Database design, and information storage and retrieval

ICT for Library and Information Professionals 

A Training Package for Developing Countries 

Editor: Professor Andrew Large 

McGill University, Canada 

Module 4 

Database design, and information storage 

and retrieval 

Deepali Talagala 

Information and Informatics Unit 

UNESCO Bangkok 

Thailand 2002

Talagala, Deepali 

Database design, and information storage and retrieval. Module 4. Bangkok, UNESCO 

Information and informatics Unit, 2002. 

1. WinISIS 2. Library software 3. Information retrieval 

1. Title. 

The materials presented do not imply the expression of any opinion whatsoever on the part of 

UNESCO.



Module 4: Database design, and information storage and retrieval 

Teacher’s Guide 

CONTENTS 

Page 

Introduction 01 

Lesson 1 07 

Lesson 2 24 

Lesson 3 48 

Lesson 4 75 

Lesson 5 101 

References 123 

Glossary 128 

Appendix 

Annex 01 

Annex 02 

Annex 03 

Evaluation 

I 

VIII 

XII 

XVI

ICT for Library and Information Professionals: A Training Package for Developing Countries 

Teacher’s Guide 

Module 4. Database Design, and Information Storage and Retrieval 

Introductory note 

1. Aim 

This is Module 4 of the ICT for Library and Information Professionals (ICTLIP) Training Package 

for Developing Countries. The Package of training materials is intended to provide knowledge 

and skills dealing with the application of ICT to library and information services. It is meant for 

library and information personnel who may become trainers in the area. The Package has been 

developed by the UNESCO Asia & Pacific Regional Office with funding from the Japanese Fund 

in Trust for Communication and Information. It contains six modules: 

Module 1 

Module 2 

Module 3 

Module 4 

Module 5 

Module 6 

Introduction to Information and Communication Technologies 

Introduction to Integrated Library Systems 

Information Seeking in an Electronic Environment 

Database Design, and Information Storage and Retrieval 

The Internet as an Information Resource 

Web Page Concept and Design: Getting a Web Page Up and 

Running 

All the modules have a Teacher’s Guide and a Student’s Guide. The Student's Guide maybe 

copied by the students in electronic format. The Teacher's Guide should not be distributed to 

the students. 

The Teacher’s Guide includes the following: 

• Introduction 

• PowerPoint slides with notes and teaching tips 

• Activities 

• List of references 

• Glossary 

• Supplemental materials 

• Evaluation forms 

The Student’s Guide contains the following: 

• Introduction 

• PowerPoint slides 



• Glossary 

Module 4: Database Design, and Information Storage and Retrieval: Introduction Page 1 of 132


2. Learning outcomes: 

Module 4 concerns the concepts of database designing using WinISIS, and the storage and 

retrieval of information. 

By the end of the Module, students should: 

• Be able to use the basic features of WinISIS 

• Be able to identify the principles of database designing 

• Be able to design and use a sample database 

• Understand the technological features 

• Know how to use conversion programs to import information from other systems to 

WinISIS 

Note: The content of Module 1 must be understood by all students (either by 

students first finishing Module 1, or as a result of prior knowledge of ICT) before 

they proceed with the remaining five modules in the ICTLIP Training Package. 

Scope of the Module 4 Lessons : 

Lesson 1. Introduction to CDS/ISIS Windows (WinISIS) version: basic features 

Scope of Lesson 1: 

Lesson 1 will answer the following questions: 

– Why use a database management system (DBMS)? 

– What are the development stages in CDS/ISIS? 

– What are the basic features and functions of CDS/ISIS Window version (WinISIS)? 

– What are the hardware requirements and how compatible are they? 

– How do you install WinISIS and run it on your computer? 

Learning outcomes of Lesson 1: 

By the end of the lesson you will 

– Understand the advantages of using database management systems 

– Understand the different development stages of CDS/ISIS 

– Understand the basic features and functions of WinISIS 

– Be able to install WinISIS on your computer and to open sample databases 

Lesson 2. Database creation using WinISIS 



– 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 (FMT), Field Select Table (FST) and the Display 

Formats (PFT) of your database? 

– How do you modify the FDT, FMT, FST and PFT? 

– How do you create additional FMTs and PFTs? 

– Finally, how do you create and modify a library database using WinISIS? 




By the end of the lesson you will be able to: 

– Identify the four components of a WinISIS database 

– Define the FDT of your database 

– Create FMT, FST and PFT 

– Edit and modify FDT, FMT, FST and PFT? 

– Create additional FMTs & PFTs 

– Create and modify a library database 

Lesson 3. Information storage and retrieval using WinISIS 


Lesson 3 will explain: 

– How to enter data to create records in a WinISIS database 

– How to edit a record or range of records 

– How to retrieve information using different query formulations 

– How to produce different types of output: printed or onscreen 



– Enter data in a WinISIS database 

– Edit data in a WinISIS database 

– Retrieve information by searching a database using different query formulations 

– Save to a file or print search results/ any part of your database 

Lesson 4. Advanced features of WinISIS 



– How to use options in data entry work-sheet and data validation 

– How to use global functions and advanced utilities 

– How to modify system parameters and to create password files 

– How to LINK files in other programs 

– How to sort the records in your database 



– Use options during data entry 

– Validate data in a field/record 

– Use global editing functions and advanced utilities 

– Change system parameters according to your needs and create password files 

– Link files in other programs 

– Sort your database 



Lesson 5. Data exchange using conversion programs and back-ups 


– How to back up your databases 

– What are the available conversion programs 

– How to use these conversion programs to convert databases from other software 


By the end of the lesson you will: 

– Be able to back up your databases 

– Know about available conversion programs 

– Be able to use these programs to convert data from other software 

3. General guidelines 

– Speak slowly and clearly to ensure that students can follow you – this is especially 

important if some or all the students do not have as their first language the 

language in which you are instructing. 

– 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 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 positively – never make students feel 

stupid for having asked a question, or they may never ask another question again. 

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. 

– 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 

4. Learning Environment 

The minimum hardware/software requirements for the Module are for every two students one 

Pentium 1 processor with 16MB RAM, a 1GB hard disk and a diskette drive, plus the WinISIS 

software. At least one printer should be available. It is recommended that the teacher use a 

multimedia projector (MMP) for demonstrations. In the absence of an MMP, an overhead 

projector may be used but in this case the teacher should prepare transparencies of the 

PowerPoint slides included in this Module. 



The teacher may select the appropriate method for teaching; i.e. to provide students with 

hands on training simultaneously while demonstrating or to first demonstrate and then allow 

the students to practice afterward. The second method would be ideal if the lectures and 

practicals are carried out at two different sites. In both cases it will be necessary to have 

facilitators (Instructors) to assist the students. At least one instructor per six students is 

recommended. A teacher who is knowledgeable and skilled in using computers, the Internet, 

CD-ROMs and a variety of electronic resources, and who is skilled in teaching courses of this 

nature, should conduct the Module. 

5. Duration 

The Module is designed for a one-week course of eight hours per day for five days. 

Day 

Day 1 

Day 2 

Day 3 

Day 4 

Day 5 

Lessons 






6. Selection criteria for participants (participants profile) 

Participants should be working in a library or information center, or in a school of library and 

information science. Participants with a degree in library and information science are preferred. 

Participants should normally have: 

– A degree/ diploma in library and information science or at least five years' 

experience working in a library 

– A working knowledge of English 

– A working knowledge of using computers in a Windows environment 

7. Course evaluation 

At the end of the course the participants will be asked to evaluate the course. The evaluation 

forms are included in the Teacher’s Guide for the Module. 



8. Typographical conventions 

Note 

General note to the teacher and additional information 

Tip 

Teaching tips and supplemental materials 

Activity 

Activity for the students 

References 

Reference and further reading materials 

Glossary 

Glossary of terms used in the module 



Slide 1 

Database Design, & Information 

Storage and Retrieval 

Lesson 1. Introduction to 

CDS/ISIS Windows (WinISIS) 

version: basic features 

UNESCO ICTLIP Module 4. Lesson 1 

Tip 

Lesson 1 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. 

Module 4:Database Design, and Information Storage and Retrieval: Lesson 1 Page 7 of 132


Slide 2 

Scope 


v Why use a database management system 

(DBMS)? 

v What are the development stages in 

CDS/ISIS? 

v What are the basic features and 

functions of CDS/ISIS Windows version 

(WinISIS)? 

v What are the hardware requirements and 

how compatible are they? 

v How do you install WinISIS and run it on 

your computer? 


Note: 

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 

DBMS. It is also advisable to start asking 

questions from students about the DBMS they have come 

across, so that you can get an idea about their knowledge of 

DBMS. 



Slide 3 

Learning outcomes 


v Understand the advantages of using 

database management systems 

v Understand the different development 

stages of CDS/ISIS 

v Understand the basic features and 

functions of WinISIS 

v Be able to install WinISIS on your 

computer and to open sample databases 


Tip: 

Emphasize the need for libraries to exploit developments in 

information technology. Discuss the problems of using 

manual card catalogues. 



Slide 4 

Card catalog vs database 

management system (DBMS) 

v A DataBase Management System 

(DBMS) 

v Card catalog vs a DBMS 

v Impact of using a DBMS in a 

library 


Activity 04.01.01 

Get the students to write down the advantages and 

disadvantages of a card catalog and a DBMS. 

Note 

You may use flip charts and put them on it so that you can 

discuss them with the students and add whatever they have 

missed. 

Use the flash program on DBMS to give them a better 

understanding. 



Slide 5 

Library DBMS 

Catalog Cabinet 

Card drawer 

DBMS 

Database 

Catalog card 

Card data 

Record 

Fields 


Tip 

Use different types of cards in a manual card catalog and 

question the students to find out whether they have 

understood the relationship between card catalog and a 

DBMS. Emphasize the terms DATABSE; RECORD and FIELD 

to make them understand how these terms will be used. 

Note 

Click on the icon at the bottom right. A PPT show will be 

activated automatically, which demonstrates the relationship 

between the card catalog and the DBMS. Click on the icon at 

the bottom right of the last slide of this demonstration to 

bring you back to the lesson. 



Slide 6 

What are the development 

stages in CDS/ISIS? 

Late ’60s 

December 

1985 

Mainframe version 

Version 1.0 run on 

IBM PC/ XT 

March 1989 

June 1993 

Version 2.0 

Version 3.0 




Slide 7 



November 

1997 

January 1999 

June 2000 

January 2001 

Version 1.0 for Windows 

Version 1.31 for 

Windows (complete) 

JavaISIS 3.0 

Version 1.4 of CDS/ 

ISIS for Windows 


Note 

Use the downloaded UNESCO web site to explain more details 

on the developments. Click on the icon at the bottom right in the 

slide to open this. 



Slide 8 

What are the basic features 

and functions of CDS/ISIS 

Windows version (WinISIS)? 

v Handling of variable length records, 

fields and sub fields which saves disk 

space and make it possible to store 

greater amounts of information 

v Handling repeatable fields 


Tip 

Using a sample database while discussing these features and 

functions might help the students to get a better 

understanding. 

Note 

Emphasize the terms VARIABLE LENGTH; SUB FIELDS; 

REPEATABLE FIELDS. Try to get from the students 

different fields that can be connected with these different 

terms. 



Slide 9 




v Database definition component allows 

the user to define the data which can 

be processed for a particular need 

v Data entry component allows the user 

to enter and modify data through 

user-friendly database-specific 

worksheets 


Note 

Emphasize the terms DATABASE DEFINITION; 

WORKSHEETS. Use the sample database CDS, which comes 

with the software. 



Slide 10 




v Information retrieval component 

using a powerful search language 

v Sorting and report generation facility 

which allows creation of printed 

products such as catalogs, indexes 

etc. 


Tip 

Using standard printed bibliographies will help the 

students to understand the usefulness of sorting 

alphabetically and how librarians could exploit these 

features for their library functions, such as 

producing accession lists, etc. 



Slide 11 




v Data interchange function based on the 

ISO 2709 international standard used by 

leading database producers 

v Integrated application programming 

language (CDS/ISIS Pascal and 

ISIS_DLL) allows the user to tailor the 

software to specific needs 


Tip 

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 12 




v Some functions allow users to build 

relational databases, though CDS/ISIS 

is not based on a relational model 

v Powerful hypertext functions allow users 

to design complex user interfaces 

v A number of tools are available to 

provide CDS/ISIS data bases online on 

the Internet 


Note 

Emphasize the terms RELATIONAL 

DATABASE; HYPERTEXT. 



