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) Revision History Log: Prev. Version # Revision Date Author Changes Made Reason for Change New Version # 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. Arctic Network 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. Arctic Network 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: Arctic Network August, 2007 Stream and Lake Monitoring Protocol 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. Arctic Network August, 2007 Stream and Lake Monitoring Protocol 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 Arctic Network 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