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CCDB Diskette File Utility Program I. Introduction The purpose of the utility program ('UTILITYC.EXE' is the compiled version, 'UTILITYC.BAS' is the BASIC source code) is to enable users to partition and recombine the CCDB data files to suit their special needs. The program is designed for the counties and cities file sets. The program is not needed for and will not work with the place file set. UTILITYC is neither a data base system nor a sophisticated display program. UTILITYC may expedite the selection and reorganization of the data before entering a data base package. A. File Partitioning The program provides for vertical and horizontal partitions of files to be extracted. A vertical partition refers to a subset of data items or variables for all geographic areas. A horizontal partition refers to a subset of geographic areas for all data items. Simultaneous horizontal and vertical partitions are also possible (a subset of data items for a subset of geographic areas). Typical partition jobs are: selecting the State totals, selecting records for a single State, selecting SMSA counties. B. File Recombination If several data files include records for the same areas in the same sequence the user may next want to combine them into a file with longer records. This can be done in several steps with two input files and one output file used at each step. At each step, wanted items on the input files can be selected so that unwanted items do not appear on the output file. The utility program allows 2 files with identical record identifiers to be combined into an output file with the same record identifiers. The user can specify the data items to be selected from each file and their order in the output files. Data files can also be combined with the file containing area names and metropolitan area codes. C. Additional Functions Additional functions are included in the utility program to assist in the partitioning and recombining of data files. The program allows the user to list the files on the disks on the A or B drives; to list the data dictionary for a data file (see below); or to list the data in a data file. These functions can be accessed without leaving the utility program. D. Data Dictionaries Each data file in the CCDB set has an associated data dictionary file that contains a record for each data item in the data file. The utility program automatically generates a data dictionary file for each partition and recombination produced. Data Dictionary file names and data file names are related. Data files have the extension '.TXT'. Dictionary files use the same base name and the extension '.DCT'. These data dictionaries should not be confused with the consolidated data dictionary for the entire file set, CNTYDICT.DOC and CITYDICT.DOC. The data dictionaries referred to in this document are the abbreviated ones found on the same disk as the associated data file. When copying data files be sure to always copy the associated data dictionary file. UTILITYC will not operate on a data file if the associated data dictionary file is not present on the same disk. (Dictionaries are not present on the data disks for the State edition. One set of dictionaries is provided on the U.S. Summary disk (C34). The dictionaries may be copied onto the data disks prior to use of the UTILITYC program. The names of the data files are not the same for all of the States. The State code is appended to the base part of the data file name. File 10 for Alabama (State code 01) is not merely CCDB10 but CCDB1001. When copying the dictionaries for a particular State, the State code should be appended onto the base part of the file name. Alternatively, the State codes could be removed from the data file names. Then the dictionaries could be copied without changing their names. Since a maximum of 112 files are allowed on a double sided diskette, and since 70 files comprise the county and city data sets, it is not possible to place all of the associated dictionary files on the diskette with the data files.) II. A Demonstration of the Program. If you have not yet made