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Stream and Lake Monitoring Protocol
SOP 14 – Data Management, v. 1.0, Page 1 of 9
Stream and Lake Monitoring Protocol
Arctic Network (ARCN), Alaska
Standard Operating Procedure (SOP) # 14
Data Management
Version 1.0 (November 2007)
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This SOP summarizes data management of the stream and lake monitoring protocol for
Arctic Network (ARCN). Here we document the Microsoft Access Database ?.mdb used to
house project data, provide instructions for data entry and validation, and outline the
administration of the database. This SOP has been developed following strategies and guidance
for data handling and quality assurance/quality control in the ARCN Data Management Plan
posted at http://www.nature.nps.gov/im/units/ARCN/DataMgt.htm.
NOTE: This SOP is currently being updated by Scott Miller (ARCN NPS).
I. Steams and Lake Monitoring Database
The data base consists of a single file StreamsAndLakes.mdb although an attendant log
file (SteamsAndPondsLog.txt) contains database management notes. Currently, the database file
resides on the Figure 1 shows the relationship diagram for the database. Lookup tables are not
included for clarity. The database is conceptually divided into streams and ponds with tblSite as
the bridging table. Since the database was first developed for streams, some of the stream tables
do not included “stream” in the table name whereas all of pond tables do contain “pond”
(synonymous with “shallow lake”). The database log (see above) contains notes regarding this
and other idiosyncrasies that will be corrected.
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August, 2007
Stream and Lake Monitoring Protocol
SOP 14 – Data Management, v. 1.0, Page 2 of 9
Figure 1. Table relationship diagram for StreamsAndPonds.mdb.
III. Lab Sample Tracking
Because many of the samples collected in this program require extensive laboratory processing
before the data are available it is essential that the samples be carefully tracked and the project
manager ensure that the laboratory provides the ARCN with high quality QA/QC data. To
accomplish this we are developing a sample tracking procedure for water, vegetation and
macroinvertebrate samples sent to laboratories for processing. We envision this to be a simple
process that flags the data at three stages of analysis.
1. Macroinvertebrate and water samples for laboratory analysis (TP, TN, Chla and DOC)
are automatically flagged in the PDA as they are collected. Vegetation samples collected
must be manually flagged in the PDA and on the sample tracking form. This action asks
for some basic information regarding the samples. The laboratory tracking form will
include the following information: type of sample, laboratory responsible for analysis,
date, expected data of return.
2. The second important step in tracking samples is recording the date the samples are
shipped/delivered for analysis. This will simply require an update to the database that
flags the samples as shipped.
3. The final step of the process is receipt of the results from the laboratory. The date of
return and condition of the data should be noted in the database.
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August, 2007
Stream and Lake Monitoring Protocol
SOP 14 – Data Management, v. 1.0, Page 3 of 9
II. Data Entry and Validation
1. Copy the original data sheets. As soon as possible upon returning from the field, make
a copy of each original field data sheet using the double-sided copy feature of the Xerox
machine. Review each copied data sheet for clarity. The copied data sheets will be used
for data entry so it is important that the copied data sheets are readable.
2. Archive the original data sheets. Organize the original field data sheets by lake and
store in the designated fireproof safe or cabinet used by the Shallow Lake Monitoring
protocol.
3. Transfer the Personal Digital Assistant to the Data Manager. As soon as possible
upon returning from the field, transfer the PDA to the data manager for download into
StreamsAndPonds.mdb.
4. Proofread the copied data sheets. Proofread the copied datasheets, making sure that
they have been filled out completely. All data sheets should have been reviewed for
completeness while in the field. However, some deficiencies in data recording may not be
identified until all data sheets have been reviewed as a group and some errors are
inevitable.
5. Proof the data transferred from the PDA. As the copied data sheets are being
proofread verify that the data has been accurately transferred to StreamsAndPonds.mdb
via the PDA.
6. Mark corrections on copied data sheets with red pen. Any corrected errors, or changes
made by the data “proofer” (that are entered differently into the database than they appear
on the data sheet) should be circled and corrected using a red fine-point Sharpie marker.
Notes, in red ink, should be written on the margins or in the comments section whenever
necessary to document the reason for the corrections.
7. Enter the data into StreamsAndPonds.mdb. Enter all of the data into the MS Access
database using the data entry form or by cross checking with the PDA.
8. Proof Initial Data Entry. When all data for a given data entry bout have been entered,
the same person that entered the data will proof the data in the database, reviewing the
data forms and also sorting summaries (from queries) to check for typos, errors, and
blank fields.
9. Independent Proof of Data Entry. After the data have been entered and proofed once a
second person will proof the data from that year.
