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UNESCO BANGKOK

Bangkok, Thailand

2006


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
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        
          
          
Bangkok,

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 

UNESCO Bangkok.
II. Large, Andrew. Editor.
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
III.
Japanese Fund in Trust. 
IV. Title.
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EIPICT_M4_TG
Module 4
Creation and Management of Databases Using
CDS/ISIS
Teacher’s Guide
Table of Contents
General Guideline
Introductory Note
Rationale
Content of the Training Programme
Prerequisites
Materials and Equipment
Teaching Tips for Face-to-Face Instruction
Module Evaluation
Typographical Conventions
4
Overview of Module
Learning Outcomes
Schedule
Module Outline
Grading Policy
List of Activities
Assessment
Reading/Reference List
Glossary
10
Lessons
Lesson 1 Introduction to Concepts of Database Design
Lesson 2 How to Install Win/ISIS and its Basic Features?
Lesson 2 Supplementary Materials
Lesson 3 How do you create a Database using Win/ISIS?
Lesson 3 Supplementary Materials
Lesson 4 How do you store and retrieve Information using Win/ISIS?
Lesson 5 What are the Advanced Features of Win/ISIS?
Lesson 5 Supplementary Materials
Lesson 6 How do you exchange Data using Conversion Programs
and Back-ups?
Lesson 6 Supplementary Materials
Teacher’s Guide for Project Preparation
28
35
44
60
71
80
92
103
107
113
133
3
EIPICT_M4_TG
Student’s Guide for Project preparation
Lesson 7 How do you publish a Database on the Web
using GenISIS?
Lesson 7 Supplementary Materials
Lesson 8 What are other Utilities of Win/ISIS?
Evaluation Form
135
137
141
168
173
Accompanying Materials
PowerPoint Presentations
Student’s Text
Evaluation Form
4
EIPICT_M4_TG
Empowering Information Professionals:
A Training Programme on Information and
Communication Technology
General Guidelines for Teachers
Introductory Note
Library schools are now changing their curricula to produce graduates who are prepared
for the changing service requirements in libraries. The majority of practitioners, however,
graduated before the advent of the Information Age or studied in schools that did not
teach ICTs for various reasons. This group of practitioners is now finding itself
unprepared for the new demands of the profession. This Training Programme is in
response to this identified need.
People working in libraries and information centers are the primary target group of the
Training Programme. It is intended to provide them with the knowledge and skills to deal
with the application of ICTs to library and information services. It is also intended for use
by teachers of students in library schools and of personnel in library and information
centers. The Package has been developed by the UNESCO Asia and Pacific Regional
Office with funding from the Japanese Funds in Trust for Communication and
Information.
Rationale
In 1961, Marion Harper Jr. wrote, “To manage a business well is to manage its future;
and to manage the future is to manage information.”1 Less than 25 years later, John
Naisbitt, in discussing the ten megatrends in his opinion were happening in the US, said
“None is more subtle, yet more explosive, I think than this first, the megashift from an
industrial to an information society.”2 According to Naisbitt, “In 1950, only 17 percent
of us worked in information jobs. Now more than 60 percent of us work with information
as programmers, teachers, clerks, secretaries, accountants, stock brokers, managers,
insurance people, bureaucrats, lawyers, bankers and technicians.” He groups librarians
among professional workers who “are almost all information workers…”3 Today, society
is in the “Information Age,” an age where information is power.
1
Harper, Marion Jr. 1961. “New profession to aid management,” Journal of Marketing, January, p. 1
John Naisbitt entitled Megatrends : Ten new directions transforming our lives (New York, N.Y. : Warner
Books, 1982), p11
3
Ibid, p. 14-15
2
5
EIPICT_M4_TG
Content of the Training Programme
The Training Program contains nine Modules:
• Module 1 - Introduction to Information and Communication Technologies
• Module 2 - Introduction to Library Automation
• Module 3 - Information Seeking in an Electronic Environment
• Module 4 – Creation and Management of Databases Using CDS/ISIS
• Module 5 - The Internet as an Information Resource
• Module 6 - Web Page Concept and Design: Getting a Web Page Up and Running
• Module 7 - Library Management and Promotion
• Module 8 - Digital Libraries and Open Access
• Module 9 - Intellectual Property Rights in the Digital Age
All the Modules have a Teacher's Guide and a Student’s Text. The Teacher's Guide
should not be distributed to the students.
Teacher’s Guide
The Teacher’s Guide includes the
following:
• General Guidelines
• Introductory Note
• Rationale
• Content of the Training Programme
• Prerequisites
• Materials and Equipment
• Teaching Tips for Face-to-Face
Instruction
• Module Evaluation
• Typographical Conventions
• Overview of Module
• Learning Outcomes
• Schedule
• Module Outline
• Grading Policy
• List of Activities
• Assessment
• Reading/Reference List
• Glossary
• Lessons
• Evaluation Form
• Accompanying Materials
• PowerPoint Slides
• Student’s Text
Student’s Text
The Student’s Text contains the following:
• General Guidelines
• Introductory Note
• Rationale
• Content of the Training Programme
• Prerequisites
• Typographical Conventions
• Overview of Module
• Learning Outcomes
• Schedule
• Module Outline
• Grading Policy
• Lessons
• List of Activities
• References and Recommended
Readings
• Glossary
6
EIPICT_M4_TG
Prerequisites
•
•
Module 1. The student must have a genuine interest in understanding the impact of
new information technologies on the practice of Library and Information Science.
Modules 2 - 9. The student must have finished Module 1
Materials and Equipment
The teacher and the students must have the facilities and technical support required to
carry out the course. They must have CD-ROM drives and online access to the Internet.
The teacher must be knowledgeable and skilled in using computers, the Internet, CDROMs and a variety of software and other electronic resources. Copies of the core
materials could be downloaded and printed out if desired.
•
•
•
•
•
•
•
•
•
Teacher’s guide
Student’s Guide
Hands-on exercises
Computer system
o Recommended:
CPU—Intel Celeron D336 or Intel Pentium 506 (2.66)LGA 775 or higher
Memory—512 MB PC400 DDR
Hard Drive—WD 40GB 7200RPM
CD-ROM/DVD drive (52x CD-ROM combo drive or 52 DVD combo drive)
Monitor—15-17” CRT or LG EZ 17” Flatron
Modem—56 k or DSL or Cable
AVR—500 w
Printer—Laser
o Minimum
Pentium IV Processor
128 MB RAM
Operating system software ( Windows 98 with all the updates or Windows XP Service
Pack2/XP Professional)
Application software MS Office 2000
Other applications (Acrobat Reader, Multimedia Flash Reader)
Internet access
o If dial-up: modem card, phone and Internet Service provider.
o If DSL: integrated LAN card and Internet Service provider.
o Internet Cafes and other service centers.
Communication Tools. Asynchronous communication by e-mail, discussion groups
and synchronous communication such as chat tools and virtual conference will be
used as needed and whenever possible. Video will not be used due to possible
limitations in access capabilities of some students.
7
EIPICT_M4_TG
Teaching Tips for Face-to-Face Instruction
•
•
•
•
•
•
•
•
•
•
Speak slowly and clearly to ensure that students can follow you – this is especially
important if some or all the students do not have English as their first language.
Do not read your lecture notes verbatim. This is a sure way of losing your students’
attention.
Always show an interest in what you are teaching.
The Modules have been carefully planned, with exercises and discussions as well as
lectures. Try to follow the schedule as set out in the Module.
Try to use examples as often as possible to explain concepts. If the examples are
taken from the students’ own countries or regions, so much the better.
Try to keep within the daily timetable recommended for the Module – if you get
behind in one lesson it may be difficult to make up time in a later lesson. Avoid
extending the class beyond the time period allotted.
Be prepared to use back-up materials if for any reason the computer will not function
during a lesson.
Try to answer all questions from students, but if you do not know the answer to a
question it is better to admit it than to try and bluff.
Make sure that all equipment needed for a lesson is working properly before the
lesson begins – things can often go wrong!
Be ready to stay behind for a few minutes after each lesson to answer questions that
students may have but that they did not wish to ask in class.
Module Evaluation
At the end of the Module, ask your students to evaluate it. The evaluation of the Module
by the students is meant to help you improve your teaching and should be seen in this
light rather than as a criticism of yourself. Make use of it to do an even better job next
time. The evaluation form is found after the last lesson of each Module
Typographical conventions
The following conventions are used through out the Module.
Course Guide
General introduction to the Module
Course Objectives
General introduction to the learning outcomes of the Module
8
EIPICT_M4_TG
Note
General note to the teacher and additional information
Tip
Teaching tips and supplemental materials
Activity
Activity for the students
Assessment
Questions/activities to measure learning
End of General Guidelines
9
EIPICT_M4_TG
Module 4
Creation and Management of Databases Using
CDS/ISIS
Overview
Course Guide
This is the Teacher’s Guide for Module 4 of Empowering
Information Professionals: A Training Programme on Information
and Communication Technology. Module 4 covers the concepts
involved in the creation of databases using CDS/ISIS, the advanced
features of CDS/ISIS and how to convert data from other software.
Students must have completed Modules 1, 2 and 3 (or already be familiar with the
content presented in them) before starting Module 4. A basic knowledge about computers
and skills in using them are very important in order to undertake this Module. At the end
of the Module students should do a project on designing a database and producing a
electronic database. This should be accompanied by a project report. You can decide on
the duration of time given to students to complete the project. It is better if the time
period does not exceed two weeks.
Learning Outcomes
The goal of this Module is to provide the practicing librarian with the
skills and knowledge needed to handle information dissemination and
retrieval through database creation using CDS/ISIS. At the end of the
Module the student should be able to create a database that could be
used in his/her working environment.
By the end of the Module, students should be able to:
1. Understand the concepts of database design.
2. Understand the basic features of the Windows version of CDS/ISIS (Win/ISIS).
3. Create databases using Win/ISIS.
4. Design a database suitable for the working environment.
5. Understand the technological features.
6. Know how to use conversion programs to import data from other systems to
Win/ISIS.
7. Publish a database on the web using GenISIS.
8. Identify the utilities available for Win/ISIS.
10
EIPICT_M4_TG
Schedule
Day
Day 1
Day 2
Day 3
Day 4
Day 5
Day 6
Day 7
Lessons
Lesson 1. Introduction to concepts of database design
Lesson 2. How to install Win/ISIS and its basic features?
Lesson 3. How do you create a database using Win/ISIS?
Lesson 4. How do you store and retrieve information using Win/ISIS?
Lesson 5. What are the advanced features of Win/ISIS?
Lesson 6. How do you exchange data using conversion programs and backups?
Lesson 7. How do you publish a database on the Web using GenISIS?
Lesson 8. What are other utilities of Win/ISIS?
Module Outline
Lesson 1. Introduction to concepts of database design
Objectives
Scope
At the end of this lesson, students should be
able to:
Understand the concepts of a DBMS.
Recognize the relationship between the
card catalog and a DBMS.
Realize the importance of using DBMS
in libraries.
Lesson 2. What is CDS/ISIS & How to install Win/ISIS?
Objectives
Scope
Why use a database management system
(DBMS)?
What is a DBMS?
What is the relationship between a card
catalogue and a DBMS?
How does a DBMS function?
What are the development stages in At the end of the lesson, students should be
able to:
CDS/ISIS?
What are the hardware requirements and Understand the different development
stages of CDS/ISIS.
how compatible are they?
How do you install WinISIS and run it on Be able to install WinISIS on their
computer and open sample databases.
your computer?
What are the basic features and functions Understand the basic features and
functions of WinISIS.
of
CDS/ISIS
Windows
version
(Win/ISIS)?
Lesson 3. How do you create a database using Win/ISIS?
Scope
Objectives
What are the four components of a
WinISIS database?
How do you define the Field Definition
Table (FDT) of your database?
How do you create the Work Sheets
At the end of this lesson, students should be
able to:
Identify the four components of a
WinISIS database.
Define the FDT of the database.
11
EIPICT_M4_TG
(FMT), Field Select Table (FST) and the Create the FMT, FST and PFT.
Display Formats (PFT) of your database? Edit and modify the FDT, FMT, FST
How do you modify the FDT, FMT, FST
and PFT.
and PFT?
Create additional FMTs & PFTs.
How do you create additional FMTs and
Create and modify a library database.
PFTs?
Lesson 4. How do you store and retrieve Information using Win/ISIS?
Scope
Objectives
How do you enter data to create records
in a Win/ISIS database?
How do you edit a record or range of
records?
How do you retrieve information using
different query formulations?
How do you produce different types of
output: printed or onscreen?
How do you use options in the data entry
work-sheet and data validation?
How do you use global functions and
advanced utilities?
How do you modify system parameters
and to create password files?
How do you use advanced features in
print formatting?
How do you sort the records in your
database?
How do you back up your databases?
What are the available conversion
programs?
How do you use these conversion
programs to import data from other
software?
What is GenISIS?
At the end of this lesson, students should be
able to:
Enter data in a Win/ISIS database.
Edit data in a Win/ISIS database.
Retrieve information by searching a
database using different query
formulations.
Save to a file or print search results/
any part of their database.
Lesson 5. What are the advanced features of Win/ISIS?
Scope
Objectives
At the end of this lesson, students should be
able to:
Use options during data entry.
Validate data in a field/record.
Use global editing functions and
advanced utilities.
Change system parameters according to
their needs and create password files.
Create print formats with advanced
features.
Sort the database.
Lesson 6. How do you exchange data using conversion programs and back-ups?
Objectives
Scope
At the end of this lesson, students should be
able to:
Back up their databases.
Know about available conversion
programs.
Be able to use these programs to import
data from other software.
Lesson 7. How do you publish a Win/ISIS database on the web using GenISIS?
Scope
Objectives
At the end of this lesson, students should be
12
EIPICT_M4_TG
How do you install GenISIS?
able to:
How do you create a web OPAC using Download GenISIS and install it.
Create a web OPAC using GenISIS.
GenISIS?
How do you publish your database on the Publish the OPAC on the Web.
Web
Lesson 8. What are other utilities of Win/ISIS?
Scope
Objectives
What are the utilities available for
WinISIS?
What purpose are these utilities used for?
Why do you need to use these utilities?
At the end of this lesson, students should be
able to:
Download the utilities of WinISIS.
Understand the purpose of each utility.
Realize the importance of these utilities.
Grading Policy
A score of 85 points is needed to pass the Module. The breakdown of the points for the
module exercises is as follows:
Lessons
Lesson 1 & 2
Lesson 3
Lesson 4
Lesson 5
Lesson 6
Lesson 7
Lesson 8
Project work
TOTAL
Points
10
10
10
10
10
10
10
30
100
List of Activities
Lesson 1
Activity 4.1.1
Module 4
Lesson 1
Module 4
Lesson 1
View some OPACs on the Web by visiting the following web site. Go to the
web site and find the different database management systems used in different
libraries.
http://www.libdex.com/
Activity 4.1.2
Visit the Library of Congress online catalog at http://catalog.loc.gov/
Do a basic search and note the different ways you can search, and the content
of the full record.
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EIPICT_M4_TG
Lesson 2
Activity 4.2.1
Module 4
Lesson 2
Connect to Internet and open the UNESCO CDS/ISIS webpage:
http://www.unesco.org/isis
Open the CDS/ISIS discussion list and join the list.
Activity 4.2.2
Module 4
Lesson 2
Install WinISIS using the CD-ROM, open the program and check if it works
in the Windows version used, and if not, note the error message you get. You
may have to copy the CTL3D.DLL file to the appropriate folder as you learnt
in Slides 8 & 9.
Activity 4.2.3
Module 4
Lesson 2
Open the WinISIS program by using all three methods and see if there is any
difference.
Activity 4.2.4
Module 4
Lesson 2
Open the sample database CDS and look for the features given in Slides 2226.
Lesson 3
Activity 4.3.1
Module 4
Lesson 3
Open each tab in the menu bar and write down the commands in each dropdown menu.
Activity 4.3.2
Module 4
Lesson 3
Prepare a list of fields with the parameters for a selected database, create a
new database and define the FDT.
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EIPICT_M4_TG
Activity 4.3.3
Module 4
Lesson 3
Create a worksheet for the new database and enter a help message for one
field.
Activity 4.3.4
Module 4
Lesson 3
Create a print format using the Print Format Assistant. Each student group
should select a different format from the list.
Activity 4.3.5
Create the FST in your new database and open it.
Module 4
Lesson 3
Activity 4.3.6
Module 4
Lesson 3
Edit the FDT in the new database you created by adding two more fields and
create a new FMT & PFT to include these two fields.
Lesson 4
Activity 4.4.1
Module 4
Lesson 4
Enter about 10 records using the database created in the previous lesson.
Enter real data using books. Then check for any mistakes and edit them.
Activity 4. 4.2
Module 4
Lesson 4
Do a simple search using the sample database CDS, first with one search
element and then with three or four search elements combined using Boolean
operators.
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Activity 4.4.3
Use all the above query formulations and search the sample database CDS.
Module 4
Lesson 4
Activity 4.4.4
Module 4
Lesson 4
Do some searches and save them. Close the database and then open it again.
Use RECALL SAVED SEARCH and check for the saved searches.
Activity 4.4.5
Module 4
Lesson 4
Print a set of records in the sample database using the different methods given
above.
Lesson 5
Activity 4.5.1
Module 4
Lesson 5
Open the database you created and define default values for the publisher field
and enter a few records using these default values.
Activity 4.5.2
Module 4
Lesson 5
Create a val file for the database you created. You can use the examples given
above and in the slides.
Activity 4.5.3
Module 4
Lesson 5
Use the database you created to add a field with data and then delete some data
and replace the remaining data using Global functions.
