Birth of a Database Newfoundland and Labrador Health Bibliography A labour of love Shelagh...

Birth of a Database

Newfoundland and Labrador Health Bibliography

A labour of love

Shelagh Wotherspoon NLHLA May 9, 2008

Introduction

• The Bibliography of Health Care in Newfoundland published 1986.

• Sabbatical leave 2004-2005• Goal: Update the Bibliography and create a

searchable database available on the Web


Background

• 1991Original file was converted to the Spires database management system

• Did the file still exist?


Design the Database

1. Select the software Reviewed the literature Consulted Systems at QE II


Design the Database

Unicorn II Database Properties• One Format

HEALTHBIB

• One TemplateLists all the fields


Design the Database

2. Document types4 document types in the original file Article Book Chapter Thesis


Design the Database

3. Fields Assign fields to the 4 document types

• FlexibilitySearchingDisplay of informationOutput


Fields

Original 12 FieldsIDCategoryAuthorTitleFound.InVolumeNumberPagesPublisherAddressSubjectPrint Date

Revised FieldsRecord NoDocument TypeAuthorTitlePublication InfoVolumeNumberPagesPublisherPlaceSubjectDate


22 New FieldsOther TitleJournal AbbrevGeneral NoteGeneral SubjectPublication DateOriginal NoLanguageISSNUnique IDArticle IDAvailability

Copy NoteJournal TitleEditionPublisherPlaceAdded Author SeriesISBNMain AuthorMain TitleDissertation Note


Repeatable Fields

AuthorAdded AuthorMain Author

General Note

ISBNISSNSeriesSubjectAvailability


Journal Title Field• Add the full journal titles

Sample from Journal Title fileAbdom Surg|Abdominal surgery

Appl Nurs Res|Applied nursing research: ANR Can Fam Physician|Canadian family physician = Médecin

de famille canadien Can Med Assoc J|Canadian Medical Association journal CMAJ|CMAJ: Canadian Medical Association journal =

journal de l’Association médicale canadienne Nurs Pap|Nursing papers = Perspectives en nursing Polar Rec (G Brit) |The Polar record Progr Med (Paris) |Le Progrès médicale


Availability FieldLinks:• Memorial holdings:

Links to the catalogue records were added using: ISSN ISBNControl numbers

• Full-text:Links using DOI


Design the Database

4. MARC tags MARC tag required for each field Not a cataloguer


MARC Tags001 Record No008 Date012 Document Type014 Unique ID020 ISBN022 ISSN100 Author210 Journal Abbrev222 Journal Title242 Other Title245 Title250 Edition260 Publisher270 Place440 Series500 General Note

502 Dissertation Note512 Volume517 Number519 Pages529 Publication Date546 Language650 Subject695 General Subject700 Added Author704 Main Author730 Main Title773 Publication Info851 Article ID856 Availability890 Copy Note891 Original No


Design the Database

5. Limits Assign limit fieldsThree fields were selected: Year Document Type Language


Design the Database

6. Indexes• Create Keyword and Browse indexes

AuthorTitleJournalSubjectEverything

• Assign fields to each index


Indexes

Author Index• Author• Added Author• Main Author

Title Index• Title• Other Title• Main Title• Series

Journal Index• Journal Abbrev• Journal Title

Subject Index• Subject• General Subject

Everything


Design the Database

7. Style Vancouver style MeSH headings assigned as subjects General Subjects

broad subject categories based on NLM classification outline, e.g.Pediatrics, Cardiovascular System


Design the Database

8. Display of RecordsFour display views:

Hit list of results Full view (default) Brief All

Define the displays for the 4 record types


Hit List


Brief View


Full View


Full View

• Link to Full-Text


Full View

• Link to PDF


Full View

• Link to Catalogue


All View


Build the Database

September 2004• Systems added a new database to the

UnicornII systemProblems Generic framework – customization neededNo records


Build the Database

November 2004 • Spires records were uploaded to WF

Numerous problems

• Obtained text file of Spires records

December 2004• Records had been dumped and reloaded twice

in WF


Build the DatabaseHow to Proceed?