10. Backup StreamsAndPonds.mdb. Once the second proofing process has been
completed save the StreamsAndPonds.mdb database into a backup file on the YUGA “K”
drive in:
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August, 2007
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SOP 14 – Data Management, v. 1.0, Page 4 of 9
K:\Inventory_Monitoring_Program\CAKN\General_ProjectsAndData\PilotProjects2003\
StreamsAndPonds.mdb\backup*.
The database file will similarly be saved onto a CD-ROM along with any additional files
deemed important. The CD-ROM will then be labeled as “CAKN StreamsAndPonds
database backup” (with the date clearly written as well) and placed in a fireproof file
cabinet in the YUGA office.
11. Inform the Project Leader that data entry for the current year is complete. The data
are ready for analysis.
III. Data Administration
The data management procedures that are common to all monitoring protocols implemented by
the CAKN monitoring program are outlined in the Network the Data Management Plan
(http://www.nature.nps.gov/im/units/cakn/DataMgt.htm).
1.
Data Maintenance. Any editing of archived data is accomplished jointly by the Project
Leader and Data Manager. Every change must be documented in the edit log and accompanied
by an explanation that includes pre- and post-edit data descriptions. All data collected using this
protocol is subject to the following two caveats:
Only make changes that improve or update the data while maintaining data integrity.
Once archived, document any changes made to the data set.
2.
Computer File Organization. Files are organized for the shallow lake monitoring effort
as shown in Figure 2. This file structure matches those of other CAKN monitoring projects on
appropriate local drives as well as the primary CAKN file server. See the network data
management plan for details.
Arctic Network
August, 2007
Stream and Lake Monitoring Protocol
SOP 14 – Data Management, v. 1.0, Page 5 of 9
Figure 2. File organization structure for the CAKN shallow lake monitoring project.
3.
Version Control. Prior to any major changes in the CAKN shallow lake database, a copy
is stored with the appropriate version number to allow for tracking of changes over time.
Versioning of archived data sets is handled by adding an eight digit number to the file name that
represents the month (2 digits), day (2 digits) and year (4 digits). Frequent users of the data are
notified of the updates, and provided with a copy of the most recent archived version.
4.
Data Logs and Backups. Once the data are archived, any changes made to the data must
be documented in an edit log (part of database). Corrections or deletions as a result of data
validation require notations in the original paper field records and in copies used for data entry
about how and why the data were changed. Field forms can be reconciled to the database through
the use of the edit log. Once a data set has passed the QA/QC procedures specified in the “After
the Field Season” SOP, a formal entry is made in the I&M Data Set Catalog (metadata
generation) and the NPS NR-GIS Data Store. An electronic version of the data set is also
maintained on the CAKN program data server (see CAKN Data Management Plan). Backup
copies of the data are maintained on an AKRO server and the NR-GIS Data Store. Tape backups
of all project databases residing on YUGA servers are made daily and stored in a fire- and waterproof safe.
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August, 2007
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SOP 14 – Data Management, v. 1.0, Page 6 of 9
IV. STORET Database
The primary mechanisms that will be employed to enter water quality data into the EPA's
STORET database are a series of input screens (forms/templates), developed as part of the
Natural Resource Database Templates (http://www.nature.nps.gov/im/apps/template), and the
STORET Interface Module (SIM Ver. 2). The input screens (called NPSTORET), developed by
the NPS WRD, will allow Vital Signs Monitoring Networks to enter data about their projects,
stations, metadata, and results.
V. Documentation of Database Tables:
Below is an automated report of the tables and fields in the CAKN shallow lake monitoring
database. Note that only those fields for which field descriptions have been entered are included.
While this list represents the bulk, and the most important, fields in the database, it does not
include all fields at this time. This SOP will be revised to include all descriptions when they have
been entered into the primary database.
