1. Creating a Serials Database by Melissa Farley Serials Associate Ingram Library, University of West Georgia mfarley@westga.edu

2. 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.

3. 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

4. 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

5. Database Design and Preparing your Tables TABLES

6. 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

7. ALL HOLDINGS LIST Includes a record for every title Title Histories Cataloging and Serials Communication Physical Holdings Online Access by Platform Current Subscriptions TABLES

8. 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

9. 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 1234-123401546 1234-123402547 9999-323401548 3938-450501549 TABLES

10. All Holdings List Fields—Table Design View TABLES

11. 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

12. 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

13. All Holdings List Indexes—Primary Key Autonumber Primary and Unique: Each records is automatically assigned a unique number. TABLES

14. 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

15. 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

16.  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

17.  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

18.  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

19. Title Histories Fields—Table Design View  Imported from Voyager Access Reports  Only table linked to All Holdings List by Bib# instead of ISSN TABLES

20. 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 Email ILLYes/No ToShort Text FromShort Text TABLES

21. Creating Relationships Between TablesRelationships

22. Creating Relationships Relationships

23. Queries So Many Possibilities! (We’re only covering 1.) QUERIES

24. 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

25. 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

26. Right-click to add tables Click “Show Table” Select desired tables, and click “Add” QUERIES

28. Serials Notices—Query Design QUERIES

29. Serials Notices—Query Datasheet View QUERIES

30. Serials Notices—Design View of Form based on Query Forms

31. Serials Notices— Form based on Query Forms

32. Forms The Best Way to View and Edit Data Forms

33. 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

34. Create a query to eliminated “archived” records Right-click to Add Tables. Click-and-drag desired fields down to the design grid. QUERIES

35. The Criteria Like No eliminates all records that have been archived. QUERIES

36. All Holdings List Form— Design View Forms

37. All Holdings List Form— Property Sheet Forms

38. Forms

39. Title Histories Subform Design and Form Views Forms

40. 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

41. Communication Subform—Design and Datasheet ViewsForms

42. 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

43. Physical Holdings Subform Design and Form Views Forms

44. Forms Add Subform to All Holdings List Form.

45. Online Access by Platform Subform Design and Datasheet ViewsForms

46. Forms Add Subform to All Holdings List Form.

47. Current Subscriptions Subform Design and Datasheet ViewsForms

48. Forms Add Subform to All Holdings List Form.

49. All Holdings List Form-- Completed Forms

50. Reports Compiling Data from your Tables REPORTS

51. Current Subscriptions Report 1. Create a Select Query selecting only desired records. 2. Create Report based on new select query. REPORTS

52. 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

53. Current Subscriptions Query Datasheet View QUERIES

54. 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

55. Current Subscriptions Report in Report View REPORTS

56. Print Preview of Current Subscriptions Report REPORTS

57. 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

58. Make Table Query for Use Study QUERIES

59. Newly Created Table QUERIES

60. Use Study Report— Design View of Query QUERIES

61. Datasheet View of New Query QUERIES

62. 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

63. Use Study Report in Report View REPORTS

64. Print Preview of Use Study Report REPORTS

65. 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

66. Form “Extras” Search bars and buttons Forms

67. 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

68. Forms

69. Forms

70. Forms

71. Forms

72. Forms

73. Forms

74. Forms

75. Adding a Search Bar to a FormForms

76. Forms

77. Select the option to find a record based on value in combo box. Forms

78. Choose the primary key field and desired search field. Forms

79. Hide the key column, and adjust the width of the column. Forms

80. Change the label to something like “Find by Title:” or you can change it later. Forms

81. Adjust the size of the label and search bar. Forms

82. Forms

83. Open the form in Form View, and select a title. Forms

84. Forms