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Chapter 2

Using the WINKS Database

Introduction

Options on the File and Edit menus are used to manage your data. From these menus you create and manage databases, enter data, change data, create new data fields from existing ones, and perform other data maintenance tasks. This chapter explains how to create, enter and manipulate data within WINKS and how to create a data report.

Database Creation and Design

The process for entering data and performing an analysis can be summarized in three steps:

Step 1: Create a database.
Step 2: Enter data into the database.
Step 3: Choose an analysis option.

 The following sections explain how to create and enter data into WINKS.

Creating a New Database From the File Menu

Before you can enter data into a database, you must create a new database. The "New Database" option on the File menu is used to create a new database.  The structure, or layout, of a database must be described before you enter your data. WINKS allows you to create a new database in two ways:

The following sections describe these two options.

Creating a Database From a Pre-defined Structure
A pre-defined structure is a "blank" (or template) database designed for a particular analysis type. Using a pre-defined database allows you to create a database for your analysis without having to worry about what fields are necessary, what type they should be, their width, and so on.

The list below contains examples of some of the pre-defined database descriptions available when you choose to create a new database. Choose the option that will create a database structure for the kind of analysis you will perform. For example, if you need to enter data for an independent group t-test, you would choose the option called "Independent Group t-test or ANOVA." The proper database structure for this analysis will be created and then you can enter your data into the database. Here is a sampling of the pre-defined database options:

The actual list contains many more pre-defined database types -- generally one for each WINKS analysis type.

When you select the "New Database" option, you first name the new database, then  choose either the "Custom"option or one of the predefined database options, as shown in Figure 2.1


Figure 2.1

If these database structures are close to, but not exactly what you want, you can choose one, then edit the structure in the data spreadsheet (as described later in this chapter).

Note: When you select an analysis type without first opening a database, WINKS gives you the option to Open a current database or Create a new database. If you choose to create a new database, WINKS will automatically create a database from the pre-defined list that matches the type of analysis you have chosen. This is often the easiest way to create a new database for a specific analysis type.

Creating a Customized Database
If none of the pre-defined database structures meet your needs, you need to create a customized database. When you choose to create a customized database, you need to consider these items:

The following sections describe how you create a customized database structure to match your analysis needs.

Specifying Field Types Required by an Analysis
When you create a new database, you must specify certain information about each data field, including the field name, type, width and number of decimals (if any):

1. The FIELDNAME: A fieldname must be 1 to 10 characters in length and MUST begin with a character (a to z) and can contain letters, numbers and the underscore character "_". Upper and lower case DO NOT matter, since the name is always translated into all upper case.

2. The TYPE: Type may be . . .

CHARACTER - May contain any characters.

NUMERIC - Must contain numbers only. Example permitted numbers are:1.00, -4.32, 6, 10000. Example illegal numbers are: 450-23-1232, $23.95, 123 Maple. (For data like these, use the character type.)

DATE or LOGICAL fields can be created in WINKS, but WINKS analyses will only use numeric and character fields.

3. The WIDTH of the field: Choose a width so that the maximum number of characters needed will fit into the field. Watch out for negative numbers, a "-2" takes up two characters. Also, count the decimal point as one character. For DATE or LOGICAL types, field widths are automatically set at 8 or 1 respectively.

4. DECIMALS: Decimals are only valid for numeric fields. This specifies to WINKS how many decimal places to retain in the field. For example, if you wish to store numbers that are dollar prices, your data may look like "9999.99". This field would have a width of 7, with 2 decimals.

Do you need a Grouping Variable?  
A grouping variable is a code that tells WINKS how to separate data values into groups -- such as control group versus experimental group or male and female or 5 levels of socioeconomic status. If your data contains information on two or more groups, you should include a grouping variable in the database. A grouping variable could be character (e.g., a,b,c etc.) Or numeric (e.g., 1,2,3, etc.).

For example, suppose you will be comparing the mean heights of two groups. WINKS needs a grouping variable in order to be able to tell which group each observation is from. Your grouping variable could be 0 and 1, 1 and 2, a and b, old and new, or any other designation that makes sense to you. Suppose you choose to use 1 and 2 as your grouping designations. You might call this grouping variable group, and your height variable height. You can then visualize the database as consisting of two columns of information, group and height:

GROUP           HEIGHT
  1                     60.4
  2                    55.9
  1                    60.2
  1                    58.0
  2                    54.3
etc...