Activity 4.5.4
Module 4
Lesson 5
Create a password file for the database and open the database with this file.
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EIPICT_M4_TG
Activity 4.5.5
Module 4
Lesson 5
Use all the above print formatting techniques and save the files. Also get some
printouts directly through the printer.
Activity 4.5.6
Module 4
Lesson 5
Create print formats using the above commands and learn the differences in
each of these.
Activity 4. 5.7
Using the sample database, sort the data to produce different types of lists.
Module 4
Lesson 5
Lesson 6
Activity 4.6.1
Module 4
Lesson 6
Export records from the CDS sample database using the different methods
indicated in the lesson and import them into a new database. For example,
export a range of MFNs, search results and marked records from a search.
Activity 4.6.2
Convert data in an Excel file to a WinISIS database using IsisAscii.
Module 4
Lesson 6
Lesson 7
Activity 4.7.1
Install a web server (Apache or IIS), and then GenISIS Web.
Module 4
Lesson 7
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EIPICT_M4_TG
Activity 4.7.2
Design a query form and formats using the sample database CDS.
Module 4
Lesson 7
Activity 4.7.3
Module 4
Lesson 7
Export the web application you created using GenISIS and copy it to another
computer which can be used as a web server.
Lesson 8
Activity 4.8.1
Module 4
Lesson 8
Access the UNESCO web portal and go through the pages which describe
these utilities.
Assessment
Assessment 4.1
Module 4
Lesson 1
Answer the following (5 points):
1.
What are the data elements you would use in creating a database of
university students?
Assessment 4.2
Answer the following (5 points):
Module 4
Lesson 2
1.
What are the main features of WinISIS? Explain at least four features,
with examples where possible.
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Assessment 4.3
Answer the following (5 points each):
Module 4
Lesson 3
1.
You are requested to create a database of students following a Diploma in
Library Science. Write the FDT with six fields including at least one
repeatable field, one field with sub fields and a numeric field with a
pattern. Write the FST including three fields to be indexed
2.
Write a print format for the following display output using the FDT given
below:
010
Belwood Estate
10 Watumulla, Nildannahinna
Tel: 034-2345671 Fax: 077-7804561 e-mail:
[email protected]
Registered on: 23-01-1955
FDT:
Tag
10
20
25
30
40
Field Name
Estate Name
Company Name
Communication
Address
Date of Registration
Type
Subfield
alphanumeric
alphanumeric
alphanumeric tfe
t=tel f=fax e=email
alphanumeric
alphanumeric
Assessment 4.4
Module 4
Lesson 4
Answer the following (5 points each):
1. Explain following expressions
a.
? v20:’elect’
b.
? p(v30)
c.
educat$/(100)
d.
air . pollution
e.
(Japan ^ India) * paddy
2.
Save to a file the following records from the CDS sample database, using
CDS1 format: Rec. nos; 10, 15-20, from 120 to the last record.
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Assessment 4.5
Answer the following (5 points each):
Module 4
Lesson 5
1.
You are requested to print catalog cards using a Win/ISIS database. Write
the sort parameters you would use (make use of the sample database CDS)
2.
Using the sample database THES - add a field to enter the pictures of the
animals and write a print format to show the pictures of animals in a new
window.
Assessment 4.6
Answer the following (5 points each):
Module 4
Lesson 6
1.
2.
Write a reformatting FST for the CDS sample database to export it to a
database having the following FDT:
Tag
Name
A/N
Rep
Sub Folder/Pattern
10
20
30
40
Author
Title
Publisher
Year of pub
A/N
A/N
A/N
N
R
i
s
pn
Create an Excel file with four columns for Author, Title, Publisher and
Pages, and import the file to the Win/ISIS database.
Assessment 4.7
Answer the following (10 points). (This is a practical assignment):
Module 4
Lesson 7
1.
Design a web application using GenISIS and export it to another
computer.
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EIPICT_M4_TG
Assessment 4.8
Answer the following (10 points) (This is a practical assignment):
Module 4
Lesson 8
1.
Explain briefly how each of the following could be used to enhance library
functions:
• IsisMarc
• ISISDll
• WEBLIS
• JAVAISIS
Reference/ Reading List
Module 4
1. Buxton, A. & Hopkinson, A. 2001. The CDS/ISIS for Windows
Handbook. Paris: UNESCO.
2. Buxton, A. & Hopkinson, A. 1994. The CDS/ISIS Handbook. London:
Library Association.
3. CDS/ISIS Windows Reference Manual (Version 1.31). 1998. Paris:
UNESCO.
4. CDS/ISIS for Windows (Version 1.4, January): Notes and Format
Examples. 2001. Paris: UNESCO.
5. Di Lauro, A. 1988. IDIN Manual for the Creation and Management of a
Bibliographic Database using Micro-ISIS. Paris: OECD.
6. Di Lauro, A. 1990. Manual for Preparing Records in MicrocomputerBased Bibliographic Information Systems with Annexes for
Implementation by Ed Brandon. (IDRC-TS67e). Ottawa: IDRC (Also
available in French. Includes a diskette with a number of Pascal
programs).
7. Hopkinson, A. 1994. International Information System on Cultural
Developments. CDS/ISIS Model Database: Manual and Accompanying
Diskette. (PGI-93/WS/16). Paris: UNESCO.
8. MINI-Micro CDS/ISIS Reference Manual (Version 2.3). 1989. Paris:
UNESCO.
9. Neelameghan, A. & Lalitha, S.K. 2001. Tutor +: A Learning and
Teaching Package on Hypertext Link Commands in WINISIS. Bangalore:
Institute of Information Studies.
10. Nowicki, Z. M. 2001. New Features of the WinISIS System: Guidebook
for Users of CDS/ISIS for DOS. Geneva: International Trade Centre.
11. Philipps, E. 1998. CDS/ISIS Made Easy: A Manual for Beginners in
CDS/ISIS Based on Version 3.07. Eschborn, Germany: GTZ GmbH.
12. Rajasekharan, K & Nafala, K M. 2006. Creation of Digital Libraries in
CD-ROM Using WINISIS and GENISIScd.
http://portal.unesco.org/ci/en/files/21747/11443080421genisiscdmanual.p
df/genisiscdmanual.pdf
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13. Talagala, D.. 2003. Web Interface for CDS/ISIS: GENISISweb.
http://www.unesco.org/isis/files/winisis/genisis/web/genisisman.pdf
14. Thomas, J. 1992. An Abridged Version of CDS/ISIS Reference Manual,
Version 3.0. Rev. Version. Geneva: International Bureau of Education.
15. WinIsis – Supplement to the Reference Manual (Version 1.0-1.3). 1998.
Paris: UNESCO.
16. Yapa, N.U. 1997. Micro CDS/ISIS: Simplified Manual. 2nd ed. Colombo:
Natural Resources, Energy & Science Authority.
WINISIS Related Web Sites
Argentina:
1. http://www.cnea.gov.ar/cac/ci/isis/isidams.htm
The Argentinean CDS/ISIS home page provides information on
CDS/ISIS activities in Argentina and links to Spanish-speaking
discussion lists; also includes a Clearinghouse for CDS/ISIS applications.
2. http://www.netverk.com.ar/~manzanos/utils/isisut.htm
Utilitarios para MicroISIS (Utilities for CDS/ISIS) contains a number of
tools for DOS and Windows.
Armenia:
3. http://www.medlib.am
Association "CDS/ISIS Users Group". Created in 1997, aims to
implement CDS/ISIS in archives, libraries and museums. It also provides
an Armenian version of CDS/ISIS.
Belgium:
4. http://www.vub.ac.be/BIBLIO/ISIS_URL.htm
CDS/ISIS on the Internet, a collection of pointers (Vrije University
Brussels).
Brazil:
5. http://www.bireme.br/isis/I/family.htm
ISIS software family at virtual health library, BIREME.
6. http://www.geocities.com/SiliconValley/Horizon/6414/pindex.htm
AsaHOME - Information on CDS/ISIS, solutions and utilities.
7. http://www.megaline.com.br/users/vinicius/abm/cdsisis.html
CDS/ISIS Informaçao - a Portuguese version of this page.
Ecuador:
8. http://www.fundacyt.org/fwe2.nsf
The FUNDACYT web page, distributor of CDS/ISIS.
Estonia:
9. http://www.lib.ttu.ee/web/muu/isis.html
CDS/ISIS page from Tallinn Technical University Library.
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FAO:
10. http://members.aol.com/cdsisis/
CDS/ISIS Collection at Current Agricultural Research Information
System (CARIS), FAO.
Korea(Republic of):
11. http://www.kiniti.re.kr
KINITI - Korea Institute of Industry & Technology Information, provides
the Korean version of CDS/ISIS.
Italy:
12. http://www.dba.it/dba.htm
The Associazione per la Documentazione, le biblioteche E gliarchivi
(DBA), the Italian distributor, provides information on CDS/ISIS
activities in Italy and links to other sites.
13. http://www.geocities.com/CapeCanaveral/3616/data.htm#CDS-ISIS
A selection of CDS/ISIS links was also collected by Beppe Pavoletti,
Italy.
14. http://www.geocities.com/SiliconValley/Horizon/3649/
ClubISIS, information and freeware CDS/ISIS utilities.
15. http://web.tiscali.it/javaisis/
Information on JAVAISIS.
16. http://www.cyf-kr.edu.pl/~zjjanusz/isis/isis.htm
Several Isis-related applications (including a WWW gateway).
Serbia:
17. http://www.yuisis.org.yu/
YU-ISIS - CDS/ISIS User Group (National Library of Serbia).
Slovak Republic:
18. http://www.sltk.stuba.sk/isis/htm
Slovak Centre of Scientific and Technical Information, national
distributor of CDS/ISIS.
Spain:
19. http://www.cindoc.csic.es/isis/isis.htm
Consejo Superior de Investigaciones Científicas - Centro deInformación
y Documentación Científica (CINDOC) – National Distributor; offers
also an online manual (Spanish).
20. http://www.cindoc.csic.es/isis/enlaces.htm
Country-wide collection of ISIS related links.
Sri Lanka:
21. http://www.nsf.ac.lk/purna/isis.htm
Information on Integrated Library System (PURNA) and activities
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EIPICT_M4_TG
related to it.
UNESCO:
22. http://www.unesco.org/webworld/isis/isis.htm
UNESCO home page for CDS/ISIS.
23. http://www.unesco.org/isis/files/winisis/windows/doc/english/
CDS/ISIS for Windows English Documentation.
24. http://www.unesco.org/isis/files/winisis/windows/utilities/
CDS/ISIS utilities for Windows.
UK:
25. http://www.axp.mdx.ac.uk/~alan2/
The ISISPLUS (the CDS/ISIS UK User Group) home page provides
information on CDS/ISIS activities in the UK and links to other sites.
Uruguay:
26. http://www.gti.net/reu/iquery/
Iquery, search engine for CDS-ISIS databases.
Glossary
1. Access point see Search term.
2. ANY file An optional file containing the set of ANY terms defined
for a given database. The ANY file is a text file which may be created
with any text editor (e.g. NOTEPAD or WRITE).
3. ANY term A collective term representing an arbitrary (but predefined) set of search terms. When used in a search expression, an
ANY term is automatically translated to the set of search terms it
represents, linked with the logical OR operator. If, for example, the
ANY term ANY BENELUX represents the search terms BELGIUM,
NETHERLANDS and LUXEMBOURG, then when ANY BENELUX
is used in a search expression it will be translated to (BELGIUM +
NETHERLANDS + LUXEMBOURG). Before an ANY term can be
used in a search expression, it must be defined in the ANY file.
4. ASCII (American Standard Code for Information Interchange) A 7bit binary code used to encode characters on a computer. ASCII codes
range from 0 to 127. On many computers, such as the IBM PC, the
code has been extended to 8 bits, providing therefore an additional set
of 128 codes from 128 to 255. These are not normally part of the
ASCII standard and cannot therefore be expected to be the same on all
computers.
5. Browsing
The sequential display of Master file records in MFN
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EIPICT_M4_TG
order, i.e. in the order in which the records have been entered.
6. Control key Keys on your keyboard which, when pressed, perform a
specific pre-defined action
7. Cut and paste
An editing operation, available in most word
processing packages, consisting of moving a piece of text from one
place to another. The CDS/ISIS field editor supports the standard
Windows cut and pasting operations.
8. Database Any collection of data organized for storage in a computer
memory and designed for easy access by a given user community. The
data may be text (including numbers and other symbols), still images,
moving images (animation or video) and/or sound sequences. Each
unit of information stored in a database consists of discrete data
elements, each containing a particular characteristic of the entity being
described. For example, a bibliographic database will contain
information on books, reports, journal articles, etc. Each unit will, in
this case, consist of data elements such as author, title, and date of
publication. Data elements are stored in fields, each of which is
assigned a numeric tag indicative of its contents.
9. Database management system Systems software that facilitates the
management of one or more databases, often containing a query
language for data extraction.
10. Data element An elementary piece of information which CDS/ISIS
can identify. A data element may be stored in a field or a subfield.
11. Data entry worksheet An electronic form used for entering data into
a database.
12. Default value The pre-defined contents of a field.
13. Dialog box An electronic form used by CDS/ISIS to collect the
parameters for a particular operation such as a print run or an export
operation.
14. Dialog language The language used by CDS/ISIS to interact with
the user. CDS/ISIS is designed to support an unlimited number of
dialog languages.
15. Dictionary The set of search terms for a given database.
16. Display format see Format.
17. Display mode The manner in which fields are displayed. CDS/ISIS
may display fields in three different modes: proof, data or heading
mode.
18. Export The conversion of a database from the form in which it is
stored for processing to a form suitable for transmission to other users
or systems.
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19. FDT see Field Definition Table.
20. Field The container of a data element, e.g. author, title.
21. Field Definition table A table defining the fields of a given database
22. Field Select Table A table defining criteria for extracting one or more
elements from a Master file record required for a particular process.
Field Select Tables may be used for defining the contents of the
Inverted file, for sorting records before producing a printed report or
to reformat records during an import or export operation.
23. Filing information A special coding inserted in a field defining how
it must be sorted.
24. FST see Field Select Table.
25. Function key see Control key.
26. Gizmo A special encoding of accented characters or other special
characters used for the exchange of data between the various versions
of CDS/ISIS. A gizmo represents a single character and consists of
three characters, the first of which is always an @ sign and the next
two define the character being represented. By providing gizmo
conversion tables at each end, two users are able to transmit and
receive correctly characters having different machine codes.
27. Hit A record satisfying a set of specific search criteria.
28. Hit file A file created by CDS/ISIS to sort Master file records.
29. Hit list The set of records retrieved by a given search expression.
30. Hyperlink Can be either graphics or text that is colored or underlined.
A hyperlink is represented by a "hot" image or display text that the
user clicks to go to a different location. The location can be on your
hard disk, on your organization’s intranet, or on the Internet, such as a
page on the World Wide Web. You can insert hyperlinks that go to a
different document, Web page or to an e-mail address. You can even
use hyperlinks to go to multimedia files, such as files containing
sounds and videos.
31. Import The conversion of a database from the form suitable for
transmission to other users or systems to the form required by
CDS/ISIS for processing.
32. Indexing The process of extracting search terms from a Master file
record.
33. Inverted file A logical structure built automatically by CDS/ISIS to
enable fast retrieval. It contains the dictionary of search terms and, for
each term, a list of references to the Master file records from which
the term was extracted. The Inverted file actually consists of six
physical files.
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EIPICT_M4_TG
34. ISO International Organization for Standardization.
35. ISO 2709 An international standard format for information
interchange recommended by ISO.
36. Language see Dialog language.
37. Limits see MFN limits.
38. Link file A file built by CDS/ISIS during the process of creating the
Inverted file.
39. Master file A logical structure containing the records of a given
database. The Master file actually consists of two physical files.
40. MFN (Master File Number)
A unique number automatically
assigned by CDS/ISIS to each record entered in a database. MFNs are
assigned sequentially, starting from 1, and represent the chronological
order of entry.
41. MFN limits A range of MFNs, e.g. 1/50, defining the Master file
records to which a certain operation is applied.
42. Mode see Display mode.
43. Occurrence: One instance of a repeatable field.
44. Paste see Cut and paste.
45. Pattern A character-by-character description of the possible contents
of a field. A pattern defines, for each position of the field, the type of
characters it may contain (e.g. alphabetic, numeric).
46. Print format see Format.
47. Qualifier A construct used during searching to specify the field or
fields in which a given search term should appear.
48. Record (Master file) The set of fields containing all the data
elements of one information unit stored in a database.
49. Repeatable field
record.
A field which may occur more than once in a
50. Save file A file used to save the results of a search.
51. Search term Any of the elements that can be used to retrieve a
record, e.g. a subject descriptor, a name, a word, a document code.
The search terms for the records of a given database are defined in the
inverted file FST
52. Stopword A non-significant word to be ignored when indexing a
field (e.g. articles, prepositions).
53. Subfield One of the data elements contained in a field. A subfield is
identified by a subfield delimiter.
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EIPICT_M4_TG
54. Subfield delimiter A two-character code preceding and identifying a
subfield of a field.
55. Tag A number uniquely identifying a particular field.
56. Variable length field
A field that does not have a fixed length.
Instead, the field length varies depending on what data is stored in it.
With variable-length fields, the fields in each record would be just
long enough to hold its data.
End of Overview for Module 4
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Module 4
Creation and Management of Databases Using
CDS/ISIS
Teacher’s Guide
Lesson 1: Introduction to Concepts of Database Design
Introduction
The lessons are presented to the students as PowerPoint slides as shown in the title slide
below. The Teacher’s Guide will provide you with information and tips on how to
explain each slide. It will also provide you with exercises/activities that you can ask the
students to do.
