RESOURCE CENTRE MANUAL
HEALTHLINK WORLDWIDE
1. Main aspects
If the program is suitable in terms of the first two of these aspects, consider the
next two.
Variable length fields are important for bibliographic information. Authors’
names and titles, for example, are never a set length, so fields containing this
information must be able to adjust in size. Fixed-length fields might be too small,
so that data is lost, or too large, resulting in wasted disk space, which can slow
down the operation of the database.
Repeatable fields are needed to accommodate multiple authors or keywords.
Programs without the facility of repeating fields have either to place all repeats in
one field, which causes problems for searching and sorting, or to create a linked
database for these fields, which is unnecessarily complicated.
Searching is important, because improved retrieval of information is one of the
main reasons for using databases in resource centres. The program needs to be
able to cater for different levels of searching, from complex searches carried out
by resource centre staff, to assisted searches, or simple searches for resource
centre users. The program needs to be capable of retrieving information on
known details such as authors or titles; finding materials on a particular subject
area; finding individual words or phrases; and searching all fields at once, or
individual fields, as required.
Flexibility means the ability to design databases to fit the resource centre’s needs,
and to make changes as required, such as adding and removing fields, or
changing field names and record structures. It is important that continuing to
develop the database is straightforward, and can be undertaken by resource
centre staff, or other staff in the organisation. Otherwise the services will suffer,
and the support required may not be affordable.
2. More detailed assessment
Once you have assessed the four main aspects of a program, you can carry out a
more detailed assessment of the program’s functions, including:
• how easy it is to set up and develop • languages
• field identification
• data protection
• data entry assistance
• importing and exporting
• editing
• hardware requirements
• indexes
• database size
• searching
• software documentation
• sorting
• help function
• display, print and download formats • support services
• user interface
• user groups
• cost factors
How easy to set up and develop Designing and developing a database requires a
basic knowledge of computers, and an understanding of how to organise
28 SECTION 6: COMPUTERS, ELECTRONIC COMMUNICATION AND DATABASES