Data Submission

The FIN partners should submit data on at least a monthly basis and preferably on a weekly basis. The timing of submission will depend on partner capabilities and other factors. The transfer of data will be carried out via FTP. The GSMFC site will be the site utilized by the FIN. Each partner will be assigned individual user names and passwords to access this site (which is outlined on the FIN access form). Each state will have its own directory to ensure that confidential data are not accessible to unauthorized users.

The files transferred to the FTP site should be zipped to facilitate efficient transfer and minimize the space required for storage on the FTP site. Once the data has been transferred to the FTP site, partners will notify the FIN IT Manager via e-mail. The e-mail should contain the following information: 1) the filename; 2) the number of records sent; and 3) the file size of zipped file (in MB).

Data File Naming Conventions:

The naming conventions for the FIN DMS files are required in order to establish the sending State, the data type and for FIN DMS program automation.

a. Zip File name conventions for FTP:

STMMDDYYYY.zip - Normal submission for Adds.

STMMDDYYYYU.zip - Normal submission for UPDATES.

ST = Alpha State code. (MS, AL, LA, TX, FL).

MM = Numeric Month file was created (01, 02, 03).

DD = Day file was created.

YYYY = Year file was created (2003).

U = If file contains updates.

.zip = suffix to signify a zipped data set.

Zip file naming examples:

AL01302003.zip

Alabama data for January 30th 2003.

MS10262001U.zip

Mississippi data for October 26th 2001 UPDATES.

b. Data File(s) naming conventions.

The naming conventions for the files, (files contained within the zipped files),

are as follows:

ST_RECORD_TYPE_EVENTID.dat

ST_RECORD_TYPE_#EVENTID.dat

ST = Alpha State code. (MS, AL, LA, TX, FL).

RECORD_TYPE 1. Dealer

2. Dealer_Report

3. Commercial_Fishermen

EVENTID = Numeric month (MM) and Numeric year (YY)

# = If a data set is being resubmitted, then a sequence number is required.

(1,2,3,4).dat = to signify a "DATA" type file.

Data file naming examples:

MS_DEALERS_1203.dat

Mississippi Dealer data for the 12th month, 2003.

LA_COMMERCIAL_FISHERMEN_20503.dat

Louisiana Commercial Fishermen data submission number 2 for the 5th month, 2003.

Note: Event_Id of `0103' and `10103' are identical within the FIN, as they are both considered the 1st submission of data for January 2003.

C. Required File Format(s).

There are two (2) separate formats that the FIN can accept for data loads.

Format 1 requires that each field have a starting position and a ending position.

Format 2 requires each field be bseparated by an exclamation point `!'. A state may send their data in either format on a per file basis but should not change their established format without prior notification to FIN.

Ref: Table D1 - Format 1 of Data Mgmt Proc.Doc; pg. 5-8

P. O. Box 726

Ocean Springs, MS 39566-0726

Phone 228-875-5912 , Fax 228-875-6604