• Problems with the database• Lack of WF experience

Decision: • Work with the text file (original records) • Upload it later to WF


Original Spires record ****ID = 1; CATEGORY = Article; AUTHOR = P W Allderdice; AUTHOR = N Browne; AUTHOR = D P Murphy; TITLE = Chromosome 3 duplication q21 qter deletion p25 pter syndrome in children of carriers of a pericentric inversion inv(3)(p25q21).; FOUND.IN = Am J Hum Genet; VOLUME = 27; NUMBER = 6; PAGES = 699-718; SUBJECT = Chromosomes, Human, Pair 3; SUBJECT = Inversion (Genetics); SUBJECT = Chromosome Aberrations; SUBJECT = Chromosome Abnormalities; SUBJECT = Genetics; ENTERED = 04/25/1991; MODIFIED = 01/26/1996; PRINT-DATE = 1975 ;;


Original record****ID = 1; CATEGORY = Article; AUTHOR = P W Allderdice; AUTHOR = N Browne; AUTHOR = D P Murphy; TITLE = Chromosome 3 duplication q21 qter deletion

p25 pter syndrome in children of carriers of a pericentric inversion inv(3)(p25q21).;

FOUND.IN = Am J Hum Genet; VOLUME = 27; NUMBER = 6; PAGES = 699-718; SUBJECT = Chromosomes, Human, Pair 3; SUBJECT = Inversion (Genetics); SUBJECT = Chromosome Aberrations; SUBJECT = Chromosome Abnormalities; SUBJECT = Genetics; ENTERED = 04/25/1991; MODIFIED = 01/26/1996; PRINT-DATE = 1975 ;;

New version of record**** RECORD NO = 1; DOCUMENT TYPE = Article; AUTHOR = Allderdice PW; AUTHOR = Browne N; AUTHOR = Murphy DP; TITLE = Chromosome 3 duplication q21 leads to qter

deletion p25 leads to pter syndrome in children of carriers of a pericentric inversion inv(3)(p25q21).;

JOURNAL ABBREV = Am J Hum Genet; VOLUME = 27; NUMBER = 6; PAGES = 699-718; SUBJECT = Chromosomes, Human, Pair 3; SUBJECT = Inversion (Genetics); SUBJECT = Chromosome Aberrations; SUBJECT = Chromosome Abnormalities; GENERAL SUBJECT = Genetics; DATE = 1975; PUBLICATION DATE = 1975 Nov; ORIGINAL NO = 120; ISSN = 0002-9297 (p); ISSN = 1537-6605 (e); UNIQUE ID = 1200027; AVAILABILITY = Memorial's

holdings:|uhttp://info.library.mun.ca/uhtbin/issn-search/0002-9297;

COPY NOTE = Copy available at the Circulation Desk, Health Sciences Library as NL Bib. No. 1;

;


Build the Database

New Content• Criteria for inclusion

Basically unchanged Term “health” - used in the broadest senseRange of materialPrimarily journal articles


Build the Database

Journal Articles• Search databases• Hand search journals• Obtain hard copy of articles

Determine if article is relevantCheck bibliographies for additional material

• Create a template for adding new records


Template for New Articles**** RECORD NO = ; DOCUMENT TYPE = Article; AUTHOR = ; AUTHOR = ; AUTHOR = ; AUTHOR = ; TITLE = .; OTHER TITLE = [ ]; JOURNAL ABBREV = ; VOLUME = ; NUMBER = ; PAGES = ; GENERAL NOTE = ; SUBJECT = ; SUBJECT = ; SUBJECT = ; SUBJECT = ; GENERAL SUBJECT = ; DATE = ; PUBLICATION DATE = ; LANGUAGE = ; ISSN = (p); ISSN = (e); UNIQUE ID = ; ARTICLE ID = doi: 10. ; AVAILABILITY = Memorial's holdings:|uhttp://info.library.mun.ca/uhtbin/issn-search/; AVAILABILITY = Full-text:|uhttp://dx.doi.org/10 ; COPY NOTE = Copy available at the Circulation Desk, Health Sciences Library as NL Bib. No. ;;


Build the DatabaseSeptember 2005 • File was ready to be uploaded to WF

Now 2000 records in text file

October 2005• Records uploaded to WorkFlows• Journal Title file uploaded


Implementation

Fall 2005 All records were now in WF• Created a Webpage • Created customized Help • Next step

TestReview


Implementation

WF Problems• Records missing• Template• Display and format of information• Journal Titles did not map properly• Search and Browse problems


Implementation

WorkFlows• File reloaded a number of times

March 2006• Final reload of records• Manual edits


Manual Cleanup

ALL 2000 records were edited at least once!


Manual Cleanup – Journal Titles


Manual Cleanup – Publication Info


Manual Cleanup - Chapters


Manual Cleanup – Filing Indicators


Manual Cleanup - Accents


Manual Cleanup - Links


Manual Cleanup - Limits


Implementation

Keyword• Title• Journal• Subject• Limits

WorkFlows:• Search

Browse• Author• Title• Journal• Subject

• Browse


Implementation

Display• Journal Title links• Series• Full View• Browse Journal• Search screen


Adding New Records in WF


Conclusion

Launch of the database• Can the remaining problems be resolved?• What are the options?

Time is running out!


Outcome

Birth or Mutation or Abortion?Thank You


Birth of a Database Newfoundland and Labrador Health Bibliography A labour of love Shelagh...

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