in internal format -- the proper display of this field requires a formatting conversion performed at run-time. (Dates, times, and currency are three typical examples.)
   • "(derived)" -- the data displayed for the element does not reside within the field itself but is calculated from other data elements.
   • "(closed- quot; + {citation(s)} + ")" -- the element is closed to public inspection by one or more state statutes or federal laws or regulations. Optionally, these are cited within the string. Each citation should be written without spaces and prefixed by either "NCGS" (N. C. General Statutes), "USC" (U.S. Code) or "CFR" (Code of Federal Regulations), as appropriate. Multiple citations are separated by semi-colons. Note also that a single hyphen is inserted between the word "closed" and the first or only citation. Formatted example: "(closed-NCGS170-2;NCGS170-18)"

See example Advanced Indexing Table Layouts (two) for Sample Database: ACON

At a later date, special condition strings for noting data type may be developed.

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Scheduling Information

Will note the status of the database with regard to its retention/disposition scheduling. (Note: The specifications for this Advanced Indexing Element are incomplete as of 9/1/96.)

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Database Subject Matter

Will consist of one or more subject headings either taken from the existing list of Library of Congress Subject Headings or created by the agency under guidelines from the Department of Cultural Resources. (Note: The specifications for this Advanced Indexing Element are incomplete as of 9/1/96.)

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Spatial Domain

Will describe the geo-spatial area represented in the database. (Note: The specifications for this Advanced Indexing Element are incomplete as of 9/1/96.)

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