← VCE Data Analytics U3O2

Searching and filtering a data repository

A setting in a data repository, such as topic, date range or file format, that narrows the results so you find and download only the data you need. Check the metadata first.

Part of: VCE Data Analytics - U3O2 - Analysis and Design — Module 35, ACARA Digital Technologies Years 7–8 — Acquiring and Storing Data — Module 27, ACARA Digital Technologies Years 9–10 — Acquiring and Validating Data — Module 39

Understanding Searching and filtering a data repository in VCE Data Analytics U3O2

What it does: Metadata describes the dataset, such as when it was last updated, so you can judge if it suits your needs before you download it. Using several filters together narrows the results to the exact data you need, and each filter in the query tests one condition. Filtering by date before downloading saves time and means you only collect data relevant to your question. Combining filters, such as topic plus date plus format, gives a smaller and more relevant set of results. Checking the format in the metadata shows the file may be hard to analyse. Filtering by a data-friendly format finds a better match.

Common mistakes: The goal is CSV data that can be imported and analysed. The file format filter should be 'CSV', because PDF tables can't be imported easily. The date range is backwards, so the start date is after the end date and no results will match. It should be FROM 2020 TO 2024.

Class: _____________________  ·  Name: _____________________  ·  Date: _________

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This module's key terms are also in a printable crossword (Modules 32–75) and word search (Modules 3–146).

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Learning
Duo
You need a dataset you can open straight in a spreadsheet. Which repository search filter helps most?
File format filter set to CSVTopic filter set to a broad subject like 'all data'
Matches
Search: rainfall | Filter: format = PDF | Goal: import into a spreadsheet
↓
A PDF is not a structured data format, so it is hard to import into a spreadsheet. The format filter should be set to CSV or XLSX.
Applying
Meanings
Term
search filter
Meaning
A setting in a data repository, such as topic, date range or file format, that narrows the results so you find and download only the data you need. Check the metadata first.
Practice
SEARCH repository
Testing
Gaps
format = "CSV"
Check Answer
Spots
2FILTER topic = 'Rainfall'
3FILTER format = 'PDF'

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Quick Questions

1. You need a dataset you can open straight in a spreadsheet. Which repository search filter helps most?
A. File format filter set to CSV ✓
B. Topic filter set to a broad subject like 'all data'
A file format filter such as CSV narrows results to files that your spreadsheet software can open directly.
2. Your research question is about rainfall in 2023 only. Which filter should you apply?
A. Date range: all years available
B. Date range: 1 Jan 2023 to 31 Dec 2023 ✓
A date range filter removes data outside the period you need, so you only download relevant data.
3. What is the main purpose of a search filter in a data repository?
A. To narrow results so you find only the data you need ✓
B. To make a dataset more accurate after you download it
Filters narrow search results. They do not change or correct the data itself.
4. A dataset looks perfect in the search results. What should you do before you download it?
A. Check the metadata, such as the date, source and format ✓
B. Download it first and check the details later
Metadata tells you when the data was collected, who published it and what format it is in, so you can decide if it suits your needs before downloading.
5. Which piece of metadata tells you how current a dataset is?
A. The file size
B. The date last updated ✓
The last updated date shows whether the data is timely enough for your question. File size says nothing about currency.

Match the Pairs

format = CSV → A file format filter that shows only datasets available as CSV files, which are easy to open in a spreadsheet or database.
date_range = 2020-2024 → A date filter that keeps only datasets published or covering the years 2020 to 2024, so the data is recent enough to be useful.
Before downloading, check the metadata to confirm the publisher, last updated date and licence of the dataset. → view_metadata(dataset) -> updated: 2024-06-30
Combine several search filters at once so only data matching your topic, date range and file format is returned. → topic = Transport AND format = CSV AND year >= 2022
Search: rainfall | Filter: format = PDF | Goal: import into a spreadsheet → A PDF is not a structured data format, so it is hard to import into a spreadsheet. The format filter should be set to CSV or XLSX.
Search: school enrolments | Filter: date = 1995 | Need: current data → The date filter is set to an old year, so the results will be outdated. It should use a recent date range, and the metadata should be checked.

Key Term

search filter
A setting in a data repository, such as topic, date range or file format, that narrows the results so you find and download only the data you need. Check the metadata first.

Fill in the Blanks

1. SEARCH topic = "rainfall" FILTER format = "CSV" DOWNLOAD results
Hint: Type the keyword that narrows the results by a setting.
2. SEARCH topic = "rainfall" FILTER format = "CSV" DOWNLOAD results
Hint: Type the name of the filter that limits results to one file type.
3. SEARCH topic = "transport" FILTER year >= 2023 DOWNLOAD results
Hint: Type the operator meaning 'this year or later' for a date filter.
4. OPEN dataset VIEW metadata DOWNLOAD dataset
Hint: Type the term for the details about a dataset you check before downloading.
5. SEARCH topic = "rainfall" FILTER format = "CSV" AND year >= 2023 DOWNLOAD results
Hint: Type the logical operator that makes both filters apply together.

Spot the Error

Question 1
A // Goal: rainfall data, CSV
B FILTER topic = 'Rainfall'
C FILTER format = 'PDF'
D SHOW results
Line C — The goal is CSV data that can be imported and analysed. The file format filter should be 'CSV', because PDF tables can't be imported easily.
Question 2
A SEARCH 'school enrolments'
B FILTER topic = 'Education'
C FILTER format = 'CSV'
D FILTER date FROM 2024 TO 2020
E SHOW results
Line D — The date range is backwards, so the start date is after the end date and no results will match. It should be FROM 2020 TO 2024.
Question 3
A OPEN dataset 'Bus Delays'
B SKIP metadata
C CHECK licence, date, format
D DOWNLOAD dataset
Line B — Metadata must be viewed before downloading to check the date, format and licence. The line should be VIEW metadata, not skip it.
Question 4
A SEARCH 'air quality'
B FILTER format = 'CSV'
C FILTER date FROM 2023 TO 2024
D CHECK metadata AFTER download
E DOWNLOAD file
Line D — Metadata should be checked before downloading so you know the dataset is suitable. Checking after means you may have downloaded the wrong file. It should say BEFORE.
Question 5
A SEARCH 'bushfire history'
B FILTER topic = 'Floods'
C FILTER format = 'CSV'
D DOWNLOAD file
Line B — The search is about bushfire history, so the topic filter should be 'Bushfires'. Filtering by 'Floods' would hide the data you need.

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