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- SINGLE FILE: All records from an organization must be submitted on floppy diskettes, CD ROM, or Zip Drive. Other media are acceptable, but please call or e-mail first if you intend to use other media such as tape. E-Mail is acceptable for files smaller than 2 million bytes (make sure you receive confirmation that the file has been received.) Please separate files by the role of your members; i.e., one file for players; one for coaches; one for administrators; volunteers, etc.) or have a record type attached to the each record indicating (be sure to include explanations for record types used.) Please do not de-duplicate by role or households. If you are a joint state association, separate amateur and youth player by files or record type.
If you have any questions or need help with filing data please contact Boyd Reilly at (703) 536-1600 ext.27 or through email at boyd@demosphere.com.
- FORMAT: The following are acceptable data formats:
- dBase .dbf file (PREFERRED)
- ASCII fixed-format .TXT file
- Paradox .db file
- Microsoft Access .mdb file
- ASCII comma or tab delimited .TXT file
- MS EXCEL .xls file
- MS WORKS .wk file MS WORKS .wk file
Other formats are acceptable, but please call or e-mail first.
Note: ASCII formats c. or d. will need a descriptive explanation of each field. Format d. will need documentation of the record layout explaining the starting position and length of each field.
- FIELDS: (all fields are required with the exception of the ones listed as optional)
| ID Number |
A11 (optional) |
| Soc. Security # |
A11 (optional) |
| Salutation |
A15 (optional: Mr., Mrs., Ms., Dr., etc.) |
| First name |
A15 |
| Middle name |
A15 |
| Last name |
A25 |
| Honorific |
A10 (optional: III, Jr., Esq., etc.) |
| Address |
A42 |
|
Address
|
A42 (optional) |
| City |
A20 |
| State |
A2 |
| ZIP Code |
A10 |
| Birth date |
D (mm/dd/yyyy)* |
| Gender |
A1 (M or F) |
| Telephone |
A13 or Area Code A3, Number A8 (optional) |
| Email |
A50 (optional) |
Record Type A20 (optional: include explanations of types used eg. P=Player, C=Coach, R=Ref, etc.)
* In an effort to become Y2K compliant, we are now requesting that all date formats use a 4-character year.
NOTE: Name components (first name, last name) should be in separate fields. City, State and ZIP should, also, be in separate fields.
- COMPRESSION: If the file is larger than a single diskette, then either WINZIP, PKZIP* or ARC compression utilities must be used to compress the file. Compression factors of 6:1 are typical using PKZIP on an address database. This means that the equivalent of 4 to 8 diskettes will fit on a single diskette, and a minimum number of diskettes will need to be handled.
* PKZIP and WINZIP can be downloaded from the WEB without cost at www.pkware.com.
- LABEL DISK(S): Label the disk(s) with your State Association Name or Organization Name and format or software used to download data.
- E-MAIL: You may also send your membership list via e-mail to boyd@demosphere.com..
- Snail-Mail: You may mail your data via snail-mail to: Demosphere International, Inc.
Attn: Boyd Reilly
101 West Broad Street, Suite 500
Falls Church, VA 22046
- HELP: Should you encounter any problems downloading the requested information please call our Database Help Hotline, and ask for or Boyd Reilly (703) 536-1600 ext.27, 9:30am - 5:30pm (Eastern).
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Guidelines
(6/01) FILE TRANSFER INSTRUCTIONS
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