Creating a Serials Database by Melissa Farley Serials Associate Ingram Library, University of West Georgia
The Scope of this Class Designing and Building a Serials Database using Microsoft Access No Access Experience? No problem! Use these slides as a guide after taking a class in Access.
Advantages of a Serials Database Customized Reports All Serials Information in One Database One-Screen Serials Information History of Changes Communication among serials staff Individualized Task Lists Track projects, such as claims and missing issues list
Definition of Terms Table: Like an Excel spreadsheet—contains one category of information per table Field: Contains one specific type of information, like a column in Excel Record: Information for a specific item, like a row in Excel Primary Key: Unique identifier for every record Index: A field that is indexed is quickly searchable. May or may not be unique. Query: Performs multiple function with raw data in tables, like selecting particular records that meet certain criteria from multiple tables or even updating and deleting information in tables Form: A more user-friendly way to edit and view data from 1 or more tables or queries Reports: Printable reports with data from 1 or more tables or queries
Database Design and Preparing your Tables TABLES
Design—Determine needed Content Tables What information do you want to track? My Content Tables All Holdings List Title Histories Cataloging and Serials Communication Physical Holdings Online Access by Platform Current Subscriptions TABLES
ALL HOLDINGS LIST Includes a record for every title Title Histories Cataloging and Serials Communication Physical Holdings Online Access by Platform Current Subscriptions TABLES
The All Holdings List Table Title specific information ISSN, E-ISSN, call number, Bib#, OCLC#, and summary holdings Autonumber primary key 2-cell index: ISSN and secondary code Archived status One entry for every title—paper, online, or microform Use current records and Voyager Access Reports TABLES
The Primary Key—A Unique Identifier for Every Record Most tables in your database will have a primary key. The Pitfalls of using the ISSN Multiple titles with 1 ISSN Titles without ISSN Use the ISSN as 1-field in a 2-field Index Use an Autonumber as your main table’s primary key ISSNCodePK TABLES
All Holdings List Fields—Table Design View TABLES
All Holdings List Indexes—Bib Number Not Primary: Some records have no Bib# (are null). Not Unique: While Bib#’s aren’t repeated, the null values force a “no” TABLES
All Holdings List Indexes—ISSN Number 2-field index. ISSNs are duplicated, with different secondary code. 01, 02, etc. Not Primary: Could be the PrimaryKey, but a 2-field primary key causes problems with forms. Unique: Between the 2 fields, all records are unique. TABLES
All Holdings List Indexes—Primary Key Autonumber Primary and Unique: Each records is automatically assigned a unique number. TABLES
Preparing Content Tables Online Platforms: JSTOR, Project MUSE, other owned online subscriptions Subscription Agent: List of active subscriptions Voyager Access Reports: Title history report, Physical holdings Using Excel, or another spreadsheet program, create a spreadsheet for each of your downloaded tables (optional) The importance of Cell Integrity Specificity—One category of information in each table TABLES
Cell Integrity Title Adweek American Journal of Psychology Behavior and Philosophy (frequently late) Beverage World (cancelled) Family PC World (put on display) Wired Title Adweek American Journal of Psychology Behavior and Philosophy Beverage World Family PC World Wired TABLES
Imported from Subscription Agent Add fields as needed: Use study fields AHL-Foreign Key Source—agent and direct 3-Field Primary Key Multiple Title Entries from agent Title changes Different formats 2 orders Match from source file on ISSN Current Subscriptions Fields TABLES
3-field Primary Key Multiple online records possible for each title Match from source files on ISSN Populate AHL-Foreign Key field by matching on ISSN Online Access by Platform Fields— Table Design View TABLES
1 record per title Holdings fields data types should be “Memo” or “Long Text” Match on Bib# or ISSN from source file Physical Holdings Fields—Table Design View FieldsData Type PK-ISSNShort Text PK-SecondaryShort Text TitleShort Text Call NumberNumber Paper HoldingsLong Text Microform Holdings Long Text NotesShort Text StatusShort Text FundShort Text BarcodeShort Text AHL-Foreign KeyNumber Holdings Inventoried Yes/No Date Last Inventoried Date/Time Use StudyNumber TABLES
Title Histories Fields—Table Design View Imported from Voyager Access Reports Only table linked to All Holdings List by Bib# instead of ISSN TABLES
Cataloging and Serials Communication Table Table Design View Create this one from scratch in Access 3-field Primary Key To and From fields with drop down list of employees FieldsData Type Date CreatedDate/Time PK-ISSNShort Text PK-SecondaryShort Text NoteShort Text CompletedYes/No DateCompletedDate/Time Go To ShelfYes/No AHL-Foreign Key Number ILLYes/No ToShort Text FromShort Text TABLES
Creating Relationships Between TablesRelationships
