I. General Information


I. General Information About the Database Setup.

A. Structure of the Database.

1. Records and their Relationship.
2. Title Record Fields.
3. Project Record Fields.

B. Description of the Displays Available.

1. Titles Layout.
2. Projects Layout.
3. Title+Projects Layout.
4. Reports Layout.

C. Instructions for Accessing and Using the Database.

1. Logging In and Out.
2. Performing a Search.
3. Sorting Records.
4. Moving from Record to Record.
5. Brief Description/Explanation of the Navigation Tools in the Status Area.

A. Structure of the Database.

1. Records and Their Relationship. The database has been constructed using Filemaker Pro 7 and is composed of two types of records: Titles and Projects. Each title record reflects the bibliographic information of an individual work or collection. Where possible, the title information matches the description appropriate for the original print copy of the work. Titles and Projects are linked by a common value in the “record no.” field. Project records that represent an activity to preserve a work are linked back to the title record for that work. This is similar to the way online catalog bibliographic records and their holdings are related. The structure of the database, including how fields are defined, can be printed by the database administrator. See “Previewing and printing information” in FileMaker Pro Help for instructions.

2. Title Record Fields. Title record fields and their description are as follows:

Record no.: The same as the record number assigned by FileMaker.

Title: For single titles, this will match the 245 “subfield a” found in OCLC. For collections, it will reflect popular usage.

Author: Records can contain up to 2 authors. Authors are entered in inverted format, last name first.

Alternate title: Records can contain up to 3 alternate titles. Alternate titles will be entered if popular usage differs from the official title.

Publisher: Publisher of the original release.

ISBN: Original release.

ISSN: Original release

OCLC: Record number for the original release.

RLIN: Record number for the original release

Jurisdiction: Only the following terms have been used:


Material type: Only the following terms have been used:

Administrative decisions/AG opinions
Administrative materials
Administrative rules and regulations
Bar associations
Charters, constitutions
Commercial secondary materials
Court records and briefs
Court reports
Court rules
Government reports
Law schools
Legislative history
Rare and unique
Scholarly communications
Session laws
Society/Institute secondary

Record Type: Used to denote records that represent a collection.

The Counter and Check Duplicates fields are for the purpose of guarding against assigning duplicate record numbers and thus for database administrative use only.

3. Project Record Fields. Project Record fields and their description are as follows:

Record no.: This number must match the record number of its related title record.

Agency: The name of the library, institution, or company responsible for preserving the title.

Agency type: The following terms have been used:

Academic library
State/County/Court library
Firm library

Source: Format of the original document(s) being preserved.

Product: Format of the preserved copy. The following terms have been used:


Coverage: For sets, serials, or collections, this is a description of what is included.

Status: The following terms have been used:


Status Date: The date the project was completed or the expected date of completion

Gaps: For sets, serials, or collections, a description of what portions are missing.

Link: Web address of a title list or that provides a more complete description of the project.

Storage: Description of how the preserved copies are stored, including any plans for refreshing, migration, or emulation of digital archives.

Notes: Any additional information provided by the preserving agency.

Standards: Description of any standards followed in producing the preserved copy.

B. Description of the Displays Available.

Four displays are available: Titles, Projects, Titles+Projects, and Reports. FileMaker refers to displays as layouts. A search can be performed from any layout, but the search is restricted to the fields available for that layout.

1. Titles Layout. This layout shows the complete title record selected.

2. Projects Layout. This layout shows the complete project selected.

3. Title+Projects Layout. This layout is composed of some fields from the Title record (main title, authors, publisher, jurisdiction, material type, and record type), and some fields from each Project record (agency, agency type, product, link) that is related to the Title record being viewed.

4. Reports Layout. This layout is designed for reporting purposes. It includes some Title record fields (record number, main title, jurisdiction, material type, and record type), and some Project record fields (agency and product). It is important to note that for titles linked to multiple projects, only the first project record will display in the “reports” layout. This layout defaults to a table format so that search results can be printed easily. It is possible to place a search within this layout. It is also possible to perform a search in another layout and then switch to reports for viewing and printing.

C. Instructions for Accessing and Using the Database.

Online help is also available within the software.

1. Logging In and Out. Use Internet Explorer 6.0 or higher. Not all features work with other browsers. Upon accessing the web page and selecting the database, you will be prompted for a Login and Password. The login and password will be distributed to LIPA members.

Always use the “Log Out” button to exit the database. Only five simultaneous users are allowed. Leaving the web site without logging out will occupy one login for 15 minutes until it automatically times out. [Tip: To see more of the screen, F11 works as a toggle to hide or reveal the browser menus.]

2. Performing a Search. To perform a search in any layout, move to that layout and select the magnifying glass icon. Blank fields will display. Information may be entered in one or multiple fields. All searches are keyword and words may be truncated. Boolean operators are available. Press the “Perform Find” button to activate the search. To search fields in both record types (Title and Project) at once, use the Titles+Projects layout. If these layouts do not include fields you wish to search, contact the database administrator.

3. Sorting Records. It is possible to sort search results by any available field by selecting the A-Z icon. This brings up a dialog box that offers a choice of sorting by any field within the layout searched. Within the Reports layout, it is also possible to sort on any field displayed by clicking on the header for that field. When sorting within the Reports layout, take care to reset the number of the currently displayed record in the found set to “1” (see “Remainder of Status Area” below for information on where this indicator is located). Resetting this number will help assure that all records display.

4. Moving from Record to Record. The “open book” icon allows navigation from record to record within the database or within a found set (search results). It is possible to skip to a record by keying a number in the record box and pressing the forward arrow.

5. Brief Description/Explanation of the Navigation Tools in the Status Area.


House Icon: Returns to the LIPA Inventory homepage. Do not use this button. Please log out instead.

Pencil Icon: Browse mode. If Find mode has been selected, this button allows a return to browse.

Magnifying Glass Icon: Find mode. Selecting this button clears data in the layout that is displayed so that fields in the layout may be searched. For a discussion of the layouts available see Section I., B.

BOX 2:

Mode indicator: “Browse” or “Find” will appear here, depending on which mode is selected.

“Revert all Changes…”: This is an editing button and will not work in read-only mode.

Help button

BOX 3:

Editing buttons: The first 4 buttons in this box are for creating, editing, and deleting records and will not work in read-only mode.

Sorting button: The button is presented as “A-Z” can be selected to bring up a dialog box that allows for sorting by any fields within the layout displayed. It is self-explanatory and includes a “help” button for further information.

Show all records: This button returns the user to browsing all records after working with a found set of records.

Omit records from found set: The down arrow in this box will reveal three additional buttons that allow the omission and then retrieval of one or more records from a found set.

BOX 4:

Layout: There are four layouts. For a description, see Section I., B. The Layout drop-down allows the user to move from one layout to another. The Titles, Projects, and Titles+Projects layouts also include navigation buttons that facilitate moving from one layout to another to see related records.

View as: Allows the selection of different views.

Open book navigation tool: The book’s pages allow you to move forward and backward through the database or through a found set.


Found set information: Information can be found here about the number of records in a found set, which record is currently displayed, and whether the set is sorted. There is also a button that can be used to refine a search. When in search mode, this area contains request information as well as a symbols drop-down for selecting boolean operators.

Log out button: This button should always be used to exit the database.

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