Module 4
Creation and Management of
Databases Using CDS/ISIS
Lesson 1
Introduction to Concepts of
Database Design
UNESCO EIPICT Module 4. Lesson 1
1
Slide 1. This is the title slide for lesson 1.
Tip
Establish rapport with the students by asking questions about the DBMSs they
have come across, so that you can get an idea about their knowledge of a
DBMS. You can discuss different database management systems used in the
libraries of your country. You can also emphasize why CDS/ISIS is used in
developing countries. Discuss the financial problems faced by libraries in
developing countries that do not allow them to use highly expensive vendordeveloped DBMSs.
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EIPICT_M4_TG
Slide 2: Rationale. This slide provides justification for the lesson.
Slide 3: Scope. The lesson is about database design.
Slide 4: Learning Outcomes, provides an insight into the expected learning
outcomes for the lesson.
Note
The Teacher’s Guide provides notes and tips for the PowerPoint presentation
that you will use in conducting the Module. This is an introductory lesson
about Database Design. This lesson will lead to the lessons on using CDS/ISIS
to create databases for libraries.
Slide 5-6: Why use Databases?
Note
Slide 5 introduces the reasons for using a database.
Databases are needed by organizations that store and use information,
irrespective of location or industry. And in today's knowledge-driven economy
useful and timely access to information makes the difference. All industries
and businesses depend on information. The aim of databases is to help all
communities in the exploitation of information in a reliable and cost-effective
manner.
Banks cannot survive without databases on customers and financial
transactions. E-business sites use databases to track orders and inventory.
Telecom operators cannot do without databases to keep track of accounting
and subscriber information. Airlines and airports depend on databases.
Slide 6 describes a few advantages of databases.
A database aggregates multiple sources of information in one interface. It is
organized systematically to allow access to information in a structured manner.
Furthermore, a database often offers searchability in a variety of ways, such as
by title, author, subject, keyword. Electronic databases will help you with your
work because:
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EIPICT_M4_TG
•
They will enable you to search effectively for authoritative information,
mainly in the form of journal articles.
•
You will be provided with references to articles and in many cases the
full text of the article will also be accessible.
•
You will be able to search across hundreds or thousands, of journal
titles and usually a number of years simultaneously.
Emphasize the need for libraries to exploit developments in information
technology. Discuss the problems of using manual card catalogs.
Slide 7: Some Examples
Note
You can discuss these examples with the students. This can be an interactive
session where you can get them to reveal their knowledge.
Slide 8: What is a Database Management System (DBMS)?
Note
A DBMS is:
• a software system that uses a standard method of cataloging, retrieving,
and running queries on data. The DBMS manages incoming data,
organizes it, and provides ways for the data to be modified or extracted
by users or other programs.
There are many database management systems available that are used
according to the needs of the organization.
Slide 9: Some Definitions
Note
•
Some definitions are given here. You can find more definitions on the
Web to discuss with the students.
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EIPICT_M4_TG
Tip
Use the following sites:
• www.webopedia.com
• www.britannica.com
• www.infoplease.com
Slide 10: What does a DBMS do?
Note
Major Features of a DBMS are:
Data Security
The DBMS can prevent unauthorized users from viewing or updating the
database. By means of passwords, users are allowed access to the entire
database or only a subset of it. For example, in an employee database, some
users may be able to view everyone’s salaries while others may view only their
own personal information.
Data Integrity
The DBMS can ensure that no more than one user can update the same record
at the same time. It can keep duplicate records out of the database; for
example, no two customers with the same customer number can be entered.
Interactive Query
Most DBMSs provide query languages and report writers that let users
interactively interrogate the database and analyze its data. This important
feature gives users access to all management information as needed.
Interactive Data Entry and Updating
Many DBMSs provide a way to interactively enter and edit data, allowing you
to manage your own files and databases.
Data Independence
In a DBMS the details of the data structure are not stated in each application
program. The program asks the DBMS for data by field name; for example, a
coded equivalent of "give me customer name and balance due" would be sent
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EIPICT_M4_TG
to the DBMS. Without a DBMS, the programmer must reserve space for the
full structure of the record in the program. Any change in data structure
requires changing all application programs.
Slide 11: How does a DBMS work?
Note
Components of a DBMS:
• Data definition language which defines data elements in database.
• Data manipulation language which manipulates data for applications.
• Data dictionary-system catalog of formal definitions of all variables in
database; controls variety of database contents.
For example, in a library catalogue DBMS …
• The database must be defined by specifying the structure of the records
for each book according to the different types of data elements to be
stored in each record.
• Each book record should include the author’s name, the title, class
number, pagination, etc.
• The data type for each data element within a record must also be
specified; to represent a monograph use “M”, to represent a journal use
“J”.
To construct this catalogue database:
• Must store data to represent each book or journal as a record in the
appropriate file. Records in the various files may be related. Databases
can include many types of records and have many relationships among
the records.
• Manipulation involves – Querying & updating. For example, for
queries: “list the titles of books under a specific subject”; for updates:
“Change the record of book with the new edition”.
Slides 12, 13 & 14: What are the Advantages of a DBMS?
Note
•
Compare with traditional file organization & management
techniques
•
Explain problems of a traditional file environment
•
Describe how a database management system organizes
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information
Unlike in conventional file systems, all access to the data is through the
DBMS, providing a key to effective data processing. In a conventional file
each application program has direct access to the data it reads or
manipulates.
In a database system, the database management system provides the
interface between the application programs and the data, where as in
conventional data processing application programs, the programs usually
are based on a considerable knowledge of data structure and format so that
if major changes have to be made to the data, the application programs may
need to be rewritten.
When changes are made to the data representation, the metadata
maintained by the DBMS is changed but the DBMS continues to provide
data to application programs in the previously used way. The DBMS
handles the task of transformation of data wherever necessary. This
independence between the programs and the data is called data
independence. Data independence is important because every time a
change needs to be made to the data structure, the programs that were being
used before the change will continue to work.
• Reduces data redundancy / inconsistency:
In file systems different programmers create application programs over a
long period, various files are likely to have different formats, and the
programs may be written in several programming languages. Moreover, the
same information may be duplicated in several places (files). For example,
the address and telephone number of a particular customer may appear in a
file that consists of savings account records and in file that consists of
checking-account records. This redundancy leads to higher storage and
access cost. In addition, it may lead to data inconsistency, that is, the
various copies of the same data may no longer agree. For example, a
changed customer address may be reflected in savings-account records but
not elsewhere in the system. This type of data redundancy can be
minimized using a DBMS.
•
Easy access to data
Data can be accessed in different ways according to the needs of the user.
For example, if the librarian needs to find the names of all patrons who live
within the city's 000777 zip code or those who have overdue books within
this city code, it’s very easy to retrieve them through a DBMS whereas
conventional file-processing environments do not allow required data to be
retrieved in a convenient and efficient manner.
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•
Data integrity
Because data is not scattered in various files, and files are in the same
formats, it is easy to retrieve the appropriate data.
The data values stored in the database satisfy certain types of consistency
constraints. For example, the patron may never be allowed to borrow more
than two books prescribed in the database. Developers enforce these
constraints in the system by adding appropriate code in the various
application programs.
•
Concurrent-access anomalies
Many systems do not allow multiple users to update the data
simultaneously. In such an environment, interaction of concurrent updates
does not result in inconsistent data. The system maintains some form of
supervision.
Slide 15: What are Different Types of DBMS?
Note
Students do not need to learn in-depth about these models. Only mention that
there are different types of models as listed in the slide.
Slide 16: Card Catalog versus DBMS
Note
Use the Flash program linked to the slide and explain the
relationship of a card catalogue with the DBMS.
Tip
During the hands-on session, guide the students on searching for the web sites.
At this point they may not be competent in using the Internet.
End of Lesson 1 of Module 4
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Module 4
Creation and Management of Databases Using
CDS/ISIS
Teacher’s Guide
Lesson 2: What Is CDS/ISIS and How to Install Win/ISIS?
Introduction
The lessons are presented to the students as PowerPoint slides as shown in the title slide
below. The Teacher’s Guide will provide you with information and tips on how to
explain each slide. It will also provide you with exercises/activities that you can ask the
students to do.
Module 4
Creation and Management of
Databases Using CDS/ISIS
Lesson 2
What Is CDS/ISIS and How to Install
Win/ISIS?
UNESCO EIPICT Module 4. Lesson 2
1
Slide 1. This is the title slide for lesson 2.
Tip
Lesson 2 is intended to provide basic information about the CDS/ISIS
Database Management System developed by UNESCO. It is preferable to
have online access to the Internet during this and subsequent lessons, so that
you can connect to it whenever necessary.
Use these slides as visual aids for the lecture/ discussion.
Slide 2: Rationale. This slide provides justification for the lesson.
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Slide 3: Scope. The lesson is about installation of WinISIS and its basic features.
Slide 4: Learning Outcomes, provides an insight into the expected learning
outcomes for the lesson.
Note
The Teacher’s Guide provides notes and tips for the PowerPoint presentation
that you will use in conducting the Module. This lesson can be used to teach
step by step the procedure for installing WinISIS. The lesson also includes
basic information about the features of WinISIS.
Slides 5-6: What are the Development Stages in CDS/ISIS?
Note
Slide 5 and 6
CDS/ISIS for Windows
The development of the Windows version was the result of a strategic
development policy decision aimed at maintaining the leading role CDS/ISIS
has played and is still playing on the international scene.
Latest official versions are:
• Winisis 1.5 build 3 (Standard)
• Winisis 1.5 build 7 (Arabic enabled)
UNESCO Information Processing Tools CD-ROM
A CD-ROM now provides both UNESCO Information processing tools:
CDS/ISIS and IDAMS. Although the CD-ROM is published mainly for
distribution to agreed distributors, it is also available on a non-commercial
basis to Institutions upon request.
The CD-ROM includes the following:
• CDS/ISIS for Windows 1.5
• GenisisWeb for web publishing
• GenisisCD for CD-ROM publishing
• Tools
• WinIDAMS
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The CDS/ISIS software family consists of a variety of applications and
development tools that enable people to automate their information processing
workflow. The main software is CDS/ISIS for Windows, which is supported
by a set of extensions or applications designed for particular purposes.
With more than 20,000 registered users, most of which are pubic institutions,
CDS/ISIS software solutions are among most popular database software in the
world, especially in developing countries and countries in transition.
CDS/ISIS is available in many languages, including: English, French, Spanish
(several local versions), Russian, Kazakh, Portuguese, Dutch, German, Polish,
Italian, Vietnamese, Arabic and Slovak.
Many CDS/ISIS applications are available as free or Open Source software.
Tip
For more information, use the UNESCO brochure in the supplementary
document to this lesson (M4 L2 suppl.doc).
Slide 7: UNESCO CDS/ISIS Today
Note
The UNESCO ISIS group works towards a comprehensive set of tools and to
increase information exchange capabilities. Most of UNESCO’s software is
based on Bireme’s DLL. Web interfaces work through WWWISIS.
The new CDS/ISIS web page is online with a database of distributors and
CDS/ISIS-related web sites.
Distribution policy has not been changed (Argentina, 2000). While new
distributors are appointed on demand (Algeria, Antigua, Botswana, Burkina
Faso, RP China, Mongolia, Poland), distribution from HQ has continued.
Newer language versions of Winisis have been developed, among which are
Arabic, Dutch, Portuguese and Ukrainian. In co-operation with the League of
Arab States, starting with WinISIS 1.4, an Arabic-Enabled version was
released.
More software documentation is available in English, French and Spanish, but
versions in Arabic, Chinese and Russian are now available. Many training
seminars have been held in different countries.
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Tip
To learn more, go to the UNESCO CDS/ISIS web page:
http://www.unesco.org/isis
Also show students the CDS/ISIS discussion list and how to join it.
Emphasize the importance of joining the list.
Slides 8: What are the Hardware Requirements?
Note
The following versions require the following minimum hardware and software:
Windows
version
Intel Pentium processor, at least 16MB RAM, 10 MB hard
disk space, 3 1/2 inch High Density diskette unit, Windows
3.1x or Windows 95/98/Me, Windows NT or Windows 2000.
MS-DOS
version
IBM PC or compatible micro computer with at least 640k
RAM, 2 MB hard disk space, 3 1/2 inch High Density
diskette unit, MS-DOS version 3.0 or higher.
UNIX version Intel 386/486 based processor, 3 1/2 inch High Density
diskette unit, UNIX System V release 3 or higher (or Linux
or SCO), VT100 or compatible terminals.
Slides 9: Windows & DOS: how Compatible are they?
Note
CDS/ISIS as distributed by UNESCO is year 2000 compliant because the
software itself does not rely on dates and the program won't stop working
because of them.
Since version CDS/ISIS 1.311 for Windows, the date function uses a 4-digit
format for the year. However, in Winisis neither the formatting language nor
the ISIS-Pascal allows the user to create/update database content: Winisis
1.311 or above applications are not concerned by the year 2000. Database
fields entered using 2 digits for the year can be repaired using the built-in
Winisis Global Replace utility or by developing a specific application with the
ISIS_DLL.
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Compatibility between the DOS and Windows versions
No conversion is needed when moving from CDS/ISIS DOS to CDS/ISIS for
Windows. However, formatting language functions are only 95 per cent
compatible. In some cases you may find some syntax errors appearing: you
may have to adapt your display format to the new one. In terms of the search
engine, the two versions are totally compatible: both can use the same I/F
(inverted file). The data entry worksheets are also compatible but the screens
will appear differently.
Compatibility with different Windows versions
CDS/ISIS for Windows (Winisis) is 100 per cent compatible with all Windows
Operating Systems. However, Windows NT/2000/XP users should read the
troubleshooting section of the "readme" file installed by the Winisis
installation program. In case you get a message similar to:
"a device attached to system is not functioning"
"cannot run 16 bit programs"
You can download the file CTL3D.DLL at:
http://www.unesco.org/isis/files/winisis/windows/CTL3D/CTL3D.DLL and
copy it into the directory:
\windows\system (for Win3.1, 95, 98, Me, XP)
\winnt\system (for Windows NT4, 2000)
Important: replace the existing file, if necessary!
Tip
Here you should mention the hardware requirements for the MS-DOS version
and the UNIX version.
You can also refresh the knowledge gained in Module 1 Lesson 2 on Computer
Hardware.
Also you should use the sample database for the MS-DOS version and
demonstrate how to access it through the Windows version.
Slide 10 - 19: How to install WinISIS and run it on your Computer
Note
•
Slides 10 – 19 give the step by step procedure for installing CDS/ISIS
software.
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Tip
While discussing the slides use the software CD-ROM and show the students
how to install the software.
After installing, Browse the CD-ROM to show its contents .
Slide 20: WinISIS File Structure
Note
Open Windows Explorer and show the WinISIS file structure. There are nine
subfolders in the WinISIS folder of which the DOC & PLUGINS folders have
no contents. All the documentation manuals are available on the CD and can
be copied into the DOC folder. Also show how to make a shortcut on the
Desktop.
Win2000 and WinXP it is recommended to launch Winisis from a shortcut,
instead of its executable file. This is because the shortcut allows you to fine
tune the session is which Winisis will be run:
• Create a shortcut to file WISIS.EXE on your desktop
• Right-click on the shortcut and select “properties”.
Look and check for the option “Run in separate memory spaces”. On WinXP
click the button for “Advanced options” to find such an option.
Slide 21: How to open Winisis?
Note
There are three ways of opening WinISIS;
• Open Windows Explorer and go the WinISIS folder, double click the
WinISIS application program.
• Double click the shortcut on the desktop.
• Click on the START button and open ALL PROGRAMS. In this you
will get the “CDS_ISIS for Windows”; click on the application
program.
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Slides 22 - 26: What are the Basic Features and Functions of CDS/ISIS Windows
Version (WinISIS)?
Note
These slides explain the features of WinISIS. The definitions of the terms
used are given in the Glossary. Always use the definitions and try to give
examples.
Slide 22
Emphasize the terms VARIABLE LENGTH; SUB FIELDS;
REPEATABLE FIELDS. Try to get from the students different fields
which can be connected with these different terms.
Examples:
•
•
Sub fields: In the imprint, publisher name and place of publisher
Repeatable fields: Author name; Keywords, Subject headings
Slide 23
Emphasize the terms DATABASE DEFINITION; WORKSHEETS. Use
the sample database CDS which comes with the software to show the
database definition table and the worksheets.
Slide 24
Standard printed bibliographies can be produced by using features such as
“Sorting”. Librarians can exploit these features for their library tasks, such
as producing accession lists, etc.
Slide 25
At this stage you should only mention these features without trying to
explain the details. The students may find it difficult to understand these in
detail.
Slide 26
Emphasize the terms RELATIONAL DATABASE; HYPERTEXT.
Refresh the knowledge gained in Lesson 1 about relational databases.
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Tip
Using a sample database while discussing these features and functions might
help the students to get a better understanding.
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Supplementary Material for Lesson 2
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End of Lesson 2 of Module 4
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Module 4
Creation and Management of Databases Using
CDS/ISIS
Teacher’s Guide
Lesson 3: How Do You Create a Database Using Win/ISIS?
Introduction
The lessons are presented to the students as PowerPoint slides as shown in the title slide
below. The Teacher’s Guide will provide you with information and tips on how to
explain each slide. It will also provide you with exercises/activities that you can ask the
students to do.
Module 4
Creation and Management of
Databases Using CDS/ISIS
Lesson 3
How Do You Create a Database
Using Win/ISIS?
