computer screenAnnotations Database Project

Description of the Situation and Expected Users

This database has been created to maintain a centralized searchable database of the citations and annotations of information science and technology from professional journals done for class LSC 508 for use by URI students in the Library and Information Studies Program.

Forms

The format for the database will be the APA citation format :

Last, F.M., & Last, F.M. (year). Article title. Journal Title, volume(issue), page-page.
Annotation...fifty words or less.


I have chosen to include the annotation number, the semester the annotation was done, as well as the student's name. This will allow users to locate information by those particular topics.

New Form

Author 1 Last Name
Author 1 First Initial
Author 1 Middle Initial
Author 2 Last Name
Author 2 First Initial
Author 2 Middle Initial
Author 3 Last Name
Author 3 First Initial
Author 3 Middle Initial
Publication Year
Title of Article
Journal Name
Journal Volume Number
Journal Issue Number
Number of Pages
Retrieved From
Description
Annotation Number
Semester
Student Last Name
Student First Name

Field Data Length A/N Description
Author 1 Last Name 20 A First Author's Last Name
Author 1 First Initial 1 A First Author's First Initial
Author 1 Middle Initial 1 A First Author's Middle Initial
Author 2 Last Name 20 A Second Author's Last Name
Author 2 First Initial 1 A Second Author's First Initial
Author 2 Middle Initial 1 A Second Author's Middle Initial
Author 3 Last Name 20 A Third Author's Last Name
Author 3 First Initial 1 A Third Author's First Initial
Author 3 Middle Initial 1 A Third Author's Middle Initial
Publication Year 4 N Year article was published
Title Of Article 150 A Title of the article
Journal Name 150 A Name of the journal
Journal Volume Number 2 N Volume Number
Journal Issue Number 2 N Issue Number
Number of Pages 2 N Number of pages of the article
Retrieved From 70 A Location the article was found
Description 500 N Annotation
Annotation Number 15 N Number of annotation
Semester 10 N Semester annotation was completed
Student Last Name 20 A Student's Last Name
Student First Name 15 A Student's First Name
1006 bytes/annotation/year
Total=6.72 MB bytes

When the database is set up on FileMakerPro, it will look like Figure 1

Figure 1

database entry

Scope and Size

The database will cover all the annotations done by students this semester and students taking this class for the next five years. There are two spring sections of 20 students with fifteen annotations per student (600 annotations), one summer section with ten annotations per student (200 annotations) and two fall sections, with another fifteen annotations per student (600 annotations) for a total of 1400 annotations per year for the next five years which will total 7000 annotations.

Technical Discussion

This database was created with FileMaker Pro. It allows the database to be sorted and searched by fields and can be shown with only the results of that search. The database will be about 6.72 MB at the end of 5 years. A computer with a minimum of an 80 GB hard drive and 1 GB memory should be enough to maintain the database.

Security Concerns

The database will be Read-Only access for guests and password protected for administrators. The password will be given to only those students who are currently taking LSC 508 to maintain his or her own annotations. The password will be changed each semester to prevent unauthorized access.

Usability

This database was created using FileMaker Pro 9. It is fairly easy to use and has numerous help tutorials and videos. I found the table layout easiest to use because I am familiar with Excel. I liked the different views which make it easy to set up in one format and view in another. FileMaker Pro has sort and find features which make for a versatile database which can easily locate the specific record(s) a student is looking for.

Sample Uses

One important function of the database is to search by the retrieval database name. The LSC Annotations database will select out the records for the chosen database name. See Figure 2a (example: Academic Search Premiere)

Figure 2a
database selected

Hitting the next record button will scroll through each record.

The database can also be sorted and viewed by the database name in table mode, as seen in Figure 2b.

Figure 2b

database sorted by location

Another use of the LSC Annotations Database is sorting the records by journal name. The records will be sorted alphabetically to be browsed by the name. When in table mode, the screen will look like Figure 3.

Figure 3

database sorted by journal

The LSC Annoatations database can be sorted by annotation number in table mode, allowing the user to locate the annotation corresponding to a particular week. The screen will look like the following figure when viewed as a table. See figure 4.

Figure 4

database annotations

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