From this example you can see how WINKS can now tell that the height 60.4 belongs to an individual in group 1, the height 55.9 belongs to group 2 and so on. For more details, see example 2 later in this chapter.

WINKS Database Limitations

The WINKS database can safely hold up to 32,000 records, although most analyses are limited to fewer records. See the Help options for a list of specific limits on each analysis type.

Database Examples

This section provides you with two examples of creating a WINKS database. Go over these examples before creating your own database and performing your own analysis. Following these examples will answer a number of questions you may have about how to use WINKS. The examples are:

Example 1, using a pre-defined structure  
This example shows how you would perform an independent group t-test in WINKS using one of the pre-defined database structures.

In this example, 13 plants were randomly allocated to two groups. Group one received the present fertilizer and group 2 received a newer fertilizer. After a period of time, you observed the heights of the plants. The results are: 

Present fertilizer        Newer fertilizer
46.2 cm         51.3 cm
55.6            52.4
53.3            54.6
44.8            52.2
55.4            64.3
56.0            55.0
48.9

In order to enter this into a database, you must assign group numbers (or letters) to each group. For example, we will call the "Present fertilizer" group 1 and the "Newer fertilizer" group 2.

The database will include thirteen records (one for each plant) and two fields (one for the response and one for the group indicator). When entered into the database, the data will look like this: 

GROUP   HEIGHT
1	46.2
1	55.6
1	53.3
1	44.8
1	55.4
1	56.0
1	48.9
2	51.3
2	52.4
2	54.6
2	52.2
2	64.3
2	55.0

To create this database, follow these steps:

Step 1: From the File menu  select "New database."

Step 2: You will be prompted to enter the name of the database you are creating. For this example, use the name TTEST. (The data will be saved in a file named TTEST.DBF.)

Step 3: The dialog box shown in figure 2.1 will appear. Since you are performing an independent group t-test, you can select the option "Independent group t-test or ANOVA" from this list. This process automatically builds a database structure suitable for entering data for this kind of analysis. In this case, the database will contain a grouping field GROUP (where you will enter a 1 or 2, the fertilizer type) and an observation field OBS (where you will enter the height.)

Step 4: A data entry spreadsheet will appear where you will enter the data as shown above. The data you will enter in the first record is 1 (press enter) and 46.2 (press enter). When you type the 46.2 and press enter, your cursor will automatically move to record number 2, where you will enter 1 and 55.6, and so on. See figure 2.2. 


Figure 2.2

Enter the data for the thirteen records. For each record of a "Present fertilizer" observation, enter "1" for the GROUP variable. For the "Newer fertilizer" observations enter a "2" for the GROUP variable. The eighth record is 2 and 51.3. Once all 13 records have been entered, the program will be waiting for a 14th record to be entered. Stop entering with 13th record, and don't press enter. (else you'll end up with a blank record.) Select "exit" from the file menu, and answer yes to save the data.

Step 5: You will return to the main WINKS menu. From the analyze menu, select "t-tests and ANOVA," then "Independent groups (t-test, ANOVA." A field selection dialog box allows you to select the data and group field for this analysis. Select group as the group field and OBS for the data field. See chapter 4 (or chapter 3, example 1) for more information on interpretation of the results.

Example 2, Creating a Customized Database Structure  
This example shows you how to enter a customized database. The data is listed below. Each row is one student. GRADE is the grade received in the class, age is age, SEX is gender, WT is weight and SCORE is the score on a 25 point pre-test.

Step 1: From the File menu, choose the "New database" option. You will be prompted to enter the name of the database. Enter the name MYDATA (or a name of your choice, limited to 8 charactrers).

Step 2: A list of database structures will be displayed similar to the list on page 2-4. For this example, choose the "Create a customized database" option.  