UNESCO ICTLIP Module 4. Lesson 3
1
Slide 1. This is the title slide for lesson 3.
Tip
Lesson 3 is intended to provide basic skills in how to create databases using
WinISIS.
WinISIS allows you to define databases according to specific requirements.
It is advisable to use the WinISIS program to show how to create a simple
database using three or four fields. You can use these slides alternately with
the WinISIS program. Use these slides as visual aids for the lecture/discussion.
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Slide 2: Rationale. This slide provides justification for the lesson.
Slide 3: Scope. The lesson is about creating a Database using WinISIS and
modifying it.
Slide 4: Learning Outcomes, provides an insight into the expected learning
outcomes for the lesson.
Note
The Teacher’s Guide provides notes and tips for the PowerPoint presentation
that you will use in conducting the Module. This lesson can be used to teach
step by step the procedure to create a database using WinISIS and to modify it.
Tip
Emphasize the importance of understanding the four basic components of
a WinISIS database.
Slide 5: Components of a WinISIS Database
Note
Emphasize the terms, FIELD DEFINITION TABLE (FDT), DATA ENTRY
WORKSHEET(S) (FMT), DISPLAY FORMAT(S) (PFT), FIELD
SELECTION TABLE(S) (FST). Use the Glossary for the definitions.
Tip
Open a sample database in WinISIS, and show these four different
components.
Slide 6: How to Create a Library Database
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Note
This window is displayed each time CDS/ISIS is started. It is normally empty,
as shown in the slide.
The main components of this window are:
• The window title bar, at the top of the window.
• The menu bar, which provides access to all the CDS/ISIS functions
(some of these functions may also be activated by clicking on the
various buttons of the tool bar).
• The tool bar, located just under the menu, which provides quick mouse
access to the most frequently used functions of CDS/ISIS, such as
opening a database, searching or printing.
• The status bar, at the bottom of the window, which is normally used to
display help messages.
Tip
Refer to the WinISIS Reference Manual on the CD to explain the menu bar and
the tool bar.
Encourage the students to get a printout of this Manual.
Slides 7-8: Creating a New Database
Note
Open the WinISIS program and follow the steps given in the slides
simultaneously.
Tip
If the students are familiar with CDS/ISIS DOS version you can explain the
differences between the two. If not you can emphasize the user friendliness of
the Windows version.
Slide 9 - 14 : How to Define the Field Definition Table (FDT)?
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Note
• Slides 9 – 14 give the procedure in defining the FDT
Explain the five parameters TAG; NAME; TYPE; REP (Repeatability);
PATTERN/SUBFIELDS and their limitations.
The Field Definition Table (FDT) provides information on the contents of the
master records in a given database. In particular it defines the various fields
which may be present and a number of parameters for each field. The first step
in designing your database should be a careful and comprehensive analysis of
the data elements required. To determine this, you should ask yourself typical
questions such as: “Will the item be needed for sorting?”; “Must it be
searchable?”; “Will there ever be a need to print it differently than others, e.g.
in bold face or upper case?” , etc. If the answer to any of these questions is yes,
then the item should be selected as a data element.
Data elements may be stored in fields or subfields. A field is identified by a
numeric tag and is defined in the FDT of the database. You may think of the
tag as the name of the field as it is known by CDS/ISIS. Each time you want
CDS/ISIS to perform an operation on a particular data element you must
supply the tag of the field where that data element is stored. For example, in
the FDT given in the sample database, the title is assigned tag 24.
The field type indicates possible restrictions on the data characters which may
be stored in the field. The field type may be one of the following:
• Alphanumeric - the field may contain any alphanumeric character.
• Alphabetic - the field may only contain alphabetic characters (note that the
space is not an alphabetic character!).
• Numeric - the field may only contain numeric characters (0-9). (In both
Alphabetic and Numeric fields, during data entry, CDS/ISIS will check this
restriction, issue a message if it is not satisfied and request you to correct
the field).
• Pattern - the field has a fixed structure controlled by an entry pattern that
you define in the data entry worksheet. The entry pattern defines the type
of character that can be entered in each position of the field.
When a given data element occurs more than once in a given record, CDS/ISIS
will create as many fields as required to hold all the occurrences of the data
element. This type of field is called a repeatable field. All the occurrences of a
repeatable field have the same tag. A typical example is the Author field in a
bibliographic record. Repeatable fields also can contain subfields.
CDS/ISIS normally treats the contents of a field as a continuous string of
characters and as a single entity. However, you may subdivide a field into
subfields. In this case the field contains more than one data element, each
being stored in a different subfield. Unlike fields, subfields are not identified
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by a tag but by a subfield delimiter. Depending on the type of field defined,
this entry defines either the set of subfields, or the pattern.
A pattern is a character-by-character description of the contents of the field.
For each field position, you define in the pattern the type of character which it
may contain as follows:
• X - the position may contain any alphanumeric character
• A - the position must contain an alphabetic character
• 9 - the position must contain a numeric character
• Other - the position must contain the indicated character
Tip
While discussing the slides, open the sample database CDS, show the FDT and
explain the common data elements such as Title and Author.
Group the students before doing Activity 3.2.
Slide 15 - 17: How to Create the Worksheet (FMT)?
Note
During this step the worksheet for adding/modifying records/data to the
database is created. CDS/ISIS makes provision for the definition of multiple
data entry worksheets for a database. By clicking on the right arrow between
the two panels the field is added, and by clicking on the left arrow it is
removed. The double arrow will add all defined fields to the worksheet.
It is not necessary to add all fields to a particular worksheet, or have the same
order of fields as in the FDT.
The Help message will be displayed during data entry. Click on the Help
button and enter a help message for the Author field. You can give an example
to show how to enter the Author’s name in this field.
By clicking the UP and DOWN arrows on the worksheet definition window,
the order of the fields on the worksheet can be altered. Just clicking on the
“Record Validation” button will open a window for the definition of field
validation.
The green Left arrow can be used to go back to Step 1 (Field definition), while
the green Right arrow will proceed to Step 3 (Display format). The ‘CANCEL’
button will cancel the process of defining the database.
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Tip
It may not be advisable to show the advanced features such as data validation
of the FMT at this point.
Slide 18 - 20: How to Create the Display Format?
Note
You can either write your own format or make use of the “Print format
Assistant. This wizard will write a display format for you without any
knowledge of the CDS/ISIS formatting language. All the fields of the Field
definition table will be added. However, you can edit the format at a later
stage by deleting unwanted fields in your display format.
Various types of display formats are then available to Choose from:
• Normal - a display format without any fancy additions.
• CDS/ISIS DOS Compatible Format - can be read by the DOS version
of CDS/ISIS.
• Decorated format - a display format with colors and boxes which can
only be used in CDS/ISIS for Windows.
• HTML Normal - a display format in HTML.
• HTML Table with headers - a display format in HTML tables with
table headers.
The format can be changed, e.g., the order of the fields, font, etc. By clicking
the buttons on the right hand side, one can change the font properties to Italic,
Bold, or Underline. The chain button will create a Hyperlink.
Tip
Discuss the basic print formatting commands here by using the normal style. It
may not be advisable to teach various formatting commands. Once the students
create their print formats let them share and see the different formats.
Slides 21 - 24: How to Create a Field Select Table (FST)?
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Note
A Field Select Table (FST) defines criteria for extracting one or more
elements from a master file record. These elements may then be used to
create inverted file entries for the record from which they were extracted.
An element can be generally defined as a fragment of a record resulting
from a particular process. Although in many cases elements will be actual
data elements, i.e. a field or a subfield, in other cases they may be words,
phrases, or any other piece of data which has a particular meaning to a
specific application.
An FST consists of one or more lines each defining three parameters:
• A field identifier – Field tag(column labelled ID).
• An indexing technique - (column labelled IT).
• A data extraction format - coded using the CDS/ISIS formatting
language.
An indexing technique specifies a particular processing to be performed
on the data produced by the format in order to identify the specific
elements to be created. There are eight indexing techniques which you may
use. They are given a numeric code from 0 to 4 as explained below.
• 0: This is normally used to index whole fields or subfields. It builds
an element from each line extracted by the format.
• 1: Builds an element from each subfield or line extracted by the
format.
• 2: Builds an element from each term or phrase enclosed in
triangular brackets (<...>).
• 3: same as indexing technique 2 except that terms or phrases are
enclosed in slashes (/../).
• 4: Builds an element from each word in the text extracted by the
format.
• 5-8: Will allow a prefix to be specified for search terms extracted
with indexing techniques 1, 2, 3 and 4.
Making use of the “Dictionary Assistant” will create a FST automatically.
You can also write your own FST.
Select the fields which you want to be searchable in the database. It is not
necessary to add all the fields of the FDT, but only those which you are
likely to search for, e.g. Author, Title and Keyword. Click in the checkbox
to select the searchable fields you need for information retrieval.
Then click on “OK’, which will present another window, where the FST
can be changed and customized (Slide 24).
To change anything, select the line in the FST box by clicking on it, then
type in any changes. If the Indexing Technique has to be changed, select
the required one, by clicking on the down arrow in the select box. Nine
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indexing techniques are available. After the changes have been done, click
on the blue “Add” button, to apply the changes in the FST line. FST lines
can be deleted with the ‘Delete button’, while other tags can be added, by
making use of the “Add” button. Some changes can be reverted with the
“Undo” option.
Tip
It may be useful to show the dictionary of a sample database and emphasize
the importance of selecting the relevant fields that should be indexed in the
dictionary.
Also explain the relationship between the FST and the Dictionary.
Slides 25 - 26: How to Open the Database you Created?
Note
To finish the database definition, click on “Terminate”. Click “Yes” when
asked “Winisis will now create the database. Do you want to continue?
(C:\isis\data\TEST.MST)”. The database will be created in this folder, and
the necessary TEST.PAR will be created in c:\isis\data\, if parameter 5 in
the SYSPAR.PAR file points to this folder.
Then you can open the database by selecting the relevant MST file.
Slides 27: New Database Created with WinISIS
Note
The database window toolbar contains the following items:
• MFN number: Clicking on this field allows you to type the desired
MFN number and then by pressing the Enter key that particular
record will be displayed.
• Arrow keys: Allow you to display the first record, last record and
to move forward or backward.
• Format: This field shows which format is currently in use. You
can change the display format by first clicking on the arrow in the
field, which will pull down the list of display formats available,
and then selecting a new display format.
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The status bar, at the bottom of the window, contains the following two
fields:
• Record Status: this field displays the status of the current record.
The status is not displayed when the record is in a normal state;
otherwise it indicates that the record has been deleted. When
displaying search results, a string like Search #5: [1/10] is
displayed.
• Maximum MFN: displays the maximum master file number in the
current database.
Tip
You can either get the students to follow each step while explaining it, or get
them to do all these steps as one activity after explaining the whole process.
The first method may give the students a better understanding. If you use the
first method you can also ask the students to create another database
afterwards.
Slides 28: How to Modify FDT, FMT, PFT?
Note
You can modify an FDT after it is created by using the Edit -- Field
Definition Table services. You should be aware that certain changes may
have severe consequences, especially if you have already entered records in
the corresponding database. Additional changes, however, may be required
not only to the worksheets, but also to the FST’s and the display formats
defined for the database.
In case of major modifications of the FDT, changes may be required in the
database itself. If changes are required to the database, you may be able to
perform them automatically using the Global Change utilities (on the
utilities menu) or the import/export services, or you may have to do them
manually.
Tip
You can show how to edit FDT, FMT, and FST. Editing the PFT may be
shown, depending on the capabilities of the students.
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Slides 29: How do you Modify the FDT?
Note
Changing the FDT can have impacts such as:
• Adding a field: Add the field to at least one of the data entry
worksheets; add the field to at least one of the display formats; add
the field to the Inverted file FST, if required.
• Deleting a field: After deleting a field from the FDT, you may want
to delete the field from the worksheet(s) in which it occurred by
using the Edit -- Data entry worksheet services, in order to prohibit
further data entry. Also delete the field from the print formats and
the FST in which it is used.
Slides 30 - 32: How do you Create Additional FMTs?
Note
These slides explain how to create additional FMTs.
Slides 33 - 34: How do you Create Additional PFTs?
Note
These slides explain how to create additional PFTs.
Tip
You can also show the students how to create new FMTs and PFTs. Here you
should emphasize the importance of having different FMTs and PFTs.
Slides 35: How do you Create Additional PFTs?
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Note
These slides explain how to create additional PFTs.
Use the supplementary material to teach creating print formats.
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Supplementary materials for Lesson 3
Creating Print Formats
General formats
Most of the codes used in the DOS ISIS formatting language can be used in
WinISIS. The paragraph command ‘S’ and space command ‘X’ will not work in
WinISIS. If these two commands are not used a format written for ISIS can be
viewed in WinISIS.
The FDT used here is:
Tag
Name
10
Author
20
Designation
30
Organisation
40
Address
60
Hobbies
Type
X
x
x
x
x
Rep
R
Patterns/Subfields
a,b
R
Print Format
•
Create a print format :
a) Click edit option in the Menu Bar
Fig. 1
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b) Select Print Formats from the pull down menu (Fig. 1)
c) Click New button
d) Type STU1 for the title of the format (Fig 2)
Fig. 2
e) Click OK
f) Print format assistance? No Then you will get the print format definition
dialog box.
Although you can write or edit a print format in the General dialog box, it is a lot easier
to get your format right while you are browsing the records. You can create a new
format using the print format assistant and edit it. Click on the icon depicting a pencil
on paper
Then you will see that the database window split into two as shown
below. Bottom part of the window allows you to edit the print format. When you edit
the print format you can view the changes by clicking on
. You can save the edited
print format by clicking on
.
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g) Type the following new format (01) :
•
•
•
Format
01:
Click
save button
mhl,mfn(3),"
"v10^a" "mhu,v10^b/mhl,c8,v30," - "v20(9,7)/
Click OK
v40(9,9)
/c8,"Hobbies:"d60
/(c10,v60/)
From
the format
window select
STU1.
The record will be displayed according to STU1 format
Display 01
001 David STORTI
International Federation of Library
Associations – Librarian
Oxford, London
Hobbies:
swimming
reading
cataloguing
Paragraph command:
‘M’ command finds the left margin. This command has two parameters x and y. X is the
indentation of the paragraph. Y is the indentation of the first line of the paragraph
relative to the paragraph. If the first line has no special indentation y will be 0. X and Y
values are given in TWIPS. There are 1440 TWIPS in one inch or approximately 550
TWIPS per centimeter.
•
Modify the format by removing all indentation commands as shown below (Format
02).
Format 02:
mhl,mfn(3)," "v10^a,mhu," "v10^b/
mhl,v30," - "v20 /v40/,"Hobbies:"d60/(v60/)
•
Now the record will be displayed as given below:
Display 02 & 03
001 David STORTI
International Federation of
Library Associations - Librarian
Oxford, London
Hobbies:
swimming
reading
cataloguing
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•
Modify the print format by introducing m(1000,0) at the beginning of the
format:
Format 03
m(1000,0),mhl,mfn(3)," "v10^a,mhu," "v10^b/
mhl,v30," - "v20 /v40(7,9)/c8,"Hobbies:"d60/(c8,v60/)
The paragraph will be displayed as above, indented at character position 10
(approx.)
•
Modify the format:
Format 04
m(1000,0),mhl,mfn(3)," "v10^a,mhu," "v10^b/
m(1700,0),mhl,v30," - "v20/v40/
"Hobbies:"d60/m(1900,0)(v60/)
The record will be displayed as:
Display 04
001 David STORTI
International Federation of
Library Associations - Librarian
Oxford, London
Hobbies:
Swimming
Reading
Cataloguing
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Font commands
The font style, font size and font type can be defined.
Font type: there are three font types: f0-script, f1-arial, f2-times roman
Font size: f12- 12 point, f28- 28 point
Font style: b-bold, i-italic, ul-underline
Modify the format as follows:
Format 05
m(1000,0),mhl,f0,fs30,mfn(3)," "v10^a,mhu,"
"v10^b/
m(1700,0),mhl,f1,fs30,{b,v30,}{i," "v20}/{f2,ul,v40}/
{f0,fs20,b,"Hobbies:"d60}/f2,m(1800,0)(v60/)
Display 05
Note that by using {} brackets the font command can be restricted to a segment
of the format.
Color Command
The color command helps to define the color of the font and background.
WINISIS has 20 default colors which can be used without defining the colors in a
separate Color Statement.
L0
- black
CL1
- dark red
CL2
- dark green
CL3
- dark yellow
CL4
- dark blue
CL5
- purple
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•
CL13
- bright red
CL14
- green
CL15
- bright yellow
CL14
- magenta
Font color
Modify the above print format:
Format 06
m(1000,0),cl0,mhl,f0,fs30,mfn(3),cl1," "v10^a,mhu,""v10^b/
m(1700,0),mhl,f1,fs30,{cl2,b,v30,}{cl14,i," - "v20}/
{cl13,f2,ul,v40}/{cl17,f0,fs20,b,"Hobbies:"d60}/
f2,m(1800,0)(cl5,v60/)
Display 06:
Background Color
The background color is defined by the BOX command. The color of the background
is given in brackets. If no color is defined, a frame will be displayed.
•
Modify the above print format:
Format 07
m(1000,0),box(8),cl0,mhl,f0,fs20,mfn(3),cl1,"
"v10^a,mhu," "v10^b/
m(1500,0),box(7),mhl,f2,fs30,{cl2,b,v30,}{cl14,i,"
-"v20}/ box(6),{cl13,ul,v40}/
box(11),{cl17,f0,fs20,b,"Hobbies:"d60}/f2,m(1800,0
)(box(10),cl5,v60/)
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Display 07:
Link Formats
While displaying a record WINISIS can link to another display format. This can be
done in two ways.