Creating Relationships Relationships
Queries So Many Possibilities! (We’re only covering 1.) QUERIES
Types of Queries Most Common Queries: Select Select particular records from particular tables based on particular criteria Make Table Make a new table, with particular information from other tables Append Add records to an existing table Update Change data in particular records in particular fields Rarely Used: Crosstab Delete Union Pass-Through Data-Definition QUERIES
Select Queries Specify which types of records to include from the main table Combine the data from several tables into one Eliminate certain records based on desired criteria QUERIES
Right-click to add tables Click “Show Table” Select desired tables, and click “Add” QUERIES
Serials Notices—Query Design QUERIES
Serials Notices—Query Datasheet View QUERIES
Serials Notices—Design View of Form based on Query Forms
Serials Notices— Form based on Query Forms
Forms The Best Way to View and Edit Data Forms
All Holdings List Form Creating the All Holdings List Form 1 main form 5 subforms (a form within a form) Title Histories, Communication, Physical Holdings, Online Holdings, Subscriptions Forms
Create a query to eliminated “archived” records Right-click to Add Tables. Click-and-drag desired fields down to the design grid. QUERIES
The Criteria Like No eliminates all records that have been archived. QUERIES
All Holdings List Form— Design View Forms
All Holdings List Form— Property Sheet Forms
Forms
Title Histories Subform Design and Form Views Forms
Forms Click-and-Drag Subform from menu to Design View of All Holdings List Form Right-click subform box, select Properties Click the “All” Tab Click the … button on the “Link Master Fields” line. Select the matching fields. Click OK
Communication Subform—Design and Datasheet ViewsForms
Click-and-Drag Subform from menu to Design View of All Holdings List Form Right-click subform box, select Properties Click the “All” Tab Click the … button on the “Link Master Fields” line. Select the matching fields. Notice there are 3 this time. 1 2-field Index, and 1 Primary/Foreign Key Click OK Forms
Physical Holdings Subform Design and Form Views Forms
Forms Add Subform to All Holdings List Form.
Online Access by Platform Subform Design and Datasheet ViewsForms
Forms Add Subform to All Holdings List Form.
Current Subscriptions Subform Design and Datasheet ViewsForms
Forms Add Subform to All Holdings List Form.
All Holdings List Form-- Completed Forms
Reports Compiling Data from your Tables REPORTS
Current Subscriptions Report 1. Create a Select Query selecting only desired records. 2. Create Report based on new select query. REPORTS
Current Subscriptions Report—Query 1.Create a new Select Query. 2.Show all relevant tables, choose desired fields, and drag them down to the design grid. In my Current Subscriptions table, there are multiple placeholder records, such as membership entries. This query eliminates all of those extraneous records. QUERIES
Current Subscriptions Query Datasheet View QUERIES
Current Subscriptions Report in Design View 1.Use the Report Wizard to create a new report based on the query you just created, selecting desired fields. 2.Edit layout in design view. REPORTS
Current Subscriptions Report in Report View REPORTS
Print Preview of Current Subscriptions Report REPORTS
Use Study Report 1. Import Use Study Excel file into Access for desired dates. 2. Create a new table using a Make Table Query with Use Counts and Titles. 3. Create a Select Query using newly made table and Physical Holdings Table. 4. Create Report based on new select query. REPORTS
Make Table Query for Use Study QUERIES
Newly Created Table QUERIES
Use Study Report— Design View of Query QUERIES
Datasheet View of New Query QUERIES
Use Study Report in Design View 1.Use the Report Wizard to create a new report based on the query you just created, selecting desired fields. 2.Edit layout in design view. REPORTS
Use Study Report in Report View REPORTS
Print Preview of Use Study Report REPORTS
What’s Next? 1. Take an Access class! 2. Determine your goals for your Serials Database. 3. Gather your data. 4. Sketch out the design of your database. 5. Start creating your database. 6. Get help when you need it: Internet Searches Microsoft Access forums 7. Consider classes in Visual Basic and SQL
Form “Extras” Search bars and buttons Forms
Adding a Button to a Form 1.Open Form in Design View 2.Under Form Design Tools and Design, click on the Button Icon 3.Click where you want the button. Forms
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Adding a Search Bar to a FormForms
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Select the option to find a record based on value in combo box. Forms
Choose the primary key field and desired search field. Forms
Hide the key column, and adjust the width of the column. Forms
Change the label to something like “Find by Title:” or you can change it later. Forms
Adjust the size of the label and search bar. Forms
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Open the form in Form View, and select a title. Forms
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