How to Create a Data Map:
The first step in converting data from one program to another is to create a data map. A data map is typically a five column list that matches each of your current data fields to the correct PastPerfect field. The data map is just a text document and can be produced using any word processor such as MS-Word or WordPerfect. Before creating this map you need to understand what data is contained in each of your current data fields and also in the PastPerfect data fields.

For a complete description of PastPerfect data fields, print the Data Field Descriptions reports from the Collection Reports or System Reports menu of PastPerfect. PastPerfect uses separate databases for objects, photos, archives, library, individuals, members, dues, donations, and loans. There is a separate report for each. Each report lists the field names, a detailed description of the data to be stored in the field, and the type and size of the field. The type and size is listed at the end of the description, for example: [c10] indicates a character field maximum length 10 characters, while [n10,2] indicates a numeric field length 10 with 2 decimal places format #######.## [date] indicates a date field [datetime] indicates a field containing both date and time, and [memo] indicates an unlimited character field

On your data map, the first column should list your database field names and the second column the PastPerfect field names. In creating your map, it is unlikely that the fields will match up perfectly. For instance; your field may contains entries that exceed the character length of the PastPerfect field you want to use. To accommodate this problem you should take a close look at your data to see just how many entries are too long. If it is only a few, you may be able to shorten them. If not you will need to map the data to a longer PastPerfect field. For fields that don’t exist in PastPerfect you can use the user defined fields or you may want to transfer the data into the PastPerfect unlimited description or notes fields. Remember these unlimited fields are searchable in PastPerfect.

Note: When transferring your data to PastPerfect, you may want to modify it slightly. For example, you may have a field for color, which PastPerfect does not. If you decide to put this data in the description field, it would make more sense if the entry was ‘Color is green’ rather than just ‘green’. Or if your object id numbers are in the form 98.1.21 and you want to change them to 1998.001.0021. This type of global modification can be accomplished during the transfer and should be noted in additional columns of the data map.

 Here is an example of a data map for converting data to the PastPerfect Objects catalog:

Your database	PastPerfect	Type	Modify	Notes
Catalogno	ObjectID	c15	Yes	Add leading 0’s and century to create format 1998.001.0001
Donorno	Accessno	c10	No
Name	Objname	c40	No
Location	Permloc	c50	No
Cataloged	Catdate	date	No
Madeof	Material	c75	No
Date	Earlydate	c20	Yes	Change from date to character type field
Condition	Condition	c10	No
Description	Descrip	memo	No
Color	Descrip	memo	Yes	Add ‘Color is’

You will need to create separate data maps for the other types of data you will be converting, such as Photos, Archives, Library, Individuals, and Members. If you create the data maps it will save us the time and trouble, insuring you the best possible price and results.

Copyright © 2007 PastPerfect Software, Inc. All rights reserved.