Confessions of a New DBTextworks User by Nina Platt When I recently accepted the position of Director of Library Services for a large law firm, I became responsible for the DBTextworks database used to manage the library's cataloging, acquisitions and serials functions. While being responsible for a library's integrated library system wasn't a new challenge (I've been a systems librarian and consultant in library systems), using DBTextworks was a new experience. Starting Out... I started my first week with very little knowledge of InMagic or the full-text database manager they produce called DBTextworks. In fact, the only experience I had was rejecting DBTextworks as a candidate for setting up a serials management system at another library. As part of the evaluation process, we visited another library that used DBTextworks for serials. It seemed too cumbersome compared to the other systems we were reviewing. I had to admit that I was a bit prejudiced against the software. In fact, I considered that it might be one of the first things I would change. During that first week I asked the staff to show me how they use DBTextworks. One by one they showed me the various components. As they demonstrated the system, they also talked about how happy they were with the system. I had to acknowledge that the software (with a few exceptions) provided them with the functionality they needed to do their job. Even the exceptions (e.g., it didn't provide a prediction function for serials) didn't seem too detract all that much. I decided that I had to give it a chance. I would learn more about the system and use it a year or so before deciding if it should be replaced. Learning What I Don't Know And so I started learning. I consider myself to be computer literate and generally find it easy to self teach myself when dealing with a new system. This time was different. I don't know if it was my own pre-conceived notions or what, but I really struggled at first. For one thing, the systems I was used to are relational. DBTextworks is a flat file database. It has some relational capabilities in that separate databases (flat files) can be linked, but they are limited. I was also frustrated with one of the same issues that prompted me to reject DBTextworks earlier - too many windows. When I searched for an item, I used one window. When I displayed the results, I got another window. When I selected the full record for display, I got another window. Each new window opened a little bit to the right of the existing windows--giving it a stacked effect. Annoying but probably not enough to warrant implementation of a new system. Week four brought a new problem. I had decided that I wanted to run a report showing each practice group in the firm, the dollars they were spending per title per year. We would use the report to determine if any of the titles were candidates for cancellation. Working with the library assistant responsible for purchase and payment of both new acquisitions and serials, I discovered that we were storing the payment data in such a way, that we could search on a range of dates and bring up all the records that fell within the range, but we couldn't parse out the dollar amounts paid during that date range. Let the Training Begin With the person who had developed the system (and who knew the most about DBTextworks) no longer there, I decided that we needed some training. Pam Hallberg of Hallberg Information Services, a local consultant and DBTextworks reseller, came to our assitance. During a full day training session held in our offices, she showed us what we needed to do to produce the report and showed me what a complex (yet flexible) system we had with DBTextworks. DBTextworks is definitely not a turn-key system. Libraries generally purchase it with the Library Guide which provides a framework for creating a system. The Guide recommends setting up the most important data in a two database system. One database is used to provide catalog information and track new acquisitions. The second database is used to pay for and receive serials. Law libraries have a high percentage of serials--making this function very important. These two databases are linked together using the accession number assigned in the catalog. In addition to the basic databases, the Library Guide also provides a structure and templates for circulation, interlibrary loan, managing technical reports, etc. I must be a very linear thinker, but it really helped me to understand how the data was stored and how each database was linked. Our system had been split again into three databases. One for new acquisitions, another for the catalog and a third for payment, receipt, and routing of serials. I'm not sure, but this was probably done to prevent the new acquisitions from displaying in the catalog. Pam also helped me to understand that DBTextworks provides the capability to:
Additionally, InMagic sells the DB/Text WebPublisher which can be used to provide a web front-end for any DBTextworks database. Libraries using DBTextworks may also want to evaluate the DB/Text ODBC drivers InMagic sells as another means of creating a web OPAC. The ODBC drivers will provide more flexibility with what can be done in making the data web accessible, but will require more support. Not Entirely Convinced With all these great features (which I know is not a complete list), I still find the stacking Windows and the non-relational aspect of the database to be troublesome. And, while I'm very happy to have a system that can be customized to the Nth degree (accommodating all the quirks of a law library), I wonder if it will be enough of a system in the future. It will, after all, still be a homegrown system that carries with it all the problems inherent in a system that is developed in-house. Generally too much customization and not enough documentation. Still, I'm excited about using it. It allows for complexity and is, at the same time, flexible. Additionally, the ability to manage full-text is interesting. We are in the process of evaluating products to use for work-product databases on the Intranet (a knowledge management system of sorts). DBTextworks may be just what we are looking for to use in that project. Time will tell. To see how organizations are using DBTextworks on the web, check out Crew-Noble Information Service's list of web sites that use DB/Text WebPublisher. Check back occasionally for other entries in this makeshift diary as I learn more about DBTextworks or if you are a DBTextworks library that would like to share your experience, send an e-mail to nplatt@ilsr.com Reviews || Vendors || About ILSR || Contacts || Home Copyright © 1998 Mary Dzurinko &
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