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.
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://support.inmagic.com/supbase3.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://inmagic.us2.list-manage.com/subscribe?u=996045339d187a208751d75c4&id=60707450af
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
There is now a moderated customer discussion board for sharing ideas, tips and best practices: http://inmagic.infopop.cc/6/ubb.x
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 site below:
http://www.unesco.org/isis/files/winisis/windows/doc/english/Isis_Tutorial2.ppt
http://www.unesco.org/isis/files/winisis/windows/doc/english/WINISIS15rev.pdf
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#sthash.vEodw9Kk.dpuf
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.