Slide 13 

What are the hardware 

requirements and how 

compatible are they? 

v Windows version: Intel Pentium of at 

least 16MB RAM, 10MB hard disk space, 

3½ inch High Density diskette unit, 

Windows 3.1x or Windows 95/98/Me, NT 

or 2000. 


Tip 

Here you should mention the hardware requirements for the MS- 

DOS version and the UNIX version. 

You can also make use of the Module 1 flash program on Computer 

hardware. 



Slide 14 




vCompatibility between Windows & DOS 

versions: No conversion is needed to access 

databases developed with DOS version. 

vFormatting language functions are 95% 

compatible. You may have to adapt display 

formats to the new one 

vSearch engine is totally compatible. Work 

sheets are also compatible 


Tip 

Here you should use the sample database for the MS-DOS 

version and demonstrate how to access it through the Windows 

version. 



Slide 15 

How to install WinISIS and 

run it on your computer 

v UNESCO Information processing tools 

CD-ROM can be obtained from the 

national distributor. 

v CD-ROM includes the following: 

‣CDS/ISIS for Windows 1.4 

‣IDAMS for Windows 1.0 

‣JavaISIS 3.0 

‣IDIS for Windows 1.0 


Note 

You should show the list of national distributors on the 

UNESCO web site. 

Browse the UNESCO CD to show its contents. Copy the 

Windows version on to two diskettes. 



Slide 16 



v When you insert the CD in the drive 

auto install window will open. 

v Click on the Windows 1.4 icon 

v The program will then start installing 

v Follow the instructions on the screen 

v Once it is installed open a sample 

database. 


Note 

Show the installation procedure through the CD- ROM as well as 

through the two diskettes. 

Then show how to create a shortcut on the desktop and open the 

program and a sample database. 

Show the students how to open the manuals in the CD. Show 

them a printed set of documents 


Get the students to install CDS/ISIS through the CD- ROM and 

through the diskettes. 



Slide 17 

At this point you should be able to: 

v understand the basic features, 

and functions of WinISIS; 

v install WinISIS and 

v run it on your computer 




Slide 1 

Database Design, and 

Information Storage 

and Retrieval 

Lesson 2. Database creation 

using WinISIS 


Tip 

Lesson 2 is intended to provide basic skills on how to create 

databases using WinISIS. 

Use these slides as visual aids for the lecture/discussion. 



Slide 2 

Scope 


v What are the four components of a WinISIS 

database 

v How do you define the Field Definition Table 

(FDT) of your database 

v How do you create the Work Sheets (FMT), 

Field Select Table (FST) and the Display 

Formats (PFT) of your database 

v How do you modify the FDT, FMT, FST and 

PFT 

v How do you create additional FMTs and PFTs 

v Finally, how do you create & modify a library 

database using WinISIS 


Note 

WinISIS allows you to define databases according to specific 

requirements. 

It is advisable to use the WinISIS program to show the 

students how to create a simple database using three or four 

fields. You may use these slides alternately with the WinISIS 

program. 



Slide 3 



v Identify the four components of a 

WinISIS database 

v Define the FDT of your database 

v Create FMT, FST and PFT 

v Edit and modify FDT, FMT, FST and 

PFT 

v Create additional FMTs & PFTs 

v Create and modify a library database 


Tip 

Emphasize the importance of understanding the four basic 

components of a WinISIS database. 



Slide 4 

Components of a WinISIS 

database 

v To create a database using WinISIS 

the following components have to be 

defined: 

‣ Field Definition Table (FDT) 

‣ Data entry worksheet(s) (FMT) 

‣ Display format(s) (PFT) 

‣ Field Selection Table(s) (FST) 


Note 

Emphasize the terms, FIELD DEFINITION TABLE (FDT), 

DATA ENTRY WORKSHEET(S) (FMT), DISPLAY 

FORMAT(S) (PFT), FIELD SELECTION TABLE(S) (FST) 

Open a sample database in WinISIS, and show the 

students these four different components 



Slide 5 

How to create a library 

database 

vWhen you 

open the 

WinISIS 

program you 

will get this 

window. 


Note 

You can use the help contents of the WinISIS program. It gives 

a good overview of the main window and database window and 

explains the buttons in the TOOL BAR. 



Slide 6 

Creating a new database 

v Then either 

click on 

DATABASE on 

the menu bar 

and then on 

NEW or 

v Click on 


Note 

Follow these steps simultaneously using the WinISIS program. 



Slide 7 


v Then you will 

get this dialog 

box 

v Type the name 

you wish to give 

your database 

and click OK 




Slide 8 

How to define the FDT 

vThen you will 

get the field 

definition 

table where 

you can define 

your fields 


Note 

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 

How to define the FDT? 

v The FDT consists of six parameters for you to 

define the structure of the records in your 

database 

TAG: a unique 

numeric value 

NAME: The name 

label by which the 

user identifies the 

field 

TYPE: 3 different types 

(Alphanumeric, 

Alphabetic, Numeric) 

can be selected by 

clicking on the arrow 

here 

REP: to define whether the 

field is repeatable or not 

PATTERN/SUBFIELDS: to 

define sub fields or pattern 


Note 

Explain the five parameters TAG; NAME; TYPE; REP 

(Repeatability); PATTERN/SUBFIELDS and their limitations 

. 



Slide 10 


vOnce you define all these parameters click 

on ADD 

FDT with seven fields 


Tip 

You can group the students and ask them to prepare and then 

discuss a list of fields with the parameters. This will help you to 

find out whether they have understood the FDT. 



Slide 11 

How to create the 

Worksheet (FMT)? 

v Once you define 

the FDT click on 

the green ARROW 

at the right hand 

bottom 



Get the students to create a new database and define the FDT. 

You can use the fields given in the slide. 



Slide 12 


Worksheet (FMT) 

vThen you will 


box 

vBy clicking on 

the buttons in 

the middle you 

can add the 

fields to the 

worksheet 


Note 

You can explain the Buttons with arrows. Also explain how to 

add the help messages and the default values. It may not be 

advisable to show the advance features of the FMT at this point 



Slide 13 



v Help messages 

and the default 

values can be 

included by 

clicking on 


vOnce FMT is 

created click on 

the green 

(forward) arrow 

at the bottom 

Note 

You should explain the Buttons with green arrows and show the 

students how to move back to the FDT and modify the fields. 

. 



Slide 14 


Display format (PFT) 

v Then you will get 

this message 

v WinISIS 

system will 

assist you to 

create the 

display format if 

you click on YES 


Note 

It may not be advisable to teach various formatting commands. 

You can prepare beforehand to show the students some display 

formats using the different methods given with Print Format 

Assistant and using a sample database. (See Annex 01) 



Slide 15 



vThe system allows 

you to select one of 

the five formats 

shown in the figure 

vOnce you select a 

format the system 

automatically creates 

it and you can move 

to the next stage in 

the same way as you 

moved from FMT to 

PFT 


Tip 

You can discuss the basic print formatting commands 

here by using the normal style. 


Get the students to create the PFT using the print 

format assistant 



Slide 16 

How to create the Field 

Select Table (FST) 

v Then you are given 

the option to use the 

Dictionary Assistant 

which will assists you 

in creating the FST. 

Click on YES as shown 

in the figure 

This message will be 

displayed when you 

move from PFT 


Note 

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. 



Slide 17 



v At this point 

you have to 

select the 

fields by 

clicking on the 

checkbox 

beside the 

field name. 


Note 

At this point you can discuss with the students the access 

points of different types of databases. 

They should understand how to select the common access points 

such as author, title etc., in a library catalog. 



Slide 18 



vOnce you 

select the 

fields you can 

select the 

technique for 

each field by 


down arrow at 

the Technique 

box 


Note 

You can discuss with the students at least the basic indexing 

techniques 0,1,2,3, and 4. Also explain to the students the use 

of techniques with different types of fields. 


Get the students to create the FST using the 




Slide 19 



vWhen you finish 

creating the 

FST and move 

forward you will 


box 

vThen click on the 

TERMINATE 

button 




Slide 20 


get this 

message and 

click YES 

v Next you will 

get this 


click on OK 

How to open the 

database you created 



Get the students to follow these steps and finish creating 

the database 



Slide 21 


database you created? 

vThen you will get 

this dialog box 

where you can 

select the 

database you 

created and 

open it 


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 after 

going through the whole process with you. 


Get the students to open the database they 

created 



Slide 22 

MFN of the 

open record 

New Database created 

with WinISIS 

Arrow keys 

to move 

within 

records 

Display format 

Maximum no 

of records in 

the database 


Note 

You can explain the Master File Number; the Arrow Keys to 

move forward and backward within database records; how to 

change the display formats, including the ALL format; maximum 

number of records etc. 



Slide 23 

How to edit/ create FDT, 

FMT, PFT & FST? 

• In your new database click on 

EDIT in the menu bar. Then 

you will get this menu of 

which the four lines at the 

bottom will allow you to edit 

the FDT, FMT,PFT and FST. 

• By clicking on the relevant 

line, the related component 

will open, e.g. clicking on Field 

Definition Table will open the 

FDT 


Tip 

You can also create new FMTs and PFTs. It is easier to 

create PFTs using the Print Format Assistant at this 

stage. 

Note 

You can show the students how to edit FDT, FMT, and 

FST. Editing the PFT may be shown, depending on the 

capabilities of the students. You can use the sample PFTs 

given in the Annex 01. 

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. 


Get the students to edit FDT and create new FMTs and 

PFTs. 



Slide 24 

At this point you should be able 

to create and modify databases 

using WinISIS 


Tip 

Encourage the students to practice at home and to discuss their 

problems with colleagues and with you. 


Get the students to create many databases and edit them until 

they acquire the skill to do it on their own. 



Slide 1 


Information Storage and 

Retrieval 

Lesson 3. Information 

storage and retrieval using 

WinISIS 


Tip 

Lesson 3 is intended to provide basic skills on how to enter and 

edit data, and how to retrieve information from databases. 

Module 4: Database Design, and Information Storage and Retrieval: Lesson 3 Page 48 of 132


Slide 2 


v 

v 

v 

v 

Scope 

How to enter data to create records in 

a WinISIS database 

How to edit a record or range of 

records 

How to retrieve information using 

different query formulations 

How to produce different types of 

outputs. Printed or onscreen outputs 




Slide 3 

v 



v 

v 

v 

Enter data in a WinISIS database 

Edit data in a WinISIS database 

Retrieve information by searching a 

database using different query 

formulations 

Save to a file or print search results/ 

any part of your database 


Tip 

Emphasize the importance of entering data accurately; inaccurate 

data entered will result in inaccurate data being retrieved. 



Slide 4 

Entering data into a WinISIS 

database 

Open the database you created. 

The database window shown below will be 

displayed 

Window title 

Menu Bar 

Tool Bar 


window 


Note 

WinISIS is much more restrictive during data entry 

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 


database 

You can use either of the two methods 

given below to start entering data 

Click on EDIT on 

the menu bar 

and click on 

DATA ENTRY in 

the pull down 

menu or 

Click on this button 

on the tool bar 


Note 

In WinISIS data entry worksheets are much simpler than in the 

CDS/ISIS DOS version. The worksheet simply defines a 

collection of fields to be filled with data. The Worksheet also is 

not divided into pages. The fields are described using their names 

as 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 associated with the field being edited, the 

message is automatically displayed at the bottom of the data 

entry window. 



Slide 6 


database 

The data entry window consists of the 

following: Navigator buttons 

MFN Box 

New record 

button 

Field 

edit box 

Record 

status 

Save 

button 

Options 

sub menu 

Fields 

Help 

panel 


. 

Note 

Master File Number (MFN) is a serial number automatically 

assigned by the system to the records. You can use the HELP 

contents of the WinISIS program. It gives an overview of the 

main window and database window including descriptions of the 

buttons in the TOOL BAR. 



Slide 7 


database 

v To enter data select the desired field 

and then enter data in the field edit box 

v After entering data save the record 

and close it 


Note 

Follow these steps simultaneously using the WinISIS program. 



Slide 8 

Editing data in a WinISIS 

database 

v Open the data entry worksheet as 

described in the previous slides 

v To edit a particular record you can 

either use navigation buttons to move 

forward/ backward or type the MFN 

number in the MFN BOX and press 

ENTER 

v Select the desired field and enter data, 

save the record and close it 


Note 

Use the sample database CDS and edit one or two records. 