TableName
tblInvertebrates
Field Name
Field Type Field Size
Depth
Double
8
AlgalMossCover
Double
8
Embeddedness
Double
8
NumberOfSubsamples
Long Integer
4
SampleType
Text
50
TableName
tblLabInvertResults
Field Name
Field Type Field Size
TaxonShort
Text
50
Voucher
Text
50
for identification
FFG
Text
50
Count
Long Integer
4
LabSampleID
Text
50
responsible for sample sorting and
LifeStage
Text
50
TableName
tblPondEvents
Field Name
Field Type Field Size
SampleDate
Date
8
Wind
Text
50
SiteConditionsComments
Memo
0
WeatherComments
Memo
0
PrecipitationIntensity
Text
50
Precipitation
Text
50
PercentClouds2003Data
Long Integer
4
PercentClouds
Text
10
category
Observers
Text
50
PondName
Text
50
SecchiDepth
Double
8
TableName
tblPondInvertSamples
Field Name
Field Type Field Size
SampleCollectors
Text
50
DominantHabitat
Text
50
sweep was taken
Comments
Memo
0
WaterDepth
Double
8
Arctic Network
August, 2007
Field Description
Water depth in meters
percent
Percent
number of samples pooled for composite sample
"Hess";"Surber";"20 jab"
Field Description
an abbreviated name for the taxon
unique number that relates to a physical voucher specimen to be used
the functional guild of the taxon
number of a given taxon found in the sample/subsample
a unique number assigned to the sample by ABR, Inc. the laboratory
life stage the invertebrate was identified by (eg., larvae, pupae, adult)
Field Description
Date the lake is sampled
estimate the relative intensity of wind
comments regarding site
comments regarding weather
estimate the relative intensity of precipitation
type of precipitation
Estimate of the percent clouds in the sky during the sampling event
Estimate of the percent clouds in the sky during the sampling event by
Names of all observers involved in the sampling event
Lake identification code
estimated depth of the euphotic zone using a secchi disk
Field Description
names of observers that collected sample
description of dominant habitat at the site where the macroinvertebrate
comments
depth at which sample was taken
Stream and Lake Monitoring Protocol
SOP 14 – Data Management, v. 1.0, Page 7 of 9
StandardizedSweep
Boolean
1
was this sample collected by means of a standard sweep or not
InvertSampleID
Text
50
unique identifier for sample combination of park code, pond name and
sample number
PondName
Text
50
Identification code for lake
SampleDate
Date
8
Day of sampling event
DistanceToShore
Double
8
the distance from continuous woody vegetation
SampleNumber
Text
50
number of sample for a given event (a,b,c,d, or e)
TransectNumber
Long Integer
4
transect number from which sample was taken
TableName
tblPondLabInvertResults
Field Name
Field Type Field Size Field Description
LabSampleID
Text
50
Unique identification code assigned by ABR Inc., the laboratory
responsible for sorting and identification
Count
Long Integer
4
total number of individuals of a given taxon found in a sample or
subsample
TaxonShort
Text
50
an abbreviated name for the taxon
FFG
Text
50
the functional guild of the taxon
LifeStage
Text
50
life stage the invertebrate was identified by (eg., larvae, pupae, adult)
Voucher
Text
50
unique number that relates to a physical voucher specimen to be used
for identification
TableName
tblPondLabInvertSamples
Field Name
Field Type Field Size Field Description
SampleDate
Date
8
Date lake sampling event occured
FractionAnalyzed
Double
8
What portion of the invertebrate samples was sorted
PondName
Text
255
Identification code for lake
LabSampleID
Text
255
Unique identification code assigned by ABR Inc., the laboratory
responsible for sorting and identifying
Season
Long Integer
4
what season were samples collected 1= spring (prior to June 21) or 2=
summer (after June 21)
SampleNum
Text
255
number of sample taken for a given event (a, b, c ,d, or e)
TableName
tblPondLabResults
Field Name
Field Type Field Size Field Description
ChlorophyllAUnCorrected Text
50
estimate of chlorphyll a in mg/m3 (not corrected for phaephyton)
DOC
Text
50
Dissolved organic carbon found in water column mg/L
TotalNitrites_Nitrates
Text
50
Total Nitrates/nitrites in water column mg/L
TotalP
Text
50
Total phosphorus in water column mg/L
TotalKjeldahlN
Text
50
Total Kjeldahl nitrogen found in teh water column mg/L
Alkalinity
Text
50
alkalinity as CaCO3 (mg/L)
ChlorophyllACorrected
Text
50
estimate of chlorophyll a in mg/m3 (corrected for phaephyton)
SampleDate
Date
8
Date water sample was taken
SampleNumber
Text
50
water sample number taken from lake (a, b ,c)
PondName
Text
50
lake identification code
TotalN
Text
50
Total nitrogen in the water column (mg/L) = sum of nitrates/nitrites
and total kjeldahlN