Data for the customized database example: 


OBS    GRADE    AGE SEX  WT SCORE 
1	A      	18   M 165   22.3  
2	B      	19   M 145   22.8  
3	B      	17   F 122   22.8  
4	C      	18   M 196   18.5  
5	B      	17   M 188   19.5  
6	B      	18   F 140   23.5  
7	C      	19   F 121   22.6  
8	B      	20   F 112   21.0  
9	C      	19   F 122   20.9  
10	A     	18   M 176   22.5  
11	B     	18   M 165   23.3  
12	A     	19   M 135   21.8  
13	A     	18   F 121   24.8  
14	C     	19   M 186   16.5  
15	B     	17   M 148   18.5

Step 3: Define the database structure: for each field (each column of data) in the database, you must specify the following information:

For the data in this example, you will use the following information: 


Field name	Type	Width	Dec
 
GRADE 		C	2 
AGE		N 	3 
SEX  		C	2 
WT 		N	4 
SCORE		N	5	1

The GRADE and SEX variables are of type "C" (character) and the rest of the variables are numbers "N". Only the score variable requires a decimal value. Enter the information about the database structure into the database definition screen. The final structure definition screen should look like figure 2.3.  


Figure 2.3 - Specifying the structure of a database

Notice that the widths defined here are actually 1 character wider than actually needed. If you are not pressed for space in the database, this will make your listings easier to read.

Step 4: A data entry screen will appear listing the names of all of the fields and an area to enter the data. Enter the data into the spreadsheet.

Step 5: Before exiting the data entry screen, you can correct errors in data entry mode by moving your cursor to a cell and re-entering data. See sections later in this chapter concerning other techniques of manipulating the database. Exit and save the database by selecting the "exit" option from the File menu. You will return to the WINKS main menu screen.

Step 6: Once you have entered your data into the database, you are ready to perform one or more analyses. For example, from the Analyze menu  choose the "detailed statistics" option. See Chapter 4 for more information about using the Analyze menu options.

Main File and Edit Menus

The File and Edit menus on the main WINKS menu screen are used for the following purposes: (see also the Spreadsheet File and Edit menus described later in this chapter.)

New database  
When you choose "New Database" from the File menu, you will be prompted to enter the name of the database. Enter a file name such as MYDATA. (eight characters maximum.) Once you have entered a filename for the database, you can choose from a list of pre-defined database structures, or create your own. See examples 1 and 2 earlier in this chapter for a tutorial on using a pre-defined structure or creating a customized database structure.

Open a database  
The "Open a database to use" option on the File menu allows you to access information in a dBase file that you created in WINKS, in dBase, or in any other program that creates .dbf files. Use this option to choose the database that you will be analyzing. When you choose the "Open a database" option on the File menu, a list of databases currently in the default directory will be displayed. Select the database you want to use, and click OK.

Once a database is open, you will see its name at the bottom left of the screen, along with the number of records in the database.

Delete a database  
The "Delete a database" option allows you to delete a database and its related missing values files (if any.) If no database is open,  a list of databases will appear. Choose the database to delete, and the file(s) will be erased from your disk.

Utilities - export, import, report, sort  
This menu provides several data utilities. When you choose this option, the WINKS utilities menu appears. It allows you to choose from these options:

Journal options -- The Journal option displays a submenu allowing you to clear, print,  edit, or delete your output journal.

Print setup -- Allows you to choose your printer type.

Exit -- Use this option to end the WINKS program.

Edit Menu  
The Edit menu opens the Spreadsheet data editor. If you have not opened a database, you will be prompted to select a database. See "Spreadsheet File and Edit Menus."

Spreadsheet File and Edit Menus

Once you display the spreadsheet database editor, you will notice that it also has File and Edit menus. These menus are specific to the spreadsheet, and have different options than the main File and Edit menus.

The data spreadsheet is used for entering or editing data in WINKS. To enter data into the spreadsheet, simply click on a cell and enter a value. When you press enter, the spreadsheet moves the cursor to the next cell, allowing you to enter another value. The following options are available in the WINKS spreadsheet:

Options on the Edit menu are:  

  Items on the Options menu are:

Data Editing Techniques

The first part of this chapter introduced you to the database spreadsheet options available in WINKS. The remainder of the chapter gives details concerning several topics concerning data entry and manipulation.

Missing Values Codes
Sometimes in the collection of data there are values that are lost or cannot be gathered. These are called "missing values". When such values occur, it is important for the program to know that the values are missing so that statistical calculations may take this into account. Missing values are usually designated as an impossible value. For example, the missing values designated for the variable AGE may be -9, since it is impossible for the variable AGE to have the value -9. When the program is asked to calculate the mean of AGE, for example, it will ignore those records where AGE is -9 in that calculation if -9 has been specified as the missing value code. In most WINKS procedures, there is a casewise deletion of the record from calculation whenever a missing value is encountered.