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. 


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. 



Slide 9 

Searching a WinISIS database 

to retrieve information 

v WinISIS search menu 

includes interfaces for 

GUIDED SEARCH & 

EXPERT SEARCH as well 

as entries to SAVE A 

QUERY and to RECALL A 

QUERY 


Note 

WinISIS offers two ways of query formulation: 

GUIDED SEARCH – executes simple queries containing up to four 

search elements 

EXPERT SEARCH – executes any query including free-text search 



Slide 10 

Searching a WinISIS 

database: guided search 

v When you click on the GUIDED SEARCH on the search 

menu, the search window opens which allows you to 

formulate simple queries. This window consist of the 

following columns: 

Search 

elements 

Searchable 

fields 

Operators 


Note 

Use a sample database simultaneously with the slides to 

demonstrate the search procedure. 



Slide 11 



The searchable fieldsthe 

combo box allows 

you to specify a field in 

which the query element 

will be searched. By 

default the query 

elements are searched 

in all fields. 

By clicking on the arrow 

on the left you can 

select the fields 


. 

Note 

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. 

Tip 

You can also indicate here that it is possible to change the FST 

according to needs. 



Slide 12 


database: Guided search 

v To select the terms you can open the 

dictionary by clicking on the icon 

v If a field has been 

specified, the 

dictionary window 

will only highlight the 

terms taken from 

this field. 


Note 

The dictionary includes terms indexed according to the FST. You 

can browse through the dictionary and also check in the FST for 

the fields included. Discuss the relationship between these two 

approaches. 



Slide 13 



v The search terms can be either entered from the keyboard 

or using the dictionary 

vThe combo box in the Operators 

column allows you to connect the 

query element with the next one. 

The logical operators AND, OR, 

NOT can be used. 

vThe default operator is AND. 


Note 

In order to increase the search efficiency, users should be 

encouraged to use the search terms from the dictionary only. 



Slide 14 



v Once the search terms and the operators have 

been selected, the user can execute the search 

by clicking on the EXECUTE button 

vThe number of records retrieved 

according to this query is shown in 

the box labeled NUMBER OF HITS. 

vThe search number is indicated in the 

box labeled SEARCH NUMBER 


5 


Do a simple search using the sample database CDS, first with one 

search element and then with three or four search elements 

combined with Boolean operators 

Tip 

For all these activities, prepare before the Lesson some examples 

(search terms) to be given to the students – this will save your 

time. 



Slide 15 



v The user can also combine the search elements with a 

previous search using the PREVIOUS SEARCH 

combo box. 

vThe OPERATORS combo box next to it allows you to 

combine with the search elements. 



Select one of the previous searches done in activity 02 and 

combine it with another search element using Boolean operators 



Slide 16 


database: expert search 

v Click on 

EXPERT 

SEARCH on 

the SEARCH 

menu to open 

the EXPERT 

SEARCH 

window 


Tip 

It would be appropriate to allow the students to do a few 

searches using the guided search before starting this session 



Slide 17 



v The default EXPERT SEARCH window contains the 

following elements. 

• Dictionary button 

• Search 

operator 

buttons 

• Search 

expression 

edit box 

• Search 

history box 

• Any 

terms 

button 


Note 

WinISIS expert search provides many options for creating search 

elements: 

• Clicking the dictionary button opens the dictionary. Any term 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. You 

can open CDS.ANY file in the data directory using NOTEPAD. This 

will help the students to understand the use of ANY file. 

• 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. 

• Clicking one of the search operator buttons inserts it in the current 

query position. 


Do the searches using the query formulations given in Annex 02. Use the 

sample database CDS 



Slide 18 

Displaying search results 

v The user can display 

the search results by 

clicking the DISPLAY 

button just after a search 

or 

v Using SEARCH RESULTS in 

the BROWSE menu. 


Note 

When you go through the BROWSE menu, the search history will 

be displayed – you can select the search you want to display from 

this display. 



Slide 19 


vBy default search results will be displayed in 

a tabular format shown below which gives 

some instructions on using this mode. 

Records 

retrieved 

STOP 

button 

to close 

this 

window 


Note 

The display can be changed by defining a parameter in the 

SYSPAR.PAR- this will be explained in Lesson 4 

Tip 

Explain the instructions given on the right-hand panel of the 

display window by using a sample database 

. 



Slide 20 


v The 

OPTIONS 

button in the 

tabular window 

provides some 

functions for 

printing. 


Note: 

The print functions in this menu have very few parameters. 

Therefore, it is advisable to use the Print function available from 

the DATABASE menu to get a better output. 



Slide 21 

Saving search results 

v Search results can be saved for future 

use. If this is not done when you exit 

from the WinISIS programme these will 

be automatically deleted. 

v To save a search, click SAVE SEARCH on 

the search menu and select the search 

set in the SEARCH HISTORY window. 

v You can also recall a saved search by 

using RECALL SAVED SEARCH on the 

search menuUNESCO ICTLIP Module 4. Lesson 3 


Save some searches done in the previous session. Close the 

database and then open it again. Use RECALL SAVED SEARCH 

and check for the saved searches 

. 



Slide 22 

Printing search results/ 

database 

v Four types of printing parameters 

given below are stored in four pages of 

the print dialog box. 

• General parameters. 

• Presentation parameters 

• Margin parameters 

• Layout parameters 




Slide 23 


database 

v General parameters 

Set of records 

to be printed 

Out put device 

Print format 


Note 

The set of records to be printed can be either the search results 

displayed (Marked records) or specified MFN numbers. A range of 

MFNs can be printed. Refer to the WinISIS Reference Manual 

for details. 

Output can be directly to a printer; to a Windows ASCII; DOS- 

ASCII or Postscript format. 

The print format can be selected from the list of all formats 

defined, or a new format can be defined here. 

In addition, the SAVE button allows you to save these settings; 

the RECALL button allows you to recall the saved settings later; 

and the PREVIEW button allows you to preview the first page of 

the output. 



Slide 24 


database 

v Presentation 

parameters 

allow to add 

titles, 

headers and 

footers to the 

print out. 


. 

Note 

This formatting will be effective only if the output is sent 

directly to a printer. If saved to a file it will not be effective. 



Slide 25 


database 

v Margin parameters 

allow you to specify 

the paper size and 

the margins. 

v In addition data 

indentation ; EOC 

(End of column) 

tolerance and fixed 

height to a record 

can be defined 


Note 





Slide 26 


database 

v Layout parameters 


columns (with 

decorations); page 

numbers. 

v In addition number 

of records per page; 

using titles or sorting 

also can be defined. 


. 

Note 





Slide 27 


database 

v WinISIS print settings allow you to 

print catalogue cards, labels, accession 

lists and bibliographies etc, 

v The print settings can be defined 

according to your needs. 

At this point you should be able to create a 

small database, enter data, search the 

database, and get the output in a printed 

format or save in a file 



Try the different methods of printing explained in the slides. You 

can print your search results directly to a printer, and also save in 

a file and open it with any word processing program such as MS 

Word. 



Slide 1 



Retrieval 

Lesson 4. Advanced features 

of WinISIS 


Tip 

Lesson 4 is intended to introduce different advanced 

features that could be used in data entry and designing 

print formats 



Slide 2 

Scope 


v How to use options in data entry 

worksheet and data validation 

v How to use global functions and 

advanced utilities 

v How to modify system parameters 

and to create password files 

v How to LINK files in other programs 

v How to sort the records in your 

database 




Slide 3 


By the end of the lesson you will be able 

to: 

v Use options during data entry 

v Validate data in a field/record 

v Use global editing functions and 

advance utilities 

v Change system parameters according 

to your needs and create password 

files 

v Link files in other programs 

v Sort your database 


Tip 

It is important that the students are competent in 

handling the basic features of WinISIS before 

starting this section. 



Slide 4 

Using options in data entry 

worksheet 

v When you click on 

the OPTIONS 

button in the data 

entry worksheet a 

menu appears 


Tip 

Use the sample database CDS to demonstrate this 

lesson. 



Slide 5 


worksheet 

v Open dictionary will open the dictionary and 

any term in the dictionary can be inserted 

into a field by double clicking on it 

v Create a copy allows you to create a copy of 

any existing record as a new record 

v Delete & Undelete records can be used to 

delete records temporarily and then to 

undelete 


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 5) The logically deleted records can be 

restored by using UNDELETE RECORDS. 



Slide 6 


worksheet 

vCreate default values helps to enter 

default values while entering data: This 

method can be used when entering a 

set of books having a field with a 

common value. This default value will be 

effective only for the current session 

of data entry. It will be automatically 

removed when the data entry session is 

closed. 


Tip 

Open a worksheet created in a sample database and 

demonstrate how to enter the default values 


Open the database created by the students and define 

default values for the publisher and author fields and enter 

a few records using these default values. 



Slide 7 

Data validation 

v Data validation can be used to minimize 

the data entry errors. 

v These validation rules are saved in a 

separate file called dbase.val (where 

dbase is the database name) 

v Each line of the data validation file has 

the following general format: 

tag: format 


Note 

The dbase.val file can be created with any text editing 

program such as NOTE PAD or while defining the data 

entry worksheet (Refer to Lesson 02 Slide 13). The Val file 

should reside in the same directory as the data files. 

Tip 

In the val file, tag is the tag of the field to be validated 

and format is a CDS/ISIS format. 



Slide 8 


A Sample data validation file is given below: 

v to test the length of the field: 

If size v2 > 4 then ‘Field 2 is too long’ fi 

v To ensure that some fields cannot be skipped 

without entering data 

if a(v4) then ‘this field cannot be empty’ fi 


Note 

In version 1.4 of WinISIS the validation file may contain other 

instructions to define: 

– A list of values that can be entered into the specified 

fields (pick-up list) 

– Actions to be executed on the current record before its 

presentation for data entry 

– Actions to be executed on this record when editing is 

finished. 

Tip 

The functions described above may be explained at a later 

stage if there is a possibility of extending the course. More 

details about these are available in the WinISIS manuals 

provided with the software. 


Create a val file for the database created by the students. 



Slide 9 

Global editing functions 


the UTILS a menu 

appears which 

includes the global 

editing functions 

and advanced 

database utilities 


. 

Note 

It is not advisable to use EXPORT TO XML and COMPILE 

ISIS PASCAL PROGRAMS under the utilities unless the 

students are highly competent in programming 



Slide 10 


v Global editing allows you to Add; 

Delete or replace data within a 

field. 

v This can be applied to a range of 

MFNs or to a search set. 


Note 

Advanced database utilities can be used to unlock the database/ 

records and to clear data entry locks. These tools should be used 

only if you are highly competent. 

Tip 

Demonstrate the global functions using a sample database. Also 

prepare some examples beforehand to be given to students to use 

these functions. 


Use the database the students created to add and replace data in 

some fields using global functions. 



Slide 11 

System parameters 

v WinISIS uses many 

system parameters used 

in CDS/ISIS DOS 

version. 

v Parameters 0-5, 14 are 

the same as in DOS 

version 

v In addition to the 

parameters shown in the 

default SYSPAR.PAR file 

there are many new 

parameters in the Win 

version 

; Isis for Windows - 

Configuration File 

1=c:\winisis\prog\ 

2=c:\winisis\menu\ 

3=c:\winisis\msg\ 

4=c:\winisis\work\ 

5=c:\winisis\data\ 

; Default language 

; Activate Helpbar 

121=1 

141=c:\winisis\bg\ 

142=10,1 

980=1 

130=1 

122=64, 0, 0, 800, 600 


Note 

The File system of WinISIS is given in Annex 03. You can use 

this to explain the file system and to create password files. 



Slide 12 

Some useful system parameters 

v 0=file redirection (used when creating 

password files) 

v 137=close database confirmation 

v 102=default menu (DF). Access can restricted 

using SH 

v 125=database access restriction. Default value 

0 allows for open access, 1 allows for 

restricted access from a list 

v 130=automatic inverted file update 

v 105=automatic display of search results 

v 980=Tabular display of search results 


. 

