Rapid Data Entry (RDE)

Although data may be entered directly into BRAHMS, RDE (Rapid Data Entry) is recommended for entering larger numbers of records and also as a first step when importing data from other software packages such as Excel and Access.

RDE files are independent, external DBF data files (FoxPro format). The BRAHMS RDE manager keeps track of your RDE files.

RDE files are rather like Excel worksheets with a flexible structure. You can re-structure RDE files to include only those data fields you need for your project. RDE has functions to speed up, check-as-you-type and standardize data entry. If your database already includes data, you can access these as you add data to RDE files using AutoComplete, Automatching or standard lookup functions. You can also link images of specimens to RDE files to assist when adding or editing data in RDE.

Run through the RDE training exercises to become familiar with RDE data entry.

When ready, RDE files can be transferred to BRAHMS. Data are checked before adding to the BRAHMS dictionaries. Entering data with RDE is thus a two-phase process:

• Adding data into RDE files
• Transferring data from the RDE files into BRAHMS

A series of RDE files does not constitute a BRAHMS database. The data in one RDE file is not integrated with the data in another - although RDE files can be merged to create one large file. Nor is RDE designed as an efficient way to store data in the long term. RDE files are non-relational files with much repetition, hence their simplicity and flexibility.

Advantages of RDE in summary

• RDE provides a high level of security for your data. RDE files are flat, individual data tables, easily copied and backed up.
• The ability to customize RDE file structure to eliminate unwanted fields and optimize field order.
• The use of standard, custom and external lookup functions to locate and copy data in your central database or designated external reference files. You can also enable AutoComplete as you type and AutoMatch to check what has already been entered.
• Record-level data copy functions that can be customized for a particular job (field copy, increment and skip-to-field options).
• The ability to stores images (including images of specimen labels) in RDE files and to use these to assist with data entry.
• Customizable function keys to perform all RDE file and record handling actions, thus eliminating the need to use a mouse.
• The provision of data conversion tools and access to your personal library of FoxPro commands for more specialized data conversions.
• Data import options including direct links to web sites such as IPNI and the Kew Record of Taxonomic Literature.

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