STANDARDIZED OCCUPATION & INDUSTRY CODING
NOTE: This page is archived for historical purposes and is no longer being maintained or updated.
Newer web-based Industry and Occupation (I&O) coding tool: NIOSH Industry & Occupation Computerized Coding System (NIOCCS)
Chapter 2. User's Reference Guide
2.6 The Record Menu
You can access the Record pull down menu by selecting the Record item on the menu bar. To access the Record menu from the Data Entry Form, press ALT+R or click on the Record item with the mouse. A pull down menu appears:
The pull down menu gives you eight options. You can choose any one of them by clicking on the one you want with your mouse. Alternatively, you can move to the option you want with the ARROW keys, and then choose the option with ENTER. You can also press the underlined character key. For example, U chooses Undo Record.
This option displays the first record in the open table. It also saves the record you have just left, so it cannot be restored later with ALT+BACK SPACE or CTRL+Z.
The First Record option is equivalent to pressing CTRL+HOME or the left most VCR control button (the First Record button) on the Button Bar. You can therefore go to the first record with either CTRL+HOME or ALT+R, R.
This option displays the record in the open table that immediately precedes the displayed record. It also saves the displayed record, that is, the record you have just left, so it cannot be restored later with ALT+BACK SPACE or CTRL+Z.
The Prior Record option is equivalent to pressing PAGE UP or the second VCR control button (the Prior Record button) on the Button Bar. You can therefore go to the prior record with either PAGE UP or ALT+R, P.
This option displays the record in the open table that immediately follows the displayed record. It also saves the displayed record, that is, the record you have just left, so it cannot be restored later with ALT+BACK SPACE or CTRL+Z.
The Next Record option is equivalent to pressing PAGE DOWN or the third VCR control button (the Next Record button) on the Button Bar. You can therefore go to the next record with either PAGE DOWN or ALT+R, X.
This option displays the last record in the open table. It also saves the record you have just left, so it cannot be restored later with ALT+BACK SPACE or CTRL+Z.
The Last Record option is equivalent to pressing CTRL+END or the right most VCR control button (the Last Record button) on the Button Bar. You can therefore go to the last record with either CTRL+END or ALT+R, L.
This option creates a new, empty record at the end of the open table. You move to that record, with the cursor in the Local ID field. The command also saves the record you have just left.
The New Record option is equivalent to pressing CTRL+INSERT. You can therefore create a new record with either CTRL+INSERT or ALT+R, N.
The Find Record option allows you to find a record in the currently open table that meets one of a number of search criteria. You can choose Find by clicking on Record and then Find with the mouse, by pressing F2, or by pressing ALT+R, F.
When you choose the Find option, the program displays a dialog box:
The Find dialog box allows you to search for records by any of nine different criteria. To search for records using a specific criteria, click on the darkened criteria field or press alt+down arrow. A drop down list appears:
To select a Find criteria, click on one of the list items or press DOWN ARROW. As an example, you can search for a specific record number. When you choose Record Number, the drop down list closes and a data entry box appears to the right of the criteria field:
Type the record number you want into the text entry box to the right of the Record Number field, and then press ENTER or click on Find First. (Find Next is grayed out because it is not relevant when you are searching for a specific record number.) You can also use the "spin button" next to the Record Number text box to set the record number.
Find First begins searching with the first record in the table. It finds the first instance of your target criteria in the table. Find Next begins searching with the record immediately following the current record. In other words, it only finds records that appear in the remaining part of the table. If you want to close the message box, click on Cancel or press ESC.
If you search for records coded 998, the Find option searches for records assigned a code of 998 for either industry or occupation. (For more information on 998 codes, see Appendix C "The 998 Insufficient Information Code".)
The SOIC Find option supports "wild card" searches. That is, the text you type into the text entry box to the right of the criteria field can contain an asterisk (*) that stands for any combination of characters. For example, if you type "farm*" into the box, the program will find "farm," "farmer," and "farming."
Find can search non SOIC Access tables and Xbase files as well as SOIC data files. When Find searches Xbase files, the search is "case sensitive"-that is, Find distinguishes between upper and lower case. Typing in "Farmer" will not find "FARMER."
When searching for industry or occupation titles or codes, your search may have many results. You may want to page through the results and examine each record. You can do this while the Find dialog box is open by repeatedly clicking on the Find Next button. When you do this, however, the Find dialog box may obscure parts of the Data Entry Form that you want to examine. To address this problem, the SOIC System allows you to page through the results of the most recent search with the Find dialog box closed. Just close the dialog box with ESC or in any other way. Then press F3 repeatedly. After each key press, the program displays the next Find result.
If you try to find a record that does not exist, the program displays an error message. If you search data fields and there is no match for your search string, the message is: "No records found." If you search for a specific record number and there is no such record number that large, the message is: "The Record Number is too large."
When searching for a particular string, bear in mind that some data, especially data that has been imported into the SOIC System, may contain leading blanks. That is, an instance of Occupation could be stored as "_Typist" rather than as "Typist_" (the underline character here represents the blank). When this is the case, you must enter the leading blanks to find the search string, or put an asterisk before your text.
Find saves the record that is active when you open the Find option, so that record can no longer be restored to a previous state with Undo Field or Undo Record. This happens regardless of whether or not you move to another record using Find.
The Undo Record option removes changes you have made to all the fields on the current record of the Data Entry Form, restoring the record to a previous state. Undo Record is equivalent to executing Undo Field on every field of the record. Undo Record only works if you have not saved your table since you made the changes, coded the record, or moved to a different record. Once you move to a different record, code the record, or save your table, the changes to the record become permanent, and the previous state is lost.
To choose the Undo Record option, you can click on Record and then Undo with the mouse, press CTRL+Z, or press ALT+R, U. As you become more experienced with the program, you will find that pressing CTRL+Z is usually the most convenient way to execute the Undo Record option. CTRL+Z is a Windows standard for "undo," and has the same effect in many Windows software applications. The option is listed on the Edit menu in part to remind you that the option exists, and to give you a place to look if you forget how to use it.
You can choose Delete Record by clicking on Record and then Delete with the mouse, by pressing CTRL+D, or by pressing ALT+R, D.
The Delete Record option allows you to eliminate the currently active record in a SOIC table by transferring it to the Trash Can. Once the record is removed, any records that follow it in the table are renumbered so that there are no missing record numbers. If the table only contains one record, you cannot delete it. If you try, you see an error message. All tables must contain at least one record.
Records placed in the Trash Can can be restored to the currently open table or purged completely. For more information on how to use the Trash Can, see Section 2.8.6 "The Trash Can Option".
You can also delete the currently active record in an open Access table or Xbase file. If you do so, however, the record is not placed in the Trash Can. A warning message appears that states: "If you delete this message you cannot restore it." To proceed, click on the OK button or press ENTER. To keep the record, press on the Cancel button or press ESC.
- Page last reviewed: June 10, 2013 (archived document)
- Content source:
- National Institute for Occupational Safety and Health Division of Safety Research