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3.2.2  Step-by-Step Guided Explanation

1. Start the MagIC Console Software

Note   On Macintosh© computers, in particular, you may have to first adjust the Security settings under the Tools menu. Set the Security Level to Medium so you can choose whether or not to enable macros. If you set the security level to low, you will not be asked to enable macros when opening the software (not recommended).

If you encounter an Object Library Not Registered error message on Mac OS X systems, your Microsoft Office© installation contains a corrupt library/preferences/Microsoft/Office Registration Cache X file. Open this file in a text editor, where you should remove all text and save it. Finish by locking this file and restarting Microsoft Office©. The locking of this text file is most essential, otherwise the problem will re-occur.

Upon opening the MagIC Console Software a check will be performed for Software Updates of the software itself and the Controlled Vocabularies file. This check can only be carry out if you are Online with your computer. If an update is available, a message will appear guiding you to the Software Download web page.

2. Generate a New SmartBook File

Note   You will note that after creating a new file (or opening an existing file) that three checks will be performed on your MagIC SmartBook file. First the Version of your SmartBook will be checked. If your file has an older version number, the software will automatically update your file to the latest MagIC SmartBook definition. Then the Integrity of your file will be checked to assure that all tables and columns are present and spelled correctly. This check guarantees that unintentional changes to the SmartBook file are detected and repaired. Finally, the Format of your file is checked and adjusted, if necessary.

3. Run the MagIC Wizard

Note   The MagIC Wizard tool will temporarily hide tables and columns from view, depending on the options you selected. As a result, you can customize your MagIC SmartBook for your own needs. For example, if you only have performed Paleomagnetic Analyses, you can uncheck the Rock Magnetics checkbox in the first step of the wizard, which effectively hides all the RMAG tables and data columns specific to rock magnetic experiments in the MAGIC_measurements table. But you can also individually hide or view rock magnetic experiments (susceptibility, remanence, hysteresis, FORC and anisotropy) in the second step of this wizard.

Note that the selections made in the MagIC Wizard are only applied after clicking the Finish button. You can show all tables and data columns again by clicking the Show All button in the wizard, followed by clicking the Finish button. Although we recommend that you run the MagIC Wizard at the beginning of data population, you can always re-run this wizard while further adapting the settings.

4. Add Your Current Project Citation in the ER_citations Table (This Study)

Note   The first entry in the ER_citations table always gets assigned This study as the short citation name. This is done on purpose to make it easier for you to link all your data in the MagIC SmartBooks to your own Reference. Because in more than 75% of the cases you will refer to your own study, it becomes easier to insert This study instead of the standard Crimson et al. 2005 citation. Be aware that if replacing the first entry with another citation, this new citation will be designated This study!

To navigate between tables you can also use the Microsoft Excel© Tabs at the bottom of your screen.

We recommend that you use the SmartBooks menu option to switch between different files, instead of using the Microsoft Excel© Window menu.

5. Compile Methods Definitions for this Project

Note   If you cannot find the appropriate Method Code by using this dialogbox, you can always request a New Method Code from the MagIC Database Team. If a new code is warranted, it will be added to the master listing of methods that is part of the Controlled Vocabularies file.

You can find a complete listing of Method Codes at the http://earthref.org/MAGIC/methods.htm web-page. You can also reach this page by selecting Method Codes in the MagIC Help menu.

Although we recommend that you run the Add and Remove Method Definitions at the beginning of data population, you can always call up this dialogbox and further adapt the list of In Use ... codes. This means that you can also remove Method Codes that later proof to be not needed in your MagIC SmartBook.

6. Compile Instrument Definitions for this Project

Note   If you cannot find the appropriate Instrument Code by using this dialogbox, you can always define a New Instrument Code by activating the MAGIC_instruments table and clicking the Edit Data button on the MagIC Toolbar. Continue by clicking the New Record button in order to generate a new record and fill out all fields. After uploading your MagIC SmartBook into the MagIC Database this new code will be reviewed and (if a new code is warranted) it will be added to the master listing of instruments.

You can find a complete listing of Instruments Codes at http://earthref.org/MAGIC/instruments.htm. You can also reach this page by selecting Instrument Codes in the MagIC Help menu.

Although we recommend that you run Add and Remove Instrument Definitions at the beginning of data population, you can always call up this dialogbox and further adapt the list of In Use ... codes. This means that you can also remove Instrument Codes that later proof to be unnecessary in your SmartBook.

