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
simple and expert searching (see table at end of this section).
Flexibility CDS-ISIS is very flexible, both
in relation to the initial design process, and in making later
alterations. It is relatively 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. However, CDS-ISIS is not always easy to use, especially
in relation to database design and the need to learn a formatting
language for indexing and print/display formats. WINISIS has
solved some of the more difficult aspects of the old DOS version,
such as database design, but not the formatting language.
How easy to set up and develop CDS-ISIS for
Windows is easier to design and manage than the DOS version
of CDS-ISIS, but initial and follow-up training and support
(see information about user groups below) is still recommended
for those without strong computer skills, and to understand
the formatting language used for designing print/display formats.
CDS-ISIS uses number-based field tags. This, along with the
ability to subdivide fields, enables it to use standard bibliographic
database formats. For ease of use, the numeric field tags are
replaced by name labels for data entry, editing, and searching.
Data entry assistance CDS-ISIS only offers
half the data entry assistance functions described in Section
6.8.5 (see table at end of this section).
Indexes (inverted files) CDS-ISIS can index
fields by word or term (whole fields, and subfields), 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 words and phrases. Although CDS-ISIS only indexes the
first 30 characters of any term, important words or phrases
in titles, abstracts and so on can also be individually selected
for indexing. It is also possible to search for terms that are
not indexed, using more complex command-based searching.
CDS-ISIS has one index for all fields of the
database, although it is possible to display separate listings
for each field.
Searching CDS-ISIS offers
all the standard search functions. It also offers the ANY search
function (any terms defined as linking with the search term
will be retrieved). This can be used to provide synonym search
functions, but it is more widely used to provide a ‘broader’
or ‘exploded’ search function. For example, ANY
Africa can retrieve records including the name of any African
country; ANY disease and ANY therapy can respectively retrieve
all records relating to different diseases, or different types
of therapy.
Sorting Complex sort options are available,
including sorting fields by an alternative field when a sort
field is not present, such as sorting by title when there is
no author.
Display, print and download formats CDS-ISIS
can produce complex display and print formats including the
addition of text, punctuation and formatting. Added text can
be set to appear only if the field contains data. This makes
it very suitable for producing resource lists and directories.
However, it takes time to learn how to create good formats in
CDS-ISIS, as the program uses a complex formatting language.
CDS-ISIS can also link to and display graphics files, and link
to and open document files and websites. Label printing is possible,
and mail merging can be done by creating a relevant download
(save-to-file) format.
Download / save to file formats Records can be saved to file
for later printing in plain text format that requires formatting
to be added using a word processor. The Beta version 1.422 offers
the option to save records using hypertext mark-up language
(HTML), but this still requires the addition of HTML coding
as part of the formatting language.
User interface CDS/ISIS has a user-friendly
interface with on-line help.
Languages CDS-ISIS is currently available
in English, French, Spanish, and an Arab enabled version with
full Arabic support for inverted file and search functions,
and mixed language support (English/French and Arabic).
Importing and exporting to other programs CDS-ISIS
uses the international standard for data exchange as its primary
import and export format. However, the add-on conversion programs
– ImpExp2709, IsisAscii v 0.92 and XML2ISIS (all available
from the UNESCO site) – enable import in most standard
formats including XML. Exports in formats other than the International
Standard (ISO2709), eg comma delimited or tagged, require the
creation of a relevant download (save-to-file) format.
Hardware requirements CDS/ISIS does not require
a high specification to work at a satisfactory pace. However,
the database size would be an important consideration for the
size of the hard disk and memory, and the processor speed. As
with all databases, the size of the 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 the Windows version of CDS-ISIS is only an update of the
DOS manual, which has always been too technical for most users.
A number of useful guides to CDS-ISIS are listed in the Further
Reading section, including the comprehensive and relatively
non-technical ‘CDS-ISIS for Windows handbook’ that
can be downloaded from the UNESCO ftp site:
ftp://ftp.unesco.org/pub/winisis/windows/doc/english
Guidelines are also available from national CDS-ISIS user groups,
and other groups, such as those submitting records to African
Index Medicus (AIM).
Support services Training and support for
CDS-ISIS is offered by national distributors, user groups, regional
documentation and information systems, and library schools.
Support and training is also offered by consultants, but this
is usually more expensive.
