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CONTENTSList the title of the database and, optionally, its acronym.
Example:
Archives and History Contacts (ACON)
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.
List the name of the agency, organization, section, branch, etc. that sets policy with regard to accessing this database.
Example:
Department of Cultural Resources/Division of Archives and History/ Director's Office
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 ("/").
Provide a narrative description of the database, writing for a non-technical audience. Descriptions can be as long as 500 words.
Example:
ACON is a database containing "contact" information -- names, titles, addresses, phone numbers, etc. -- related to individuals and groups associated with the division's public recordsmanagement program. In its present release, it is used as both a practical tool and sample database for the development of records indexing standards.
ACON is a Microsoft Access, Version 2.0 database. Each record in the ACON primary table, "Contacts," includes a mailing label and a wide variety of other contact-related information. Each Contact record can be linked to none, one, or many "address books" (listed in the cross-reference table "Books"); each book can be processed independently. The book, ACERMstr, for example, lists all the appointed members of the Advisory Committee on Electronic Records (ACER). Other important Books include those for county and municipal attorneys, state and university records officers, individuals requesting inclusion on the "electronic records" mailing list, and officials of the Department of Cultural Resources and its Division of Archives and History.
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.
List one of the following:
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."
None
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:
North Carolina General Statute § 70.18 notes that "information concerning the nature and location of any archaeological resource, regardless of the ownership of the property, may be made available to the public under Chapter 132 of the North Carolina General Statutes or under any other provision of law unless the Department of Cultural Resources determines that the disclosures would create a risk of harm to such resources or to the site at which such resources are located."
Cultural Resources has determined that disclosure of information contained in three fields in the CREP site record would create such a risk. These fields, representing approximately 3% of the site information, are accordingly closed to public inspection: (1) UTM Zone (site location by UTM coordinates), (2) Directions to Site, and (3) Owner/Tenant Information.
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:
All digital copies are generated as DOS files (typically, Microsoft DOS 4.20); each copy is represented by one file (which may be several megabytes in size). Files are provided on 1.44 Mb diskettes (IBM-PC compatible). The layout of output files depends on the export type option (.mdb, .rtf, .txt, or .xls) selected. It should be noted that only the .mdb and .xls formats provide data in a form that can be directly manipulated; both the .rtf and .txt formats require additional editing by the user. For further descriptions of these formats, consult the table indexes for this database (see "Database Digital Copy Media and Costs List") and standard references on Microsoft Access 2.0, Microsoft Excel 5.0, and Microsoft Word 6.0a.
For each digital form listed above, note specifications and costs.
Example:
Any DOS copy: 1.44 Mb 3-½" diskettes, 135 tracks/inch, $1.00/diskette.
For each available printed, plotted, or photographic database output format, list per-unit costs.
Example:
Standard 8-½ x 11" printer output (200 dpi): $0.15/page.
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:
Custom report preparation: $35.00/hr., to be billed in fifteen-minute increments, plus listed costs of digital and printed reproduction media.
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).
For each pertinent module listed above, furnish a list of data fields (read also "columns"; "data elements") and provide the following information for each:
Notes on "Description":
The division highly recommends that this description be included
since it is often critical to the public's understanding of the
general information contained within the database.
In most commercial database products, this description is created
and stored in the data dictionary or table definition.
For certain fields in legacy databases, this description may neither exist nor be determinable,
in which case "unknown" should be entered.
Notes on "Restricted Field Indicator" (citation formatting):
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)."
Generating an Annotated List of Fields Report:
If the database includes
data dictionaries or table definitions and the capability to generate
reports of same, the required annotated lists of fields can be
generated upon user request via the database's dictionary/table
standard report. This avoids the necessity of storing large volumes
of paper, ensures the currency of information provided to the
public, and encourages better database documentation practices.
Preparation for generating "on-demand" field lists
includes making certain that the dictionary/table definition entries
are accurate, and that closed fields are noted. See also "Reporting
Table Descriptions".
Agencies are urged to review the more detailed reporting requirements of the division's "Advanced Database Indexing" guidelines before developing any software or procedures for reporting annotated fields. See Advanced Database Indexing draft.