RESOURCE CENTRE MANUAL
HEALTHLINK WORLDWIDE
Data protection If resource centre users and other staff are to search the
database themselves, it is advisable to have some protection for the data. This
could take the form of a search-only version of the software, or a password
system.
Search-only versions allow users to search, sort and print. They are useful for
resource centre users, and for making the database available to other resource
centres and libraries. The other way to prevent database structures and settings
from being accidentally altered is by using passwords. Passwords can be set in
such a way that different functions are available to different users. For example,
resource centre users could have a password that allows only searching, sorting
and printing; resource centre staff could have a password that also allows them
to enter data; and the database manager could have a password that also allows
changes to be made to the database structure.
Importing and exporting You may not need to exchange data between the
database and other software to start with. However, it might become important
later on to exchange data with other resource centres, or transfer data to a new
program. It is useful to choose software that can import or export data in several
popular formats.
Hardware requirements Different software programs require different computer
specifications. Some require more than the minimum stated specification to
function well. To find out what specification you really need, speak to users of
the software, not just the suppliers. Work out what capacity hardware (hard
disk, memory, and processor speed) you need to run the software. Do you
already have this capacity, or do you have a computer that can be upgraded, or
will you need to obtain a new computer?
Database size There is usually a top limit to the size of a database file, or the
number of records that can be stored, and the maximum number of fields that
can be created. Consider whether these are sufficient for the resource centre’s
needs. This will depend on the purpose of the database (see Section 6.8.2).
Software documentation (user manual) Is the manual easy to use? Is it written in
non-technical language? Are there any additional materials to help resource
centre staff to use and understand the software?
Help function Is on-line help available with the program by clicking on the help
menu? This is important, as commercial manuals to support the software are
usually expensive, and may not be available.
Support services Check that the software supplier is stable, both financially and
in relation to their trading history, i.e. they are not going to disappear overnight.
It is also worth considering their technical experience, and whether they can
provide training, troubleshooting services, and software updates.
Find out:
• who provides and supports the software locally
• what experience they have
32 SECTION 6: COMPUTERS, ELECTRONIC COMMUNICATION AND DATABASES