Date: Mon, 23 Dec 1996 13:42:10 -0600
From: Anne Frohlich <frohlich@ACC.MCNEESE.EDU>
Subject: Database or Spreadsheet for serials records?

I asked whether Microsoft Excell or Access would be better for serials
payment records.  This is a summary of the replies I received.  Thanks to
all who answered.  It looks as though I would do better to use the database
Access for what I want to do.
*********************************
It sounds like Access can do everything which you want to do. Access's
reporting function is extremely flexible, and even more flexible when used
in conjunction with its query function, which provides for almost limitless
possibilities in how you can manipulate and present your data.

Access does provide the means to do functions which would be traditionally
considered more accounting/spreadsheet type functions, so that you can do
totals, averages, minimums, maximums, etc., and include them in reports.
******************
Since you have used both spreadsheet and database program you should
consider using Excel and Access in conjunction. The types of data
manipulation and report generating you have in mind could be handled
effectively in Access. For some work on final tables, e.g. producing more
detailed graphs, I prefer Excel.

The great advantage of having both on your PC is the ability to move
tables easily between these two applications. However, I'd use Access as
a primary application for the data you want to monitor or analyze.
Importing is straightforward and should not pose any problems if your
EBSCO data is in some type of delimited format(comma or tab-delimited).
I use MS Access for many purposes, several of which require merging data
of tables from a variety of sources (vendor, integrated library system etc.

I would suggest investing $30 in one of the Access manuals. I assume your
computer hardware is powerful enough to run
Access effectively.
****************************
Spreadsheet programs are good for real-time accounting, but for
manipulation of data I would go with a database program. Microsoft Access is
slightly less powerful than dBase, but it'll do just as well.
***********************
For the past 3 years I have used a spreadsheet to keep payment records
for Serials.  I find a spreadsheet approach limiting because spreadsheets
cannot run the kind of reports that I need at the end of the year.
*************************
The need for total costs points toward the spreadsheet.  There may be a
way to do so with Access (everything else makes a database the better
bet), but I confess I don't know how.
*****************
Speaking very generally, I have a strong preference for databases over
spreadsheets. A relational database management program is harder to set up
nitially, but much easier to maintain or modify later. It should be easier
to create a report you hadn't anticipated at the time you set things up.

Until we made the recent switch to Innovative, all serials department
reports were constructed from a database, first Advanced Revelation then
Microsoft Access. There is no report I have been asked for I have not been
able to run, except when the data do not support the request. This would
not be true for a spreadsheet.  Access permits you to create data input
forms with data verification. This is very nice for the people who have to
key in the data. I have imported Ebsco invoice diskettes in a variety of
formats. The relational structure of the tables removes data redundancy, a
source of extra input time and errors. I have used the database for
predicting serials inflation and for producing lists of titles for vendors
interested in responding to our upcoming bid.
******************

Anne Frohlich, Serials Librarian     PHONE 318/475-5741
Frazar Memorial Library                FAX 318/475-5719
McNeese State University             EMAIL frohlich@acc.mcneese.edu
Box 91445
Lake Charles, LA 70609