NAPIS® 'Step-by-Step' for using NAPIS Lite Over Time

Below you will find two methods for managing NAPIS over time. The first is the 'central database' method and the second is the 'expedition specific' method; please review the descriptions of both methods before deciding which you will use.

CENTRAL DATABASE METHOD

Use the 'central database' method for maintaining a comprehensive database when your Group collects in the same region or a limited number of regions, or if all your data entry into NAPIS Lite is managed by one person. Data from the NAPIS Lite database can then be periodically uploaded into the central NAPIS Enterprise or NAPIS Laboratory database for your Group.

This method requires less control over different versions of your database in circulation within your Group. It represents the safest way to maintain the 'goodness' of your database with regard to Personnel and Companies.

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EXPEDITION SPECIFIC METHOD

Use the 'expedition specific' method when your Group has Associate Projects working in different regions, and/or if you have expeditions that overlap in their timing. This method supports multiple NAPIS Lite users managing different databases. Data for the expeditions are later compiled into the central NAPIS Enterprise or NAPIS Laboratory database for your Group, managed by your Group's Data Manager.

This method requires careful management of your data and databases. A common problem is when the Person ID and Collector ID values are different between the datasets, causing an erroneous link between the ID and the Collector Name values. The way to overcome this is to create a custom 'data_empty' set that is sent to all NAPIS Lite users; see the Steps below.

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Step 1. Create a custom 'data_empty' set:

Enter data into NAPIS Lite for Companies, Departments, and Personnel. See Steps 2, 3, and 4 in the 'Step-by-Step' for Getting Started.

Step 2. Save the custom 'data_empty' set:

Save this NAPIS Lite database to a directory named for your group (for example: wps_data_empty_2004).

Step 3. Distribute the custom 'data_empty' set:

For each new expedition, use a copy of this Group-specific database as a template. Redistribute copies of the 'data_empty' database each time an expedition's dataset is uploaded to NAPIS Enterprise or NAPIS Laboratory to minimize key violations in future uploads. Update and redistribute the 'data_empty' database as needed, and remind the expedition leaders that they should not add or remove Companies, Department, or Personnel.

If you have customized Lookup tables for your Group, you will want to distribute those customized tables together with the 'data_empty' tables shown below.

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