Training Document: Procedure for Document Review and Preparation

Checklist for Document Review and Preparation

1. Prescreen the document

1. Review the document and earmark the data and text that are to be entered and/or copied for reference. (Highlight or annotate on a photocopy to preserve the original document).
2. Evaluate the general quantity and format of the
data in the document. Determine where data tables can be scanned or acquired electronically and where individual keyboard entry is needed.
3. Note the completeness of location data, methodology, project status and any special observations or instructions.
4. Assign a priority level for data entry.

2. Check for redundancy (use successive sorting on key fields)

1. Check whether the samples, measurements, or meta-data in the report are already entered from a differing reference.
2. Check for differing versions or dates of the reference.
3. Determine which of multiple documents, samples, or analysis is to be cited and annotate as needed.

3. Evaluate the condition of the data and metadata

1. Determine the status of the location data.
2. Determine whether data are in standard units.
3. Identify any data requiring new fields or qualifiers.
4. Note any major gaps in the data, the paper-trail, or the meta-data.
5. Mark or record any items that should be included in "Comments" fields.
6. Record questions or items needing further thought, decisions, or investigation.

4. Enter references in the Project Bibliography.

Include entry of keywords such as the parameters studied, agency, area and lab references, number of records or samples analyzed, and pertinent studies in original report which are not included in database   As data are entered, a bibliographic listing of data sources and references must be maintained. Start an Endnote bibliography with all the references you enter. Papers and reports should be entered with all the authors’ names, year, title of the report, journal name, or agency name, volume, report name, and any other information pertinent to this reference.

Moffett, A.M., Poppe, L.J., and Lewis, R.S., 1994. Trace Metal Concentrations in Sediments from Long Island Sound. U.S. Geological Survey Open-File Report 94-620

5. Enter data following the "Procedure for Data Entry into Database Tables"

6.  Rescue meta-data

1. If no latitude and longitude are listed in the document, proceed to recover the location by digitizing the data from a chart, inquiring from persons involved in the study, or searching in documents about ancillary analysis from the same location. Several techniques are available to recover locations from maps:
• digitize the map and use software (e.g. GIS, or other plotting programs) to assign locations
• scan and "stretch" maps to fit calibrated location maps
• scale latitudes and longitudes (from a copy enlargement) using proportional dividers and standard maps
• prepare a transparent grid overlay using a Gerber scale and/or 10-point dividers
• match features of NS and EW scales to a standard map using copy reductions or enlargements
  
  
2. If paper-trail or citation is incomplete, proceed to recover the original document, inquiring from persons involved in the study, e.g., primary authors or agencies.  Several places can be checked to attempt to compete a paper-trail or citation:
• scientific libraries and/or journals
• original document source such as author or agency
• online CD-ROM databases
• other persons involved in the study or others who have worked with that particular author or agency