Information about CDS-ISIS can be obtained from the UNESCO
website, which includes details of national distributors, and
related websites and resources:
http://www.unesco.org/webworld/isis/index.html
Information about the Arabic version is available from:
Arab League State Information and Documentation Centre (ALDOC)
PO Box 11642 Tahrir Square
Cairo, Egypt
Tel: +202 575 05 11 / +202 575 29 66
Fax: +202 574 03 31
E-mail: aldoc2k@menanet.net
or shfoaad@idsc.net.eg
User groups CDS/ISIS user groups exist in
many countries, although their strength varies. E-mail discussion
lists are also available. Discussion groups can produce a lot
of messages daily, so before joining one, find out whether your
local user group is a member, as they may be able to ask questions
for you, and forward answers to you.
International discussion group This includes
discussions in English, Spanish and occasionally other languages.
If you cannot understand Spanish, it is a good idea to say so
when sending your messages, to prevent receiving replies that
you cannot understand.
To subscribe send a message to: listserv@nic.surfnet.nl
With the message: subscribe cds-isis [FIRST NAME] [LAST NAME]
For example: subscribe cds-isis Jane Smith
Messages to the CDS-ISIS discussion group are archived and
can be searched from the following Internet site:
http://listserv.surfnet.nl/archives/cds-isis.html
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. CDS-ISIS is usually free, or low
cost (for example, the cost of disks, manual and initial training).
However, CDS/ISIS requires much more training, both initial
training and follow-up, than many other programs, and the time
taken to get used to the program can be a large additional cost.
But CDS-ISIS is widely used in developing countries, and if
it is used in your country, more people will already know how
to use it. New staff may not need training or familiarisation
time, if they have already used CDS-ISIS elsewhere.
| Features |
DBTextworks
(Version 6), and Inmagic Plus |
Idealist
(Version 5) |
WINISIS
(Version 1.4) |
| Program
suitability |
|
|
|
| Type
of program |
Database |
Text
retrieval |
Text
retrieval |
| Designed
for bibliographic use |
Yes |
Yes |
Yes |
| Variable
length fields |
Yes |
Yes |
Yes |
| Repeatable
fields |
Yes |
Yes |
Yes |
| Option
not to allow repeatable fields |
Yes |
No |
Yes |
| How
easy to set up and develop |
|
|
|
| Easy
to set up |
Yes |
Yes |
Yes |
| Easy
to develop |
Yes |
Yes |
Yes |
| Field
identification (tags/names) |
|
|
|
| Name |
DBTextworks
only |
Yes |
For
data entry, editing, searching |
| Number |
Yes |
No |
Yes |
| Data
entry assistance |
|
|
|
| Set
up different data entry screens |
Yes |
Yes |
Yes |
| Record
templates/skeletons |
Yes |
Yes |
Yes |
| Default
field values |
No |
Yes |
Yes |
| Field
templates or input masks |
Yes |
Yes |
Yes |
| Substitution
lists |
DBTextworks
many |
Single
glossary only |
No |
| Pick
lists & pasting from index |
Yes |
Yes |
Yes |
| Validation/value
lists |
Yes |
Yes |
Yes |
| Spell
checking |
Yes |
Yes |
No |
| Context
specific data entry help |
No |
No |
Yes |
| Control
over which fields must contain data |
Yes |
Yes |
Yes |
| Editing |
|
|
|
| Full
screen editor |
Yes |
Yes |
Yes |
| Edit
record range |
Yes |
Yes |
Yes |
| Edit
search set |
Yes |
Yes |
Yes |
| Batch/Global
add/delete field |
Yes |
No |
Yes |
| Batch/Global
editing - field specific |
Yes |
No |
Yes |
| Find
and replace - non field specific |
DBTextworks
only |
Yes |
No |
| Copy
& paste in and across records |
Yes |
Yes |
Yes |
| Copy
& paste in and across databases |
DBTextworks
only |
Yes |
Yes |
| Indexes |
|
|
|
| Word |
Yes |
Yes |
Yes |
| Term
(whole field) |
Yes |
No |
Yes |
| Selected
word/phrase |
No |
No |
Yes |
| More
than one type at once |
Yes |
No |
Yes |
| Index
all fields |
Yes
- Inmagic Plus first 50 only |