7. Add other Citations to ER_citations table

Note   Only add references for publications from which you have been compiling additional data, or which you're referring to in order to describe expeditions, locations, sites, samples, specimens, etc. References associated with certain methods or instruments do not have to be filled in by hand, they are automatically retrieved when you've been using the Add and Remove Method Definitions and Add and Remove Instruments Definitions functions (see above).

8. Add all Mail Addresses to ER_mailinglist Table

Note   In this table add addresses for Analysts, Rock Archivers and Scientists that have been associated with this project, either as principal investigators or as participants in carrying out the science.

9. Define the Data and Metadata in the General EarthRef [ER] Tables

Note   Of course, you can type the data directly into the Microsoft Excel© tables, and use standard functionality to Copy-and-Paste data within the current MagIC SmartBook or from other Microsoft Excel© workbooks that are open in (a second instance of) Microsoft Excel©. You can also use the Import ... option from the Operations menu to read in data from Standard MagIC Text Files.

When adding a new record, you can check the Prefill Records checkbox at the bottom of the Edit Data dialogbox. This setting will pre-fill your new record with the data from the "selected" data record in the current/active table. Use this functionality when adding data records that have the majority of their data field entries in common. This significantly improves the speed of manual data entry for larger data sets.

10. Add Age Data to the ER_ages Table

Note   This table has been designed to allow for Radiometric Ages and for age determinations that are related to Stratigraphy. For the latter category it is important to enter the information on the reference horizon (with a stratigraphic height of zero, by definition) as well, so that sample heights can be given relative to these horizons. Preferably, these reference horizons are GSSP's or otherwise internationally recognized strata.

Detailed Radiometric Age information is not required in this table. In the near future, however, such data can be deposited in the online Radio-Isotope Geochronology Databases that will reside under EarthChem.org. As an important result, both the EarthChem.org Geochronology and MagIC databases will be tightly linked with each other to allow for a seamless operation of these databases.

11. Add Measurement Data in the MAGIC_measurements table

Note   Due to the normally large volume of measurement data, it is advisable to make use of the Import function in the Special menu. To this effect, you should store your measurement data in the Standard MagIC Text Files. When using the Import function you can add the contents of these files to the MAGIC_measurements table, either as a single file or as multiple files in one batch.

12. Add Paleomagnetic and Rock Magnetic Data

Note   Due to the normally large volume of derived data, it is advisable to make use of the Import function in the Special menu. To this effect, you should store your data in the Standard MagIC Text Files. When using the Import function you can add the contents of these files to the PMAG and RMAG tables, either as single files or as multiple files in one batch.

13. Perform Data Checks

Note   You can perform the checks for the Selected Table Only or for All Tables in the SmartBook.

You will be prompted to Edit Data for entries that generate errors. Click the Yes button, if you want to repair this entry on the fly. After you corrected the erroneous or missing data entries, these functions will continue to check the next records. If you click the No button, the data check will be aborted.

Before starting these data checks, you may want to run the Synchronize Names function under the Special menu. This function will go through a table and find links for which the definitions are missing in their host or parent tables. When missing links are found, they will be added to the parent tables, while appearing in highlighted "light blue" and "pink" cells for easy detection. The originating data records are highlighted in a "purple" color. You can remove the formatting again by pressing Ctrl Shift S or it will automatically be removed when you run the Prepare for Uploading function.

14. Prepare for Uploading

Note   You will be asked for a confirmation. Click Yes to continue preparing the SmartBook for uploading. Click the No button to abort this action. If you proceed, five different Data Checks will first be performed before the data is saved into a single Tab Delimited ASCII File. This may take several minutes, depending on the complexity and the amount of data stored in the MagIC SmartBook file. Please be patient!

Only perform this action when you're confident that the entire SmartBook has been populated with the data and metadata for your project. If you want to perform any of the Data Checks beforehand, please use the Check Commands at the bottom of the Special menu (see previous step).

15. Upload your SmartBook into the MagIC Online Database

Note   If during the Uploading process you need some additional help, please click on the Help Tab on top of the online webform. This will launch the MagIC Online Help Library and gives you context sensitive help.

To register, click on the Register link in the Topmenu of the EarthRef.org website. If you have forgotten your password and/or username, please go to the http://earthref.org/databases/ERML/ webpage and click on the Forgot Password link. After filling in your email address, your registration info will be sent in an email message. Twice a year you will be sent a Reminder Email with all registration info and a simple link to edit your user profile.