6.10 Review of database programs

Guidelines on selecting software for bibliographic databases are included in Section 6.8.5. This section looks in detail at three programs that are used by libraries and resource centres for bibliographic databases – WINISIS (the Windows version of CDS-ISIS), Idealist, and Inmagic (including Inmagic DB/Textworks). This review covers the latest versions of each program available at the time of printing (early 2003), plus the DOS version of Inmagic (called Inmagic Plus) as this is still a very useful program.

Each program is assessed separately on the basis of the aspects outlined in Section 6.8.5. The table at the end of this section compares all the main features of the three programs. The notes in this section provide additional information on some of the features, plus an element of evaluation.

Programs such as Access, dBase and Foxpro are sometimes used by libraries and resource centres. However, they are not covered, as they all have fixed field lengths and have no repeating field function, and, although flexible, they cannot easily be developed and updated by staff with non-technical skills. Filemaker Pro is on the borderline, as it has a repeatable field function, but does not have variable length fields.

6.10.1 Inmagic DB/Textworks (and Inmagic Plus)

Inmagic DB/Textworks is an easy-to-use program that is suitable for large resource centres or those that need a database to support a range of activities. Inmagic Plus is the DOS version and Inmagic DB/Textworks is the Windows version. Both were developed by Inmagic Inc., Woburn, Massachusetts, USA.

Inmagic DB/Textworks is quite expensive, but is quick to learn and can perform a wide variety of activities. Inmagic Plus has the flexibility of the Windows version, but none of the very recent developments. Inmagic Plus is no longer developed or supported, but along with the Library Guide (a set of pre-defined databases including catalogue, orders, users, and loans), is available as freeware for those who do not require support.

The term Inmagic is used when discussing both programs in this chapter. The individual names DBTextworks and Inmagic Plus will be used to discuss the individual programs.

Program suitability Inmagic is designed for use with bibliographic data, as well as other textual and numeric data. A number of calculation functions are available both within and across records.

Repeatable fields and variable length fields Inmagic has variable length fields and the ability to repeat fields.

Searching Inmagic has the facility for both simple and expert searching (see table at the end of this section).

Flexibilty Inmagic is very flexible, both in relation to the initial design process, and in making alterations. It is easy to add and remove both fields and indexes, with these changes taking effect across the database. It is also straightforward to change field names and record structures.

How easy to set up and develop Databases can be designed and managed in Inmagic without technical computer knowledge, although technical support is useful if resource centre staff are not very familiar with computers or databases.

Inmagic can use either name-based or numeric field tags, and can replace these with different field labels as required. It is the most flexible of the programs in this respect. Name-based field tags make it more user-friendly when designing a database, and number-based field tags are useful if wanting to use standard bibliographic database formats, although the lack of a subfield function means that it cannot be fully compatible with standard formats.

Data entry assistance Inmagic provides all the data entry assistance functions described in Section 6.8.5 (see table at end of this section).

Indexes (inverted files) Inmagic can index fields by word or term (whole fields), and can use more than one type of indexing for any field at the same time (such as word and term), enabling index terms to be viewed as both individual words and phrases. Inmagic has individual indexes for each field, although these can easily be searched as multiple indexes.

Sorting Complex options for sorting are available, including sorting a record by an alternative field when a particular sort field is missing, such as sorting by title when there is no author.

Display, print and download formats DBTextworks uses simple ‘box placing’ (placing field ‘boxes’ in the required layout) or ‘drag and drop’ (using the cursor to drag and place field boxes in the required layout) to set up formats for displaying, printing and downloading (writing to file). Text, images, punctuation and formatting can be added to all of these, and reports can be saved as rich text format (RTF) and in hypertext mark-up language (HTML) for placing records as text on a website. Added text can be set to appear only if the field contains data. It is also possible to include ‘sort’ and ‘report’ headers and footers to develop more creative formats. These make it very useful for producing resource lists and directories. Label printing functions are available and mail merge can be done relatively easily, either by exporting records or creating a report format.

DBTextworks records can include links to documents and graphics files and website addresses. Facilities are built in to display graphics and to open listed documents and websites.

Designing formats using Inmagic Plus is more complex, although not too difficult. However, formats cannot utilise RTF, or be saved as HTML, although it is possible to add HTML codes into ‘write-to-file’ formats, and change the TXT extension to HTM after saving.

User interface DBTextworks has a user-friendly interface with on-line help. Inmagic Plus is a menu-driven interface, but still user-friendly.

Languages DBTextworks is currently available in English, French and Spanish. Inmagic Plus is only available in English.

Importing and exporting to other programs All popular formats are available (see table at end of this section).

Hardware requirements Inmagic does not require a high specification to work at a satisfactory pace. However, it is important to note that with all databases, the size of fields, and the number of fields indexed will have as much effect on the speed of the program as the number of records in the database.

Software documentation The manual for DBTextworks is comprehensive, clear, well illustrated and well indexed. A manual is no longer available for Inmagic Plus.

Support services Support for commercial programs such as DBTextworks can usually be arranged through a contract with a local supplier, depending on availability. Support services are also increasingly accessible via e-mail and the Internet. Inmagic Plus is no longer supported.

For more up-to-date information about DBTextworks, see the website below, which also includes trial versions of the software that can be downloaded after applying for a password.

http://www.inmagic.com

Details of distributors are available from the support page on the website, which also includes access to a ‘Technical Support Knowledge Base’, which is a searchable database of questions and answers to common support questions.

http://www.inmagic.com/support.htm

E-mail Newsletter The Inmagic Digest is published quarterly and provides details of new features, training and news. It can be subscribed to from the following address, which also provides access to the newsletter archives:

http://www.inmagic.com/newsletters.htm

User groups Inmagic has strong user groups in the UK and USA. There is a mailing list to which questions and comments can be sent.