Note 

There are many more parameters explained in the WinISIS 

manual, which you can try to use 



Slide 13 

Creating password files 

v Personalised 

system parameter 

files (password 

files) can be 

created by using 

‘0’ (zero) 

parameter in 

SYSPAR.PAR file. 

v A password file 

(cds.par) 

restricts the user 

to searching only 

two databases 

1=D:\winisis\prog\ 

2=D:\winisis\menu\ 

3=D:\winisis\msg\ 

4=D:\winisis\work\ 

5=d:\winisis\data\ 

14=1 

102=SH 

125=1 

; Big search toolbar 

122=64, -4, -4, 803, 575 

1001=d:\winisis\data\smnet.mst 

1002=d:\winisis\data\lib.mst 


Note 

Open the SYSPAR.PAR with NOTEPAD and add ‘0’ (zero) 

parameter and save it. 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. 

Tip 

Unlike in the DOS version, the password file also should 

have the PAR extension. 


Create a password file for the database the students 

created 



Slide 14 

Linking files in other programs 

v 

v 

v 

Including link commands in a print format 

(*,pft) allows you to link files in other programs. 

CMD command - Runs Windows and MSDOS 

programs. It is necessary to indicate the drive, 

directory, path where the program (usually the 

*.EXE file) is located. 

link(('CLICK HERE FOR TEXT'),'CMD 

c:\\progr~1\\micros~1\\office\\winword',v101 

) (file and path names should be written the way 

they appear in DOS, eg. Program files as prog~1 


Note 

These commands will be useful to link full-text articles to a 

bibliographic database. 

Tip 

It would be helpful to prepare a PFT file and the linking 

files to show the students how these commands work. 



Slide 15 

Linking files in other 

programs 

v CMD command to display a picture file. 

• link(('CLICK HERE FOR PICTURE'),'CMD 

pbrush ',v200). 

• In this case path and the file name of the 

picture file should be entered in the field 

200 


Note 

The path to the PAINT BRUSH may have to be given. 

Tip 

Use the print format prepared to demonstrate these 

commands. You can use a sample database and enter some data 

while explaining and showing the students how these commands 

work. 



Slide 16 


v CMD command to call an audio or multimedia 

file 

• link(('CLICK TO PLAY 

MUSIC'),'CMD mplayer ',v100) 

• In this case path and the file name 

of the audio/video file should be 

entered in the field 100 


Note 

The path to the MPLAYER should be given. Similarly, you 

can connect to a website whose URL is given in a specific 

field. 



Slide 17 


v CMD command – alternate specifications 

• Assume that field 300 has subfields abc. 

Data is entered as follows:âCLICK FOR 

PICTURE^bPBRUSH^cC:\WINISIS\BG 

\UNESCO.BMP 

• Format will be âlink((v300â),'CMD 

',v300^b," ",v300^c) 


Tip 

You can show the students how to include a new field to 

enter data to check for these commands. 



Slide 18 


v OPENFILE Command calls a picture/ 

image/ text file automatically, that is 

without having to specify the path 

(drive and directory) of the application 

software 

• link(('CLIC K TO OPEN FILE'),'OPENFILE 

path to file to be opened and name of the 

file') 

• mpl,LINK(('CLICK TO OPENFILE'), 

'OPENFILE C:\\mydocu~1\\unesco.doc') 




Slide 19 


v mpl,link(('CLICK TO OPEN FILE'),'OPENFILE 

c:\\winisis\bg\\unesco.jpg') 


http://www.unesco.org) 


mail to:susan@unesco.org') 



Create a new PFT file for your database using all these 

LINK commands and also enter new data in the fields to 

check how they work 



Slide 20 

Sorting information 

v WinISIS print 

settings allow you 

to sort 

information, 

v The last page of 

the print dialog 

box contains the 

sort parameters 




Slide 21 


v Sort parameters include the following: 

• N(umber) of headings: means the number 

of levels of headings 

• Stopword file: used when sort keys are 

generated from a field which is indexed 

using indexing technique ‘4’. This avoids 

words like ‘THE’, ‘OR’, ‘AND’ 

• Heading format: you cn provide your own 

format or leave it blank, so that the default 

will be used 


Note 

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. 


Try the different methods of sorting explained in the slides 

and check the output 



Slide 22 


v Sort parameters : 

• Sort key parameters: up to four sort keys 

may be specified. If more than one record 

has the same sort key (Author) then a 

second sort key can be used to sort them. 

If a record does not have the primary sort 

key it will not appear in the sorted list. 




Slide 23 


v Sort key parameters : for each sort key 

three sets of information have to be 

provided 

• Key length: This defines how many 

characters are to be taken from the 

specified field. 

• Heading processing indicator: You can 

select 0,1,2,or 3. Your choice should depend 

on what you intend to produce. For example, 

a catalog card would be 1, and an accession 

list would be 0 


Note 

The heading processing indicator gives four choices: 

0 - Headings do not repeat. Records donot repeat 

1 - Headings do not repeat. Records repeat 

2 - Headings repeat. Records do not repeat 

3 - Headings repeat. Records repeat 

Tip 

It would be helpful beforehand to prepare some sorted files 

using these methods to show the students. 



Slide 24 


vA Field selection table: This is similar 

to the FST lines in the database 

definition services. Here data are 

selected to act as sort keys. Eg. 1 0 

(v10/) This selects sort key 1 , using 

the whole field from field 10 

(repeatable field) 


Note 

Instead of writing the FST you can use a FST already 

prepared in database definition services. This is useful if 

you require complicated sorting. If you use a predefined 

FST you enter here the name of the FST preceded by the 

at sign. For example, @CDS 



Slide 25 


Completed 

sorting 

dialog box 


Note 

To get an output after sorting you have to follow the 

steps shown in Lesson 3 for print outputs. The format of 

the output will depend on the print format you select at 

the general parameters of the print dialog box. 


Sort the sample database CDS by author and title, save in 

a file and open it with WORD to check your output. 



Slide 26 

Once you finish defining the sort page 

in the print dialog box you can save the 

sorted data into a file or get a print 

out directly as discussed in Lesson 3. 

At this point you should be able to 

use advanced features in editing 

and use data validation to minimize 

errors in data entry and to get a 

sorted output. 




Slide 1 




Lesson 5. Data exchange 

using conversion programs and 

back-ups 


Tip 

Lesson 5 is the last lesson in this module. 

This lesson 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 will convert data from other 

systems 



Slide 2 

Scope 


v How to back up your databases 

v What are the available conversion 

programs 

v How to use these conversion 

programs to convert data bases 

from other software 




Slide 3 



v 

v 

v 

Be able to back up your 

databases 

Know about available conversion 

programs 

Be able to use these programs 

to convert 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 section. 



Slide 4 

Backing up databases 

vExport function allows you to 

copy part/full databases onto a 

diskette or to a file 

vImport facility allows you to 

bring data from outside into 

your database 


Note 

The backup option of the DOS version is not available in the Windows 

version. Instead EXPORT/IMPORT functions are available. 

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 re-importing it. 

The record structure used for importing and exporting is known as 

ISO 2709, which allows the import or export of MARC records. 



Slide 5 

Backing up databases: 

exporting 

Click on Export in 

the drop down menu 

of Database to 

start the EXPORT 

function which 

opens a dialog box. 


Tip 

Use a sample database and demonstrate these functions 



Slide 6 

Backing up databases : 

exporting 

This dialog 

box allows you 

to give a name 

to the file and 

to choose the 

destination of 

your export 

file. Then 

click OK. 


Note 

The extension of the ISO file is normally given as *.iso e.g. test.iso 



Slide 7 


exporting 

v This dialog box 

appears - most 

of the default 

values can be 

accepted. 

v You can limit the 

records 

exported either 

by giving a range 

of MFNs or by 

selecting a 

previous search 


Note 

You may leave the FIELD SEPARATOR & the RECORD 

SEPARATOR blank so that the program will automatically use 

the ISO2709 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. This allows the database to copy the MFN to 

this field. 

• Gizmo conversion file: Leave this blank. 



Slide 8 


exporting 

v When you have completed the 

above dialog box click the OK 

button. 

v Then computer will begin exporting 


Note 

Unlike in the DOS version, if you are exporting to a diskette 

you are not prompted to insert another diskette. 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. 


Export records from CDS sample database using different 

methods indicated in the lesson. Eg. Export range of MFNs, 

search results, marked records of a search. 



Slide 9 


importing 

Import function allows to transfer records 

from a ISO 2709 format into a WinISIS 

data base 

v Database definition should be set up 

before importing records 

v Database can either be empty or already 

have records in it 


Note 

All the fields in the ISO file will be imported even if they are 

not included in the database receiving the data. 

If there is more than one diskette, records from each should be 

imported separately, because WinISIS does not prompt 

to insert another diskette. 

Tip 

If the students are competent to understand ASCII 

characters you may open the ISO file using any text editor 

and show them the field separator and record separator. 

Also note that WinISIS can accept hash marks, #, or 

ASCII characters 30 and 29 respectively or other 

characters as field separators and record separators. 



Slide 10 


importing 

To import data: 

vOpen the database 

vThen choose database âImport 

vSelect the file to be imported in the 

next dialog box 

vClick OK 

vThe Import dialog box will appear 


Note 

This is the same process as in the Export function 



Slide 11 


importing 

vThe default 

import dialog 

box can be used. 

vIf you need to 

reformat you can 

give FST file 

name at this 

point. 


Note 

The parameters in the Import Dialog Box are the same as 

Export Dialog Box, except for Options. 



Slide 12 

v 

v 

v 


importing 

Options: Load/Merge/Update should 

be used carefully 

Merge: imported records will be added to any 

existing records. If the imported records have 

the same MFNs they will not be imported. 

Load: any existing records will be lost and only 

the imported records will be there 

Update: works like merge and if the import 

records have the same MFN as the existing 

records they will be overwritten. 


Note 

When you have completed the dialog box click the OK button. 

Records will be imported. You can browse the database and check for 

the new records. 


Import the files exported in the previous activity using different 

options. 



Slide 13 


v Regular backups should be kept for use 

in case of accidents, i.e. hardware crash, 

programme corruption etc. 

v Backups can be kept in diskettes or in a 

different directory of the same PC. 

v If the database is too big to be copied 

to one diskette it can be compressed and 

copied to many diskettes using Winzip 

v Database can also be copied to a CD if 

you have a CD writer. 


Note 

How often you need to take backups depends on the rate of 

additions/ alterations to the database. 

You must remember that in case of any hardware/software 

corruption you will lose 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 CD 



Slide 14 


v Backups can be kept either by 

‣Copying all the files in the database 

directory 

‣Copying the database definition files 

(FDT,FMTs, PFTs) and exported file 

of the MST 

v Remember to update the inverted file 

before exporting & copying files. 


Note 

If only the inverted file has been corrupted and your 

records appear correct you only need to do a full update 

of the inverted file. 

Choose DATABASE-àI/F UPDATE 

Tip 

Demonstrate how to copy the files to a directory on the 

hard disk as well as creating zip files and copying onto 

diskettes and if possible copying to a CD. 


Create backups using different methods described in the 

Lesson. (Use the sample database CDS) 



Slide 15 


vIf all the files of the database has been 

copied just copy them back to recover the 

database 

vIf only the database definition files have 

been copied 

‣create a new database with the same 

name 

‣Replace the files with the back up files 

‣Import the exported MST file and 

update the database 


Note 

Once you keep a back up of the database definition files you 

only will have to keep exported files of the MST regularly. 

Tip 

Demonstrate different methods of recovering a database. 


Recover the database using different methods 

demonstrated in the lesson 



Slide 16 

Conversion programs 

v Fangorn: converts data from online and CD Rom 

information systems such as dialog 

v DB3ISO: allows to export data bases in dBASEIII 

to ISO2709 

v ISODB3: allows to load records from an ISO2709 

file into a dBASEIII data base. 

v CCF: converts records in UNIMARC format to 

Unesco's Common Communication Format (CCF) and 

vice-versa. 

v IsisAscii converts a wide range of Ascii file types. 

This allows to convert data from MS Access. 


Note 

These programs are distributed with the UNESCO CDS/ISIS CD. 

Fangorn, db3ISO, ISOdb3, and CCF are available in 

CDS-ISISâdos âutilities directory. 

IsisAscii is available in CDS-ISISâ windowsâ utilities directory. 

More conversion programs are available at 

http://www.agralin.nl/isis/software.html 

Tip 

If you have an online connection to the Internet you can connect 

to this site and show the students the other conversion programs. 



Slide 17 

Fangorn 


v to install copy the FANGORN 

application file in the CDSISIS CD to 

a folder in the PC and double click it 

v Open the ENGLISH.MAN file with 

WordPad 

v This file gives all the instructions on 

how to use this program 


Note 

You can follow the instructions in the ENGLISH.MAN file and 

try to import some data from a CD database. 