Once you designate a missing value code for a variable, it is up to you to make sure that this code gets placed into your database in the proper records and fields.  For example, if you have designated -9 as the missing value code for AGE, you must make sure that in your database a -9 appears in the field AGE if that data is missing or unknown.

A standard dBase III file does not have a way to designate missing values, but WINKS allows a way for you to designate these values in this program. The "indicate missing value codes" option on the File menu is used to set up these values. When this option is selected, the program will display an entry screen that is similar to a data entry screen. You may enter one missing value for each field name. The missing value must obey the definition of the field in terms of length and type.

Once missing values are entered, they are stored on disk in a file named filename. MV, where "filename" is the name of the designated database. If a new variable is created using the transformation procedure, its missing value is appended to the missing value file.

You may change or correct the missing values for a database at any time by calling up this option. If missing values are already designated for the database, they will be displayed on the entry screen, and you may edit them or accept them as they are.

Note: If missing values are not used, and there is a blank numeric variable in a calculation, it may be treated like the value 0 (zero), so it is important to use missing values if your data contains such entries. Otherwise, the statistical calculations may be in error!!

Sorting the Database in the Data Editor
While editing a database in the data editor, you can select a column, then choose either "Ascending Sort" or "Descending Sort" from the Options menu. This will sort your database according to the data in the selected column. If you wish, you can then save the sorted database. The old sort in the File menu has been retained for those who prefer its use.

Selecting Random Samples
To select a random sample of records from a database:

1. Open a database then select edit.

2. In the data editor, select Options/Random Sample.

3. Enter the number of records you want in your sample.

The editor will randomly mark records until there is only the number unmarked that you want to use. Once the random select is made, you have two choices:

1. You can select Edit/Pack to permanently delete all of the marked records, so you will only have the sample remaining in the database.

2. Save and use the database with the marked records still in the database. Any analysis you perform will ignore those marked records. You can reedit the database later and select another random sample.

For instance, open the EXAMPLE database, then select edit. From the Options menu, select Random sample, then choose 20. You will notice that 20 records will remain unmarked, and 30 will be marked.

Select File/Save As and save the database under the name SAMPLE. Then select Analyze/Detailed statistics and request statistics on the AGE variable. Notice that the "N" for the statistics is 20.

Return to Edit, and select another random sample, of size 15. Then exit and save (again to SAMPLE) and repeat the Detailed analysis. This time only the sampled 15 records are used.

You can return again to the editor and use the Edit/Unmark all option to unmark all records from the database, then save it. Using this procedure, you can take random sample from a database without actually getting rid of any records.

Recently Added Functions in the Data Editor
Two new functions have been added to the data editor, RND and RECNO.

RND() returns a random number between 0 and 1 (uniform distribution) and

RECNO() returns the record number (row) of the record.

NOTE: On the functions RND and RECNO, it is important to place the empty parentheses on the end of the function , as in RND() and RECNO().

For example, the RND() function may be used to place random numbers in a database. If you wanted numbers between 0 and 100, you could calculate the expression RND()*100 in a row of the data spreadsheet.

 

Using Formula Entry And Text Replacement

Use mathematical expressions to calculate new numbers from existing numbers in the database fields. For the latest information about mathematical expressions available, view the supplemental documetation file named formula.doc or refer to help.

The following information shows how the "formula entry" option can be used to calculate new values. The standard arithmetic operators available are: 

ADD		+ 
SUBTRACT	- 
DIVIDE		/ 
MULTIPLY	* 
EXPONENTIATION 	^

Following are a few example of correct expressions:

AGE/HEIGHT  
VAL1-VAL2 
(AGE*TIME1)+3.2

Several functions are also available such as LN, LOG, SQRT, SIN, ABS, INT and more. See the supplemental documentation or help for a complete list of functions. Example use of functions are: 

LN(Age)
SQRT(AGE*HEIGHT)
SIN(SCORE)

The "Text replacement" option on the File menu is another way to place information into cells. You can highlight an entire row, and place text in all cells, or you can highlight one or more cells, and replace text in only those cells using the "text replacement" technique.     

