CART File Management
You should create and keep a "backup" copy of your CART census transcription file. We advise you to keep this backup updated. |
You will also need to learn how to export the CART transcribed data file. If you are a new volunteer to the Census Project, your State Coordinator may request a spot check of your work after a few hundred entries. After you have completed the transcription, you will export the file to send to your proofreader. When the proofreader has finished his/her work and you have made any needed corrections to your trancription, you will export the file again and submit it to the USGenWeb Census Project.
EXPORTING a File from CART
Export your CART census information to a file - - and then
you can attach the exported file to an email message for submitting your transcribed file to
the USGenWeb Census Project, or for sending your file to your proofreader.
To export a file from CART you need to get to the main-menu.
If you are already in CART finishing a
click the [Close] button to
get to the main-menu.
If you are just opening CART,
click the [Cancel] button to
From the main-menu in CART, click on
From the drop-down menu, click on "DBF".
If the Census file you want to export is not
highlighted in the "Choose Census" list, click to highlight it,
then click the [Export] button.
On the "Location to save export file"
dialog-box - - - the name of the exported file will be right underneath the
"File name:" box, and the subdirectory where the file will be
exported to is right underneath "Folder".
the file name and subdirectory information on a piece of paper so you will
have it when you later need to attach the file to an email message.
Click the [OK] button to start the Export process.
After the export is complete a message box will display
"Census Exported", click the [OK] button on the message-box.
Following the above instructions will create a copy of your
census file and the exported file will have the file-type (also known as
"extension") of .DBF
If you are submitting a copy of your file to the USGenWeb
Census Project, or sending a copy to your proofreader, you can send an email
message and attach the .DBF file to the email message.
IMPORTING a file into CART
If you have a .DBF file and you want to get that file into CART, you go
through an IMPORT process.
To import a file into CART you need to get to the main-menu.
From the main-menu in CART, click "Import".
On the drop-down list, click "DBF"
In the "Folders:" area, navigate to the
subdirectory that contains your .DBF file.
In the "File name:" box on the left, click to
highlight the .DBF file.
Click the [OK] button.
On the "Import Census Abstract" dialog-box,
click the [Import] button.
On the "Import Census Abstract" message-box,
click the [Yes] button.
Note: If a message-box appears with "ST, County,
Year already exists. Overwrite?" - - if you click the [Yes]
box, it will replace the same-named ST/County/Year you already have in
your CART with this new version of that census. If you click the
[No] button, it will cancel the import process. (If you want a
second file for the same St/County/Year to be in your CART, you will
need to use the "Split County Name" field to keep it from
overwriting the current copy of the census.)
After the import process finishes a message-box will
appear with "Import Complete" - - click the [OK] button.
The new imported census file will now be available on the
"Census Abstract", Open, Open Census Abstract dialog-box.
Making a BACKUP Copy of your Census File
A lot of your hard work and time go
transcribing your census records and creating a backup after you are done
entering records for the day is a
very good safety precaution. Creating a backup copy of your census file is
something you should be doing on a regular basis.
CART is a database program, and the records for individual counties (or split
parts of a county) for which you have created abstracts - - are all stored
together in the database. The database file is named cartdata.mdb.
Each individual county (or split part of a county) can be exported from the
database to create a separate .DBF file.
The cartdata.mdb file will be in the c:\cart
subdirectory on your hard drive. The exported .DBF files will be in
whatever directory you selected during the export process.
Use your File Manager (Explore on Windows95/98) to copy the exported .DBF file
and/or the cartdata.mdb to
diskette. If the file is too large to fit on diskette, use zipping software to zip the
If you ever need to get a copy of a .DBF file back into CART, you can IMPORT
it. If you ever need to use the backup of the entire database (the
cartdata.mdb file), you can rename the current c:\cartdata.mdb file to another
name, and simply copy the backup file cartdata.mdb back into the c:\cart
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