Tip 

Demonstrate how to import some records downloaded from a 

CD database. 



Slide 18 

DB3ISO 


v to install follow the same method used for 

FANGORN 

v When you run the program, it ask you type 

the data base name in dBASEÿIII, the 

ISO file name to create, the FST file and 

the amount of registers to copy. If you 

don't specify a FST file name it will copy 

every field and record in the same order 

as the original data base in dBASE III. 


Note 

You can follow the instructions in the README.ENG file and try 

to convert some records from a dBASEiii database and vice 

versa. 

. 



Slide 19 

ISODB3 


v to install follow the same method 

used for FANGORN 

v When you execute the program it 

shows you a work sheet,there you 

can input the parameters necessary 

for loading records. 


Tip 

Demonstrate how to convert some records from a dBASEiii database 

and vice versa. 



Slide 20 


CCF 

v CCF.EXE file and all other files 

are included in the directory CCF. 

v CCF.TXT file gives all the 

instructions on how to use this 

program. 


Note 

You can follow the instructions in the CCF.TXT file and try to convert 

some records from UNIMARC to CCF and vice versa. 

Tip 

Demonstrate how to convert some records. 



Slide 21 


IsisAscii 

v Unzip the IsisAscii Setup zip file to a temporary 

directory in your hard disk 

v The IsisAscii Setup.exe file will install the 

necessary components on your system 

automatically. 

v IsisAscii runs on Windows 95, 98, NT4 and 

Win2000. It does not run on earlier systems. 

v The installation program will also install the 

UNESCO/BIREME ISIS_DLL, a shared component 

which allows to manage CDS/ISIS databases 


Note 

You can follow the instructions in the IsisAscii WORD 

document and try to convert some records from the ACCESS 

database. 

First export the ACCESS database to a COMMA DELIMITED 

TEXT FILE (*.csv) and then import it to the WinISIS 

database using IsisAscii. 

Tip 

Demonstrate how to export data from an ACCESS database 

and then import it to the WinISIS database. 


Convert data using the conversion programs demonstrated in 

this Lesson. 



Slide 22 

vAt this point you should be able 

to backup your databases and 

import and export data using 

WinISIS import/export 

functions as well as conversion 

programs. 

vBy the end of this lesson you 

should also be able to handle 

WinISIS software for 

automating your library 

functions. 


Note 

At the end of this Module 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 of their projects and evaluate them. 



REFERENCES 

v Buxton, Andrew; Hopkinson, Alan. The CDS/ISIS for Windows handbook. 

Paris: UNESCO, 2001. 

v Buxton, Andrew; Hopkinson, Alan. The CDS/ISIS handbook. London: Library 

Association, 1994. 

v CDS/ISIS Windows reference manual (version 1.31). Paris: UNESCO, 1998 

v CDS/ISIS for Windows – version 1.4 January 2001, notes and format examples. 

Paris: UNESCO, 2001 

v Di Lauro, A. IDIN manual for the creation and management of a bibliographic 

database using Micro-ISIS. Paris: OECD, 1988 (Includes diskette) 

v Di Lauro, A. Manual for preparing records in microcomputer-based bibliographic 

information systems with annexes for implementation by Ed Brandon. Ottawa: 

IDRC, 1990 (IDRC-TS67e) (Also available in French. Includes a diskette with a 

number of pascal programs). 

v Hopkinson, Alan. International information system on cultural developments: 

CDS/ISIS model database: manual and accompanying diskette. Paris: UNESCO, 

1994 (PGI-93/WS/16) 

v MINI-micro CDS/ISIS reference manual (version 2.3). Paris: UNESCO, 1989 

v Neelameghan, A.; Lalitha, S.K. Tutor +: A Learning and teaching package on 

hypertext link commands in WINISIS. Bangalore: Institute of Information 

Studies, 2001. (Includes diskette) 

v Nowicki, Zbigniew M. New features of the WinISIS system: guidebook for 

users of CDS/ISIS for DOS. Geneva: International Trade Centre, 2001. 

Module 4: Database Design, and Information Storage and Retrieval: References Page 123 of 132


v Philipps, Eva. CDS/ISIS made easy: a manual for beginners in CDS/ISIS based 

on version 3.07. Eschborn, Federal Republic of Germany: GTZ GmbH, 1998. 

v Thomas, Jeannine. An abridged version of CDS/ISIS reference manual, version 

3.0. Rev. Version. Geneva: International Bureau of Education, 1992. 

v WinIsis – supplement to the Reference manual{ version 1.0-1.3. Paris: UNESCO, 

1998 

v Yapa, N.U. Micro CDS/ISIS: simplified manual. 2 nd ed. Colombo: Natural 

Resources, Energy & Science Authority, 1997 

WINISIS Related Web Sites 

v Argentina: 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; 

v 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; 

v Armenia: http://www.medlib.am 

Association "CDS/ISIS Users Group". Created in 1997, aims to implement 

CDS/ISIS in archives, libraries and museums. They also provide an Armenian 

version of CDS/ISIS; 

v Belgium: http://www.vub.ac.be/BIBLIO/ISIS_URL.htm 

CDS/ISIS on the Internet, a collection of pointers (Vrije University Brussels) 

v Brazil: http://www.bireme.br/isis/I/family.htm 

ISIS Software family at virtual health library, BIREME 

v http://www.geocities.com/SiliconValley/Horizon/6414/pindex.htm 

AsaHOME - Information on CDS/ISIS, solutions and utilities; 



v http://www.megaline.com.br/users/vinicius/abm/cdsisis.html 

CDS/ISIS Informaçao - a Portuguese version of this page. 

v Ecuador: http://www.fundacyt.org/fwe2.nsf 

The FUNDACYT web page, distributor of CDS/ISIS; 

v Estonia: http://www.lib.ttu.ee/web/muu/isis.html 

CDS/ISIS page from the Tallinn Technical University Library 

v FAO: http://members.aol.com/cdsisis/ 

CDS/ISIS Collection at Current Agricultural Research Information System 

(CARIS), FAO 

v Korea(South): http://www.kiniti.re.kr 

KINITI - Korea Institute of Industry & Technology 

Information, provides the Korean version of CDS/ISIS; 

v Italy: 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; 

v http://www.geocities.com/CapeCanaveral/3616/data.htm#CDS-ISIS 

A selection of CDS/ISIS links was also collected by Beppe Pavoletti, Italy; 

v http://www.geocities.com/SiliconValley/Horizon/3649/ 

ClubISIS, information and freeware CDS/ISIS utilities 

v http://web.tiscali.it/javaisis/ 

Information on JAVAISIS 

v http://www.cyf-kr.edu.pl/~zjjanusz/isis/isis.htm 

Several Isis related applications (including a WWW gateway) 



v Mexico: http://www.conacyt.mx/secobi/cursos.html 

Consejo Nacional de Ciencia y Tecnologica (SEP-CONACYT). Includes a wide 

training course calendar. 

v Namibia: http://www.cds-isis.org.na 

CDS/ISIS dedicated site for African English speaking countries. Also proposes 

an on-line version of the Winisis Reference manual. 

v http://www.cds-isis.org.na/syspar.html 

Full list of system parameters in the syspar.par 

v mailto:listserv@witbooi.natarch.mec.gov.na 

ListServ for ISIS and IDAMS users in Africa (message body: subscribe 

ISIDAF). Further messages to the list: isidaf@witbooi.natarch.mec.gov.na 

v Netherlands: http://www.bib.wau.nl/isis/ 

The CDS/ISIS User Forum provides links to various CDS/ISIS sites and 

includes information on the very instructive, active and animated CDS/ISIS 

Discussion List 

v http://www.bib.wau.nl/isis/intro/ 

An introduction for novice/prospective users 

v http://www.clingendael.nl/cds-isis/nedisis.htm 

The Netherlands CDS/ISIS Users group. Provides links to some databases 

online. 

v http://www.agralin.nl/isis/software.html 

The CDS-ISIS software archive: Utilities and other helpful programs for users 

of CDS-ISIS. 

v Poland: http://www.iinte.edu.pl/klub.htm 

Polish CDS/ISIS distributor, This site provides information on the software 

and on the Polish user group; 



v Serbia: http://www.yuisis.org.yu/ 

YU-ISIS - CDS/ISIS User Group (National Library of Serbia) 

v Slovak Republic: http://www.sltk.stuba.sk/isis/htm 

Slovak centre of Scientific and Technical Information, national distributor of 

CDS/ISIS; 

v Spain: 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) 

v http://www.cindoc.csic.es/isis/enlaces.htm 

Country-wise collection of ISIS related links 

v Sri Lanka: http://www.nsf.ac.lk/purna/isis.htm 

Information on Integrated Library System (PURNA) and activities related to 

that. 

v UNESCO: http://www.unesco.org/webworld/isis/isis.htm 

UNESCO Home page for CDS/ISIS 

v UK: 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. 

v Uruguey: http://www.gti.net/reu/iquery/ 

Iquery, search engine for CDS-ISIS databases 



Glossary of terms for Module 4 

Access point : see Search term 

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) 

ANY term : A collective term representing an arbitrary (but pre-defined) 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 

ASCII : (American Standard Code for Information Interchange) A 7-bit 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 

Browsing : the sequential display of Master file records in MFN order, i.e. in the 

order in which the records have been entered 

Control key : Keys on your keyboard which, when pressed, perform a specific predefined 

action 

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 

Module 4: Database Design, and Information Storage and Retrieval: Glossary Page 128 of 132


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 

Database management system: Systems software that facilitates the 

management of one or more databases often containing a query language for 

data extraction. 

Data element : An elementary piece of information which CDS/ISIS can identify. 

A data element may be stored in a field or a subfield 

Data entry worksheet : An electronic form used for entering data in a database 

Default value : The pre-defined contents of a field 

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 

Dialog language : The language used by CDS/ISIS to interact with the user. 

CDS/ISIS is designed to support an unlimited number of dialogue languages 

Dictionary : The set of search terms for a given database 

Display format : see Format 

Display mode : The manner in which fields are displayed. CDS/ISIS may display 

fields in three different modes: proof, data or heading mode 

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 

FDT : see Field Definition Table 

Field : The container of a data element e.g. author, title 

Field Definition table : A table defining the fields of a given database 



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 

Filing information : A special coding inserted in a field defining how it must be 

sorted 

FST : see Field Select Table 

Function key : see Control key 

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. 

Hit : A record satisfying a set of specific search criteria 

Hit file : A file created by CDS/ISIS to sort Master file records 

Hit list : The set of records retrieved by a given search expression 

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. 

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 

Indexing : The process of extracting search terms from a Master file record 



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 

ISO : International Organization for Standardization 

ISO 2709 : An international standard format for information interchange 

recommended by ISO 

Language : see Dialog language 

Limits : see MFN limits 

Link file : A file built by CDS/ISIS during the process of creating the Inverted 

file 

Master file : A logical structure containing the records of a given database. The 

Master file actually consists of two physical files 

MFN : (Master File Number) the 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 

MFN limits : A range of MFNs, e.g. 1/50, defining the Master file records to 

which a certain operation is applied 

Mode : see Display mode 

Occurrence : One instance of a repeatable field 

Paste : see Cut and paste 

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) 

Print format : see Format 

Qualifier : A construct used, during searching, to specify the field or fields in 

which a given search term should appear 

Record (Master file) : The set of fields containing all the data elements of one 

information unit stored in a database 



Repeatable field : A field which may occur more than once in a record 

Save file : A file used to save the results of a search 

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 

Stopword : A non significant word to be ignored when indexing a field (e.g. 

articles, prepositions,) 

Subfield : One of the data elements contained in a field. A subfield is identified 

by a subfield delimiter 

Subfield delimiter : A two character code preceding and identifying a subfield of 

a field 

Tag : A number uniquely identifying a particular field 

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 variablelength 

fields, the fields in each record would be just long enough to hold its 

data. 



