RESOURCE CENTRE MANUAL
HEALTHLINK WORLDWIDE
or zip disk to prevent loss of data, deleting unwanted files, and developing the
database to meet changing needs.
TIP: Backing up
The database should be backed up every time a significant amount of
data has been entered or edited. A significant amount is the amount
that you would not want to have to re-enter or re-edit if the data were
lost. Back-ups should be made on a rotational basis using at least two
sets of disks. It is important to have rotational back-ups, in case one
back-up becomes corrupt, or if there is a fault in the database before
the back-up is made.
Carefully label each back-up disk with the name of the database, the
date and its number in the set, for example, ‘Disk 1 of 3’. Store disks in
a cool, dry place out of direct sunlight. Keep disks away from magnetic
and electrical equipment such as telephones, televisions, videos and
bags with magnetic clasps. It is sensible to make two back-ups and
keep one copy at home, or in another building, to protect them from
fire or corruption.
6.8.5 How to choose database software
The differences between different types of database (or text retrieval) software
are becoming more blurred as technology improves and new features are added
to software programs. This section does not discuss specific programs, but
provides guidelines for choosing software. A detailed look at three programs that
are often used by libraries and resource centres is given in Section 6.10.
Before you consider what database software to use, you must be clear about
what you need a database for (see Section 6.8.2). Think about the long-term
needs of the resource centre, and how adaptable the program is, as it is more
expensive in terms of both money and time to change to a different program
later. Also consider what is happening in your area or field of work. If a
particular program is widely used in your geographical area, or is used by a
network that you belong to, and it is affordable, it is also worth considering.
However, do not decide anything until you have considered all other aspects of
database software discussed in this section.
You can identify a suitable program in two stages. First, take four main aspects:
• variable length fields
• repeatable fields
• methods of searching
• flexibility in design and development.
Then, if the program looks suitable, you can look in more detail at the program’s
functions.
SECTION 6: COMPUTERS, ELECTRONIC COMMUNICATION AND DATABASES
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