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CORE PC Data Collection Procedure
From time to time Core IMS Ltd will need to collect anonymised data from counselling services, in order that the data may be used in workshops for demonstration purposes, to author custom reports, or for the data to be included in Core National Research Databases (NRDs). The process of data collection is normally achieved using our secure file upload web page over the Internet.
Please note (1): Our attempts at collecting data from some services in the past have been hampered by IT departments who have been unwilling to release data to a third party without having the necessary permissions. Generally the best way to inform your IT department is to send an email to your IT manager explaining that you are happy for your data to be passed on to CORE IMS, and that you give permission to do so. Please send a copy (cc) of the email to email@example.com for our records.
Collecting CORE PC Data
1. Identify where your CORE PC Data is stored.
There are normally two types of Core PC installation:
1.i. Where the data is stored on a User's machine OR
1.ii. Where the data is stored on an SQL Server managed by your IT department.
The machine that stores the CORE PC Data (the "Server") can be identified by observing the splash screen when CORE PC is first opened:
The above example shows "Server: (local)". This indicates that the data is stored on the machine on which CORE PC has been opened. This will usually be the case when CORE PC is installed on a single machine.
The above example shows "Server: MIKE1". This indicates that the data is stored on a computer named "MIKE1". The computer "MIKE1" could either be a user's machine, or an SQL Server maintained by your IT department.
If you think the "Server" machine is a user's machine that you have access to, try opening CORE PC on that machine, and it will show "Server: (local)" when CORE PC is opened. If you cannot find the "Server" machine, ask your IT department to identify if the machine is a user's machine, or an SQL Server that they manage.
2. Create a Backup file of you CORE PC data.
Having identified the "Server" machine, the next step is to create a Backup File of you CORE PC data. The process is slightly different for the two scenarios outlined above:
2.i. The CORE PC Data is stored on a User's machine:
- 2.i.a. Open CORE PC and log in as "admin".
- 2.i.b. Go to the "Tools" menu and select "Backup". NOTE: If you are using CORE PC Version 2.56 or later Go to the "Admin" menu and select "Backup".
- 2.i.c. Choose a location to save the CORE PC Backup File (usually this will default to the "C:" drive).
- 2.i.d. Make a note of the CORE PC Backup File Name (e.g. "corebackup16+08+200713-22-34.cbz").
- 2.i.e. Click on "Save" to save the CORE PC Backup File.
- 2.i.f. CORE PC will display "Compact and backup complete!" when the CORE PC Backup File has been created.
Please note (2): If you receive an error that says "cannot create output file" when you try to create a CORE PC Backup File, you will need to contact your IT department. This problem usually arises if your IT department have not given you sufficient permissions to create / modify files in the following locations:
"C:\Program Files\Microsoft SQL Server\MSSQL"
Alternatively if you are running on Vista or Windows 7 may need to adjust SQL Server permissions to allow you to perform manual backups.To do this click Start > Programs > Microsoft SQL Server 2005\Configuration Tools > SQL Server Configuration Manager. In the left hand window click: SQl Server 2005 Services.Then in the right hand window double click "SQL Server (express)". On the properties window that opens set SQL to log on as: "Local System Account". Click OK. Close the SQL Server Configuration Manager.
2.ii. The CORE PC Data is stored on an SQL Server managed by your IT department:
In this case you will need to get your IT department to do the following:
- 2.ii.a. Create an SQL Server backup file from the SQL Server that they manage of the CORE PC database (usually called "corepc" - the database name can be seen as above in the splash screen when CORE PC is opened). This is best achieved using "Microsoft SQL Server Enterprise Manager" or "Microsoft SQL Server Management Studio Express".
- 2.ii.b. Create a compressed (zipped) file with an appropriate file name containing no spaces and the date and time that the file was created (e.g. "coredata16aug07-13_42.zip"). When compressing the data we recommend that you make use of AES256 encryption provided by modern compression programs such as Winzip or 7zip (free), and communicate the password to us by telephone to our main office on 01788 297130.
- 2.ii.c. Upload the data file as per the next step outlined below.
3. Upload the CORE PC Backup File to our Secure File Upload Page.
Having created the CORE PC Backup File, the next step is to click on the link below to access the CORE IMS Secure File Upload Page:
Enter the following User Name and Password to access the CORE IMS File Upload Page:
User Name: upload
Password: (call CORE PC support on 01788 297130)
Once you have accessed the CORE IMS File Upload page, click on the "Select" button. The "Choose file" dialogue box will then appear, and you will need to find the CORE PC Backup File created in step 2 of these instructions. If you saved the file to the "C:" drive on your machine, click on the "Look in" drop-down box, and select the "C:" drive from the list of available options.
Once you have located the CORE PC Backup File, click once on the file to select it, and then click on the "Open" button.
The file will be proccessed and a progress bar will be displayed. This may take some time depending upon the speed of your Internet connection.
Once the processing has been finished click "Submit" to complete the file transfer.
Once the file has been uploaded, the CORE IMS File Upload Page will then display the message "File(s) successfully uploaded:" followed by the name of the file uploaded.
Once you have uploaded the CORE PC Backup File, please send an email to firstname.lastname@example.org to let us know what the name of your CORE PC Backup File is. That way we can easily identify the file that contains your data.
If you have any problems, please contact CORE PC support on 01788 297130, or email us on email@example.com.