Data Editor Recode

The recode option in the WINKS editor makes it simple to restructure the information in your database. To recode data you must have a numeric column (field) ready to receive the data. You may need to use the Edit/Insert Column option to create a new field before performing the recode. To perform the recode in the data editor:

1. Select the “Recode” option from the Edit menu.

2. The recode dialog box is shown in figure 3.

3. Select the field name where the results will be placed. Also select the field used for the recode comparison.

4. Fill in the recode comparisons and results fields. Note that the comparison fields are left inclusive. That is, if you specify a comparison of between 1 and 2, the program will check for: “If field is greater than or equal to the value of the left field and less than the value of right field.” For a recode of a single number, put the same number in both fields.

5 If applicable, select what value to recode if the comparison field contains a missing value.

6. Click OK. Check your results.

Entering and Importing Data into WINKS  

To enter data from a file into a new database, use the "import" options on the main WINKS File/Utilities menu. If you already have a database created, you can append (or add) new records to that database using the "Append" options on the Data Editor File menu.

To append records to an existing database, first open that database and go to the Data Editor. When you choose the "Append records..." option from the Spreadsheet File menu, you can select to append from an ASCII file or from a database (.dbf) file.

Entering Data From an ASCII File  
 When you choose to enter data from an ASCII file, you will be asked to specify the name of the input file.

The data from the ASCII file will be entered into the database. If there are already records in the spreadsheet, the new data from the ASCII file will be appended (added) as new records to the spreadsheet. Note: data will be entered according to the widths of each field in the database. If the data does not match the fields, the imported data will not properly be displayed in the fields.

Appending Data from Another dBase File  
 To append data from another dBase file into an existing database, first open the dBase file and go to the Data Editor. Then, select the option to Append data from a dBase file. Note: the data in the file to be appended must contain the same field names as the spreadsheet currently being edited.

Moving Data from Another Program 
Some programs, such as Lotus 1-2-3, Excel and others can save data as a dBase file. Look in your manual's index for dBase or dbf to see if your program will produce a dBase file. If it will, this is usually the easiest way to move data from another program into WINKS.

If you have a Lotus 1-2-3 wks or wk1 file and cannot use the Lotus program to translate it, you can use the WINKS import feature from the "Utilities/Import" option from the File menu on the main WINKS menu screen.

This translation facility will translate 1-2-3 version 1a files. Symphony and other versions of wk* files may or may not be able to be translated with this program. However, it seems to work okay on lotus 1-2-3 2.1 and twin "wkt" files and most other wk* files. This translator will not work with Lotus version 3.x or higher files.

The program will ask for a range of the table to translate. This must be in the form such as a1.r5, where a1 is the top left of a rectangular region, and r5 is the bottom right. You will also be allowed to pick the type of output format for the data, either an ASCII or dbf file. To allow the data to be used in WINKS, choose to convert to the dbf format. An example file on disk to translate is test.wks, which contains data in cells a1.h6.

You are given a choice to let the program pick the names of the resulting dBase fields, or to specify them yourself. By default, the program will choose names such as columna, columnb, etc. If you choose, you can specify your own names, and you will also be able to specify certain field characteristics such as type (program assumes character, you may specify character or numeric) width (program assumes width from wks file), and in the case of a numeric field, number of decimals.    

Excel Spreadsheet Import Through the Clipboard
To facilitate moving data from other Windows programs, WINKS uses the procedure in File/Utilities menu called Excel/Paste Import. It allows you to import data by copy and paste. Although the name "Excel" is used in this feature, it will actually work from any Windows spreadsheet or database program that supports the Windows clipboard. To use this procedure:

Step 1: Highlight and copy a range of cells in Excel you want to move into WINKS. You have two ways you can do this.

Step 2: Begin or switch to WINKS, and select the File/Utilities "Excel/Paste Import Option."

Step 3: You will be asked if the top row of cells contains variable names. If the answer is yes, click on "Yes", if not, click on "No"

Step 4: WINKS will import the spreadsheet into the program. If the top row of cells did not include column names, you can double-click on each column label and enter a new name for that variable before saving the spreadsheet.