a working copy of the CCDB disks do so before proceeding. Do not use your master copies. The following demonstration assumes a system with two disk drives designated A and B. If you have a system where a second drive has a designation other than B, substitute that designation wherever the letter B appears in the following demonstration. The following demonstration uses county data. Similar examples could be carried out using city data. But sample files for cities are not provided. To apply these examples using city data files, substitute a four digit city code wherever a three digit county code is indicated in the following demonstration. A. The Master Menu Insert the Documentation/software Disk into drive A. Insert a second disk into drive B. This disk must not be write protected and must have at least 100,000 bytes of freespace available. After the A> prompt enter 'UTILITYC'. (If the compiled version of UTILITYC does not work then remove the disk in drive A; insert a disk containing BASICA; copy BASICA onto the disk in drive B; reinsert the Documentation/software disk into drive A; and enter 'B:BASICA UTILITYC'.) The master menu will appear as shown in figure 1. ---------------------------------------------------------------- MASTER MENU ----------------------------------------------------------- 1. LIST FILE NAMES 2. LIST DICTIONARY FOR A DATA FILE 3. LIST DATA FROM A DATA FILE 4. PRODUCE A SUBSET OF A DATA FILE (VERTICAL AND/OR HORIZONTAL) 5. COMBINE TWO INPUT FILES INTO ONE OUTPUT FILE (VERTICAL) 6. PRODUCE A COPY OF A DATA FILE WITH AREA NAMES AND CODES ADDED 7. FINISHED ----------------------------------------------------------- ENTER NUMBER : ---------------------------------------------------------------- Figure 1. Master Menu B. Listing File Names Enter a '1', 'LIST FILE NAMES.' Next hit the RETURN (or ENTER) key. (It is to be understood from here on that no user response is complete until the user hits the RETURN or ENTER key.) The system will respond 'ENTER A FOR A DRIVE, B FOR B DRIVE.' Enter 'A'. The system will list the files on the Introductory disk as shown in figure 2. ------------------------------------------------------------------- DEMO1 .DCT DEMO1 .TXT DEMONAME.TXT DEMO2 .DCT DEMO2 .TXT INTRODUC.DOC UTILITYC.BAS DBASEII .DOC UTILITYC.EXE MSANECMA.SDF CMSA .SDF PMSA .SDF CNTYDICT.DOC UTILITYC.DOC ------------------------------------------------------------------- Figure 2. Display of the names of files on the Documentation/ Software disk Note the five file names 'DEMO1.TXT', 'DEMO1.DCT', 'DEMO2.TXT', 'DEMO2.DCT' and 'DEMONAME.TXT'. These are the five files used in the rest of the demonstration. DEMO1.TXT is an extract from the first CCDB data file, CCDB01.TXT. The extract contains records for U.S. total, and all records for the States of Alabama and Alaska, a total of 93 records. DEMO2.TXT bears the same relationship to the second CCDB data file, CCDB02.TXT. DEMO1.DCT and DEMO2.DCT are simply copies of CCDB01.DCT and CCDB02.DCT, the data dictionary files for the first and second data files. DEMONAME.TXT is an extract from the file CCDB00.TXT. CCDB00.TXT contains a record with the area name and metropolitan area codes for all areas in the county file set. DEMONAME.TXT contains a record for each of the areas contained in DEMO1.TXT as just described. Hit the RETURN (or ENTER) key, the master menu reappears. C. Listing the Dictionary for a Data File Enter a '2' 'LIST THE DICTIONARY FOR A DATA FILE'. The system will ask for the name of a file. Enter 'DEMO1'. (Do not include the file suffix 'TXT' or'DCT'. This rule applies throughout the system when referring to data or dictionary files. Whenever a file name is requested, enter only the base part of the name.) The display appears on the screen as shown in figure 3a. The corresponding display for DEMO2 appears in figure 3b. ------------------------------------------------------------- DATA DICTIONARY FOR FILE : DEMO1 --------------------------------------------- 1. LAND8001 LAND AREA IN SQUARE MILES 1980 2. POPG7001 POPULATION (APRIL 1) 1980 3. POPG8001 POPULATION (APRIL 1) 1970 4. POPG8002 RANK OF COUNTY