•
•
•
•
create a textbox (sub-window) which should be closed after viewing
change over to a new format.
Textbox
Syntax of the command is
mpl, link((‘
‘),’TEXTBOX ‘,
)
ex: mpl,link((‘Hobbies:’),’TEXTBOX ‘,(v60+|; |/))
Format 08
m(1000,0),box(8),cl0,mhl,f0,fs20,mfn(3),cl1,"
"v10^a,mhu," "v10^b/
m(1500,0),box(7),mhl,f2,fs30,
{cl2,b,v30,}{cl14,i," -"v20} /
box(6),{cl13,ul,v40}/
box(11),{cl17,f0,fs20,b,mpl,link(('Hobbies:'),'TEX
TBOX ', v60+|; |)}
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Display 08
When you click on Hobbies a new window opens with hobbies as shown below:
Change format.
Syntax of the command is
mpl, link((‘
‘),’FORMAT newformat ‘ )
ex: mpl,link((‘Change format’),’FORMAT stu5’)
When the record is displayed click Change format to change the display format
to stu5.
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Format 09
m(1000,0),box(8),cl0,mhl,f0,fs20,mfn(3),cl1,"
"v10^a,mhu," "v10^b/
m(1500,0),box(7),mhl,f2,fs30,
{cl2,b,v30,}{cl14,i," -"v20}
/box(6),{cl13,ul,v40} /box(11),{cl17,f0,fs20,b,
mpl,link(('Hobbies:'),'TEXTBOX ', v60+|; |)}
mpl,link(('Change format'),'FORMAT stu5 ')
Display 09
When you click on Change format the stu5 format will be displayed.
End of Lesson 3 of Module 4
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Module 4
Creation and Management of Databases Using
CDS/ISIS
Teacher’s Guide
Lesson 4: How Do You Store and Retrieve Information Using
Win/ISIS?
Introduction
The lessons are presented to the students as PowerPoint slides as shown in the title slide
below. The Teacher’s Guide will provide you with information and tips on how to
explain each slide. It will also provide you with exercises/activities that you can ask the
students to do.
Module 4
Creation and Management of
Databases Using CDS/ISIS
Lesson 4
How Do You Store and Retrieve
Information Using WinISIS?
UNESCO EIPICT Module 4. Lesson 4
1
Slide 1. This is the title slide for lesson 4.
Tip
Lesson 4 is intended to provide basic skills on how to enter and edit data, to
retrieve data by searching and to create output.
WinISIS allows you to use many options during data entry and editing. While
using these slides you should use the sample database and show the students
how to search and get output.
In WinISIS data entry worksheets are much simpler than in the CDS/ISIS DOS
version. The worksheet simply is a collection of fields to be filled with data.
The worksheet is also not divided into pages. The fields are described using
their names defined in the FDT. Fields cannot be distinguished graphically and
there are no TITLE fields (text without data entry boxes). If a help message is
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there are no TITLE fields (text without data entry boxes). If a help message is
associated with the field being edited, the message is automatically displayed
at the very bottom of the data entry window.
Slide 2: Rationale. This slide provides justification for the lesson.
Slide 3: Scope. The lesson is about creating a database using WinISIS and
modifying it.
Slide 4: Learning Outcomes provides an insight into the expected learning outcomes
for the lesson.
Note
The Teacher’s Guide provides notes and tips for the PowerPoint presentation
that you will use in conducting the course. This lesson can be used to teach
how to
• Enter and edit data in database records.
• Search a database.
• Print the search results or database records.
Tip
Emphasize the importance of entering data accurately; inaccurate data entered
will result in inaccurate data being retrieved.
WinISIS is much more restrictive than the DOS version during data entry and
editing; the system checks with the FDT and does not allow, for instance:
• More than one occurrence in a non repeatable field
• A sub-field with an identifier not defined in the FDT
Slide 5 - 8: How to enter Data to Create Records in a Win/ISIS database
Note
This window is displayed each time CDS/ISIS is started. It is normally empty,
as shown in the slide.
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The main components of this window are:
• The window title bar, at the top of the window.
• The menu bar, which provides access to all the CDS/ISIS functions
(some of these functions may also be activated by clicking on the
various buttons of the tool bar).
• The tool bar, located just under the menu, which provides quick mouse
access to the most frequently used functions of CDS/ISIS, such as
opening a database, searching or printing.
• The status bar, at the bottom of the window, which is normally used to
display help messages.
When initially opened, this window displays the current record (i.e. the one
which is currently displayed in the corresponding database window). Its
contents, however, may be modified by selecting applicable commands in the
Browse menu.
The fields of the record are displayed in the lower part of the window
according to the current (or default) data entry worksheet.
Master File Number (MFN) is a serial number automatically assigned by the
system to the records. The data entry window toolbar items can be used while
entering and editing data.
Entering data in subfields:
To enter data in a field containing subfields you must key in the required
subfield delimiters in front of each subfield. A subfield delimiter is a 2character code preceding and identifying a variable length subfield within a
field. It consists of the character ^ followed by an alphabetic or numeric
character, e.g. ^s.
If the subfield code is alphabetic, you can enter it in either upper or lower case:
CDS/ISIS makes no distinction between ^s and ^S.
Do not insert spaces or punctuation marks either before or after the subfield
delimiter, unless you have been specifically instructed to do so. Entering
spaces or punctuation may adversely affect the printing of the field later on.
Here is an example of a field with three subfields:
^aUNESCO^bParis^c1992
Repeatable fields
To enter data in a repeatable field you need to enter more than one occurrence,
enter each occurrence separately, and click on the repeatable field icon
(preceding the field name) for each new occurrence to be added. Alternatively,
you may add as many occurrences as needed in the Field edit box, separating
each by a percent (%) sign. In this case you should not enter spaces around the
% sign. If you do they will be entered in the field. The example below shows
an author field with two names:
Storti, D.%Large, A
You can use this technique whenever you want to insert a new occurrence.
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Inserting dictionary terms in a field
You can insert dictionary terms at the current cursor position of the edit box by
pressing the Dictionary button which will open the Dictionary Window. Then
select any term and drag it into the edit box.
Inserting file names in a field
You can rapidly insert filenames into fields. To do this first open the Windows
File Manager, then select the file(s) you want to insert in the current field and
drag and drop them over the field edit box. In this way you can easily establish
links between fields and external files such as pictures, movies, sounds, etc.
Tip
Open a sample database in WinISIS, and show the students how to edit the
records.
Slide 9: How to Edit a Record or Range of Records
Note
To edit a particular field you must first click on the corresponding field button.
Then its contents will be brought up in the field edit box. In editing a field you
can use all standard Windows edit function keys and, in addition, the following
special keys:
• Enter - update the field and select the next field.
• Shift+Enter - update the field and select the previous field;
• F2 - delete the field.
• ESC - ignores all changes (field will redisplay as it was before the
editing started).
You can change the size of this box by dragging up or down the bar at the
bottom of the box. You can also change the font used to display the field by
selecting the Choose font option from the Options sub-menu.
Tip
It would be better to get the students to enter data and edit it at this point before
moving to the next session of this lesson.
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Slides 10: How to Retrieve Information using Different Query Formulations
Note
WinISIS offers two query formulation methods:
• Guided search – executes simple queries containing up to four search
elements
• Expert search – executes any query including free text search
.
Tip
Use a sample database simultaneously with the slides to demonstrate the
procedure of searching.
Slide 11 - 16 : Searching a WinISIS Database: Guided Search
Note
• Slides 11 – 16 gives the procedure in using the guided search.
The guided search allows searching only in those fields defined in the FST.
Hence it would be better to include the common fields such as Author and
Title in the FST. You should also keep in mind that very often users may
prefer the guided search, so that the fields included in the FST should match
the access points likely to be chosen by your users. In order to increase the
search efficiency, users should be encouraged to use the search terms from the
dictionary only.
Win/ISIS will not automatically update the Inverted file whenever you add,
modify or delete a Master file record (this depends on the settings of parameter
130 in the syspar.par file). It is important to remember this because, until such
time as the Inverted file is updated:
• New records you have added are not available for retrieval.
• Records you have modified are retrievable, but under the old access
points.
• Records that you have deleted will still be posted to their access points,
although the records themselves are no longer displayed.
However, Win/ISIS keeps in the Master file all the information required to
update the Inverted file and you can therefore request an Inverted file update at
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any time by selecting the I/F Update command of the Database menu. This
operation can take some time depending on the number of records updated, the
computer you are using and the average number of search terms generated for
each record. After some experience with a given database, you will be able to
estimate fairly closely the time required to update a record, and if you find that
it is acceptable you can always update the Inverted file after each data entry
session (or before exiting the program).
Alternatively, you can defer the updating of the Inverted file to a more
convenient time (e.g. at the end of the day, of the week, etc.).
Tip
You can also indicate here that it is possible to change the FST according to
needs.
You can also discuss the relationship between the dictionary and the FST.
For all the activities in searching, prepare some examples (search terms) before
starting the lesson – this will save your time.
Slide 17 - 19: Searching a WinISIS Database: Expert Search
Note
WinISIS expert search provides many options for creating search elements:
• Clicking the DICTIONARY BUTTON opens the dictionary. Any
term in the dictionary can be selected as a query term by double
clicking or by dragging and dropping in the search expression box.
• Clicking the ANY TERMS button shows the term in the ANY file. An
“any term” is a collective name assigned to a table of search terms.
When an ANY term is used in a search, all records having any of the
terms included in that table are retrieved.
The criterion for the establishment of an ANY term is the likelihood of
its frequent occurrence in queries. Geographic groupings will, in most
cases, meet this criterion, but other types may qualify equally well. If,
for example, you create an ANY term ANY South Asia, which defines
the names of all the countries in South Asia, you may then use this
collective name in a search, rather than typing all the names of the
various countries.
• The search history box shows all the queries formulated in the current
session. These queries can be reused by clicking the box or by
dragging and dropping it into the search expression box.
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•
•
•
•
Clicking one of the search operator buttons inserts it in the current
query position.
EXECUTE - pressing this button executes the search expression.
CLEAR - pressing this button erases the search expression.
CANCEL - pressing this button returns to the database window.
Search criteria in expert search
1.
TRUNCATION
Truncation allows you to look for a number of words or terms starting with
same letters.
Search for any words starting with AGRI
• Search expression:
AGRI$
This may be useful to search for authors when the names are inverted
as phrases and when you are not sure about the exact name.
Search expression:
ABBY$
It is useful for searching for classification numbers or accession
numbers.
• Search expression:
547$ or 199$
2
LOGICAL OPERATORS
Operator “AND” Used to combine two or more terms.
• Search expression:
Soil * plant
This can be used to search for author and a keyword.
Using “and” “or” and ( ) with truncation
Biological aspects of forests including forest plants, trees, etc.
• Search expression:
Forest * (plant$ + vegetation + flora + tree$ + biology)
Operator “OR” used for linking several related terms.
broaden the search.
• Search expression:
Education + schools + universities
This will
Operator “NOT” helps to exclude certain terms from a search.
• Search expression:
Adult education ^ teaching
It is possible to use these operators to refer back to previous searches. Each set
of records retrieved through a search is identified by a number preceded by a #
mark.
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If your search 3 was for “ADULT EDUCATION” and search 4 was for
“TEACHING”
Search expression:
#3 * #4
This will give you all the records with “ADULT EDUCATION” and
“TEACHING”
#3 + #4
This will give you all the records with “ADULT EDUCATION” or
“TEACHING”
#3 ^ #4
This will give you all the records with “ADULT EDUCATION” not
“TEACHING”
3.
ANY files
This can be used to save once you have searched for a set of terms which will
be used each time. For example, if you want to search for all Asian countries,
each time you have to search for Sri Lanka, India, Bangladesh, etc. To avoid
this you need to enter:
• Search expression:
Any Asia
Any file has to be created separately using a text editor or notepad. The format
of any file is given below.
Any Asia
India
Any Asia
Bangladesh
Any Asia
Sri Lanka
Any Asia
Ceylon
Any Asia
Nepal
Any Asia
China
Any Asia
Japan
Any Asia
Pakistan
PROXIMITY SEARCH: This is useful for searching adjacent words.
This is normally used when indexing technique four (word by word) is
used for a title. If you have to do a search for “PROGRAMMED
LEARNING” in the title you might search for:
Programmed * learning
This will retrieve all the records having these two terms at any place in the
record (that is, in any field). To avoid this and to be more specific, you specify
that the words must be in the same field, or the same occurrence of the field if
it is a repeatable field, by using (F) or (G) instead of *
• Search expression:
Programmed (F) learning
4.
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Programmed (G) learning
Both (F) & (G) are equivalent in non-repeatable fields.
To be more specific a full stop (period) can be used to search for adjacent
terms
• Search expression:
program$ . learn$
BRACKETS (parentheses) can be used in more complicated
searches such as “AGRICULTURE or SOIL in ASIA or AFRICA”.
If you enter as follows:
• Search expression:
AGRICULTURE + SOIL * ASIA + AFRICA
This will first combine soil * asia and then all items about agriculture and
Africa. To avoid this you can use:
• Search expression:
(AGRICULTURE + soil ) * (ASIA + AFRICA)
5.
6
FIELD IDENTIFIER can be used to search a term in a particular
field.
Search expression:
BIOLOGY/(69)
You can also specify more than one field such as:
• Search expression:
BIOLOGY/(69,24)
7
FREE TEXT SEARCHING can be used for the terms in the fields
which are not indexed using FST.
• Search expression:
? v26: 'unesco'
This will search for records where field 26 contains the word “unesco”. You
could also look for more than one word or part of a word. You can also use this
for a previous search. If the search set 5 is done for education,
• Search expression:
? #5 v26: 'unesco'
will retrieve only the records published by UNESCO.
8.
Other operators apart from the above that can be used. Eg. = If the
title is indexed using Index Technique 4 then if you search for a journal title
“SCIENCE” in search set 6, all titles with word “SCIENCE” will be retrieved.
Then you can use operator = to search the journal.
• Search expression:
? #6 v24= 'science'
This means the title must be equal to “SCIENCE” only.
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It is also possible to use the operators > (greater than) < (less than)
• Search expression:
? v26 >'1976'
will retrieve the records published after 1976
• Search expression:
? val(v26)=1976
will retrieve the records published in 1976.
Using A & P: This method of searching can be used to find whether data is
available or not in a given field. For this, functions A or P may be used.
• Search expression:
? a(v12)
This will retrieve the records which do not have data in field 12.
• Search expression:
? p(v12)
This will retrieve the records which have data in field 12.
These can be combined like other search terms.
• Search expression:
? p(v12) * a(v70)
Tip
Allow the students to do a few searches using the guided search before starting
this session
Slide 20 - 22: Displaying search results
Note
The default display is in a tabular format. This can be changed by changing
the SYSPAR.PAR parameter 980. (At this point do not talk about this
parameter, you can show this in the next lesson).
You can change the display by choosing Configure ⇒ System settings ⇒
Options. There are three radio buttons, allowing you to select one of the
following three options.
•
Default Search Display
The method of display is the same as for browsing the database. There is no
Display button in this setting in the Expert Search, and you need to doubleclick on the relevant entry in the Search History display. Moving between
records will show only the retrieved records, not all the records in the
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database.
•
Alternate Search Result Tool Bar
This is similar to the Default Search Display, but at the top of each record a
bar is displayed giving information on the search number, the hit being
displayed and total number of hits, and the option to Stop. (This is effective
when parameter 135 in syspar.par is set to 1 and 980 to 0).
•
Display Search Results in a Table
Clicking the Display button then shows for each hit its record number
(MFN) and the first field (if present) defined for that database. The order is
by decreasing MFN, so the most recently added records appear at the top:
you can reverse this by choosing the down-arrow button. You can also select
a different field to display using the drop-down list you get by clicking on
the arrow in the “Tag”.
When you display the retrieved records, each term you have searched is
highlighted wherever it occurs in the record – even if you specified searching
one field only.
Tip
The print function in the default table display has very few parameters.
Therefore, it is advisable to use the Print function available from the
DATABASE menu to get a better output.
Slides 23: Saving Search Results
Note
If you have a search that will be used continuously, then you should save
the search, so that you can recall it whenever you need it.
Slides 24 - 26: How to Produce Different Types of Output: Printed or Onscreen
Note
You can copy the records displayed on the screen using “Copy to
Clipboard” or the fifth button
on the tool bar. You can copy several
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records, one at a time, and "paste" from the clipboard into an application
that allows printing such as MS Word.
If you have only a few records to print, or you do not want to bother with
another application, you can make use of the sophisticated printing and
sorting facilities of WinISIS. To do this, choose Database ⇒ Print, or
click on the Printer icon on the toolbar.
Slides 27 - 32: Printing Search Results/ Database Records
Note
To begin printing you need to select the records you are going to print by
clicking on one of the option buttons “Current Browse Set” or “MFN
Range”. Current Browse Set indicates the set of records retrieved in your
last search or the full database. In this case, you can also click on the check
box Marked records only if you have marked some records while
browsing the search results. If you choose MFN Range, you should enter
your selection of MFNs in the text box. You can indicate the MFNs in the
following formats:
15
Print record number 15
-15
Print records up to number 15
50Print from record 50 onwards
15-30
Print records 15-30
-5,15,19-30,50-Print this combination of ranges
Next you can specify where the output from the printing should go using
Output to combo box. It should be showing the printer configured as your
default printer. The button with the Printer icon next to this combo box
allows you to change your printer settings if necessary. Or else you can
send the results to a file in Windows-ASCII, DOS-ASCII or Postscript
format. This has the advantage that you can check the output file on the
screen before committing it to paper. You could then use a word processor
to paginate the text and do other editing if necessary.
