Database Committee

The Database Committee is comprised of I&R database staff in the state, primarily from IN211 Centers and Area Agencies on Aging, but also includes libraries and other human service database managers. The full Database Group meets via conference call and/or webinar on "second Tuesdays " primarily for training, technical assistance and resource sharing. The IN211 Database Committee is responsible for the following activities:
  • Adopting a common geostructure, standardized keywords list, needs list, Taxonomy levels, data fields for sharing and a Style Guide for data entry;
  • Ensuring access to resource data among Centers;
  • Creating a web presence for public data searches;
  • Preserving local customized services and reports;
  • Protecting proprietary rights and data uses, as appropriate; and
  • Advising consultants about technology plan, as appropriate.

The IN211 Board adopted the IN211 Database Plan in September 2006. Focus areas for workteams include: Style Guide, Division of Labor (to reduce duplication), Taxonomy Customization, Online Database, and Training. * The IN211 Database Plan guides the work of the committe, as we prepare for a full database upgrade. The IN211 Database Inclusion Policy or the IN211 Required Standard Data Elements are included in the IN211 Operations Manual. To download a full copy, click here. What follows are frequently requested documents and "works in progress" for DB staff.

IN211 DATA SHARING AND STANDARDIZATION
Standardized Keywords
* Standardized Keyword List
* Issues in Key Words - Unmatched (spelling, typos), Mirrored and Wrong Keywords
* Mirrored Keywords - examples of "mirrored keywords" - please ensure both are attached, as well as county keywords

Standardized Needs Lists
IN211 has adopted the AIRS standardized needs list which is connected to Taxonomy.

Data Sharing - Exports
All IN211 Centers must regularly provide both Resource Data and Caller Data. The Master Resource Data Export Schedule ensures that C2H has updated information from all Centers. For help in exporting your records, contact us.
Instructions for exporting data to other IN211 Centers
Export Statewide Keywords
Extract to call archive
Instructions for Using Alternative Caller Archive Utility
Attaching Similar Keywords
Deleting Keywords Not in Use
Checking for Empty Site ID Fields

Sample Agency Form
Sample Program Form

DB INCLUSION REVIEW TEAM
The Board adopted a Database Inclusion Review Process in addition to the Inclusion Policy. IN211 Centers and Data Partners that have questions about inclusion may submit issues to the Review Team. See DB Inclusion Policy.

FREQUENTLY REQUESTED IN211 DATABASE MATERIALS
* IN211 Database Inclusion Policy
* IN211 Standard Resource Data Elements
AAA Information
CCR Information
AAA Map
CCRMapAll
Final Approved Call Record Definitions available in Operations Manual
Caller Data Elements - Contact IN211 for additional information about data field requirements

IN211 Geostructure
• In late 2004, many IN211 Centers implemented a common geocoding structure within Iris (both 2.3 and 3.0). This system includes all zip codes, cities and counties in Indiana, as well as all 50 states and commonly included major cities.
• The IN211 Geostructure allows for I&Rs and IN211 Centers to share resource data through import/export functions.
• The Geostructure is available in two zipped files. The first includes the geographic files to replace those already used in Iris. The second is a script file that "attaches" the geocodes to your programs, according to the smallest geo code already in your database.
• Map of Regions in Iris Geostructure

Geo Codes to download
• 30 Send
• 30 Main
• Regions in Iris Geostructure

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