1. 9/9/1999Information Organization and Retrieval Database Design: From Conceptual Design to Physical Implementation University of California, Berkeley School of Information Management and Systems SIMS 202: Information Organization and Retrieval

2. 9/9/1999Information Organization and Retrieval Review Database Design Process Normalization

3. 9/9/1999Information Organization and Retrieval Database Design Process Conceptual Model Logical Model External Model Conceptual requirements Conceptual requirements Conceptual requirements Conceptual requirements Application 1 Application 2Application 3Application 4 Application 2 Application 3 Application 4 External Model External Model External Model Internal Model

4. 9/9/1999Information Organization and Retrieval Normalization Normalization theory is based on the observation that relations with certain properties are more effective in inserting, updating and deleting data than other sets of relations containing the same data Normalization is a multi-step process beginning with an “unnormalized” relation –Hospital example from Atre, S. Data Base: Structured Techniques for Design, Performance, and Management.

5. 9/9/1999Information Organization and Retrieval Normal Forms First Normal Form (1NF) Second Normal Form (2NF) Third Normal Form (3NF) Boyce-Codd Normal Form (BCNF) Fourth Normal Form (4NF) Fifth Normal Form (5NF)

6. 9/9/1999Information Organization and Retrieval Normalization Boyce- Codd and Higher Functional dependencyof nonkey attributes on the primary key - Atomic values only Full Functional dependencyof nonkey attributes on the primary key No transitive dependency between nonkey attributes All determinants are candidate keys - Single multivalued dependency

7. 9/9/1999Information Organization and Retrieval Unnormalized Relations First step in normalization is to convert the data into a two-dimensional table In unnormalized relations data can repeat within a column

8. 9/9/1999Information Organization and Retrieval Unnormalized Relation

9. 9/9/1999Information Organization and Retrieval First Normal Form

10. 9/9/1999Information Organization and Retrieval Second Normal Form

11. 9/9/1999Information Organization and Retrieval Second Normal Form

12. 9/9/1999Information Organization and Retrieval Second Normal Form

13. 9/9/1999Information Organization and Retrieval Third Normal Form

14. 9/9/1999Information Organization and Retrieval Third Normal Form

15. 9/9/1999Information Organization and Retrieval Most 3NF Relations are also BCNF

16. 9/9/1999Information Organization and Retrieval ER Diagram Symbols Entity Attribute Primary key Relationship Ovals are used to indicate the attributes associated with an entity or relationship (That is, the pieces of information recorded in the database about the entity or relationship) An underlined name indicates that the attribute is a primary key (That is, it can uniquely identify the entity) Rectangles are used to indicate entities (That is, the representatives or records describing persons, things, or events in the database) Diamonds are used to indicate relationships between entities. (That is, some association between the data records of different entities)

17. 9/9/1999Information Organization and Retrieval Today: New Design Today we will build the COOKIE database from needs (rough) through the conceptual model, logical model and finally physical implementation in Access.

18. 9/9/1999Information Organization and Retrieval Cookie Requirements Cookie is a bibliographic database that contains information about a hypothetical union catalog of several libraries. Need to record which books are held by which libraries Need to search on bibliographic information –Author, title, subject, call number for a given library, etc. Need to know who publishes the books for ordering, etc.

19. 9/9/1999Information Organization and Retrieval Cookie Database There are currently 5 main types of entities in the database –Books (bibfile) –Local Call numbers (callfile) –Libraries (libfile) –Publishers (pubfile) –Subject headings (subfile) –Links between subject and books (indxfile)

20. 9/9/1999Information Organization and Retrieval BIBFILE Books (BIBFILE) contains information about particular books. It includes one record for each book. The attributes are: –accno -- an “accession” or serial number –author -- The author’s name (not realistic -- one author per book) –title -- The title of the book –loc -- Location of publication (where published) –date -- Date of publication –price -- Price of the book –pagination -- Number of pages –ill -- What type of illustrations (maps, etc) if any –height -- Height of the book in centimeters

21. 9/9/1999Information Organization and Retrieval Books/BIBFILE Books Author accno Title Loc Date Price Pagination Height Ill

22. 9/9/1999Information Organization and Retrieval CALLFILE CALLFILE contains call numbers and holdings information linking particular books with particular libraries. Its attributes are: –accno -- the book accession number –libid -- the id of the holding library –callno -- the call number of the book in the particular library –copies -- the number of copies held by the particular library

23. 9/9/1999Information Organization and Retrieval LocalInfo/CALLFILE CALLFILE Copies accno libid Callno

24. 9/9/1999Information Organization and Retrieval LIBFILE LIBFILE contain information about the libraries participating in this union catalog. Its attributes include: –libid -- Library id number –library -- Name of the library –laddress -- Street address for the library –lcity -- City name –lstate -- State code (postal abbreviation) –lzip -- zip code –lphone -- Phone number –mop - suncl -- Library opening and closing times for each day of the week.

