RESOURCE CENTRE MANUAL
HEALTHLINK WORLDWIDE
It is possible either to use a standard database structure, or to develop one (see
Section 6.8.2). There are several advantages to using a standard database
structure. It saves the effort of designing a structure, it enables records to be
shared with other organisations using the same structure, and it means that there
will be good supporting materials. Sharing records with other resource centres
can prevent duplication of effort and provide easy access to information about
materials in the other resource centres. Therefore, if there is any possibility that
the resource centre will want to share records with other resource centres, serious
consideration should be given to using a standard structure. Otherwise a lot of
time and effort will be needed to alter the structure or convert records.
Standard structures are designed to cover all standard needs. They include the
option of adding new fields if required. Standard formats may include fields that
are not required. These need not be used, or could be used later if requirements
change.
Many standard database structures are available. The main international
standard is MARC, but it is too complex for most resource centres. The
Common Communication Format (CCF) is a more straightforward structure,
and is suitable for storing information about people and organisations, and
bibliographic information.
Some structures have been designed for specific subject areas. For example, the
MIMBIS Manual is designed for development information. The World Health
Organization (WHO) has designed a structure for the African Index Medicus
(AIM). This structure or an adapted version of it is used by WHO country offices
and health-related organisations such as ministries of health, and medical and
health libraries. Healthlink Worldwide has developed database structures for
contacts and mailing list functions, which are used by partner organisations as
the basis for their own contacts databases and newsletter mailing lists. Both the
AIM and Healthlink Worldwide structures are based on CCF.
6.8.2 How to design a database
If you need only a simple database or a very specialised database, you could
create your own database structure, or adapt a standard structure. If you are
designing or adapting a database structure, make sure that it relates to the
systems analysis and objectives (see Section 6.2.1), and remember the tip: Keep It
Simple.
The initial database design should be produced on paper, noting down each
issue, and gradually building up a list of fields, content and format.
There are two main aspects to consider:
• the content of the records – the data to be entered into each field
• the structure of the records – the way in which the record is divided into
fields, subfields, and repeatable fields.
SECTION 6: COMPUTERS, ELECTRONIC COMMUNICATION AND DATABASES
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