Appendix I

Advanced Indexing Table Layouts: Two for Sample Database ACON

N.C. Division of Archives and History:
January, 1996

Table Names:

Contacts
Books

Example 1

Table Name: Contacts
Date Created: 6/22/95 9:57:02 PM
Last Updated: 1/9/96 5:48:23 PM
Notes: Native format is Microsoft Access 2.0. Data derived from table definitions.

Field Names

CID

Data Type: Text
Length: Variable, 25 char. max.
Ordinal Position: 1
Required: Yes
Description: Contact ID (unique to database)
Notes: Data consists of numeric code for source machine and unique address number for that machine, separated by dot.

MailLabel

Data Type: Text
Length: Variable, 255 char. max.
Ordinal Position: 2
Required: Yes
Description: Mailing label for individual or group
Notes: Mailing label data is parsed by application to generate initial address details.

Pfx

Data Type: Text
Length: Variable, 20 char. max.
Ordinal Position: 3
Required: No
Description: Personal Title (e.g., "Ms.", "Mr. & Mrs.") (optional)

Person

Data Type: Text
Length: Variable, 50 char. max.
Ordinal Position: 4
Required: No
Description: Familiar Name (e.g. , "Buzz", "Jo Ann", "Bill and Virginia") (optional)
Notes: Absence of data in this field signifies an impersonal address (i.e., a company, organization, or individual known only by title).

AlphaName

Data Type: Text
Length: Variable, 25 char. max.
Ordinal Position: 5
Required: Yes
Description: Last/Group Name (e.g., "Smith", "Smith & Wesson")

Soundex

Data Type: Text
Length: Variable, 10 char. max.
Ordinal Position: 6
Required: No
Description: Soundex Code (derived from AlphaName) (optional)
Notes: Soundex algorithm available on request

SortName

Data Type: Text
Length: Variable, 50 char. max.
Ordinal Position: 7
Required: Yes
Description: Look-up Name (e.g., ""Olson, Dave"")
Notes: Generated by application software

City

Data Type: Text
Length: Variable, 50 char. max.
Ordinal Position: 8
Required: Yes
Description: City (derived from MailLabel)

ST

Data Type: Text
Length: Variable, 25 char. max.
Ordinal Position: 9
Required: Yes
Description: Two-character State code

Zip

Data Type: Text
Length: Variable, 25 char. max.
Ordinal Position: 10
Required: No
Description: Zip Code (5 or 9 digits) (optional)
Notes: Data includes only integers (hyphen on 9-digit code omitted)

Bphone

Data Type: Text
Length: Variable, 25 char. max.
Ordinal Position: 11
Required: No
Description: Business telephone (optional)
Notes: Data includes only digits; no formatting

Ext

Data Type: Text
Length: Variable, 10 char. max.
Ordinal Position: 12
Required: No
Description: Phone extension (optional)
Notes: Data includes only digits; no formatting

Fax

Data Type: Text
Length: Variable, 25 char. max.
Ordinal Position: 13
Required: No
Description: Fax telephone (optional)
Notes: Data includes only digits; no formatting

Hphone

Data Type: Text
Length: Variable, 25 char. max.
Ordinal Position: 14
Required: No
Description: Home telephone (optional)
Notes: Data includes only digits; no formatting

Courier

Data Type: Text
Length: Variable, 10 char. max.
Ordinal Position: 15
Required: No
Description: State of N.C. Courier Code (optional)
Notes: Includes hyphens

VendNum

Data Type: Text
Length: Variable, 25 char. max.
Ordinal Position: 16
Required: No
Description: Vendor Code (optional)
Notes: Vendor codes unconfirmed

Internet

Data Type: Text
Length: Variable, 50 char. max.
Ordinal Position: 17
Required: No
Description: Internet address (optional)
Notes: May be either individual's E-mail address or group's URL

Note

Data Type: Text
Length: Variable, 255 char. max.
Ordinal Position: 18
Required: No
Description: Note (searchable) (optional)
Notes: This field generally contains ad hoc information

Stamp

Data Type: Date/Time
Length: Fixed Size (8 char. on input)
Ordinal Position: 19
Required: Yes
Description: Date Stamp—date entry made or last updated (IntFmt)

WorkFlag

Data Type: Yes/No
Length: Fixed Size (1 char.)
Ordinal Position: 20
Required: No
Format: Yes/No
Description: Ad hoc workflag toggled from screen display (optional)
Notes: Set to -1 for "true"

BookXrefs

Data Type: Text
Length: Variable, 255 char. max.
Ordinal Position: 21
Required: No
Description: "Book" ID(s); multiple values separated by "/" (optional)
Notes: Each Book ID corresponds to a record in the table "Books"

ShipLabel

Data Type: Text
Length: Variable, 255 char. max.
Ordinal Position: 22
Required: No
Description: Shipping label (optional)
Notes: May include special directions (e.g., "...Dock, Wilmington St.")

CourierLabel

Data Type: Text
Length: Variable, 255 char. max.
Ordinal Position: 23
Required: No
Description: Courier label (for state only) (optional)
Notes: Varies from mailing and shipping labels

Reserved0--Reserved4

Data Type: Text
Length: Variable, 255 char. max.
Ordinal Position: 24-28
Required: No
Description: (reserved for future use)

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Example 2

Table Name: Books
Date Created: 6/22/95 9:56:48 PM
Last Updated: 1/10/96 8:29:27 PM
Notes: Table of "address books"—one address can be linked to many books. Currently, relational integrity of books/addresses is not being maintained.

Field Names

Book

Data Type: Text
Length: Variable, 25 chars. max.
Ordinal Position: 1
Required: Yes
Description: Address Book Name

Desc

Data Type: Text
Length: Variable, 100 chars. max.
Ordinal Position: 2
Required: Yes
Description: "Meaning" of address Book name

Note

Data Type: Text
Ordinal Position: 3
Required: No
Description: Notes (optional)
Notes: Generally, only ad hoc information is stored here

Stamp

Data Type: Date/Time
Attributes: Fixed Size (8 char. output)
Ordinal Position: 4
Required: Yes
escription: Date stamp (record creation/update)
Format: Short Date (Access 2.0 specification)

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