POPULATION 1980 5. POPG8003 POPULATION PER SQUARE MILE 1980 6. POPG8005 URBAN POPULATION 1980 --------------------------------------------- HIT RETURN TO CONTINUE. fig. 3a DATA DICTIONARY FOR FILE : DEMO2 --------------------------------------------- 1. POPG8009 WHITE POPULATION 1980 2. POPG8011 BLACK POPULATION 1980 3. POPG8013 AMERICAN INDIANS, ESKIMOS AND ALEUTS 1980 4. POPG8014 ASIAN AND PACIFIC ISLANDERS 1980 5. POPG8017 SPANISH-ORIGIN POPULATION 1980 6. POPG8040 FEMALE POPULATION 1980 --------------------------------------------- HIT RETURN TO CONTINUE. figure 3b ------------------------------------------------------------- Figure 3. Data dictionary displays for DEMO1 and DEMO2 Each line of the display describes one data item in the file DEMODATA.TXT. Using this function, the user is able to see what data items are in a file. After the listing, the system again writes 'HIT RETURN TO CONTINUE.' Hit RETURN. The master menu appears. D. Listing Data from a Data File Enter a '3', 'LIST DATA FROM A DATA FILE'. The system first asks for an input file name. Enter 'DEMO1'. The system then responds with the question: 'DO YOU WISH TO SELECT A SUBSET OF RECORDS? (YES/NO): If you respond 'No' (just 'N' will do), all of the records in the file will be listed. Enter instead 'Y'. The record subset specification menu shown in figure 4 will appear. ----------------------------------------------------------------- RECORD SUBSET SPECIFICATION OPTIONS ------------------------------------------------ 1. USE CURRENT STATE-COUNTY CODE SPECIFICATIONS 2. DISPLAY CURRENT SPECIFICATIONS 3. OBTAIN SPECIFICATIONS FROM A FILE 4. SAVE CURRENT SPECIFICATIONS INTO A FILE 5. ENTER NEW SPECIFICATIONS 6. RETURN TO MASTER MENU (NOTE: FOR CITIES USE A FOUR DIGIT CITY CODE INSTEAD OF A THREE DIGIT COUNTY CODE.) ------------------------------------------------ ENTER NUMBER: ----------------------------------------------------------------- Figure 4. Record subset specification menu The first four options will be explained below. Enter a '5' 'ENTER NEW SPECIFICATIONS'. The instructions shown in figure 5 appear. ----------------------------------------------------------------- ENTER STATE-COUNTY CODES. THREE FORMS ARE VALID. ----------------------------------------------------------------- FORM 1 : <STATE-COUNTY CODE>-<STATE-COUNTY CODE> SPECIFIES A RANGE FORM 2 : <STATE-COUNTY CODE> SPECIFIES A SINGLE AREA FORM 3 : SAME AS FORM 2 BUT CONTAINING DON'T CARE CHARACTERS ('?'). E.G. ??000 SPECIFIES A GROUP OF 52 RECORDS: THE U.S. TOTAL RECORD, 50 STATE TOTAL RECORDS, AND A RECORD FOR THE DISTRICT OF COLUMBIA. FORM 3 MUST BE USED ALONE. FORMS 1 AND 2 MAY BE INTERMIXED AND REPEATED BUT ALL CODES MUST BE IN ASCENDING SEQUENCE. (NOTE: FOR CITIES USE A FOUR DIGIT CITY CODE INSTEAD OF A THREE DIGIT COUNTY CODE.) ----------------------------------------------------------------- ENTER CODE(S) OR END: ----------------------------------------------------------------- Figure 5. State-county code specification instructions Enter '??000'. The system will list the state-county codes selected (that is, '00000', '01000','02000'). Upon completion of the specifications, the system responds with the message 'THE AREA CODES SELECTED ARE NOW THE CURRENT SPECIFICATIONS.' followed by 'HIT RETURN TO CONTINUE.' Hit RETURN. The menu shown in figure 4 reappears. If the specifications are complex, they can be saved in a file using option 4 and recalled later using option 3. Room for a small file must be available. Any DOS-permitted name can be used. File extensions are not provided. The user may include them. The convention for data and dictionary file names (see section II B above) does not apply to specification files. Enter a '2', DISPLAY CURRENT SPECIFICATIONS'. The system will list the codes specified above as shown in figure 6. --------------------------------- AREAS CURRENTLY SPECIFIED ------------------------- 00000 01000 02000 ------------------------- HIT RETURN TO CONTINUE. -------------------------------- Figure 6. Sample area specification listing Hit RETURN. The system again returns to the menu shown in fig.3. Enter a '1' 'USE CURRENT