Re: Using Word 97 Access to create a database comparing journal title availability (Nancy Hanks) Stephen Clark 12 Apr 1999 13:44 UTC

---------- Forwarded message ----------
Date: Mon, 12 Apr 1999 09:31:13 -0500
From: Nancy Hanks <nancy.hanks@SRU.EDU>
Subject: Re: Using Word 97 Access to create a database comparing journal              title availability (Gregory Szczyrbak)

I agree with Gregory about Plan, Plan, Plan - and about having to update
the database.  However, we use ours for several purposes that would be
impossible for us to duplicate in Voyager and intend to keep using it for
the forseeable future.

Since I used our Serials Database to learn Access (and it took me about 3
months to create and debug it!), I had not created some of the naming
conventions and so on that I tend to use now.  I also spent alot of time
importing data from our Excel worksheet that we had used previously.

We track status (current, title changed, etc.), memberships and comes
withs, processing and discarding decisions (makes it easy to pull a discard
list), dept. fund code, billing status (delayed, bill later, etc),
electronic status & format, fiscal year pricing info, id #s like ISSN, and
full text sources such as Proquest.

I did not think to keep a blank or empty "form" of the database but plan to
recreate it.  It is just a matter of tediously copying the structure of the
tables to a new database.

If anyone would like a blank form of our serials database, email me off
list and I will send as an attachment as soon as I can.

At 08:25 AM 4/12/99 -0400, you wrote:
>---------- Forwarded message ----------
>Date: Fri, 9 Apr 1999 16:18:12 -0400
>From: Gregory Szczyrbak <gszczyrb@MARAUDER.MILLERSV.EDU>
>Subject: Re: Using Word 97 Access to create a database comparing journal
           title              availability (Laurie Nalepa)
>> I am the periodicals librarian for a university library.  We are trying
>> to get a clear picture of what journal titles we have available to us in
>> all their various formats, and through their numerous access points
>> (i.e., our print subscriptions, OhioLINK databases, other databases, and
>> additional electronic access).  We also want to compare the range of
>> years, whether or not they are full text or have a citation or abstract.
>> Right now I'm learning Office 97 Access in the hope that I can create a
>> database that will compare all the above variables.  Does anyone out
>> there have any other suggestions?!
>> I would be happy to summarize findings for everyone.
>> Laurie Nalepa
>> Periodicals Librarian
>> John Carroll University
>Yes.  We have done this at Millersville University, Ganser Library.  It
>was worth it, however, it will take up a lot of your time.  If your
>automated system has any kind of reports that you can use, stick with that
>if possible.
>        Consider, that for every title change, addition, deletion or
>discontinuation, you will need to update your catalog and your homegrown
>database - double the work.  Although, you can set up your Access database
>to help prevent mistakes like typos etc.., this again will take more time.
>PLAN, PLAN, PLAN.  We created ours before I really understood databases.
>If I could do it all over again I would do a lot of things differently.
>Make sure you understand how all the components of your database relates
>to each other.  Then using this information create your tables and
>relationships.  Did I say PLAN?  Even things like the names you give to
>your tables, reports, queries etc.. are important.  There are various
>naming conventions.  Pick one and stick with it.
>Include as much information as you need.  Space shouldn't be a real
>problem.  Price information is great to have, however consider that it
>will need to be updated annually at the least.
>I still use ours constantly to run reports for our collection development
>librarian, liaison librarians, and library director.  Its been a great
>tool.  But our database is full of errors.  I've spent a lot of time
>fixing them, but there are still many.
>        We've moved to a new automated system that allows for customized
>reports, so as soon as I figure out how to run those, I'll be dumping our
>homegrown serials database.  But it has been very helpful, so go for it if
>you decide it is ultimately worth it.
>Good luck.  You may e-mail me privately if you have further more specific
>Gregory Szczyrbak                       (717) 872-3645 DESK
>Millersville University                 (717) 872 3854 FAX
>Ganser Library - Periodicals  
>Millersville, PA 17551
Nancy S. Hanks        
Serials Librarian                       Phone:(724) 738-2658
Bailey Library                  Fax:  (724) 738-2661
Slippery Rock University
Slippery Rock, PA 16057