Creating Print Formats 

‣ General formats 

Module 4 – Annex 01 

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 Type Rep Patterns/Subfields 

10 Author X R Ab 

20 Designation x 

30 Organisation x 

40 Address x 

60 Hobbies x R 

• Create a print format : 

a) Click edit option in the Menu Bar 

b) Select Print Formats from the pull down menu (Fig. 01) 

Fig. 01 

Module 4: Database Design, and Information Storage and Retrieval: Annex 01 

Page I of XVII


c) Click New button 

d) Type STU1 for the title of the format (Fig 02) 

e) Click OK 

f) Print format assistance? No 

g) Type the following format (01): 

Fig. 02 

Format 01: 

mhl,mfn(3)," "v10^b,mhu," "v10â/mhl,c8,v30," - "v20/v40(9,9) 

/c8,"Hobbies:"d60 /(c10,v60/) 

• Click save button 

• Click OK 

• Click Cancel/exit 

• 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 


Page II of XVII


‣ 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. 

• Repeat the exercise in Section 1 (a) to (f). 

• Modify the format by removing all indentation commands as shown below (Format 

02). 

Format 02: 

mhl,mfn(3)," "v10^b,mhu," "v10â/mhl,c8,v30," - "v20 

/v40(9,9)/c8,"Hobbies:"d60/(c10,v60/) 

• Save and exit 

• Display using STU1. 

• Now the record will be displayed as given below: 

Display 02 & 03 


International Federation of 

Library Associations - Librarian 


Hobbies: 

swimming 

reading 

cataloguing 

• Modify the print format by introducing m(1000,0) at the beginning of the format: 

Format 03 

m(1000,0),mhl,mfn(3)," "v10^b,mhu," "v10â/mhl,c8,v30," - "v20 

/v40(9,9)/c8,"Hobbies:"d60/(c10,v60/) 

The paragraph will be displayed as above, indented at character position 10 (approx.) 


Page III of XVII


• Modify the format ; 

Format 04 

m(1000,0),mhl,mfn(3)," "v10^b,mhu," 

"v10â/m(1500,0),mhl,v30," - "v20/v40/ 

"Hobbies:"d60/m(1800,0)(v60/) 

The record will be displayed as: 

Display 04 





Hobbies: 

swimming 

reading 

cataloguing 

‣ 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,fs20,mfn(3),f1,fs40," 

"v10^b,mhu," "v10â/ 

m(1500,0),mhl,f2,fs30,{b,v30,}{i," - 

"v20}/{ul,v40}/ 

{f0,fs20,b,"Hobbies:"d60}/f2,m(1800,0)(v60/) 


Page IV of XVII


Display 05 


International Federation of Library Associations – 

Librarian 


Hobbies: 

swimming 

reading 

cataloguing 

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. 

CL0 - black 

CL5 - purple 

CL1 - dark red 

CL13 - bright red 

CL2 - dark green 

CL14 - green 

CL3 - dark yellow 

CL15 - bright yellow 

CL4 - dark blue 

CL14 - magenta 

• Font color 

Modify the above print format: 

Format 06 

m(1000,0),cl0,mhl,f0,fs20,mfn(3),f1,fs40,cl1," 

"v10^b,mhu," 

"v10â/m(1500,0),mhl,f2,fs30,{cl2,b,v30,}{cl14, 

i," - 

"v20}/{cl13,ul,v40}/{cl17,f0,fs20,b,"Hobbies:"d 

60}/f2,m(1800,0)(cl5,v60/) 

‣ 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. 


Page V of XVII


• Modify the above print format: 

Format 07 

m(1000,0),box(8),cl0,mhl,f0,fs20,mfn(3),f1,fs4 

0,cl1,” “v10^b,mhu,” “v10â/ 

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/) 

‣ 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),f1,fs40,cl 

1,” “v10^b,mhu,” “v10â/ 

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+|; |)} 

• Change format. 


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 


Page VI of XVII


Format 09 

m(1000,0),box(8),cl0,mhl,f0,fs20,mfn(3),f1,fs40,c 

l1,” “v10^b,mhu,” “v10â/ 

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((‘Change format’),’FORMAT stu5 ‘) 


Page VII of XVII



Module 4 - Annex 02 

1. TRUNCATION 

Truncation allows you to look for a number of words or terms starting with the same 

letters. 

Search for any words starting either 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. 


ABEY$ 

This is useful for searching for classification numbers or accession numbers. 


547$ or 199$ 

2 LOGICAL OPERATORS 

2.1. Operator “AND” Used to combine two or more different terms. 


Soil * plant 

This can be used to search for authors and keywords 

Using “and” “or” and ( ) with truncation 

Biological aspects of forests including forest plants, trees, etc. 


Forest * (plant$ + vegetation + flora + tree$ + biology) 

2.2. Operator “OR” used to link all related (synonymous) terms. This will broaden the search. 


Education + schools + universities 

2.3. Operator “NOT” used to exclude specified terms from a search. 


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. If 

your search 3 was for “ADULT EDUCATION” and search 4 was for “TEACHING” . 


#3 * #4 

This will give you all the records with “ADULT EDUCATION” or “TEACHING” 

Page VIII of XVII


#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” not “TEACHING” 

3 ANY files 

This can be used to save a set of terms which will be used together repeatedly For 

example, if you want to search for Asian countries, each time you might need to 

enter the names of individual countries like Sri Lanka, India, Bangladesh, etc. To avoid 

this you can enter: 


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 

ANY ASIA 

ANY ASIA 

ANY ASIA 

ANY ASIA 

ANY ASIA 

ANY ASIA 

ANY ASIA 

INDIA 

BANGLADESH 

SRI LANKA 

CEYLON 

NEPAL 

CHINA 

JAPAN 

PAKISTAN 

4 PROXIMITY Is useful to search for adjacent words in a text. This is normally used 

when indexing technique 4 (word by word) is used in the title field. For example, 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 one immediately followed by the 

other in any field. To be more specific, you can specify that the words must be found 

only when they occur next to each other and in the same field (or the same occurrence 

of the field if it is a repeatable field) by using (F) or (G) instead of * 


Programmed (F) learning 

Programmed (G) learning 

Both (F) & (G) are equivalent in non-repeatable fields. 

To be more specific, the full stop “.” can be used to search for adjacent terms 


program$ . learn$ 


Page IX of XVII


5 BRACKETS (PARENTHESES) can be used in more complicated searches such as 

”AGRICULTURE or SOIL in ASIA or AFRICA”. 


AGRICULTURE + SOIL * ASIA + AFRICA 

This will first combine soil * asia and then all items about agriculture and africa. To 

avoid this you can use: 


(AGRICULTURE + soil ) * (ASIA + AFRICA) 

6 FIELD IDENTIFIER can be used to search a term in a particular field. 


BIOLOGY/(69) 

You can also specify more than one field such as: 


BIOLOGY/(69,24) 

7 FREE TEXT SEARCHING can be used for the terms in the fields, which are not indexed 

using FST. 


? 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 search set 5, comprising records dealing with education, has already been 

created 


? #5 v26: 'unesco' 

will retrieve the records about education published by Unesco (note that upper and 

lower case letters, like the “u” in Unesco, are treated as being identical). 

Other operators apart from : can be used. Eg. = If the title is indexed using IT 4 then if 

you search (search set 6) for a journal title “SCIENCE”, all titles with the word 

“SCIENCE” will be retrieved. Then you can use the operator = to search for the journal. 


? #6 v24= 'science' 

This means the title must be equal to “SCIENCE” only. 

It is also possible to use the operators > (greater than) < (less than) 


? v26 >'1976' 

will retrieve records published after 1976 



Page X of XVII


? val(v26)=1976 

will retrieve the records published in 1976. 

This method of searching can be used to find whether data are available or not in a 

given field. For this functions a or p may be used. 


? a(v12) 

This will retrieve records, which do not have data in field 12. 


? p(v12) 

This will retrieve records, which have data in field 12. 

These can be combined like other search terms. 


? p(v12) * a(v70) 


Page XI of XVII



When WinISIS is installed, the WinISIS directory consisting of sub directories and some files will 

be automatically created in the WinISIS root directory (Fig. 01). The main directory (winisis) 

contains the executable file (winisis.exe) and related files. You must not edit or remove any of 

these files other than the SYSPAR.PAR file. 

Fig. 01 WinISIS root directory 

Program (winisis\prog): contains application programs 

Menu (winisis\menu): contains menus, databases and system tables 

Message (winisis\msg): contains system messages databases 

Work files (winisis\work): contains work files generated by WinISIS 

Database (winisis\data): contains database files. Two sample databases CDS and THES are 

provided with installation disks. It can also contain other 

subdirectories where different databases can be created. 

There is no SYS subdirectory as in the DOS version. But there are some additional 

subdirectories, BG, DOC, CTL3D and PLUGIN, which are automatically created. The BG 

subdirectory contains all the image files, which are used in the sample databases. The DOC 

subfolder holds all the documentation files. The CTL3D contains two Dynamic Link Library (.dll) 

files, which are essential for WinISIS to operate properly. 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 course to discuss implementation of plugins. 


Page XII of XVII


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. 02) 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. 

Fig. 02 Network Properties 

If not you have to open it through START PROGRAMS CDS-ISIS FOR WINDOWS 

(Fig.03) 

Fig. 03 – Opening WinISIS program through START 


Page XIII of XVII


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 which 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. 

Database/Record locks 

During a system failure while entering data or updating a database, the record or database will 

remain locked afterwards. 

In multi user mode when you try to update the inverted file if you get the message: 

Permission denied: someone is performing Data Entry! 

It means that the databases have become locked. 

To get over this problem choose Utils and Advanced database Utilities. Then the Multi User 

Information dialog box (Fig. 04) will show you whether files or records are locked. 

Fig. 04 – Multi User Information Dialog box 


Page XIV of XVII


The three buttons Unlock Dbase, Unlock Recs and Clear Entry Locks allow you to clear 

these locks. 

When you are attempting to perform data entry and if you get an error message: 

Record is currently being updated by another user. Please retry later! 

you can open the Multi User Information dialog box and use the appropriate button to unlock 

the records. 

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 into more than one diskette and transfer it by expanding in the destination 

computer. 


Page XV of XVII


Evaluation Form 

To help us enhance the quality and effectiveness of this module, complete and return this evaluation form. 

Module: _______________________________ 

Date: _______________________________ 

Teacher: _______________________________ 

Please rate the module on the following categories using the scales below by drawing a circle around the 

appropriate number. 

5=Strongly Agree [SA] 4=Agree [A] 3=Neutral [N] 4=Disagree [D] 1=Strongly Disagree [SD] 

Objectives and Content SA A N D SD 

Were the course objectives clearly stated? 5 4 3 2 1 

Were the objectives achieved? 5 4 3 2 1 

Were the topics presented relevant to your work? 5 4 3 2 1 

Was the course structured in a logical way? 5 4 3 2 1 

Were the activities appropriate to the content of this course? 5 4 3 2 1 

Was the course easy to follow? 5 4 3 2 1 

Was the course interesting and enjoyable? 5 4 3 2 1 

Were your expectations met? 5 4 3 2 1 

Presentation SA A N D SD 

Were the concepts and techniques explained clearly? 5 4 3 2 1 

Were you encouraged to actively participate during the course? 5 4 3 2 1 

Were your individual questions/problems discussed to your satisfaction? 5 4 3 2 1 

Was the course well paced? 5 4 3 2 1 

Were the lessons presented in a clear and well organized manner? 5 4 3 2 1 

Teacher SA A N D SD 

Was the teacher knowledgeable in the subject matter? 5 4 3 2 1 

Did the teacher present the material effectively? 5 4 3 2 1 

Did the teacher show interest in and enthusiasm for the subject? 5 4 3 2 1 

Was the teacher effective in answering questions clearly and constructively? 5 4 3 2 1 

Learning Environment SA A N D SD 

Are the course materials easy to read? 5 4 3 2 1 

Were the manual and the other handouts useful? 5 4 3 2 1 

Were the visual aids useful? 5 4 3 2 1 

Was the venue suitable for the course? 5 4 3 2 1 

Was the time frame appropriate for the course? 5 4 3 2 1 

The Training in General 

Module 4: Database Design and Information Storage and Retrieval: Evaluation 

Page XVI of XVII


Before the training began, how experienced were you with the subject of training? 

1 (Novice) 2 (Intermediate) 3 (Advanced) 4 (Expert) 

How useful was the training for your level of experience? 

1 (Not Useful) 2 (Fairly Useful) 3 (Useful) 4 (Very Useful) 

Do you feel you have gained new skills and knowledge? Yes No 

What is the most important concept or skill conveyed in this training? 

____________________________________________________________________________________________ 

______________________________________________________________ 

What is the least important concept or skill conveyed in this training? 