Importing Nondelimited ASCII files
If the program you are using does not support dbf or worksheet files, it probably allows you to output data as ASCII files. These are also called "text" files, "DOS" files, or "sdf" (standard data format) files. To move data into WINKS using an ASCII file, make sure the file is of the form described above in the section titled "entering data from an ASCII file." sometimes you may have to edit the text file output from a program using a text editor to make sure the columns of data are all in fixed columns. You can do this with an editor such as WordPerfect. Make sure you save the resulting file in ASCII (dos, text) format. Then, follow the steps outlined above to import the ASCII data into a WINKS database file.

Using Comma Delimited ASCII Files  
If your program outputs comma delimited ASCII files, that is, there is a comma between each field, WINKS can import this data using the "comma delimited" option in the file utilities file menu option on the main WINKS menu screen.

The data to be imported can contain number and character fields. Character fields must be enclosed in quotes "". An example file on disk is excomma.dat. The first few lines of this file are: 

"a",12,22.3,25.3,28.2,30.6,5,"text"
 
"a",11,22.8,27.5,33.3,35.8,5,"text"
 
"b",12,22.8,30.0,32.8,31.0,4,"text"
 
"a",12,18.5,26.0,29.0,27.9,5,"text"

The import procedure looks at the first line of the file to determine how many fields to create. This file has 8 fields. The first and last are character. The fields will be named var1, var2, etc. You can change these names in the "Modify database" option, main menu. The import will attempt to create widths that will allow full storage of numbers and text.  Everything after that is automated.

Exporting Data to SAS and other Programs
You may output the data from your WINKS (dbf) file into a standard ASCII text file. (often called an sdf file - standard data format file.) Outputting the data is useful for transferring your data to other programs. Along with the output of data, you may also output a "format" file, which describes the contents of the text file. This file can be output in "dBase" style or "SAS" (statistical analysis system) style. The SAS format could be used in a SAS input statement to read the ASCII data file into the SAS program. These format descriptions are also helpful in preparing to enter the data in other programs such as SPSS, SYSTAT,  Basic programs, 1-2-3 and others.

To export data, choose the file/"utilities" option on the main WINKS menu screen. From the "utilities" menu, choose the "export data."  you will be prompted to enter the name of the output file. Usually, the data is output to a .txt file. Other information may be output to a .fmt or .SAS file.

If your currently opened database is example, the default output file will be example.txt.

Next, you will be prompted to specify the output format description. Your choices are:

The dBase output description will provide you with information about each field in the output file similar to the information in the file/"display structure" menu option.

The SAS code to create a SAS data file will output a SAS program code that you could use to create a standard SAS data file. (SAS is a program from SAS institute, inc.). The sample SAS code option produces the SAS program code that would perform a SAS program "proc print" using the output data.

Printing a Report
You may output a listing of the data in the dataset (or a selected subset of the database) by using the report facility. To use this procedure, choose "Data Report" from the File/Utilities menu in the main WINKS screen. In this procedure you may specify the following report features:

Note: You may want to place a coded variable in your data set which will allow you to easily select a subset of data to output. To select a subset, uncheck the "Output all Records to Report" option. Subset searches can be:

1) Exact: Case is ignored.

2) First one or more letters in a field: (al* matches allen, albert, etc)

3) Keyword: match a letter pattern within a field (i.e., [al] matches allen, bales, etc).

Report results will be displayed in the viewer, where you can choose to print or save the report for future use.

If the report is too wide to fit on a single width of the specified paper width, the report will be printed in parts. A partial report from the example database is displayed below: 

EXAMPLE REPORT                                               
RECORD G AGE  TIME1 TIME2 TIME3 TIME4 ST
       R                              AT  
       0                              US  
       U                                     
       P                                 
------ - ---- ----- ----- ----- ----- --  
 1     A  12   22.3  25.3  28.2  30.6  5  
 2     A  11   22.8  27.5  33.3  35.8  5  
 3     B  12   22.8  30.0  32.8  31.0  4  
 4     A  12   18.5  26.0  29.0  27.9  5  
 5     B   9   19.5  25.0  25.3  26.6  5  
 6     B  11   23.5  28.8  34.2  35.6  5  
 7     C   8   22.6  26.7  28.0  33.4  3  
 8     B   8   21.0  26.7  27.5  29.5  5  
 9     B   7   20.9  28.9  29.7  25.9  2  
 10    A  11   22.5  29.3  32.6  33.7  2

It is highly recommended that you output a report of your dataset, to use in proofing your database entries, before performing analyses on the data.

Continue to Chapter 3 

 

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