STATE-COUNTY CODE SPECIFICATIONS'. This option is the 'exit and proceed' option and the only option that does not loop back to the menu shown in figure 3. The system responds with the question 'DO YOU WISH TO SELECT A SUBSET OF ITEMS? (YES/NO)'. Having specified a vertical subset of records, we are now faced with the decision of specifying a subset of items within each record. A 'No' answer means we want the entire record listed. Enter 'YES'. The system responds with 'Enter the position of one or more selected item(s)(or END):'. Say the first, third, and fourth items are desired. Enter a '1'. The system responds again as above. Enter a '3'. After the system responds, enter a '5'. Now after the system responds enter 'END'. This sequence of entries specifies that only items 1, 3, and 5 are to appear in the output. The data listing shown in figure 7 will appear on the screen. --------------------------------------------------- ID LAND8001 POPG8001 POPG8003 ----- ----------- ----------- ----------- 00000 0 3539289 0 226545805 0 640 01000 0 50767 0 3893888 0 767 02000 0 570833 0 401851 0 7 ----- ----------- ----------- ----------- 3 RECORDS LISTED HIT RETURN TO CONTINUE. --------------------------------------------------- Figure 7. Data listing sample This may take some time to appear if you are requesting records at the end of a long file. Hit RETURN. The master menu will reappear. E. Partitioning Data Files Enter '4', 'PRODUCE A SUBSET OF A DATA FILE'. The system will ask for the input file name. Enter 'DEMO1'. After reporting the number of items contained in the file, the system will ask for the output file name. Enter 'B:EXTRACT1'. When the system asks if you wish to select a subset of records respond 'YES'. The menu shown in figure 4 reappears. This time enter a '2', 'DISPLAY CURRENT SPECIFICATIONS'. The system will list the three codes specified above. (See fig. 6.) Hit RETURN. The same menu will reappear. Enter a '1', 'USE CURRENT STATE-COUNTY CODE SPECIFICATIONS'. The system will then ask 'DO YOU WISH TO SELECT A SUBSET OF ITEMS?' As before, select items 1,3, and 5. While processing the request, the system lists the area code of each record selected. The processing concludes with a statement of the number of records written to the output file followed by 'HIT RETURN TO CONTINUE'. A data dictionary for the output file is automatically created. Hit RETURN. The master menu reappears. Before proceeding, repeat the previous paragraph using DEMO2 as the input file name and B:EXTRACT2 as the output file name. Use the current specifications for record selection. Select items 2, 3, and 4 from each record. F. Combining Data Files Enter a '5', 'COMBINE TWO DATA FILES INTO ONE OUTPUT FILE'. The following text appears stating the rules for combining files and the consequence of their violation. THIS FUNCTION ASSUMES THAT THE TWO INPUT FILES HAVE THE SAME RECORD COUNT AND ARE IN THE SAME SEQUENCE. ANY MATCH FAILURE WILL RESULT IN TERMINATION OF THE REQUEST AND DELETION OF THE OUTPUT FILE. THE TWO MISMATCHED IDS WILL BE PRINTED. The user is given an option to cancel the request at this point. The system will request two input file names and one output file name. Use 'DEMO1' for the first input file, 'DEMO2' for the second input file and 'B:COMBO' for the output file. (Note that files EXTRACT1 and EXTRACT2 produced in the last section could have been used here but are not. EXTRACT1 will be used later in section G.) The system will then offer two options for selecting and ordering items for inclusion in the output file as shown in figure 8. ----------------------------------------------------------------- ITEM SELECTION AND ORDERING OPTIONS ------------------------------------------------------------- 1. ALL DATA ITEMS FROM BOTH INPUT FILES WILL BE PLACED IN THE OUTPUT FILE (INPUT FILE 1 ITEMS FOLLOWED BY INPUT FILE 2 ITEMS). 