Yes |
Yes |
| Number
of characters indexed |
250 |
66 |
30 |
| Individual
field indexes |
Yes |
No |
Display
only |
| Multiple
field index |
For
searching only |
Yes |
Yes |
| Highlight
specific field terms in multiple index |
No |
Yes |
Yes |
| Searching |
|
|
|
| Browse
indexes |
Yes |
Yes |
Yes |
| Paste
terms from index into search |
Yes
- multiple |
Yes |
Multiple |
| Phrase
searching |
Yes |
Yes |
Yes |
| Boolean
searching |
Yes |
Yes |
Yes |
| Proximity
and Adjacency searching |
Yes |
Yes |
Yes |
| Synonym
searching |
No |
Yes |
Using
ANY function |
| Wildcard/Truncation
searching |
Yes |
Yes |
Yes |
| Mark
records for printing |
Yes
- drop unwanted records |
Yes |
Yes |
| Cross-reference
searching |
No |
Yes |
No |
| Cross
database searching |
DBTextworks
- linked only |
Yes |
No |
| Searching
non-indexed fields |
No |
No |
Yes |
| Saved
search sets |
Yes |
No |
No |
| Sorting |
|
|
|
| Number
of sorting levels |
5 |
No
limit |
4 |
| Alternative
sort field if primary field is empty |
Yes |
No |
Yes |
| Display,
print and download formats |
|
|
|
| Box
placing |
DBTextworks
only |
Yes
- printing only |
No |
| RTF
supported |
DBTextworks
only |
Yes
- for printing, displays |
Display,
print, copy and past only |
| HTML
supported |
Yes
- Inmagic add to print format |
Yes
- add to export format |
Yes
- need knowledge of HTML |
| Displaying
graphics |
DBTextworks
only |
Yes |
Yes |
| Opening
documents and websites |
DBTextworks
only |
Yes |
Yes |
| Calculations
supported within records |
Yes |
Yes,
not easy |
Yes
- not easy |
| Calculations
supported across records |
Yes |
No |
No |
| Data
protection |
|
|
|
| Distribution
version |
Yes |
No |
Yes |
| Web
search module |
Yes
- at a cost |
No |
Yes
- as add on programs |
| Passwording |
Yes |
Yes |
Yes |
| Importing/exporting
to other programs |
|
|
|
| How
easy |
Easy |
Easy |
Easier
with add on programs |
| Delimited
ASCII, tagged, formatted |
Yes
- Inmagic using report formats |
Yes
- Inflected and .DBF |
Import
via IsisAscii - Export via report format |
| XML |
Yes
- DBTextworks only |
No |
Import
using XML2ISIS - Export report |
| International
standard |
Yes |
No |
Yes |
| Hardware
Requirements |
|
|
|
| Memory |
Inmagic
640k, DBTextworks16mb+ |
16mb+ |
16mb+ |
| Processor |
Inmagic
386+, DBTextworks Pentium |
Pentium |
Pentium |
| Operating
system |
Inmagic
3+ DBTextworks 95+ |
Windows
95+ |
3.1+ |
| Minimum
free hard disk space |
Inmagic
3mb DBTextworks10mb |
8mb |
10mb |
| Network
system (if used) |
Novell,
Windows NT |
Novell,
Windows NT |
Novell,
Windows NT |
| Database
size |
|
|
|
| Maximum
number of records |
200
gigabyte + |
1
million |
16
million |
| Maximum
number of fields |
Inmagic
76, DBTextworks250 |
160 |
200 |
| Software
documentation |
|
|
|
| User
manual quality |
DBTextworks
very good, Inmagic Plus not available |
Very
good |
WINISIS
good, but only a supplement |
| Availability
of alternative manuals |
No
- but not necessary |
Yes
- but not necessary |
Yes
- necessary and very good |
| Help
function |
Yes
- good |
Yes
- good |
Yes
- good |
| Support
services |
DBTextworks
only |
Yes |
Yes
via user groups and email lists |
| User
Groups |
|
|
|
| Established
user groups |
Yes |
No |
Yes |
| User
e-mail discussion lists |
Yes |
No |
Yes |
| Cost
factors |
|
|
|
| Price |
£1,295
(UK quote) US$975 (RSA quote) |
£176 |
Free/Nominal
fee for materials |
| Low
cost search only version |
No |
Yes
- £132 |
Not
necessary |
| Free
distribution version |
Yes |
No |
Yes |
| User
support |
Support
contracts available at a cost + user groups |
Free |
User
groups + email lists only |
| Training |
Limited
required |
Limited
required |
Initial
and follow up required |
| Other
cost factors |
Software
upgrades |
Software
upgrades |
Familiarisation
time |
next: Section 7. Information
services
top of page
