Of Files and Formats…

When we collect data about your home, rainforests, or anything, really, we usually need to put them somewhere. Though we may scribble numbers and measures on the back of an envelope or write them down on a pad of paper, if we want to update, share, analyze, or map them in the future, it is often useful to record them in digital form so a computer can read them. Though we won’t bother ourselves with the bits and bytes of computing, it is necessary to discuss some basic elements of computing that are both relevant and required when learning and working with a GIS.

One of the most common elements of working with computers and computing itself is the file. Files in a computer can contain any number of things from a complex set of instructions (e.g., a computer program) to a list of numbers and letters (e.g., address book). Furthermore, computer files come in all different sizes and types. One of the clues we can use to distinguish one file from another is the file extension. The file extension refers to the letters that follow the period (“.”) after the name of the file. Table 3.1 contains some of the most common file extensions and the types of files with which they are associated.

Some computer programs may be able to read or work with only certain file types, while others are more adept at reading multiple file formats. What you will realize as you begin to work more with information technology, and GISs in particular, is that familiarity with different file types is important. Learning how to convert or export one file type to another is also a very useful and valuable skill to obtain. In this regard, being able to recognize and knowing how to identify different and unfamiliar file types will undoubtedly increase your proficiency with computers and GISs.

Of the numerous file types that exist, one of the most common and widely accessed file is the simple text, plain text, or just text file. Simple text files can be read widely by word processing programs, spreadsheet and database programs, and web browsers. Often ending with the extension “.txt” (i.e., filename.txt), text files contain no special formatting (e.g., bold, italic, underlining) and contain only alphanumeric characters. In other words, images or complex graphics are not well suited for text files. Text files, however, are ideal for recording, sharing, and exchanging data because most computers and operating systems can recognize and read simple text files with programs called text editors.

When a text file contains data that are organized or structured in some fashion, it is sometimes called a flat file (but the file extension remains the same, i.e., .txt). Generally, flat files are organized in a tabular format or line by line. In other words, each line or row of the file contains one and only one record. So if we collected height measurements on three people, Tim, Jake, and Harry, the file might look something like this:

Each row corresponds to one and only one record, observation or case. There are two other important elements to know about this file. First, note that the first row does not contain any data; rather, it provides a description of the data contained in each column. When the first row of a file contains such descriptors, it is referred to as a header row or just a header. Columns in a flat file are also called fields, variables, or attributes. “Height” is the attribute, field, or variable that we are interested in, and the observations or cases in our data set are “Tim,” “Jake,” and “Harry.” In short, rows are for records; columns are for fields.

The second unseen but critical element to the file is the spaces in between each column or field. In the example, it appears as though a space separates the “name” column from the “height” column. Upon closer inspection, however, note how the initial values of the “height” column are aligned. If a single space was being used to separate each column, the height column would not be aligned. In this case a tab is being used to separate the columns of each row. The character that is used to separate columns within a flat file is called the delimiter or separator. Though any character can be used as a delimiter, the most common delimiters are the tab, the comma, and a single space. The following are examples of each.

Knowing the delimiter to a flat file is important because it enables us to distinguish and separate the columns efficiently and without error. Sometimes such files are referred to by their delimiter, such as a “comma-separated values” file or a “tab-delimited” file.

When recording and working with geographic data, the same general format is applied. Rows are reserved for records, or in the case of geographic data, locations and columns or fields are used for the attributes or variables associated with each location. For example, the following tab-delimited flat file contains data for three places (i.e., countries) and three attributes or characteristics of each country (i.e., population, language, continent) as noted by the header.

Files like those presented here are the building blocks of the various tables, charts, reports, graphs, and other visualizations that we see each and every day online, in print, and on television. They are also key components to the maps and geographic representations created by GISs. Rarely if ever, however, will you work with one and only one file or file type. More often than not, and especially when working with GISs, you will work with multiple files. Such a grouping of multiple files is called a databaseA collection of multiple files used to collect, organize, and analyze data.. Since the files within a database may be different sizes, shapes, and even formats, we need to devise some type of system that will allow us to work, update, edit, integrate, share, and display the various data within the database. Such a system is generally referred to as a database management system (DBMS). Databases and DBMSs are so important to GISs that a later chapter is dedicated to them. For now it is enough to remember that file types are like ice cream—they come in all different kinds of flavors. In light of such variety, Section 3.2 "Data about Data" details some of the key issues that need to be considered when acquiring and working with data and information for GISs.