2. USER WILL SELECT AND ORDER ITEMS. ------------------------------------------------------------- ENTER NUMBER : ----------------------------------------------------------------- Figure 8. Selection and ordering options menu Option 1 is simple and needs no further discussion. Enter a '2', 'USER WILL SELECT AND ORDER ITEMS'. The system will ask for the selection of items from the input files to be included in the output file. The system asks a pair of questions for each selected item: 'WHAT FILE IS THE NEXT ITEM TO BE SELECTED FROM (1 OR 2)?' and 'WHAT IS THE SEQUENCE NUMBER OF THE ITEM WITHIN THAT FILE?'. (The user must refer to a printed version of the data dictionaries for the respective files to select the desired sequence numbers. See fig. 3 above.) This pair of questions is repeated until 'END' is entered in response to the first question of a pair. Enter responses for the following (file,sequence number) pairs: (1,3), (2,2), (2,3), (2,4), (2,5), (2,6). The specification procedure, when finished, will appear as shown in figure 9. ----------------------------------------------------------------------- ENTER FILE FROM WHICH NEXT ITEM IS TO BE TAKEN (1 OR 2) (OR 'END') : 1 ENTER THE NUMBER OF THE DESIRED ITEM FROM THAT FILE : 3 ENTER FILE FROM WHICH NEXT ITEM IS TO BE TAKEN (1 OR 2) (OR 'END') : 2 ENTER THE NUMBER OF THE DESIRED ITEM FROM THAT FILE : 2 ENTER FILE FROM WHICH NEXT ITEM IS TO BE TAKEN (1 OR 2) (OR 'END') : 2 ENTER THE NUMBER OF THE DESIRED ITEM FROM THAT FILE : 3 ENTER FILE FROM WHICH NEXT ITEM IS TO BE TAKEN (1 OR 2) (OR 'END') : 2 ENTER THE NUMBER OF THE DESIRED ITEM FROM THAT FILE : 4 ENTER FILE FROM WHICH NEXT ITEM IS TO BE TAKEN (1 OR 2) (OR 'END') : 2 ENTER THE NUMBER OF THE DESIRED ITEM FROM THAT FILE : 5 ENTER FILE FROM WHICH NEXT ITEM IS TO BE TAKEN (1 OR 2) (OR 'END') : 2 ENTER THE NUMBER OF THE DESIRED ITEM FROM THAT FILE : 6 ENTER FILE FROM WHICH NEXT ITEM IS TO BE TAKEN (1 OR 2) (OR 'END') : END ------------------------------------------------------------------------- Figure 9. Listing showing the specification of items for a combined file. After the user enters 'END', the system will process the request. The area codes will be listed on the screen as the processing proceeds. When finished, the system will report '93 RECORDS OUTPUT. HIT RETURN TO CONTINUE'. Hit RETURN. G. Copying Data Files With Area Names And Metro Codes Added UTILITYC is not designed to partition the geographic reference files (CCDB00.TXT for counties and CCDB40.TXT for cities). The system will, however, add the area names and metropolitan codes from the geographic reference files to the records of data files. This operation must be deferred until all desired partitions and recombinations of data files have been completed since the files output using this operation cannot serve as input to other UTILITYC operations. The typical application will append the area names and metropolitan codes as the final step before entering a data base package. From the master menu enter a '6', 'PRODUCE COPY OF A DATA FILE WITH AREA NAMES AND CODES ADDED'. The system will respond: 'ENTER DATA FILE NAME : '. Enter 'B:EXTRACT1'. The system will then respond: 'ENTER OUTPUT FILE NAME : '. Enter 'B:WITHNAME'. The system will then respond: 'ENTER GEOGRAPHIC REFERENCE FILE NAME : '. Enter 'DEMONAME'. (When dealing with the actual CCDB file sets you wil enter 'CCDB00' for the county geographic reference file or 'CCDB40' for the city geographic reference file.) The system will list the State-county codes on the data file as they are matched by records from the geographic reference file. Upon completion, the system will report: 'NAMES AND CODES ADDED TO 3 RECORDS. HIT RETURN TO CONTINUE.'. Hit RETURN. The master menu will reappear. The system does not provide a means of listing this output file. To do that we must first exit from UTILITYC. Enter a '7', 'FINISHED WITH UTILITYC PROGRAM'. 'A>' should appear on your screen. Turn your printer on and enter 'TYPE B:WITHNAME'. The listing should appear as shown in figure 10. ------------------------------------------------------------------- A>TYPE B:WITHNAME 00000, , , , ,"UNITED STATES",0,3539289,0, 226545805,0,640 01000, , , , ,"ALABAMA",0,50767,0,3893888,0,767 02000, , , , ,"ALASKA",0,570833,0,401851,0,7 ------------------------------------------------------------------- Figure 10. Listing of file with names and codes attached