The next step is to select a print format that can either be one which you
have already defined or one which you can now write in the large text area.
If you write your own format or edit an existing one, you can save the
format by clicking the button showing a floppy disk.
In addition, the SAVE button allows you to save these settings; the
RECALL button allows you to recall the saved settings later.
Print starts the printing process, and Close (indicated by an exclamation
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mark in a red triangle) allows you to close the whole process.
There are four more parameters:
• Presentation
This dialog box allows you to add titles, headers and footers to your
print out.
• Margins
Here you can define the margins of the paper. Also you can use
EOC (i.e. End Of Column) tolerance. If a record will not fit the
space available at the bottom of a page, without printing part of it
on that page and the rest of the record on the next page (or column)
you can shift the full record into the nest page.
• Layout
Specify more about the page layout and the number of columns.
Also there is a group of three check boxes. The first two are for
Don't use titles and Don't use sorting and the last one Just make
HIT file provides a way of sorting the database into a different
order.
• Sorting
This allows you to sort the records by any field.
Tip
Refer to Andrew Buxton & Alan Hopkinson, The WinISIS Reference Manual
and The CDS/ISIS for Windows Handbook, which comes with the CD for more
details.
End of Lesson 4 of Module 4
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Module 4
Creation and Management of Databases Using
CDS/ISIS
Teacher’s Guide
Lesson 5: How Do You Store and Retrieve Information Using
Win/ISIS?
Introduction
The lessons are presented to the students as PowerPoint slides as shown in the title slide
below. The Teacher’s Guide will provide you with information and tips on how to
explain each slide. It will also provide you with exercises/activities that you can ask the
students to do.
Module 4
Creation and Management of
Databases Using CDS/ISIS
Lesson 5
What Are the Advanced Features of
WinISIS
UNESCO EIPICT Module 4. Lesson 5
1
Slide 1. This is the title slide for lesson 5.
Tip
Lesson 5 is intended to provide skills in using advanced features of Win/ISIS.
Win/ISIS has many advanced features that can be used in data management,
and creating outputs.
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Slide 2: Rationale. This slide provides justification for the lesson.
Slide 3: Scope. The lesson is about using advanced features in Win/ISIS to manipulate
data, create passwords for different levels of access, create different output and produce
sorted output.
Slide 4: Learning Outcomes, provides an insight into the expected learning
outcomes of the lesson.
Note
The Teacher’s Guide provides notes and tips for the PowerPoint presentation
that you will use in conducting the Module. This lesson can be used to teach
how to:
• Use options in the data entry work-sheet.
• Use global functions and advanced utilities.
• Modify system parameters and create password files.
• Use advanced features in print formatting.
• Sort the records in your database.
Tip
Use the sample database to demonstrate this lesson.
Slide 5 - 7: How to use Options in the Data Entry Work-sheet
Note
Records will be logically deleted when DELETE RECORDS is clicked. To
delete the record permanently the database has to be exported and imported.
(Exporting & Importing will be discussed in Lesson 6). The logically deleted
records can be restored by using UNDELETE RECORDS.
If you want to enter the same value in one field of 10 records you can define
this using DEFINE DEFAULT VALUES. You can open a new record and
select Options ⇒ Define Default values [Model]. Then enter data in the
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field you want to use for the next 10 records. Then save it and that will now be
the model.
Any new record will be based on the model. When you no longer wish to use
the model, select Options ⇒ Clear Default values [Model].
Tip
•
•
•
Open a worksheet created in a sample database and demonstrate how to
enter the default values.
If you don’t see empty fields in data entry you can click on the magnifying
glass icon at the bottom right hand corner.
Creating PICK LISTS may be too complicated at this level. More details
about these are available in the WinISIS manuals provided with the
software.
Slide 8: How to use Data Validation in the Data Entry Work-sheet
Note
The dbase.val file can be created with any text editing program such as NOTE
PAD or while defining the data entry worksheet. The Val file should reside in
the same directory as the data files. In the Val file, the tag is the tag of the field
to be validated and the format is a CDS/ISIS format.
Validation allows you to check the format in data entry, e.g. the length must be
a certain number of characters, or the field may only be present if another field
is absent. The rule is written using the print formatting language.
Eg. if p(v10) and p(v20) then 'You cannot have two main
entries' fi
The if expression p(v10) tests for field 10 being present and field 20 being
present. It will cause a message box to appear if the user tries to enter data in
field 20 while there is already data in field 10. The system will not allow you
to enter data in field 20 in this case.
Pick list: A list of values that can be entered into the specified fields (pick-up
list). Refer to the manuals to learn about Pick lists. At this point it may be too
complicated for students.
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Tip
If you make a mistake in writing a validation rule you will not be able to get
beyond this field in data entry. It is therefore not recommended for beginners.
Slides 9 - 11: How to use Global Functions and Advanced Utilities
Note
Global editing
In addition to the normal editing methods discussed in Lesson 2 you can
modify data using Global functions under utilities. Using these you can make
the same change across sets of records. There are three separate functions:
Global add, Global delete and Global replace.
Each function can operate on a set of records within a range (30-50) or on a set
of records selected by a search. Note that these functions cannot be opened
while the Data Entry Worksheet is open.
Global Add
Select Utils ⇒ Global Add. The Global Field addition dialog box will open.
In this enter the MFN limits range, 30/50, Select the field tag. You can also
check Add if not present (this depends on what you are going to add). Insert
before position and Occurrence also can be used according to your needs.
Then add the text to be entered in the bottom box. Then click OK. You can
use this to create mew fields with the same data.
Global Delete
Using the same procedure as given above. Open Global Delete. Enter the
MFN range. (If you enter nothing in the range, Global Edit will remove
data in the given field in the entire database) Select the field tag and press
OK. The field will be deleted from the given range of MFNs.
Global Replace
Global replace allows you to search for a particular string of characters and
replace them by another string. You can limit this to particular fields, subfields
or occurrences of a field. You can select text considering its case or ignoring it.
You can select whole words only. You can also get a prompt before
replacement (it could damage your database if you make any errors). You
can click on the Cancel button if you have made a mistake, but you will not
have prevented any changes earlier in the set of records you have specified for
the replacements to be made.
You can use the same procedure as above.
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Advanced Database Utilities
If a system failure occurs while a record is being edited, that record or the
database will remain locked afterwards. In this case you can use advanced
database utilities to unlock the database/ records and to clear data entry locks.
Tip
You should be very careful when using the Global functions. It is advisable to
back up the database before you do any of these. If you make any mistakes
when you do a global edit you may not be able to get back the data.
Slides 12 - 17: How to modify System Parameters and to create Password Files
Note
•
Slides 12 – 17 show you how to create password files and how you can use
this feature to give access in different ways. More information about the
file structure is given in the supplemental materials to this lesson.
Tip
Use the supplemental material and at the same time open Windows Explorer
and show the students the file structure of Win/ISIS.
Slide 18 - 19: How to use Advanced Features in Print Formatting
Note
These commands will be useful to link full-text articles to a bibliographic
database.
Tip
It would be helpful to prepare PFT files and the linking files before starting the
lesson to show the students how these commands work. You can use the
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lesson to show the students how these commands work. You can use the
sample database and enter some data while explaining and showing the
students how these commands work.
Slides 18 - 26: How to use Advanced Features in Print Formatting
Note
Slides 18 – 22: Link files in other programs
In the Win/ISIS it is possible to display a record containing a hypertext link.
The link command puts some text on the screen which is underlined and in
green (unless you have changed the colors table). You can click on this text
and an action will be performed, e.g. open a picture, a video, or a text file is
accessed. This is similar to the hyperlinks in a web page; you may be familiar
if you have used a web browser such as Netscape Navigator or Internet
Explorer.
The general format of the link command is
link((text),command)
Both the text (that appears as the link on the screen) and the command (that is
executed when the user clicks on the text) are written in formatting language.
Some special commands are available as well as standard operating system
commands such as the examples given in the slides.
Common commands are CMD and OPENFILE. In addition the TEXTBOX
command allows you to display text or (despite the name) a picture in a new
window.
Eg: link (('Show Authors'),'TEXTBOX ',v26), will show all the authors
in field 26 in a new window.
link(('Show image'),'TEXTBOXIMG ',v30) This will show the pictures
entered in field 30 in a new window. (You have to enter the path of the file
in the field).
It is possible in the formatting language to display a picture as part of the
format or as the background to the record display. The picture should be in the
form of a .bmp or .jpg file and be stored in the folder specified for Patterns/
Images (parameter 141 in syspar.par).
Eg. v10/pict('library.jpg')/v20 will display a picture as part of the
format.
You can display a background image with the command bpict followed by two
values in brackets. The first (in its own brackets) is the file containing the
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image and the second is a number controlling the style. The value 2 makes the
picture fill the whole window. (In this case it needs to be a suitable shape to
avoid distortion).
Eg. bpict(('vicfalls.jpg'),2)/v1/v2
Slide 23: Using literals
When you write v1 within a format, the contents of field 1 will appear literally
in the printout. However, you can specify some text or punctuation that will
appear literally, e.g. Author: in front of the author’s name. This text is
known as a literal.
Repeatable literal is written between vertical bars.
Eg. |Author: |v10 will show all authors in a row.
You can put a semicolon after each name but not after the last name by using a
plus sign.
Eg. v10+|; |
You can put each author on a separate line, using brackets to form a repeatable
group.
Eg. (v10/)
The output will be:
Storti, Davide
Large, Simon
Ornager, Susan
Modes
In general, you will only need to worry about these if you have divided your
fields into subfields. There are three modes available:
proof - data will be displayed exactly as entered in the record, i.e.
^aStorti^bDavide
heading - angle brackets in the data are ignored. Subfield markers are
converted to punctuation:
^a is converted to a semicolon and space (unless it comes at the
beginning of a field)
^b to ^i are converted to a comma and space
all others are converted to a full stop and space
So, the example will come out as
Storti, Davide
data - like in heading mode, but each field will be followed by a full stop and
two spaces. The example will thus appear as
Storti, Davide.
Each of these modes can be specified as 'upper case' or 'lower case' by using U
& L. If you choose upper case, all letters will be converted to capitals.
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Eg. mhu v10 will show STORTI, DAVIDE
Slide 24: Conditionals
It is easy to print a literal conditional on the presence of its associated field as
shown above. However, there can be more complicated conditions if your
database contains different types of records, distinguished by a value given in
one of the fields. Let us have a field 50 used for 'item type'. Then you can say
If field 80=BOOK then print these fields, but print those other fields in any
case. This kind of condition can be written into a format using 'if ... then
……fi' as shown in the examples given in the slides.
Slide 25 - 26: REF VAL and REF L
In Win/ISIS displaying information from many records in one output has been
extended to allow the combination of records in different databases.
The REF function allows you to link one record to another by means of the
MFN of the second record as shown in examples given in the slides.
Tip
Use the Reference Manual to get more details about these.
Slides 27 - 30: How to Sort the Records in your Database
Note
You should first understand when you need to use the sorting commands.
For example, if you need to get an output of a list similar to a bibliography,
then you should decide your format.
Sorting in Win/ISIS allows you to define:
N[umber] of headings. This actually means the number of levels of
heading to be used. If you want to print a list with author and title, this will
be two. The maximum you can give is four, though the number will usually
be one less than the number of sort keys. If the first field in the description
is the one you are sorting on, you will want no headings at all.
Stopword file. If sort keys are generated from a field using indexing
technique 4 (individual keywords) a stopword list can be used to avoid
words like "THE" or "AND" being used. The name of the stopword file
should be entered here. (To learn how to construct a stopword file refer to
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should be entered here. (To learn how to construct a stopword file refer to
the Manual).
Heading format. You can provide your own format for printing the
headings, using the formatting language. However, at least to begin with,
you can leave this blank and let the system construct the heading format
itself.
Sort key parameters. You can specify up to four sort keys. If two records
have the same primary sort key (eg. author) they will then be sorted by the
secondary sort key (eg. literary form). If this is the same they will be sorted
by the tertiary key (eg. title), and so on.
If a record does not contain the primary key it will not appear in the sorted
list.
For each sort key, you must give three pieces of information:
Key length. This defines the number of characters taken from the
specified field(s) to form the sort key.
Heading processing indicator. If we produce a list using author
names as headings, we need to decide:
a) do we want to have duplicate records under each author of a record
which has many authors;
b) when we have two works done by one author, do we need the
heading for both records or should we have both titles under one
heading.
We can use the four combinations, numbered 0 to 3 to solve this
problem:
0. Headings don't repeat. Records don't repeat.
1. Headings don't repeat. Records repeat.
2. Headings repeat. Records don't repeat.
3. Headings repeat. Records repeat.
Field Selection Table. This is written in the same way as the Field
Selection Table in the database definition. Here data are selected to act
as sort keys (and the corresponding headings if applicable). As in
inversion, the sort key is always converted to upper case.
Note that in the Field Selection Table to be operative the box next to
“FST” must be checked. Instead of writing out the FST, you can use a
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FST which you have already prepared in Database Definition Services.
You have to enter its name preceded by an @ sign. Eg. @print
Tip
A STOPWORD file can be created using a text editor such as NOTEPAD.
The words have to be input in alphabetical order. View the CDS.STW file
created for the CDS sample database to understand this.
Refer to Andrew Buxton & Alan Hopkinson, The WinISIS Reference Manual
and The CDS/ISIS for Windows Handbook, which come with the CD for more
details.
Fig. 1
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Supplementary Material: Lesson 5
The Win/ISIS File structure
When WinISIS is installed, the WinISIS directory consisting of sub directories and some
files will be automatically created in the WinISIS root directory (Fig. 1). The main
directory (winisis) contains the executable file (winisis.exe) and an important parameter
file, syspar.par. It also contains the help file, isishlp.hlp, a readme file with the latest
release notes, and some configuration files. You must not edit or remove any of these
files other than the SYSPAR.PAR file.
Fig. 1 WinISIS root directory
Explained below are the contents of folders in the main folder:
winisis\menu:
menus, databases and system tables
winisis\msg:
system messages databases
winisis\prog
subfolder intended to have Pascal programs
winisis\data:
contains database files. Two sample databases CDS and THES are
automatically installed in this directory. It can also contain other sub
directories where different databases can be created.
winisis\bg:
30 bitmap (image) files used by the sample database provided.
winisis\ctl3d
two Dynamic Link Library files (with the filename extension .dll)
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winisis\work:
work files generated by WinISIS. Erasing the files in this folder does
not affect the databases.
There is no SYS subdirectory as in the DOS version. But there are some additional
subdirectories, DOC, and PLUGIN, which are automatically created. The PLUGIN
subfolder is empty when you first install WinISIS. It is intended to hold plugin programs
that will enhance WinISIS. But it is beyond the scope of this Module to discuss
implementation of plugins.
Each database includes a master file (.mst) and cross reference file. The masterfile
contains the data and the cross-reference file includes for each record, by sequential
master file number, a pointer to where the data belonging to that record occurs in the
Master file and indicates whether that record is used, unused or deleted, whether it may
need to have its entries in the inverted file updated and whether the record is locked.
Database records are numbered from 1 but the system also has in each database, invisible
to the user, a record 0 which holds control information about the database.
Once you install WinISIS you can create a
shortcut on the desktop in the same way as
for any other Windows application. The
shortcut properties (Fig. 2) will show you
the target where the .exe file is and where
the program starts. The target can be
changed when using the program in the
network file server, as mentioned below.
Using Advanced feature in the properties,
you can make the program run in a separate
memory space. This will solve some
problems in Windows XP. (Fig.3).
Fig. 2 Shortcut Properties
Fig. 3 Advanced properties
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The SYSTEM PARAMETER FILE, SYSPAR.PAR
Fundamental to the working of CDS/ISIS is the system parameter file called syspar.par.
The installation program will set up a standard version for you. However, the file gives a
lot of flexibility in the way that CDS/ISIS is set up and you can change this file according
your requirements, e.g. installation on a network, or running two versions on the same
computer. Some of the settings can be altered by choosing Configure ⇒ System
Settings, and you do not even need to know the parameter number. You can edit the
Syspar.par file with any text editing program such as NOTEPAD. The file itself has a
number of lines, each of which sets a numbered parameter to a particular value.
Parameters 1-5 and 141 show the path of these directories.
Parameter 6: default database name. This allows you to load a database automatically
when you open Win/ISIS.
6=books
Password file
You can use a password to give different users different features. You can create a
password file by opening syspar.par in NOTEPAD. Open syspar.par and add ‘0’ (zero)
parameter and save it. You can use ? or ! when creating 0 parameter.
0=? Pl. type your password
Then again save it as a password file by giving a different name such as CDS.PAR. Then
delete the ‘0’parameter from the password file.
Unlike in the DOS version, the password file also should have the PAR extension.
Using WinISIS in a Network
WinISIS can be used in a PC network consisting of a file server and workstations. There
are two ways to use WinISIS in a network.
• Install the software on the server and allow users to access it through
workstations. In this case users should be given separate work subdirectories.
• Copy only the database files on to the file server and install the software on
each workstation. In this case the Syspar.par file should have the parameter
05 (data subdirectory) giving the path of the database files in the server, e.g.
05=D:/data/lib/ This means the data is in the subdirectory lib of data
directory. Data directory is in the directory “D” in the server.