To subscribe send a message to: inmagic-users-request@inmagic.com
With the message: SUBSCRIBE

After subscribing, use the following address to send messages to the list: Inmagic-users@inmagic.com

In addition, the UK user group has a website: http://www.ukiug.com

Cost factors Remember that the total cost of a program includes training, technical support, and time for staff to familiarise themselves with the program, as well as the price of the software. DBTextworks is user-friendly and has an excellent manual, so only a few days training is needed in the use of the program. However, general computer skills are important, as is an understanding of databases, how they work and what they can be used for.

6.10.2 Idealist

Idealist is an example of a program that was originally intended for personal use, but is very suitable for small resource centres. Other examples are Reference Manager and Procite, which have several pre-defined database structures and print formats, but not all the functions listed in Section 6.8.5.

Idealist can do most things required by a small resource centre, or a large resource centre that mainly requires a catalogue database. It is not so useful for producing printed materials such as resource lists. However it is inexpensive and easy to use.

Program suitability Idealist is designed for use with bibliographic, as well as other textual and numeric data. Calculation functions are limited to within records, and are not very easy to use.

Repeatable fields and variable length fields Idealist has variable length fields and the ability to repeat fields.

Searching Idealist has the facility for both simple and expert searching (see table at end of this section).

Flexibility Idealist is flexible, both in relation to the initial design process, and in making later alterations. It is easy to add and remove both fields and indexes, with these changes taking effect across the database. It is also straightforward to change field names and record structures.

How easy to set up and develop Bibliographic databases can be designed and managed in Idealist without technical computer knowledge, although technical support is useful if resource centre staff are not very familiar with computers or databases.

Idealist uses name-based field tags, which makes it user-friendly when designing databases.

Data entry assistance Idealist provides all the data entry assistance functions described in Section 6.8.5 (see table at end of this section). However, it is limited to a single glossary for substitutions. The validation/value list function (which is called the vocabulary list) is useful for pasting in terms and controlling vocabulary used in fields, but only accepts or rejects individual words rather than phrases, and therefore cannot provide full control for fields such as keywords.

Indexes (inverted files) Idealist can only index by word, and has one index for all fields of the database. However, it can highlight terms appearing in a specified field.

Searching Idealist offers all the standard search functions, although only the basic Boolean searching is straightforward: combining searches with AND is called narrowing the searching, and using OR is called widening the search. It has a synonym search function, which is useful for retrieving synonyms of the search term, particularly in fields such as title or abstracts. It also has a cross-reference searching function that retrieves all records that contain any selected word or the current record.

Sorting Idealist is not limited in the number of sort levels, and has a number of complex options, but cannot sort on an alternative field if the specified field is empty – for example, sorting by title if there is no author.

Display, print and download formats Idealist uses the same on-screen layout for data entry and viewing records. Layouts can be re-designed, but this is time-consuming and not necessary. Idealist uses box placing for print formats only. Text can be added, but as field and text boxes in the print formats are of fixed length, true bibliographic formats cannot be produced. To download records using Idealist, simple export formats are used. These cater for variable length fields, and text and punctuation can be added. However, it is not possible to add formatting such as rich text format (RTF), and added text will appear for each record even if the field is empty. It is possible to include hypertext mark-up language (HTML) codes into the export format, for placing records as text on a website. Both label printing and mail merge functions are available. Idealist can link to and display graphics files and link to and open document files and websites.

User interface Idealist has a user-friendly interface with on-line help.

Languages Idealist is only available in English.

Importing and exporting to other programs Idealist can import and export data in all the popular formats (see table at end of this section).

Hardware requirements Idealist does not require a high specification to work at a satisfactory pace. However, it is important to note that as with all databases, the size of fields, and the number of fields indexed will have as much effect on the speed of the program as the number of records in the database.

Software documentation The manual that comes with Idealist is comprehensive, well illustrated and well indexed, although the summarising at the beginning and end of each section can be confusing.

Support services Support for commercial programs such as Idealist can usually be arranged through a contract with a local supplier, depending on availability. Support services are also increasingly accessible via e-mail and the Internet.

The Idealist developers, Bekon, provide support free of charge to purchasers of version 3 onwards from: idealist@bekon.com
or http://www.bekon.com

The website includes information about the software, frequently asked questions and a demonstration version of the software for downloading.

User groups At present there are no user groups.

Cost factors Remember that the total cost of a program includes training, technical support, and time for staff to familiarise themselves with the program, as well as the price of the software. Idealist is user-friendly and has an excellent manual, so only a few days’ training is needed. However, general computer skills are important, as is an understanding of databases, how they work and what they can be used for.

6.10.3 CDS-ISIS for Windows (WINISIS)

CDS-ISIS for Windows or WINISIS as it is sometimes known is a non-commercial program developed by UNESCO and collaborating organisations, and distributed by a network of national distributors. WINISIS is widely used in developing countries due to its low cost and flexibility. It is a low-cost program, and is useful for all sizes of resource centre, and those that need to produce resource lists and other outputs. However, it takes some time to learn the more complex features, such as the formatting language.

Program suitability CDS-ISIS is designed for use with bibliographic data, as well as other textual and numeric data. Calculation functions are limited, as the sister program IDAMS is designed to undertake these.

Repeatable fields and variable length fields CDS-ISIS has variable length fields and the ability to repeat fields.

Searching CDS-ISIS has the facility for both