25. 9/9/1999Information Organization and Retrieval Libraries/LIBFILE LIBFILE Libid SatCl SatOp FCl FOp ThCl ThOpWClWOpTuClTuOp Mcl MOp Suncl SunOp lphone lzip lstatelcity laddress Library

26. 9/9/1999Information Organization and Retrieval PUBFILE PUBFILE contain information about the publishers of books. Its attributes include –pubid -- The publisher’s id number –publisher -- Publisher name –paddress -- Publisher street address –pcity -- Publisher city –pstate -- Publisher state –pzip -- Publisher zip code –pphone -- Publisher phone number –ship -- standard shipping time in days

27. 9/9/1999Information Organization and Retrieval Publisher/PUBFILE PUBFILE pubid Ship Publisher pphone pzip pstate pcity paddress

28. 9/9/1999Information Organization and Retrieval SUBFILE SUBFILE contains each unique subject heading that can be assigned to books. Its attributes are –subcode -- Subject identification number –subject -- the subject heading/description

29. 9/9/1999Information Organization and Retrieval Subjects/SUBFILE SUBFILE Subject subid

30. 9/9/1999Information Organization and Retrieval INDXFILE INDXFILE provides a way to allow many- to-many mapping of subject headings to books. Its attributes consist entirely of links to other tables –subcode -- link to subject id –accno -- link to book accession number

31. 9/9/1999Information Organization and Retrieval Linking Subjects and Books INDXFILE accno subid

32. 9/9/1999Information Organization and Retrieval Some examples of Cookie Searches Who wrote Microcosmographia Academica? How many pages long is Alfred Whitehead’s The Aims of Education and Other Essays? Which branches in Berkeley’s public library system are open on Sunday? What is the call number of Moffitt Library’s copy of Abraham Flexner’s book Universities: American, English, German? What books on the subject of higher education are among the holdings of Berkeley (both UC and City) libraries? Print a list of the Mechanics Library holdings, in descending order by height. What would it cost to replace every copy of each book that contains illustrations (including graphs, maps, portraits, etc.)? Which library closes earliest on Friday night?

33. 9/9/1999Information Organization and Retrieval Cookie ER diagram Has call BIBFILE pubid LIBFILE INDXFILE accno SUBFILE Has index libid CALLFILE Has copy publishes pubid PUBFILE Has subject subcodeaccnosubcode libidaccno Note: diagram contains only attributes used for linking

34. 9/9/1999Information Organization and Retrieval What Problems? What sorts of problems and missing features arise given the previous ER diagram?

35. 9/9/1999Information Organization and Retrieval Problems Identified Field sizes inappropriate Author doesn’t allow multiple authors (editors, etc). Subtitles, parallel titles Edition information Series information lending status material type designation Genre, class information Better codes (ISBN?) Missing information (ISBN) Authority control for authors Missing/incomplete data Data entry problems Ordering information Illustrations Subfield separation (such as last_name, first_name) Separate personal and corporate authors

36. 9/9/1999Information Organization and Retrieval Problems (Cont.) Location field inconsistent No notes field No language field Zipcode doesn’t support plus-4 No publisher shipping addresses No (indexable) keyword search capability No support for multivolume works No support for URLs –to online version –to libraries –to publishers

37. 9/9/1999Information Organization and Retrieval Original Cookie ER diagram Has call BIBFILE pubid LIBFILE INDXFILE accno SUBFILE Has index Address, etc Library libid CALLFILE Has copy publishes pubid PUBFILE Has subject subidaccnosubidsubject Callno Libid accno

38. 9/9/1999Information Organization and Retrieval Cookie2: Separate Name Authorities nameid BIBFILE pubid LIBFILE INDXFILE accno SUBFILE libid CALLFILE pubid PUBFILE subcodeaccnosubcode libid accno AUTHFILE AUTHBIB authtype accno nameid name

39. 9/9/1999Information Organization and Retrieval Cookie3: Keywords nameid BIBFILE pubid LIBFILE INDXFILE accno SUBFILE libid CALLFILE pubid PUBFILE subcodeaccnosubcode libid accno AUTHFILE AUTHBIB authtype accno nameid name KEYMAP TERMS accnotermid

40. 9/9/1999Information Organization and Retrieval Cookie 4: Series nameid BIBFILE pubid LIBFILE INDXFILE accno SUBFILE libid CALLFILE pubid PUBFILE subcodeaccnosubcode libid accno AUTHFILE AUTHBIB authtype accno nameid name KEYMAP TERMS accnotermid SERIES seriesid ser_title

41. 9/9/1999Information Organization and Retrieval Cookie 5: Circulation nameid BIBFILE pubid LIBFILE accno libid CALLFILE pubid PUBFILE libid accno INDXFILE SUBFILE subcodeaccno subcode AUTHFILE AUTHBIB authtype accno nameid name KEYMAP TERMS accnotermid SERIES seriesid ser_title CIRC circidcopynumpatronid PATRON circid

42. 9/9/1999Information Organization and Retrieval Mapping to Relations Take each entity –BIBFILE –LIBFILE –CALLFILE –SUBFILE –PUBFILE –INDXFILE And make it a table...

43. 9/9/1999Information Organization and Retrieval Implementing the Physical Database... For each of the entities, we will build a table… Start up access… Use “New” in Tables… Loading data Entering data Data entry forms