Assignment 2
Rosanne Hoekstra
February 17, 2014
LIBT 240

Table of Contents
I.
DB/Textworks Evaluation
A.
Product Summary
B.
Analysis
C.
Recommendation
II.
Database Structure
III.
Cataloguing Procedures
A.
Entering DBT
B.
Entering Record
C.
Saving Record
D.
Exiting DBT
IV.
Print Forms
A.
Entry Form
B.
Report Form

I.
DB/Textworks Evaluation
A.
Product Summary
INMAGIC DB/Textworks (DBT) is a text-based database for managing bibliographic data. DBT runs on Windows operating systems. The database structure can be defined and maintained by the user, records retrieved through multiple customizable query (i.e. search) screens, and search results displayed through customizable report forms.
There is significant flexibility to define, build, and format your database to suit a library’s specific needs, particularly with regard to building query screens and formatting reports.
Fields are variable length and repeatable. Field types include number, text, images, automatic record numbers, and automatic dates. Fields can be indexed by term, word, both word and term, or not indexed at all, which contributes to comprehensive and complete search results. DBT allows fields to be individually validated by entry and by content (i.e. defined to ensure data entered into a field is valid for that field’s purpose). Entry validation options include the ability to ensure mandatory field entries or ensure unique entries in a field. Content validation controls the type of information in the field, and can be used to maintain authority control over field content or restrict the type of information allowed (for example, text, numbers, or automatic dates.)
It is not difficult to edit the textbase structure by adding or removing fields or changing validation, field type, or indexing. Changes affect the entire database.
DBT records are capable of linking to Web-sites and online documents. The DBT Dead URL
Link Checker can search the database for broken links, check that computer files used on the database (like images) are still working, and produce a report of broken links or files for staff to update.
B.
Analysis
Several aspects of DBT are suitable for our library’s needs:
 easy management of structured textual information through variable field lengths and repeatable fields

 field content can be checked against an authorised list to ensure authority control (for subject lists, user IDs, etc.)
 highly customizable query screens that can utilize keyword searches, Boolean operators, and proximity operators
 records that can be searched through multiple access points
 customizable report screens, including Drag/Drop field box capability and font, colour, and image choices, enhance our ability to format reports for end-user needs
 the order of records in a report window can be sorted by fields of our choosing, e.g. author, title, call number, etc.
 records can be displayed in a report one at a time or as a batch result
Learning support includes a comprehensive manual that is understandable by inexperienced users. Clear downloading and installing instructions are available, and the vendor offers online and phone support.
A significant limitation to this database is that DBT only allows one way relationships. It is not a true relational database, because the individual modules cannot ‘talk’ to each other. DBT has an older, dated looking interface, and it is a closed system, which means we cannot change the interface. The interface structure requires a lot of mouse clicks and drilling down to get to where we want when working with the database: for example when defining the database structure, editing fields, or designing report screens.
A second limitation is that DBT only runs on Windows operating systems. This does not pose a problem for our library at this moment since our library uses Windows, but this limitation should be noted and weighed against the possibility of our library changing operating systems in the future.
C.
Recommendation
Recommended for purchase. A high degree of flexibility when designing and formatting query screens and report windows means we can tailor these tools in a very specific way to meet our local end-user needs. The database structure is user-defined, allowing us to build a database tailored to our collections needs. Repeatable fields and variable field lengths offer great

flexibility when entering records and the ability to include links to web resources allows us to expand our collection in unique ways. The vendor offers extensive support, the manuals are comprehensive and user friendly, and the database itself is not difficult to learn to use.
II. Database Structure
Field Name
Standard
Numbers
Content
Contains standard numbers and terms of availability
Call Number DDC number
Field Type Indexing
Number T
Validation
Unique entries only.
Text T
Author Text TW
Field entry required.
Single entries only.
No validation.
Title
Statement of responsibility, main and added entries.
Title of work. Text TW
TW
Field entry required.
Single entries only.
No validation. Publisher
Notes
Publication information.
Edition, physical details, publication frequency, notes.
Text
Text
Summary
Subjects
Summary note. Text
Subject(s) from work. Text
Autodate Date Entered Creation date of record.
Entered By Employee responsible for entering record.
Text
Record No Record number in database.
Autonumber
TW
TW
TW
T
T
T
Field entry required.
No validation.
Content validation.
No validation.
Field entry required.
Single entries only.
Substitution list.
No validation.

II.
Cataloguing Procedures
A.
Entering DBT
1. Open DB/Textworks from the Start Menu.
2. Click File and select MyLibraryRH .
3. Exit the Query Screen by clicking Close in the top right corner.
B.
Entering Records
1. From the Records menu select New Record . This brings up the Entry Form , called the Edit :
New Record screen.
2. Enter the available metadata into the fields.
1) Enter the metadata from MARC tag 020 and MARC tag 022 in the Standard Numbers field. If there is more than one number to enter in this field, click the Edit menu on the main DBTextworks tool bar and select New Entry . Enter the next number.
2) Enter the Dewey Decimal Classification Number from MARC tag 082 in the Location field. This field requires an entry.
3) Enter metadata from MARC tag 100 and metadata from MARC tags 700 and 710 in the
Author field. Metadata from tag 100 should be entered first. Use Edit > New Entry to enter more than one name.
4) Enter the title and subtitle information from MARC tag 245 in the Title field. This field requires an entry.
5) Enter the publishing information from MARC tag 260 in the Publisher field.
6) Enter metadata from MARC tags 250, 300, 310, 500, 504, 508, 511, and 538 into the
Notes field. Use Edit > New Entry to enter more than one note into the field. This field requires an entry.
7) Enter metadata from MARC tag 520 in the Summary field.

8) Right click on the Subjects field and select Browse Choices . Select the appropriate subject and click Paste . Continue selecting and pasting until you have pasted all of the subjects applicable to the item being catalogued. Click Close .
9) The Date Entered field type is an AutoDate and is filled out automatically. No action is required.
10) Right click on the Entered By field and click Browse Choices . Select the appropriate choice and click Paste . Click Close . This field requires an entry
11) Record No . This field type is an AutoNumber and is filled out automatically. No action is required.
C.
Saving Records
1. On the Edit : New Record screen tool bar, click the Save Record icon.
2. If you are entering more than one record at a time, after clicking the Save Record icon, click the New Record icon on the Edit : New Record screen tool bar to bring up a fresh Entry Form .
Refer back to B. Entering Records instructions and enter your new record.
3. If you are not entering another record, after clicking the Save Record icon, click Close in the top right corner of the Edit : New Record screen.
D.
Exiting DBT
1. Click the File menu and select Close .
2. Click the File menu again and select Exit .
III.
Print Forms
A.
Entry Form

B.
Report Form