____________________________________________________________________________________________ 

______________________________________________________________ 

What additional information should be included in the training? 

____________________________________________________________________________________________ 

______________________________________________________________ 

What did you like most about the training materials? 

____________________________________________________________________________________________ 

______________________________________________________________ 

What did you like least about the training materials? 

____________________________________________________________________________________________ 

______________________________________________________________ 

Other comments or suggestions: 

____________________________________________________________________________________________ 

____________________________________________________________________________________________ 

_______________________________________________ 

THANK YOU! 

Module 4: Database Design and Information Storage and Retrieval: Evaluation 

Page XVII of XVII



Module 4: Database design, and information storage and retrieval – 

Student’s Guide 

CONTENTS 

Page 

Introduction 01 

Lesson 1 06 

Lesson 2 12 

Lesson 3 21 

Lesson 4 31 

Lesson 5 41 

References 50 

Glossary 55 

Appendix 

Annex 01 

Annex 02 

Annex 03 

I 

VIII 

XII


Module 4. Database Design, and Information Storage 


Introductory note 

1. Aim 

This is Module 4 of the ICT for Library and Information Professionals (ICTLIP) Training 

Package for Developing Countries. The Package of training materials is intended to provide 

knowledge and skills dealing with the application of ICT to library and information services. It 

is meant for library and information personnel who may become trainers in the area. The 

Package has been developed by the UNESCO Asia & Pacific Regional Office with funding from 

the Japanese Fund in Trust for Communication and Information. It contains six modules: 

Module 1 

Module 2 

Module 3 

Module 4 

Module 5 

Module 6 

Introduction to Information and Communication Technologies 

Introduction to Integrated Library Systems 

Information Seeking in an Electronic Environment 

Database Design, and Information Storage and Retrieval 

The Internet as an Information Resource 

Web Page Concept and Design: Getting a Web Page Up and 

Running 

All the modules have a Teacher’s Guide and a Student’s Guide. The Student's Guide maybe 

copied by the students in electronic format. 

The Student’s Guide contains the following: 

• Module Introduction 

• Handouts: Lessons 1-5 



• Glossary 

2. Learning outcomes: 

Module 4 concerns the concepts of database designing using WinISIS, and the storage and 

retrieval of information. 

By the end of the Module, students should: 

• Be able to use the basic features of WinISIS 

• Be able to identify the principles of database designing 

• Be able to design and use a sample database 

• Understand the technological features 

Module 4:Database Design, and Information Storage and Retrieval: Introduction Page 1 of 59

• Know how to use conversion programs to import information from other systems to 

WinISIS 

Note: The content of Module 1 must be understood by all students (either by 

students first finishing Module 1, or as a result of prior knowledge of ICT) before 

they proceed with the remaining five modules in the ICTLIP Training Package. 

Scope of the Module 4 Lessons : 




– Why use a database management system (DBMS)? 

– What are the development stages in CDS/ISIS? 

– What are the basic features and functions of CDS/ISIS Window version (WinISIS)? 

– What are the hardware requirements and how compatible are they? 

– How do you install WinISIS and run it on your computer? 


By the end of the lesson you will 

– Understand the advantages of using database management systems 

– Understand the different development stages of CDS/ISIS 

– Understand the basic features and functions of WinISIS 

– Be able to install WinISIS on your computer and to open sample databases 




– 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 (FMT), Field Select Table (FST) and the 

Display Formats (PFT) of your database? 

– How do you modify the FDT, FMT, FST and PFT? 

– How do you create additional FMTs and PFTs? 

– Finally, how do you create and modify a library database using WinISIS? 



– Identify the four components of a WinISIS database 

– Define the FDT of your database 

– Create FMT, FST and PFT 

– Edit and modify FDT, FMT, FST and PFT 

– Create additional FMTs & PFTs 

– Create and modify a library database 





– How to enter data to create records in a WinISIS database 

– How to edit a record or range of records 

– How to retrieve information using different query formulations 

– How to produce different types of output: printed or onscreen 



– Enter data in a WinISIS database 

– Edit data in a WinISIS database 

– Retrieve information by searching a database using different query formulations 

– Save to a file or print search results/ any part of your database 




– How to use options in data entry work-sheet and data validation 

– How to use global functions and advance utilities 

– How to modify system parameters and to create password files 

– How to link files in other programs 

– How to sort the records in your database 



– Use options during data entry 

– Validate data in a field/record 

– Use global editing functions and advance utilities 

– Change system parameters according to your needs and create password files 

– Link files in other programs 

– Sort your database 



– How to back up your databases 

– What are the available conversion programs 

– How to use these conversion programs to convert databases from other software 



– Be able to back up your databases 

– Know about available conversion programs 

– Be able to use these programs to convert data from other software 


3. Learning Environment 

The minimum hardware/software requirements for the Module are for every two students 

one Pentium 1 processor with 16MB RAM, a 1GB hard disk and a diskette drive, plus the 

WinISIS software. At least one printer should be available. 

A teacher who is knowledgeable and skilled in using computers, the Internet, CD-ROMs and a 

variety of electronic resources, and who is skilled in teaching courses of this nature, should 

conduct the Module. 

4. Duration 

The Module is designed for a one-week course of eight hours per day for five days. 

Day 

Day 1 

Day 2 

Day 3 

Day 4 

Day 5 

Lessons 






5. Selection criteria for participants (participants profile) 

Participants should be working in a library or information center, or in a school of library and 

information science. Participants with a degree in library and information science are 

preferred. Participants should normally have: 

– A degree/ diploma in library and information science or at least five years' 

experience working in a library 

– A working knowledge of English 

– A working knowledge of using computers in a Windows environment 


7. Typographical conventions 

Activity 

Activity for the students 

References 

Reference and further reading materials 

Glossary 

Glossary of terms used in the module 




Slide 1 

Database Design, & Information 

Storage and Retrieval 

Lesson 1. Introduction to 

CDS/ISIS Windows (WinISIS) 

version: basic features 


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Slide 2 

Scope 


v Why use a database management system 

(DBMS)? 

v What are the development stages in 

CDS/ISIS? 

v What are the basic features and 

functions of CDS/ISIS Windows version 

(WinISIS)? 

v What are the hardware requirements and 

how compatible are they? 

v How do you install WinISIS and run it on 

your computer? 


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Slide 3 



v Understand the advantages of using 

database management systems 

v Understand the different development 

stages of CDS/ISIS 

v Understand the basic features and 

functions of WinISIS 

v Be able to install WinISIS on your 

computer and to open sample databases 


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Slide 4 

Card catalog vs database 

management system (DBMS) 

v A DataBase Management System 

(DBMS) 

v Card catalog vs a DBMS 

v Impact of using a DBMS in a 

library 


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Slide 5 

Library DBMS 

Catalog Cabinet DBMS 

Card drawer 


Catalog card 

Record 

Card data 

Fields 


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Slide 6 



Late ’60s 

December 

1985 

March 1989 

June 1993 

Mainframe version 

Version 1.0 run on 

IBM PC/ XT 

Version 2.0 

Version 3.0 


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Slide 7 

November 

1997 

June 2000 



January 1999 

January 2001 

Version 1.0 for Windows 

Version 1.31 for 

Windows (complete) 

JavaISIS 3.0 

Version 1.4 of CDS/ 

ISIS for Windows 


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Slide 8 




v Handling of variable length records, 

fields and sub fields which saves disk 

space and make it possible to store 

greater amounts of information 

v Handling repeatable fields 


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Slide 9 




v Database definition component allows 

the user to define the data which can 

be processed for a particular need 

v Data entry component allows the user 

to enter and modify data through 

user-friendly database-specific 

worksheets 


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Slide 10 




v Information retrieval component 

using a powerful search language 

v Sorting and report generation facility 

which allows creation of printed 

products such as catalogs, indexes 

etc. 


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Slide 11 




v Data interchange function based on the 

ISO 2709 international standard used by 

leading database producers 

v Integrated application programming 

language (CDS/ISIS Pascal and 

ISIS_DLL) allows the user to tailor the 

software to specific needs 


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Slide 12 




v Some functions allow users to build 

relational databases, though CDS/ISIS 

is not based on a relational model 

v Powerful hypertext functions allow users 

to design complex user interfaces 

v A number of tools are available to 

provide CDS/ISIS data bases online on 

the Internet 


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Slide 13 




v Windows version: Intel Pentium of at 

least 16MB RAM, 10MB hard disk space, 

3½ inch High Density diskette unit, 

Windows 3.1x or Windows 95/98/Me, NT 

or 2000. 


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Slide 14 




v Compatibility between Windows & DOS 

versions: No conversion is needed to access 

databases developed with DOS version. 

v Formatting language functions are 95% 

compatible. You may have to adapt display 

formats to the new one 

v Search engine is totally compatible. Work 

sheets are also compatible 


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Slide 15 



v UNESCO Information processing tools 

CD-ROM can be obtained from the 

national distributor. 

v CD-ROM includes the following: 

‣CDS/ISIS for Windows 1.4 

‣IDAMS for Windows 1.0 

‣JavaISIS 3.0 

‣IDIS for Windows 1.0 


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Slide 16 

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v When you insert the CD in the drive 

auto install window will open. 

v Click on the Windows 1.4 icon 

v The program will then start installing 

v Follow the instructions on the screen 

v Once it is installed open a sample 

database. 


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Slide 17 

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At this point you should be able to: 

v understand the basic features, 

and functions of WinISIS; 

v install WinISIS and 

v run it on your computer 

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Activities 

04.01.01 

04.01.02 

Write down advantages and disadvantages of a card catalog and a 

DBMS. 

Install CDS/ISIS through the CD- ROM and through the diskettes. 




Slide 1 




Lesson 2. Database creation 

using WinISIS 


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Slide 2 

Scope 


v What are the four components of a WinISIS 

database 

v How do you define the Field Definition Table 

(FDT) of your database 

v How do you create the Work Sheets (FMT), 

Field Select Table (FST) and the Display 

Formats (PFT) of your database 

v How do you modify the FDT, FMT, FST and 

PFT 

v How do you create additional FMTs and PFTs 

v Finally, how do you create & modify a library 

database using WinISIS 


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Slide 3 



v Identify the four components of a 

WinISIS database 

v Define the FDT of your database 

v Create FMT, FST and PFT 

v Edit and modify FDT, FMT, FST and 

PFT 

v Create additional FMTs & PFTs 

v Create and modify a library database 


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Slide 4 

Components of a WinISIS 

database 

v To create a database using WinISIS 

the following components have to be 

defined: 

‣ Field Definition Table (FDT) 

‣ Data entry worksheet(s) (FMT) 

‣ Display format(s) (PFT) 

‣ Field Selection Table(s) (FST) 


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Slide 5 

How to create a library 

database 

vWhen you 

open the 

WinISIS 

program you 

will get this 

window. 


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Slide 6 


v Then either 

click on 

DATABASE on 

the menu bar 

and then on 

NEW or 

v Click on 


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Slide 7 




box 

v Type the name 

you wish to give 

your database 

and click OK 


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Slide 8 



get the field 

definition 

table where 

you can define 

your fields 


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Slide 9 

How to define the FDT? 

v The FDT consists of six parameters for you to 

define the structure of the records in your 

database 

TAG: a unique 

numeric value 

NAME: The name 

label by which the 

user identifies the 

field 

REP: to define whether the 

field is repeatable or not 


TYPE: 3 different types 

(Alphanumeric, 

Alphabetic, Numeric) 

can be selected by 

clicking on the arrow 

here 

PATTERN/SUBFIELDS: to 

define sub fields or pattern 

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Slide 10 


v Once you define all these parameters click 

on ADD 

FDT with seven fields 


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Slide 11 


Worksheet (FMT)? 


v Once you define 

the FDT click on 

the green ARROW 

at the right hand 

bottom 

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Slide 12 





box 

v By clicking on 

the buttons in 

the middle you 

can add the 

fields to the 

worksheet 


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Slide 13 




v Help messages 

and the default 

values can be 

included by 

clicking on 

vOnce FMT is 

created click on 

the green 

(forward) arrow 

at the bottom 

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Slide 14 




this message 

v WinISIS 

system will 

assist you to 

create the 

display format if 

you click on YES 


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Slide 15 



vThe system allows 

you to select one of 

the five formats 

shown in the figure 

vOnce you select a 

format the system 

automatically creates 

it and you can move 

to the next stage in 

the same way as you 

moved from FMT to 

PFT 


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Slide 16 



This message will be 

displayed when you 

v Then you are given move from PFT 

the option to use the 


which will assists you 

in creating the FST. 

