DEPARTMENT OF HEALTH Downloading dBase Data Files - Hints and Help

Data Files to Download
Help & Explanation

Before You Start

I suggest that you make a printed copy of these instructions as that will be easier to read. You can print this page from your browser or save it from your browser's File menu, load it into a word processor and print it from there. Please make sure you have read the Copyright and Disclaimer notices.

Special Note

The functionality to download dBase format data files is still being prototyped. If you have any comments or observations, please let us know (see contact addresses), as feedback helps us provide a service that our customers find useful.

Downloading Data Files

A database application is more versatile than a spreadsheet because it allows you to link different tables together. In order to use downloaded database files you will need a utility program that can uncompress files in ".zip" format and an application that can read database files in dBase format.

The Data Files to Download page displays the various data sets (Inpatient and Outpatient by Trust and Health Authority). These are colour coded using the book metaphor to provide some visual feedback. For each data set, there is one file per quarter containing the main waiting times / waiting list data for all the reporting organisations. For each financial year there is also a set of files giving details of the organisations and the specialties referred to in the quarterly files. The organisational structure changed from year 1998/99 to 1999/00 (and later), so there are different organisations files for the two.

You can download the files you need by clicking on their link and saving them to an appropriate directory. Each link gives the size of the file so that you can estimate how long a download is likely to take.  Note:  Only some data sets are available as database files at present. Where they are available, the entry is shown as a link, with the file size. Where they are not, the entry is plain text and has "N/A" next to it. We hope to make more data available over time.

Using Downloaded Data Files

If your system did not uncompress the ".zip" format files during the download you will need to uncompress them before use. There are many utility programs that can do this. You should end up with dBase format files (having the extension ".dbf") in your directory.

You can read dBase format files in some spreadsheets, but they do not allow you to link tables together. If possible use a database application, such as dBase, Access, Approach or Paradox. These will all use or import files in this format. Link the Orgunit table to the quarterly data table on the Orgcode field. Link the Specialt (clinical specialties) table to the quarterly table on the Speccode field.

The dBase files we distribute contain only data - index files are not included. I suggest that you create indexes before using the data in any database application. The "Field (Column) Naming Conventions" tables below show which fields make up the primary key and you should consider indexing those.

If you intend to use more than one quarter's data and wish to do comparisons or time series it may be worth creating a single table with the same structure as the quarterly tables and inserting ("appending" in Access) all the quarterly data for that data set into it. Unfortunately it is beyond the scope of this Help page to explain how to do this in all the applications that our customers might use. Please consult the documentation for your database program.

Be aware that organisations change over time - Trusts in particular may merge and new ones may be created.

File Naming Conventions

The main data is held in files named in the style "?98-9_q1", "?98-9_q2" etc. The file names are restricted to eight characters, so have to be rather condensed.

• The "?" can be one of "g", "p", "r" or "y". These letters distinguish between the data sets, using the book metaphor where "g" = Green Book, "p" = Purple Book etc.
• The middle number refers to the financial year, "98-9" = year 1998/99 and "99-0" = year 1999/00, etc.
• The final digit denotes the quarter of the financial year.

Supporting data, such as the names of organisations and of the specialties referred to in the main data, are held in separate files. The details in these files cover all quarters for a financial year. The file "orgunit8" covers financial year 1998/99, "orgunit9" covers 1999/00 and later years.

Field (Column) Name Conventions

Note: * indicates that a field is part of the primary key.

Note: * indicates that a field is part of the primary key.