Set network parameter 14 equal to 1 in Syspar.par or if necessary in dbn.par to allows
multi user access. If you are using a short cut to open the program in the network you
have to change the path at target and start in the shortcut properties as discussed above.
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Copying database structures
If you need to copy a database structure you have to copy all the files in the data
directory. If these files are small then you can copy them to a diskette and transfer them
to the destination computer. If the database files are too large you need to use a utility
such as winzip to compress files on to more than one diskette and transfer them by
expanding in the destination computer.
End of Lesson 5 of Module 4
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Module 4
Creation and Management of Databases Using
CDS/ISIS
Teacher’s Guide
Lesson 6: How Do You Exchange Data Using Conversion Programs
and Back-ups?
Introduction
The lessons are presented to the students as PowerPoint slides as shown in the title slide
below. The Teacher’s Guide will provide you with information and tips on how to
explain each slide. It will also provide you with exercises/activities that you can ask the
students to do.
Module 4
Creation and Management of
Databases Using CDS/ISIS
Lesson 6
How Do You Exchange Data Using
Conversion Programs and Backups?
UNESCO EIPICT Module 4. Lesson 6
1
Slide 1. This is the title slide for lesson 6.
Tip
Lesson 6 is intended to provide skills in using advanced features of Win/ISIS.
Win/ISIS has many advanced features that can be used in data management,
and creating outputs.
Slide 2: Rationale. This slide provides justification for the lesson.
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Slide 3: Scope
It is intended to show you how to backup and exchange data in different formats. It also
will introduce you to freely available conversion programs that you can use to convert
data from other systems
Slide 4: Learning Outcomes, provides an insight into the expected learning outcomes
for the lesson.
Note
The Teacher’s Guide provides notes and tips for the PowerPoint presentation
that you will use in conducting the course. This lesson can be used to teach:
• How to back up your databases.
• What are the available conversion programs.
• How to use these conversion programs to import data from other
software.
Tip
It is important that the students are competent in handling the basic and
advanced features of WinISIS before starting this lesson.
Slide 5 - 16: How to Backup your Databases
Note
Slides 5-16 explain the different methods that can be used to back up databases.
How often you need to make backups depends on the rate of additions/ alterations
to the database. You must remember that with any hardware/software corruption
you will loose all your data since the last backup.
If there are many databases with a large number of records it is better to have
backups on a re-writable CDROM. You can use the same methods to exchange
data from one database to another.
The backup option of the DOS version is not available in the Windows version.
Instead EXPORT/IMPORT functions are available. The record structure used
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for importing and exporting is known as ISO 2709 which allows the import or
export of MARC records.
Before you make a backup, make sure that the inverted file is updated: choose
Database ⇒ I/F Update ⇒Full inverted file generation
During EXPORT/IMPORT functions, a Field selection table (FST) can be used
to limit the parts of a record to be exported/imported or to move data from one
field to another. This means a database can be reformatted by exporting and reimporting it. The extension of the ISO file is normally given as *.iso e.g. test.iso
You may leave the Field Separator & the Record Separator blank so that the
program will automatically use the ISO 2709 standard characters. To limit the
number of records, marked records also can be used. Exporting from a Sorted
hits file is used to sort the records in a database into a new order.
Reformatting FST: Leave this blank unless you want to reformat your database.
Renumber Records from MFN: You may leave this blank unless you need to
renumber the records.
Output tag containing MFN: Normally the MFN is not held in a tagged field. If
you need to have the MFN in a field, assign a tag number not used for any other
fields in the database which allows the database to copy the MFN to this field.
Gizmo conversion file: Leave this blank.
All the fields in the ISO file will be imported even if they are not included in the
database receiving data.
If you need to include only some fields you can eliminate the other fields by
using reformatting FST. Do not include fields you want to eliminate in the
reformatting FST. This allows you to exchange data from one database to
another where the field tags are different.When you create a reformatting FST
these are useful points to remember:
• Repeatable fields should be inside parenthesis. Eg. (v70/).
• If you want to move data from field 24 to another field 200 in the target
database, you could have an entry like
100
0
v24
or, if field 24 is repeatable:
100
0
(v24/)
•
•
As the first line of the FST you can add 1 0 mfn: this transfers the MFN
of the record into field 1. This can be used to retain the old record number
in the new database.
To put the same text into all the records exported, you could use a literal
in the FST.
Eg. 990 0
‘Copyright UNESCO’
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Here is a sample FST that was created including the above points.
======================================
ID
IT
Data extraction format
======================================
1
0
mfn
24
0
mhl,v24
25
0
mhl,v25
26
0
mhl,v26
100
0
mhl,(v70/)
71
0
mhl,(v71/)
72
0
mhl,(v72/)
990
0
‘Copyright UNESCO’
If you make changes during exporting you will usually not need to use an FST
when you import again. You will need to import into a new database definition or
re-initialize the old database before importing again. (Be sure you have a backup
in case anything goes wrong, so you can start again.)
Give the name of the reformatting FST in the Reformatting FST field when you
export the data from the source database.
You can create a new FST using the NOTEPAD.
Tip
Unlike in the DOS version, if you are exporting to a diskette you are not prompted
to insert another disk. It is advisable to export first to a file in the hard disk and
then copy to a diskette in compressed format as a zip file.
Other kinds of modification are possible if you have a good understanding of the
formatting language You can even import two databases into one using the
REF(L) function.
Use the Reference Manual for more advanced reformatting.
Slide 17 - 19: What Conversion Programs are available?
Note
The programs Fangorn, db3ISO, ISOdb3, and CCF are available for downloading
at http://library.wur.nl/isis/software.html.
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IsisAscii, ImpExp, and XML2ISIS are available in CDS-ISIS TOOLS.
Fangorn
The ENGLISH.MAN file gives instructions on how to use this program.
This program is meant to convert data downloaded from host computers into
a form that can be read into a CDS/ISIS database (i.e. into a file conforming
to ISO-2709 specifications with an 80-byte record). The rationale for this
program is that many sources of machine-readable information (such as host
computers and CD-ROM's) do not provide data according to ISO 2709, but
rather as text files that are supposed to be readable by the end-user.
db3ISO
The README.ENG file gives instructions on how to convert some records
from a dBASEiii database and vice versa. It may be a helpful tool for
documentation centers which have to share data with others that use dBase or
dBase-like software. In this case it is often necessary to produce output that
matches the needs of the dBase users because they cannot import ISO 2709
files or tagged records, or at least not without large programming efforts.
CCF
You can follow the instructions in the CCF.TXT file to convert records from
UNIMARC to CCF and vice versa.
ISISASCII
Allows you to import ASCII delimited files into CDS/ISIS databases. You
can use this to convert data from MS Excel and MS Access.
MS Excel will probably output table data as follows:
Name;Street Address;City;Country;Phone
Green;Sunny street, 15;Waketown;Somewhere;+999 00 00
While MS Access could output the following format:
“Name”,”Street Address”,”City”,”Country”,”Phone”
“Green”,”Sunny street, 15”,”Waketown”,”Somewhere”,”+999 00 00”
In addition to the above ASCII delimited formats, there is a different one,
called Tagged files, that is often produced by library management software.
For example:
AUT Green
ORG UNESCO
ADR Sunny street
CTY Waketown
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TEL +999 00 00
IsisAscii can be customized for handling most ASCII formats through a series
of parameters which are described in its user manual. The manual will be
automatically saved when you install Isisascii.
ImpExp
This is a powerful import / export utility to replace the standard one in
CDS/ISIS. It supports all four types of ISO record, including type 4 used by
most MARC applications (UNIMARC, MARC21). The module also
automatically detects the type of ISO record in input. It includes character
conversion ANSI-OEM and vice-versa as well as multilingual interfaces.
XML2ISIS
The above two tools are complemented by this one. You can use this utility
(Win32) for importing XML data files into a CDS/ISIS database. You can use
this utility for importing XML files directly into a CDS/ISIS Master file.
Features include a visual mapping facility for establishing multiple
connections between the source XML file and the target CDS/ISIS fields/
subfields. It supports multilingual interfaces.
The easiest way to transform Excel file to ISIS is through XML with
XML2ISIS utility.
•
•
•
•
•
•
It is easy only if you use a late version of Access which can export to
XML.
the first line of the Excel file must contain the name of the fields.
open the file with ACCESS.
export with ACCESS to XML format.
modify the file according to the requirements of XML2ISIS (remove
the second line of the file, replace the last line </dataroot> by
</xml>).
create the database with XML2ISIS.
Tip
If you have connection to the Internet you can connect to this site and show the
students the other conversion programs.
At the end of this lesson it would be better to assign a project to the students
individually or in groups to create a database using as many features of WinISIS
as possible.
If time permits you can get the students to do a presentation on their projects and
evaluate them.
You can use the guide given in the supplementary material to this lesson.
The IsisAscii manual is also provided in the supplementary material.
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Supplementary Material for Lesson 6
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End of lesson 6, Module 4
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Module 4 Teacher’s Guide for Project Preparation
At the end of Lesson 6 you should guide the students to prepare their project based on the
following guide lines:
•
Students have to do an individual project on a selected theme. The project theme
should be identified and selected in liaison with the teacher. You have to decide on
the date that the students have to present the theme. Advise the students to select a
theme that they can make use of in their working environment. It is not mandatory to
do a project related to library activities. They can select some other suitable area in
their parent organization.
•
The title of the Project and the outline has to be presented before a given date and the
teacher has to approve it in order for the student to go ahead.
•
If you are using a classroom you can assign different times to students to come and
use computers to do their project.
•
Database: The database created should have the following features:
•
More than 10 fields: including repeatable; subfields/ pattern.
More than one worksheet.
More than two display formats, one of which should include REF and IF
statements.
FST using at least two fields.
Two or more types of records which can be linked using REF VAL or
REF L functions.
More than 20 records with data.
A password file.
Project Report: The layout of the project report is given below:
Cover page.
Title page (including the student name, student no. , student’s official
address, year).
Contents page.
Introduction: Objectives of the project, description of the project and
limitations.
System files: Screen print outs of FDT, FST, Worksheets, Display
formats, Password files.
Output records with data using the print outs created in the database.
Field guide: including Tag no; Name, Type, Sub field delimiters, and a
help message with an example.
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•
Project presentation: The project report should be typed in A4 size paper (on one
side only) and submitted on or before the date assigned by the teacher. It may be
useful to invite one or two outside evaluators. A seminar presentation should be
arranged for individual students to answer the questions of the teacher/evaluator and
fellow students. Instruct the students to use their database during the presentation.
All students should be present for this presentation and you have to allocate the
date/s.
•
Evaluation: Project marks should be given for the final project (40%) and the
presentation (60%). During the presentation it is very important to test knowledge on
database creation more than presentation skills.
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Module 4 Student’s Guide for Project Preparation
•
At the end of Lesson 6 students have to do an individual project on a selected theme.
The project theme should be identified and selected in liaison with the teacher.
•
The Title of the Project and the outline has to be presented before a given date and the
teacher has to approve it for the student to go ahead.
•
You may be able to use computers in the classroom with permission from the teacher.
•
Database: The database created should have the following features:
•
•
More than 10 fields: including repeatable; subfields/ pattern.
More than one worksheet.
More than two display formats, one of which should include REF and IF
statements.
FST using at least two fields.
Two or more types of records which can be linked using REF VAL or
REF L functions.
More than 20 records with data .
A password file.
Project Report: The layout of the project report is given below:
Cover page.
Title page (including the student name, student no. , student’s official
address, year).
Contents page.
Introduction: Objectives of the project, description of the project and
limitations.
System files: Screen print outs of FDT, FST, Worksheets, Display
formats, Password files.
Output records with data using the printouts created in the database.
Field guide: including Tag no; Name, Type, Sub field delimiters, and a
help message with an example.
Project presentation: The project report should be typed (on one side only) and
submitted on or before the date assigned by the teacher. A seminar presentation
should be done individually and be able to answer the questions of the
teacher/evaluator and fellow students. For the presentation you have to use the
database you created. All students should be present for this presentation and the
date/s will be allocated by the teacher.
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•
Evaluation: Project marks will be given for the final project (40%) and the
presentation (60%). During your presentation your knowledge on database creation
will be the most important factor.
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Module 4
Creation and Management of Databases Using
CDS/ISIS
Teacher’s Guide
Lesson 7: How Do You Publish a Win/ISIS Database on the Web Using
GenISIS?
Introduction
The lessons are presented to the students as PowerPoint slides as shown in the title slide
below. The Teacher’s Guide will provide you with information and tips on how to
explain each slide. It will also provide you with exercises/activities that you can ask the
students to do.
Module 4
Creation and Management of
Databases Using CDS/ISIS
Lesson 7
How Do You Publish a WinISIS
Database on the Web Using
GenISIS?
UNESCO EIPICT Module 4. Lesson 7
1
Slide 1. This is the title slide for lesson 7.
Tip
Lesson 7 will explain how to public WinISIS databases on the Web using
GenISIS. GenISIS is based on the WWWISIS database server and makes it
easier for you to create applications to run on the Web.
Slide 2: Rationale. This slide provides justification for the lesson.
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Slide 3: Scope. It is intended to show you how to create query form and display
formats using GenISIS, and to export to a web server to allow remote access.
Slide 4: Learning Outcomes, provides an insight into the expected learning
outcomes for the lesson.
Note
The Teacher’s Guide provides notes and tips for the PowerPoint presentation
that you will use in conducting theModule. This lesson can be used to teach:
• What is GenISIS.
• How to install GenISIS.
• How to create a web OPAC using GenISIS.
• How to publish databases on the Web.
Tip
It is important that the students understand the principles of dynamic database
publishing on the Web:
• The user enters search specifications into a ‘form’ on a webpage.
• The variables in the form are transmitted as a string to the server.
• The (web-)server transfers to the ISIS-server.
• The ISIS-server acts according to specifications and delivers HTMLformatted data.
• The web server returns the HTML as a ‘normal’ page to the ‘client’
browser.
Slide 5 : What is GenISIS?
Note
GenISIS is a full application generator for database publishing on the Web. It
uses WWWISIS at the back end.
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Tip
At this point you can also mention the GenISIS CD which allows you to put
WinISIS databases on a CD. A manual is available for downloading at:
http://www.nsf.ac.lk/purna/genisisman-ver.3.pdf
Slide 6: How to install GenISIS
Note
To run GenISIS properly you have to install a web server also on your PC.
You can either install Apache or IIS. Once the web server is installed you can
test it by opening the web browser and typing http://localhost of
http://127.0.0.1
If the web server works properly you can install GenISIS Web.
Tip
Step- by- step instructions on how to install a web server and GenISIS Web are
given in the supplementary material. You can ask the students to get a printout
of this material so that they can follow it.
Install the web server and GenISIS according to the instructions.
Slide 7 - 17: How to create a Web OPAC using GenISIS
Note
Slides 7-17 describe how to create a web OPAC using GenISIS. The complete
procedure on this is given in the supplementary material.
Slide 18 - 20: How to publish your Databases on the Web
Note
Slides 8 – 20: describe how to publish the database. For this you need to have
a web server. In a small library you can also use this for the patrons to access
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the library OPAC on a stand alone computer.
If you have a separate web server you can provide access through the Web.
The procedure to export the database to a web server is given in the
supplementary material.
Tip
You can show some of the web OPACS on the Internet. Use the URLs given
at the end of the supplementary material.
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Supplementary Material Lesson 7
Web Interface for Win/ISIS GenISIS Web Version 3.0.1
Introduction
GENISIS is authoring software (for Win32) for visually producing web forms to query
CDS/ISIS databases. There are two versions of the tool: GenisisWeb, for web publishing
and GenisisCD for developing CD-ROM interfaces for CDS/ISIS databases. CDS/ISIS is
advanced, non-numerical information storage and retrieval software developed by
UNESCO since 1985 to satisfy the need expressed by many institutions, especially in
developing countries, to be able to streamline their information processing activities by
using modern (and relatively inexpensive) technologies.
Genisis was originally developed by the former IBISCUS Association (France) for
UNESCO and it is now available free of charge on the UNESCO FTP site. The software
is written in Microsoft Visual Basic. Its source code is also freely available. A new
release of GENISIS, the authoring software for visually producing search interfaces for
CDS/ISIS databases, is now distributed on UNESCO’s CDS/ISIS webpage:
http://www.unesco.org/isis/ GenISIS page.
GenisisWeb now supports CSS (Cascading Style Sheets) and has an improved CDS/ISIS
print format wizard that makes it easier to link records to each other. GenisisCD works
also over HTML pages but includes its own search engine and may produce a fully
fledged CD, including: installation program, auto run, HTML help, totally customizable
interface logos etc. GenisisCD will prepare the CD that will then make it possible to burn
using your favorite CD writer software. Available interface languages: English and
French.
Genisis basically provides:
1
the web query form (with field selection and index access);
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2
3
4
the display of query results;
the display of a particular record’s details;
testing of the application.
To test the generated application with GenisisWeb, a local web server such as Apache
web server is required.
Finally, depending on which version of GENISIS you are using, it is possible to export
the generated application to a real internet/intranet server (Windows, Unix, Linux) or
prepare the structure of the CD-ROM for the copy. GENISIS is based on the web
CDS/ISIS interface WWWISIS by BIREME.
WWWISIS produced by BIREME, based on their CISIS-tools:
reads CGI-variables and puts them into a ‘virtual ISIS-record’ where they become
fields and subfields with tags
these fields can be used to process data, e.g. the ‘Boolean search command’ :
“BOOL=“
formats ISIS-data into HTML and sends them back to the requesting web server
(that forwards them to the end user).
Installation of the Apache web server/ IIS server
You can download the Apache web server from http://httpd.apache.org/download.cgi and
install Apache.
