FAQ - Ordering a Database File
Q. Can I get technical assistance from the Commission/Board on programs used to manipulate the data file?
A. No. The Commission/Board does not provide technical support on software used to import and/or manipulate the purchased data file. Make certain you have the means to use this file. Once the Commission/Board fills your order, there will be NO REFUNDS.
Q. Where do I get the order form so I can order the database files?
A. To access the form click on the appropriate link below:
Q. My company name is shown on the file I received. Can you change the file so that my dba name shows up instead?
A. No. The file is created with company name only.
Q. The file I received is not sorted in any way. Can you send me a sorted list?
A. No. The file is a database dump directly from our database. The purchaser must use their software to manipulate the data, as specified on the database order form.
Q. What is a semicolon delimited ASCII file?
A. It is a text file with rows of data. Each row contains many different pieces of information about a particular subject. In this case, information about real estate licensees or appraisers. Each individual piece of information in a row is separated by a semi-colon.
If you or your printing company:
(1) do not know what an ASCII delimited text file is, and/or
(2) do not have the means to manipulate the file(s) you receive from the Commission/Board,
DO NOT ORDER THE FILE(S). Once the Commission/Board fills your order, there will be NO REFUNDS.
Q. What is a zipped file?
A. Large files are made smaller in size with compression software so that they are easier to transport. If a file has been compressed, it must be “un-compressed” before it can be used. If a file is compressed, it will usually have a .zip file extension. Special software is needed to “un-compress” or “un-zip” a file that has been compressed. Software such as (but not limited to) 7-Zip or Winzip may be used to “un-compress” a compressed file. The data files that the Commission/Board distributes are compressed and must be “un-compressed” as explained above.
Q. Why was my order form/payment returned to me?
A. This could be due to several reasons, some of which include:
(1) You submitted the incorrect payment type.
(2) You submitted the incorrect payment amount.
(3) You submitted an obsolete order form. The current form is available by clicking here or by calling 404-656-3916 and requesting one from an Information Specialist.
Q. Are licensee e-mail addresses included in the file?
A. Yes, beginning with the September 2004 file, provided we have one on file for the licensee.
Q. Can I hand deliver my order to the Commission/Board?
A. Yes, but hand delivering the order form/payment to the Commission/Board will not cause your order to be processed ahead of others already received.
Q. Can I order only certain fields from the field description page of the order form?
A. No. Use your software to filter out the information your particular use doesn’t require. REMEMBER, the Commission/Board does not provide software support.
Q. What forms of payment do you accept (i.e. cash, company or personal check, credit card)?
A. The Commission and Board accept personal checks, business checks, cashier’s checks or money orders for Database File orders. Cash and/or credit card payments cannot be accepted.
Q. How can I purchase a printed list or mailing labels?
A. The Commission/Board does not provide such printed lists or mailing labels. Use the data file you receive from the Commission/Board to print your lists and/or mailing labels.
Q. If information I need is not listed on the field description page of the order form, can you add it for me?
A. No, only the fields listed are available.
Q. What licensee information is included in the file that I am ordering?
A. When you print the order form, you will also print a page that describes which fields of information will be included in your order. The word BLANK means there will not be data in that particular field. However, semicolons will be present to maintain field integrity.
Q. What will I receive with my order?
A. What you receive when you order with the database order form is a compressed, semi-colon delimited ASCII data file of licensees, and a text file with field descriptions and field orders. We do not supply paper copies of data.
Q. (Several weeks/months after receiving a file) My file is missing or corrupt. Can you send me another one free of charge?
A. No, you will have to order a new file. We suggest making a back-up copy when you receive your file, and store it in a safe place.
Q. I have a mailing deadline.
A. If you have a deadline to meet, such as with your printing company or mailing service, order the file early. Typically, allow the Commission/Board 10 to 15 working days to process your order.
Q. Is there anything I can do to rush the processing of my order?
A. No. Orders are processed in the order they are received, no exceptions.
Q. What is the turnaround time once my order is received by the Commission/Board?
A. Typically, allow the Commission/Board 10 to 15 working days to process your order.
Please do not call, e-mail, or fax the Commission/Board to inquire when your order will be filled. The Commission/Board gives such orders a priority in its work processes and will fill them as soon as possible.
Q. How do I use this file?
A. Because an ASCII delimited text file is a data file and not a program, you must import/load the file into database software such as Microsoft Access or spread sheet software such as Microsoft Excel, Lotus or Quattro Pro. Word processors such as WordPerfect or MS Word may be used, but they may be harder to get the desired results. Other types of software may be used to open and manipulate this type of data file. Check your software’s documentation and/or help files for assistance with importing/loading this type of data file. REMEMBER, the Commission/Board does not provide software support.
Q. The file I received from the Commission/Board is not comma delimited. Why?
A. Some addresses contain commas. If we produced the file in comma delimited format, field orders would be disturbed, and you would find the file useless.
Q. The file I received from the Commission/Board is in the wrong format.
A. The file is in the format specified on the database order form.
Q. Will the Commission/Board reformat the file for me?
A. No. The Commission/Board will not reformat the file for you. As the database order form states, the file is an ASCII semicolon delimited text file. We use semicolon delimiters due to some fields having commas in the data; for example, addresses.
If you need to use a comma delimiter, you will need to perform the following steps (IN THIS ORDER) using your software’s find/search and replace functions:
(1) find/search and replace all commas with a space in the file(s) you receive; and
(2) find/search and replace all semicolons with a comma.
Make certain that you perform the steps in the order listed. Otherwise, you will disturb the field order, and the file will be useless.
Q. Are there any restrictions as to how I can use the database file once I receive it?
A. Not from the Commission/Board’s standpoint. However, you should use common sense and not use the file in any way that would violate any federal, state, or local laws or statutes.
Q. How often is the database file updated? Daily? Weekly? etc.
A. The database file is updated monthly. Normally, the semicolon delimited text files are extracted from our database during the last week of the month. Those files are then made available for purchase immediately. As soon as the new files are generated, files from the prior month are deleted.
Q. Is there a best time to order the database file? If so, why?
A. Yes. If you place your order during the last week of the month, when the new files are generated, the data you receive will be more current.
Q. What is the fastest way for me to get my file once payment is received by the Commission/Board?
A. The Commission/Board only delivers the files via ftp (file transfer protocol). A link will be emailed to you to click on to download the file. You will not be concerned with download limits or filters that many service providers impose.
Q. After initially ordering the database, is it possible to order just the updates rather than ordering the entire database again?
A. No. Databases of this nature are constantly changing, and it would be impractical to produce update files of this type . The database order form shows the data that is available. If you do not see what you are looking for on the database order form, it is NOT available.
Q. My question is not answered in this FAQ
A. E-Mail your question to databaseorders@grec.state.ga.us. You will be answered, and the question might be added to this FAQ.
If the Commission/Board receives a question that has already been answered in this document, you will receive a message referring you to this FAQ.