Creating a Serials Database

by Melissa Farley

Serials Associate

Ingram Library, University of West Georgia

mfarley@westga.edu

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 TablesWhat information do you want to track?

My Content TablesAll Holdings ListTitle HistoriesCataloging and Serials CommunicationPhysical HoldingsOnline Access by PlatformCurrent Subscriptions TABL

ES

ALL HOLDINGS LISTIncludes a record for every title

Title HistoriesCataloging 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 ReportsTABLES

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

ISSN Code PK

1234-1234

01 546

1234-1234

02 547

9999-3234

01 548

3938-4505

01 549

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” TABL

ES

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

tableTABLES

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 KeyMultiple 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 titleHoldings fields data types

should be “Memo” or “Long Text”

Match on Bib# or ISSN from source file

Physical Holdings Fields—Table Design View

Fields Data Type

PK-ISSN Short Text

PK-Secondary

Short Text

Title Short Text

Call Number Number

Paper Holdings

Long Text

Microform Holdings

Long Text

Notes Short Text

Status Short Text

Fund Short Text

Barcode Short Text

AHL-Foreign Key

Number

Holdings Inventoried

Yes/No

Date Last Inventoried

Date/Time

Use Study Number

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 TableTable Design View

Create this one from scratch in Access 3-field Primary Key To and From fields with drop down list of

employees

Fields Data Type

Date Created

Date/Time

PK-ISSN Short Text

PK-Secondary

Short Text

Note Short Text

Completed Yes/No

DateCompleted

Date/Time

Go To Shelf Yes/No

AHL-Foreign Key

Number

Email ILL Yes/No

To Short Text

From Short Text

TABLES

Creating Relationships Between Tables

Relationships

Creating Relationships

Relationships

QueriesSo Many Possibilities!

(We’re only covering 1.)

QUERIES

Types of QueriesMost 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-DefinitionQUERI

ES

Select QueriesSpecify 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

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

FormsThe Best Way to View and Edit Data

Forms

All Holdings List Form

Creating the All Holdings List Form

1 main form5 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 Views

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. Notice there

are 3 this time. 1 2-field Index, and 1 Primary/Foreign Key

• Click OKForm

s

Physical Holdings Subform Design and Form Views

Forms

Forms

Add Subform to All Holdings List Form.

Online Access by Platform Subform Design and Datasheet Views

Forms

Forms

Add Subform to All Holdings List Form.

Current Subscriptions Subform Design and Datasheet Views

Forms

Forms

Add Subform to All Holdings List Form.

All Holdings List Form--Completed

Forms

ReportsCompiling 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 View1. 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 View2. Under Form Design Tools and

Design, click on the Button Icon3. Click where you want the button.

Forms

Forms

Forms

Forms

Forms

Forms

Forms

Forms

Adding a Search Bar to a Form

Forms

Forms

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

Forms

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

Forms

Forms