TableName
tblPondTransQuadrats
Field Name
Field Type Field Size Field Description
TransectNum
Text
50
Vegetation transect number where plant was found
TableName
tblPondTransSpeciesCollection
Field Name
Field Type Field Size Field Description
TransectNum
Text
50
Vegetation transect number where plant was found
PondName
Text
50
Lake identification code
SampleNumber
Text
50
collection number of plant also written on herbarium sheet
FieldIDSpecies
Text
50
genus species assigned while in field
PostFieldIDSpecies
Text
50
verified identification of genus species
HaveVoucher
Boolean
1
is the voucher stored
CatalogNumber
Text
50
catalog number
AccessionNumber
Text
50
Accession number
Comments
Text
255
comments
SampleDate
Date
8
Date lake was sampled
TableName
tblPondTransSpeciesPointInter
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August, 2007
Stream and Lake Monitoring Protocol
SOP 14 – Data Management, v. 1.0, Page 8 of 9
Field Name
Field Type Field Size
SampleDate
Date
8
Comments
Memo
0
Species
Text
50
TransectNum
Text
50
PondName
Text
50
Distance
Text
50
TableName
tblPondWaterSamples
Field Name
Field Type Field Size
pH
Double
8
measure of the acidity of water)
SampleDate
Date
8
Alkalinity
Long Integer
4
DO
Double
8
WaterColor
Double
8
SpecificConductance
Double
8
measure of ion concentration/salinity)
Temperature
Double
8
Depth
Double
8
SampleNumber
Text
50
PondName
Text
50
SampleTime
Date
8
TableName
tblSite
Field Name
Field Type Field Size
Longitude
Text
50
LongNum
Double
8
LatNum
Double
8
Elevation
Text
50
Surveyors
Text
50
QuadNumber
Text
50
Quad
Text
50
Latitude
Text
50
SiteType
Text
50
ReachNumber
Text
50
SiteName
Text
50
Park
Text
50
GPSDatum
Text
50
GPSType
Text
50
TableName
tblStreamLabInvertResults
Field Name
Field Type Field Size
Voucher
Text
50
for identification
TableName
tblStreamLabResults
Field Name
Field Type Field Size
TotalP
Text
50
TableName
tblStreamsEvents
Field Name
Field Type Field Size
RiparianVegetation
Text
50
unvegetated"
VegetationHeightRightBank Text
50
VegetationHeightLeftBank Text
50
CanopyCoverRightBank
Text
50
OverhangingVegetationLeftB Text
50
ReachGradient
Double
8
WaterSample3
Text
50
DataEntryComments
Memo
0
CanopyCoverLeftBank
Text
50
InvertebrateSample5
Text
50
InvertebrateSample4
Text
50
InvertebrateSample3
Text
50
Arctic Network
August, 2007
Field Description
Date transect is sampled
comments
Genus species of plant
number of transect being sampled
Lake identidication code
Distance along 16 m transect
Field Description
log of the recipricol of the concentration of free hydrogen ions (a
Day of sampling event
a measure of the buffering capacity of the lake water in mg/L
a measure of the dissolved oxygen found in the water column mg/L
color of water APHA platinum cobalt units
a measure of the resistance of a solution to electrical flow (a simple
a measure of water column temperature in degrees C
depth at which sample was taken
number of water sample taken for a given event (a,b,or c)
Identification code for lake
Time water samples were collected
Field Description
dd.ddddd W
decimal degrees
decimal degrees
Site elevation in meters
Names of all observers
USGS quadrangle number where site lies
USGS quadrangle name where site lies
dd.ddddd N
type of site pond or stream
Reach identification code
Stream identification code
Name of park YUCH< WRST DENA from which lake is sampled
datum used in gps
type of gps used
Field Description
unique number that relates to a physical voucher specimen to be used
Field Description
Total phosphorus in water column mg/L
Field Description
dominant type: "Shrubs";"Trees";"Grass";"Forbs";">50%
"<1.5 m";"1.5-3 m";"> 3m"
"<1.5 m";"1.5-3 m";"> 3m"
"0-5%";"6-25%";"26-50%";"51-75%";"76-95%";"95-100%"
percent of reach
degrees
yes, no
Note who entered data or how data were entered
"0-5%";"6-25%";"26-50%";"51-75%";"76-95%";"95-100%"
"Hess";"Surber";"20 jab"
"Hess";"Surber";"20 jab"
"Hess";"Surber";"20 jab"
Stream and Lake Monitoring Protocol
SOP 14 – Data Management, v. 1.0, Page 9 of 9
InvertebrateSample1
Text
50
WaterSample2
Text
50
WaterSample1
Text
50
ValleyBottomType
Text
50
MeanderPatterns
Text
50
meander";"Truncated meanders";"Unconfined meander
InvertebrateSample2
Text
50
TableName
tblWaterSamples
Field Name
Field Type Field Size
WaterColor
Double
8
Temperature
Double
8
Arctic Network
August, 2007
"Hess";"Surber";"20 jab"
yes, no
yes, no
"U-shape";"V-shape";"Trought-like";"Flat bottom";"Box Canyon"
"Regular meander";"Tortuous meander";"Irregular
"Hess";"Surber";"20 jab"
Field Description
color of water APHA platinum cobalt units
a measure of water column temperature in degrees C