There are two versions of the CRIS: Administrator’s Version and the User's Version. The main difference is that the Admin version allows all data to be edited, while the User's version turns this off and only allows browsing. Specifically:
·
Administrator’s Version
within the front-end database
· can edit data tables (through View Table in the Main Menu)
· can configure queries for browsing
· can configure new reports for queries
back-end database
· can edit tables
· can add new queries
ArcView project
· can edit APR file and ArcView data
·
User’s Version
within the CRIS program:
· cannot edit tables, can only browse them
· Configure buttons are inactive (i.e. cannot configure queries for browsing or reporting)
· APR file is read-only, and therefore cannot make any changes in ArcView
Eliminating
the editing capability in the User's version helps maintain data integrity.
Administrators will have control over the database and will be the only agency
with the ability to edit or add new data for their country.
We recommend that each CRIS country administrator maintain two versions of the CRIS at all times: a User’s Version that is distributed to users, and an Administrator’s Version into which new data and edits are entered.
WARNING:
Creating Backups
For the Administrator’s Version, a backup copy should be made prior to each editing session of the following files:
C:\Program Files\CRIS\CRIS.mdb
C:\Program Files\CRIS\<XXXX>\CRIS_<XXXX>.mdb
C:\Program Files\CRIS\<XXXX>\AvData\CRIS_<XXXX>.apr
To
make a backup copy of the critical files:
1. Exit Access (or at least close the application within Access).
2. Using Windows Explorer, open the C:\Program Files\CRIS folder.
3. Select CRIS.mdb, and create a copy of it in a file of another name.
4. For each country, <XXXX>, for which an installation pack is being created, open the C:\Program Files\CRIS\<XXXX> directory, selected CRIS_<XXXX>.mdb, and create a copy of it in a file of another name. Do the same for the ArcView project file: C:\Program Files\CRIS\<XXXX>\AvData\CRIS_<XXXX>.apr
Periodically, perhaps once per year, the Administrator’s Version should be ‘frozen’, converted to a User’s Version, and distributed to all other users. E.g., let’s say the first Administrator’s Version is called AdminCRIS 2000. The steps would be as follows:
· In December 2000, freeze the Administrator’s Version (i.e. no further changes will be made).
· Create a User’s Version from it, and give it the name “CRIS 2000”, and distribute this to users.
· Create a copy the Administrator’s Version, and give it the name “AdminCRIS 2001”. This becomes your new working version for the next 12 months, in which you add new data as it becomes available.
· Archive the old version (AdminCRIS 2000).
If you do this every year, you will build up a library of annually archived Administrator’s Versions (AdminCRIS 2000, AdminCRIS 2001, etc.), and users if they wish can also maintain a library of User’s Versions (CRIS 2000, CRIS 2001, etc.). And each year there will always be two current versions (e.g. AdminCRIS 2001 and CRIS 2000).
Even though a new version of the database will be distributed only once per year, we recommend that the Administrator update the data in the CRIS on an ongoing basis rather than waiting until just before the release of the new version. There are four advantages to this:
· Minimising the length of time between data acquisition and data entry decreases the likelihood that data will go astray;
· Any questions or concerns about the data can be addressed on a timely basis;
· The task will be less onerous than having to enter a stockpiled volume of backlog data; and
· The CRIS country Administrator will always have an Administrator’s Version with the most recent data, should queries of very recent data be needed.
Once the current database is frozen for distribution to users, the CRIS country Administrator should keep a copy of the frozen database to ensure they maintain a record of what was distributed each year.
Freezing and distribution of the latest database should occur during the same time each year for consistency.
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Last modified: July 13, 2001