Then double click on
and installation of Apache will start.
Click on next button until you get to the screen shown in Figure 1.
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Fig. 1
Here you have to give a domain name, server name and email address. These do not have
to be real; you can give any name in the format shown above.
To install IIS (if you are using Windows XP) use Add/Remove programs in the
Control panel and then Add/Remove windows components and select IIS. You will
need the Windows installation for this process. Once Apache or IIS is installed GenISIS
Web can be installed.
Installation of GenISIS Web
Double click on the program you
download and follow the instructions on
the screen.
Double click on it and decompress the
files by clicking on the button
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“Decompresser” (Fig. 2).
Then you will get these three files (Fig. 3). Double click on the setup file. Then the
installation for GenISIS programme will start.
Fig. 3
When GenISIS starts installation the first screen you will see is shown in Figure 4.
Fig. 4
Click on OK button. Then You will get the screen shown in Figure 5.
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Fig. 5
Click on this button and you will get the dialog box in Fig. 6.
Click on the button CONTINUER.
.
Fig. 6
Then you will see the program being installed (Figure 7).
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Fig. 7
At this point you have installed the web serve Apache (IIS) and the GenISIS web
interface. The file structures of Apache and GenISIS will be as shown in Figure 8.
Fig. 8
You do not need to copy the “wwwisis” and the “bireme” folders in GenISIS to the
folders in Apache as was the case in earlier versions; these files now are copied
automatically.
Starting the Apache web server
Before you start GenISIS you have to run the Apache web server. To start Apache follow
the steps shown in Figure 9. Click on START.
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Fig. 9
When Apache starts running you will get the window shown in Figure 10. Then click on
the minimize button.
Fig 10
Then you can test to see if Apache is running properly by opening any web browser.
Open the web browser (Internet explorer/ Netscape) and type in the address bar
“localhost” and you should get a screen (Fig. 11) indicating that it is running properly.
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Fig. 11
Now you are ready to design your web interface.
Starting GenISIS
To start GenISIS follow the steps given below (Fig. 12) or you can also create a shortcut
on the desktop.
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Fig. 12
When you start GenISIS for the first time you have to configure it according to your
needs. The first time you open the screen will allow you to do this. (Figs 13a &b). At
this point you can change the language. The default language is French. Click on the
language tab and select Anglais.
dropdown menu at
You
have
to
select
the
cgi-bin
by
clicking
on
the
box on the right-hand side. If
you are using Apache you have to select cgi-bin in the Apache folder. If you are using
Internet Information system (IIS) you have to select Scripts in the Inetpub folder. Then
and by
you have to select the document root. Select
clicking
on
the
box
at
the
right
hand
corner
of
you can select the document root. If
you are using IIS, the document the root will be WWWROOT directory in the Inetpub.
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For Apache, the document root will be HTDOCS in Apache folder. The completed
configuration is show in Fig. 13 (b).
Fig. 13 (a)
Then click on the button
Fig. 13 (b)
and you will get the message shown in Figure 14
and you can test the program as instructed in this message.
Fig. 14
You should get the window in Figure 15 when you check the application with the above
instructions.
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Fig. 15
After you complete the configuration, every time you open GenISIS the screen will be as
shown in Figure 16.
Fig. 16
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Designing the web based formats
Click on the tab “APPLICATION” and you will get a
dropdown menu (Fig. 17 ).
On the dropdown menu click on “New” and you will get
the dialog box (Fig. 18) where you have to select an
existing WinISIS database. Select the database and click
OPEN.
Now you have to select a database and open it. You can
select the sample database CDS and to learn using
GenISIS.
Fig. 17
Fig. 18
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When you select the database and click the “OPEN” button, you will get the message
(Fig. 19) where you have to give a name for your application. Here you can give any
name such as “MYWEB” and click OK button.
Fig. 19
Then you will get the window shown in Figure 20 with three forms: Query form; Format
‘listing’; Format ‘details’
Fig. 20
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•
Query form: allows you to design a query with field selection and access to
Indexes.
•
Format ‘listing’: allows you to design a short display format from which
users can select the detailed display through a link.
•
Format ‘details’: allows you to design a detailed display format.
Designing the query form
To design the query form you have to add fields. Click on the “ADD” button at the
bottom of the query form (Fig. 21) and a window entitled ‘ITEMS ON THE QUERY
FORM’ will open (Fig. 22). The items you see on the left panel are those indexed in your
database, i.e. which are included in the FST, and one field including all fields.
Fig. 21
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Fig. 22
On the left panel below you are given options to select the operators and access to the
index. Once you select a field you can select three different ways of displaying the link
to index. On the right side you can select whatever options you would like to have. Here
you can select “AUTOMATIC TRUNCATION” without using the $ sign. Once you
select these options click on the “OK” button and you get back to the Query Form as
shown in Figure 23.
Note: You can select only one field at a time. If you want to select more
fields you have to click on “ADD” and select another one.
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Fig. 23
There are three tabs
on the top the right side of this window. You can
use these to format this page. When you click on each of these tabs the right hand pane
changes. (Fig. 24).
Page: you can select how many records to be displayed after searching. You can also
select the background colors.
Index: you can change the properties of the Index page.
Form: You can change the colors and other properties of the query form.
Note: It is better to try these options and see how you can give different
looks to your query form and the search
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Fig. 24
You can also use the buttons
at the bottom of the query form to change the
properties.
Once you finish designing the query form you can test it. Click on “APPLICATION” on
the menu bar and click on “SAVE” on the dropdown menu. Then you will get a message
(Fig. 25). Click on “OK”.
Fig. 25
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Again click on “APPLICATION” on the menu bar and click on “CREATE
APPLICATION” on the dropdown menu. You will get the message in Figure 26.
Fig. 26
Click on “yes” and your web browser will open automatically and the query form will
open in it (Fig. 27). Here you can see that three types of Index linking is used
Fig. 27
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You can open the Index by
clicking on the link to index
and you select terms from
the Index (Fig. 28) and click
on search.
You will get back to the
query form and the terms
you selected will be on the
form.
Now
click
Fig. 28
on
“SEARCH” button. You will
get the search results as shown in Fig. 29. This is the default display format available
from the system. You can design your own display formats.
Fig. 29
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Designing the display formats
First you have to design the short display, which allows users to select records for
detailed display. Click on the “Format listing” window on GenISIS. Then you will
get the default form (Fig. 30). Click on the “ADD” button at the bottom and you
will get a form similar to a worksheet in WinISIS. Some important features are
shown in Fig. 31.
Fig. 30
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Click here
to select a
field
Click here
to add the
filed
When
you click
on this
you will
get a
Check this to
link this field
to detailed
Fig. 31
You can also use these buttons
to change the colors of the background and fonts.
You can select two or three fields to be displayed in the short display and one field to link
to the detailed display, so that users can see the detailed display of each record by
clicking on this link. Here also you have to add each field separately. Fig. 32 shows the
format listing after selecting three fields. In this case the MFN no. is selected as the link
to the detailed display.
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Fig. 32
Then you can save, create and view the web interface and search as described above.
Your short display will look like that in Figure 33. Here you can see the Record No has a
hyperlink because it is linked to the detailed display.
Fig. 33
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You can also format the links using the two little boxes on either side of the left pane of
format listing window (Figure 34).
Fig. 34
This allows defining seven different types of display. (Fig. 35).
1:
only the number of the record
2:
the number linked to the detailed record
3:
[1/21]
4:
Same as for 3 but the number is linked to the detailed display
5:
the number linked to the detailed record
6:
the number linked to the detailed record
X:
does not show the number of the record
1
2
4
5
3
6
Fig.35
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You have to follow the same procedure to design a detailed display on the FORMAT
“DETALED” form. Fig. 36 shows a sample detailed format form.
Fig. 36
This version allows you to give many links to a field. When you ADD or MODIFY
formatting in a field, if you click on the arrow at LINK you will see the list of links given
as shown in Fig. 37. You can use these links to send e-mail
to a person; open a web page, doc/pdf/excel file; repeat
search on database etc.
After you define your query form and the display forms
you have to save the file (Figure 38) by clicking on
Application
Save
Fig.
37
Then click on Create Application. You will be prompted
with this message (Fig. 39).
.
Fig. 39
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Fig. 38
Click on YES. If you click on YES your default web browser will open with the query
form (Fig. 40). If you click on NO you can open your query form in the web browser by
clicking on TEST APPLICATION. You can test the application at this point by opening
the Index, selecting search, and displaying them. Here you can see the web query form,
the short display and the detailed display just like on a web OPAC.
Fig. 40
If you want you can edit the web query form using an html editor.
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Once you design your web OPAC if you are on an intranet you can allow others to search
the database by providing your IP address. You also can export this database and web
interface to a server on another computer.
Exporting to a web server
Click on the APPLICATION and select EXPORT TO
WEB SERVER (Fig. 41).
Then you will get a dialog box (Fig. 42) According to the
instructions given in this you have to select the path to
export. You can export to a UNIX or Windows server.
Fig. 41
Fig. 42
Then you will get another dialog box (Fig. 43) which gives all the instructions on how to
copy the files to the server. Get a printout of this before closing it and follow the
instructions to copy the files to the server.
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Fig. 43
Transfer your data according the instructions given here and test it by searching from a
remote computer.
Some Websites created using GenISIS web
•
http://thakshana.nsf.ac.lk/wwwisis/slstic/form.htm
•
http://220.247.212.105/library/wwwisis/index.htm
•
http://192.248.85.10/wwwisis/
•
http://203.115.18.100/wwwisis/cat.02/form.htm
•
http://220.247.202.212/wwwisis/index.htm
End of lesson 7 Module 4
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Module 4
Creation and Management of Databases Using
CDS/ISIS
Teacher’s Guide
Lesson 8: What Are the Other Utilities of WinISIS?
Introduction
The lessons are presented to the students as PowerPoint slides as shown in the title slide
below. The Teacher’s Guide will provide you with information and tips on how to
explain each slide. It will also provide you with exercises/activities that you can ask the
students to do.
Module 4
Creation and Management of
Databases Using CDS/ISIS
Lesson 8
What Are the Other Utilities of WinISIS?
UNESCO EIPICT Module 4. Lesson 8
1
Slide 1. This is the title slide for lesson 8.
Tip
Lesson 8 gives a brief introduction to the Win/ISIS utilities.
Slide 2: Rationale. This slide provides justification for the lesson.
Slide 3: Scope. It is intended to give you a basic knowledge of the Win/ISIS utilities.
Once you are competent to handle these you can download them and use them.
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Slide 4: Learning Outcomes, provides an insight into the expected learning
outcomes for the lesson.
Note
The Teacher’s Guide provides notes and tips for the PowerPoint presentation
that you will use in conducting the Module. This lesson can be used to teach:
Which utilities are available for WinISIS.
What purpose these utilities are used for.
Why you need to use these utilities.
Tip
At this point do not try to emphasize these utilities, but let the students
understand that it is important to use them to enhance library functions.
Slide 5 - 6: What Utilities are available for WinISIS?
Note
Win/ISIS has other utilities to enable:
• An integrated application programming language (CDS/ISIS Pascal and the
ISIS_DLL), allowing the user to tailor the software to specific needs.
• Functions allowing the user to build relational databases, though CDS/ISIS
is not based on a relational model.
Slide 7 - 9: What purpose are these Utilities used for?
Note
ISISMarc
The main features of the ISISMarc software are:
•
•
•
•
Multi-user capability (for local area networks).
Independent and multilingual worksheet definition.
Single subfield unit data entry, each one with a complete description.
Multiple subfield data entry.
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•
•
•
•
•
•
•
•
•
•
Totally customizable.
Handling of authority files as external databases.
Field or even subfield level user-help links.
Supports record validation through CDS/ISIS format.
Supports cross-database copy/paste of records.
Supports Begin and End edition automated operations.
Built-in character editing capabilities (uppercase to lowercase, etc) and
access to Windows’ character map.
Supports multiple user profiles.
Built-in Z39.50 client .
Global view of the record (through CDS/ISIS formats).
ISISMarc features complete sets of both Marc21Lite and Unimarc databases in
CDS/ISIS format, ready to be used for your applications.
Weblis
Weblis includes four integrated modules which can be used for library
functions.
• Cataloguing system
The cataloguing module allows you to catalog the library collections of
books - monographic and monographic-series levels (M and MS), papers
from book (AM, AMS), papers from journals (AS), journals (S),
miscellaneous(slides, photos, audio, video, etc) . The cataloguing module is
supported by WWW-ISIS data entry facilities, thus providing powerful
validation tools and a very friendly interface with lookup tables, connected
online thesaurus, possibilities to define default values, and many more.
• OPAC
The OPAC module provides: basic and advanced search, History, Saving
queries function, and ISIS Query language facilities, thesaurus-based
search. Additionally, it is possible to implement other WWW-ISIS
functions, e.g. download functions (ISO2709, text, rtf).
• LOAN
The LOAN module fully controls loan-related procedures such as:
hold/reserve, loan/ renew, automatic claiming (by e-mail or a traditional
mail in word form), urgent task lists.
The module is fully integrated with the catalog. The librarian can define
various rules for various library material types and user groups.
The rules are checked when a loan /renew /reserve operation is attempted.
To ensure confidentiality and to protect the patron records the following
security features are necessary:
• The ability to limit access to the patron database for authorized staff
members only.
• Once an ITEM is returned there is no history linking it back to the
specific user. After returning a book the LOAN record is still stored
for statistics. Only the link to PATRON will be removed (except for
the corporate patron).
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•
•
•
Barcodes/magnetic cards for patrons and/or books can be
implemented, but are not obligatory.
Advanced free-text search functions can be used for searching
among users or items.
Various statistics can be produced in order to analyze library
activities.
• ISIS-Statistics
This module works locally in a Windows environment. The main goal of the
program is to generate statistical data aggregated from the CDS/ISIS
databases. The system works directly on the ISIS database. In order to
perform a statistical analysis you have to define a spreadsheet. Once a
spreadsheet is defined, it can be executed many times on a given database.
Each run of the spreadsheet generates a result. The results are stored in a
special ISIS database. They are identified by a spreadsheet name and the
date of running it.
JAVAISIS 3.0
Implements the following features:
• Internationalization
• Database browser
• Expert search
• Dictionary browser
• Data Entry module
• Local ASCII file download
• Inverted File update
• Print format support
• Graphical and hypertext commands
• Record Printouts
• ISO2709 Import
• ISO2709 Export
• International version
ISIS_DLL
This is an ISIS Application Program Interface (API) for the MS Windows and
Linux Operating Systems, i.e.; it contains functions specifically designed to
handle ISIS entities such as master file records, inverted file terms, formatting
and search language specifications.
Conceptually, ISIS_DLL is based on three major programming entities: ISIS
Application, ISIS Space and Shelf. ISIS_DLL is designed for programmers. A
prior knowledge of ISIS is highly recommended in order to use and better
exploit its power.
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Slide 10: Why do you need to use these Utilities?
Note
The utilities permit you to address specific problems. As well as application
interfaces not implemented in the standard ISIS system, it offers to
programmers and system developers a great deal of flexibility for the
development of (simple or complex) applications using a graphic user interface
for processing ISIS data bases.
Tip
At this point students may not be able to use these utilities. They should be
encouraged to make use of them in future once they gain confidence in using
WinISIS.
End of lesson 8 Module 4
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Module 4
Creation and Management of Databases Using CDS/ISIS
Evaluation Form
Instructions: To help us enhance the quality and effectiveness of the Modules in the
Training Programme, please complete and return this evaluation form to the teacher.
Please rate Module # 4 on the following categories using the scales below by drawing a
circle around the appropriate number.
5 = Strongly Agree [SA]
4 = Agree [A]
3 = Not Sure [N]
2 = Disagree [D]
1 = Strongly Disagree [SD]
1. Objectives and Content
Were the Module objectives clearly stated?
Were the objectives achieved?
Were the topics presented relevant to your work?
Was the Module structured in a logical way?
Were the activities appropriate to the content of this Module?
Was the Module easy to follow?
Was the Module interesting and enjoyable?
Were your expectations met?
SA
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2. Presentation
Were the concepts and techniques explained clearly?
Were you encouraged to actively participate during the Module?
Were your individual questions/problems discussed to your
satisfaction?
Was the Module well paced?
Were the lessons presented in a clear and well organized manner?
SA
5
5
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3. Teacher
Was the teacher knowledgeable in the subject matter?
Did the teacher present the material effectively?
Did the teacher show interest in and enthusiasm for the subject?
Was the teacher effective in answering questions clearly and
constructively?
SA
5
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4. Learning Environment
Are the Module materials easy to read?
Were the manual and the other handouts useful?
Were the visual aids useful?
Was the venue suitable?
Was the time frame appropriate?
SA
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5. Before the training began, how experienced were you with the subject?
1 (Beginner)
2 (Intermediate)
3 (Advanced)
4 (Expert)
6. How useful was the training for your level of experience?
1 (Not Useful)
2 (Fairly Useful)
3 (Useful)
7. Do you feel you have gained new skills and knowledge?
4 (Very Useful)
Yes
No
8. What is the most important concept or skill that you learned in this Module?
__________________________________________________________________
__________________________________________________________
9. What is the least important concept or skill that you learned in this Module?
__________________________________________________________________
____________________________________________________________
10. What additional information should be included in the Module?
__________________________________________________________________
__________________________________________________________________
11. What did you like most about the training materials?
__________________________________________________________________
__________________________________________________________________
12. What did you like least about the training materials?
__________________________________________________________________
__________________________________________________________________
13. Other comments or suggestions?
_________________________________________________________
_________________________________________________________
THANK YOU!
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