Click on YES as shown 

in the figure 


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Slide 17 



v At this point 

you have to 

select the 

fields by 


checkbox 

beside the 

field name. 


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Slide 18 




v Once you 

select the 

fields you can 

select the 

technique for 

each field by 


down arrow at 

the Technique 

box 

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Slide 19 



vWhen you finish 

creating the 

FST and move 

forward you will 


box 


vThen click on the 

TERMINATE 

button 

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Slide 20 


database you created 


get this 


click YES 

v Next you will 

get this 


click on OK 


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Slide 21 


database you created? 



this dialog box 

where you can 

select the 

database you 

created and 

open it 

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Slide 22 

MFN of the 

open record 

Arrow keys 

to move 

within 

records 

Display format 

Maximum no 

of records in 

the database 

New Database created 

with WinISIS 


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Slide 23 

How to edit/ create FDT, 

FMT, PFT & FST? 

• In your new database click on 

EDIT in the menu bar. Then 

you will get this menu of 

which the four lines at the 

bottom will allow you to edit 

the FDT, FMT,PFT and FST. 

• By clicking on the relevant 

line, the related component 

will open, e.g. clicking on Field 

Definition Table will open the 

FDT 


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Slide 24 

At this point you should be able 

to create and modify databases 

using WinISIS 


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Activities 

04.02.01 

04.02.02 

04.02.03 

04.02.04 

04.02.05 

04.02.06 

Create a new database and define the FDT. You can use the fields 

given in the slide. 

Create the PFT using the print format assistant. 

Create the FST using the Dictionary Assistant . 

Follow the steps demonstrated in the lesson and finish creating the 

database. 


Edit the FDT of your database and create new FMTs and PFTs. 

04.02.07 

Create many databases and edit them until you acquire the skill to do it on your 

own. 




Slide 1 



Retrieval 

Lesson 3. Information 

storage and retrieval using 

WinISIS 


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Slide 2 


v 

v 

v 

v 

Scope 

How to enter data to create records in 

a WinISIS database 

How to edit a record or range of 

records 

How to retrieve information using 

different query formulations 

How to produce different types of 

outputs. Printed or onscreen outputs 


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Slide 3 ‘ 

v 

v 

v 

v 



Enter data in a WinISIS database 

Edit data in a WinISIS database 

Retrieve information by searching a 

database using different query 

formulations 

Save to a file or print search results/ 

any part of your database 


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Slide 4 

v 

v 


database 


The database window shown below will be 

displayed 

Window title 

Menu Bar 


window 

Tool Bar 


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Slide 5 


database 

You can use either of the two methods 

given below to start entering data 

vClick on EDIT on 

the menu bar 

and click on 

DATA ENTRY in 

the pull down 

menu or 

vClick on this button 

on the tool bar 


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Slide 6 


database 

The data entry window consists of the 

following: MFN Box 

Navigator buttons 

New record 

button 

Field 

edit box 

Record 

status 


Save 

button 

Options 

sub menu 

Fields 

Help 

panel 

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Slide 7 


database 

v To enter data select the desired field 

and then enter data in the field edit box 

v After entering data save the record 

and close it 


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Slide 8 

Editing data in a WinISIS 

database 

v Open the data entry worksheet as 

described in the previous slides 

v To edit a particular record you can 

either use navigation buttons to move 

forward/ backward or type the MFN 

number in the MFN BOX and press 

ENTER 

v Select the desired field and enter data, 

save the record and close it 


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Slide 9 

Searching a WinISIS database 

to retrieve information 

v WinISIS search menu 

includes interfaces for 

GUIDED SEARCH & 

EXPERT SEARCH as well 

as entries to SAVE A 

QUERY and to RECALL A 

QUERY 


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Slide 10 



v When you click on the GUIDED SEARCH on the search 

menu, the search window opens which allows you to 

formulate simple queries. This window consist of the 

following columns: 

Search 

elements 

Searchable 

fields 


Operators 

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Slide 11 



v The searchable fieldsthe 

combo box allows 

you to specify a field in 

which the query element 

will be searched. By 

default the query 

elements are searched 

in all fields. 

v By clicking on the arrow 

on the left you can 

select the fields 


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Slide 12 


database: Guided search 

v To select the terms you can open the 

dictionary by clicking on the icon 

v If a field has been 

specified, the 

dictionary window 

will only highlight the 

terms taken from 

this field. 


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Slide 13 



v The search termscan be either entered from the keyboard 

or using the dictionary 

vThe combo box in the Operators 

column allows you to connect the 

query element with the next one. 

The logical operators AND, OR, 

NOT can be used. 

vThe default operator is AND. 


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Slide 14 



v Once the search terms and the operators have 

been selected, the user can execute the search 

by clicking on the EXECUTE button 

vThe number of records retrieved 

according to this query is shown in 

the box labeled NUMBER OF HITS. 

vThe search number is indicated in the 

box labeled SEARCH NUMBER 


5 

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Slide 15 



v The user can also combine the search elements with a 

previous search using the PREVIOUS SEARCH 

combo box. 

vThe OPERATORS combo box next to it allows you to 

combine with the search elements. 


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Slide 16 



v Click on 

EXPERT 

SEARCH on 

the SEARCH 

menu to open 

the EXPERT 

SEARCH 

window 


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Slide 17 



v The default EXPERT SEARCH window contains the 

following elements. 

• Dictionary button 

• Search 

operator 

buttons 

• Search 

expression 

edit box 

• Search 

history box 


• Any 

terms 

button 

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Slide 18 


v The user can display 

the search results by 

clicking theDISPLAY 

button just after a search 

or 

vUsing SEARCH RESULTS in 

the BROWSE menu . 


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Slide 19 


v By default search results will be displayed in 

a tabular format shown below which gives 

some instructions on using this mode. 

Records 

retrieved 


STOP 

button 

to close 

this 

window 

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Slide 20 


v The 

OPTIONS 

button in the 

tabular window 

provides some 

functions for 

printing. 


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Slide 21 

Saving search results 

v Search results can be saved for future 

use. If this is not done when you exit 

from the WinISIS programme these will 

be automatically deleted. 

v To save a search, click SAVE SEARCH on 

the search menu and select the search 

set in the SEARCH HISTORY window. 

v You can also recall a saved search by 

using RECALL SAVED SEARCH on the 

search menuUNESCO ICTLIP Module 4. Lesson 3 

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Slide 22 

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database 

v Four types of printing parameters 

given below are stored in four pages of 

the print dialog box. 

• General parameters. 

• Presentation parameters 

• Margin parameters 

• Layout parameters 


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Slide 23 

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database 

v General parameters 

Set of records 

to be printed 

Out put device 

Print format 


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Slide 24 

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database 

v Presentation 

parameters 

allow to add 

titles, 

headers and 

footers to the 

print out. 


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Slide 25 


database 

v Margin parameters 


the paper size and 

the margins. 

v In addition data 

indentation ; EOC 

(End of column) 

tolerance and fixed 

height to a record 

can be defined 


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Slide 26 


database 

v Layout parameters 


columns (with 

decorations); page 

numbers. 

v In addition number 

of records per page; 

using titles or sorting 

also can be defined. 


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Slide 27 


database 

v WinISIS print settings allow you to 

print catalogue cards, labels, accession 

lists and bibliographies etc, 

v The print settings can be defined 

according to your needs. 

At this point you should be able to create a 

small database, enter data, search the 

database, and get the output in a printed 

format or save in a file 


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Activities 

04.03.01 

04.03.02 

04.03.03 

04.03.04 

04.03.05 

04.03.06 

Enter about 10 records using the database you created in the previous 

lesson. Enter real data using books. Then check for any mistakes and 

edit them. 

Do a simple search using the sample database CDS, first with one 

search element and then with three or four search elements combined 

with Boolean operators. 

Select one of the previous searches done in activity 02 and combine it 

with another search element using Boolean operators. 

Do the searches using the query formulations given in Annex 02. Use 

the sample database CDS. 

Save some searches done in the previous session. Close the database 

and then open it again. Use RECALL SAVED SEARCH and check for the 

saved searches. 

Try the different methods of printing explained in the slides. You can 

print your search results directly to a printer, and also save in a file 

and open it with any word processing program such as MS Word. 




Slide 1 



Retrieval 

Lesson 4. Advanced features 

of WinISIS 


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Slide 2 

Scope 


v How to use options in data entry 

work-sheet and data validation 

v How to use global functions and 


v How to modify system parameters 

and to create password files 

v How to LINK files in other programs 

v How to sort the records in your 

database 


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Slide 3 


By the end of the lesson you will be able 

to: 

v Use options during data entry 

v Validate data in a field/record 

v Use global editing functions and 


v Change system parameters according 

to your needs and create password 

files 

v Link files in other programs 

v Sort your database 


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Slide 4 


worksheet 


the OPTIONS 

button in the data 

entry worksheet a 

menu appears 


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Slide 5 


worksheet 

v Open dictionary will open the dictionary and 

any term in the dictionary can be inserted 

into a field by double clicking on it 

v Create a copy allows you to create a copy of 

any existing record as a new record 

v Delete & Undelete records can be used to 

delete records temporarily and then to 

undelete 


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Slide 6 


worksheet 

vCreate default values helps to enter 

default values while entering data: This 

method can be used when entering a 

set of books having a field with a 

common value. This default value will be 

effective only for the current session 

of data entry. It will be automatically 

removed when the data entry session is 

closed. 


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Slide 7 


v Data validation can be used to minimize 

the data entry errors. 

v These validation rules are saved in a 

separate file called dbase.val (where 

dbase is the database name) 

v Each line of the data validation file has 

the following general format: 

tag: format 


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Slide 8 


A Sample data validation file is given below: 

v to test the length of the field: 

If size v2 > 4 then ‘Field 2 is too long’ fi 

v To ensure that some fields cannot be skipped 

without entering data 

if a(v4) then ‘this field cannot be empty’ fi 


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Slide 9 



the UTILS a menu 

appears which 

includes the global 

editing functions 

and advanced 

database utilities 


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Slide 10 


v Global editing allows you to Add; 

Delete or replace data within a 

field. 

v This can be applied to a range of 

MFNs or to a search set. 


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Slide 11 

System parameters 

v WinISIS uses many 

system parameters used 

in CDS/ISIS DOS 

version. 

v Parameters 0-5, 14 are 

the same as in DOS 

version 

v In addition to the 

parameters shown in the 

default SYSPAR.PAR file 

there are many new 

parameters in the Win 

version 

; Isis for Windows - 

Configuration File 

1=c:\winisis\prog \ 

2=c:\winisis \menu\ 

3=c:\winisis \msg\ 

4=c:\winisis \work\ 

5=c:\winisis \data \ 

; Default language 

; Activate Helpbar 

121=1 

141= c:\winisis \bg\ 

142=10,1 

980=1 

130=1 

122=64, 0, 0, 800, 600 


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Slide 12 

Some useful system parameters 

v 0=file redirection (used when creating 

password files) 

v 137=close database confirmation 

v 102=default menu (DF). Access can restricted 

using SH 

v 125=database access restriction. Default value 

0 allows for open access, 1 allows for 

restricted access from a list 

v 130=automatic inverted file update 

v 105=automatic display of search results 

v 980=Tabular display of search results 


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Slide 13 

Creating password files 

v Personalised 

system parameter 

files (password 

files) can be 

created by using 

‘0’ (zero) 

parameter in 

SYSPAR.PAR file. 

v A password file 

(cds.par) 

restricts the user 

to searching only 

two databases 

1=D: \winisis\prog\ 

2=D:\winisis\menu\ 

3=D:\winisis\msg\ 

4=D:\winisis\work\ 

5=d:\winisis\data\ 

14=1 

102=SH 

125=1 

; Big search toolbar 

122=64, -4, -4, 803, 575 

1001= d:\winisis\data\smnet.mst 

1002=d:\winisis\data\lib.mst 


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Slide 14 

v 

v 

v 


Including link commands in a print format 

(*,pft) allows you to link files in other programs. 

CMD command - Runs Windows and MSDOS 

programs. It is necessary to indicate the drive, 

directory, path where the program (usually the 

*.EXE file) is located. 

link(('CLICK HERE FOR TEXT'),'CMD 

c:\\progr~1\\micros~1\\office\\winword',v101 

) (file and path names should be written the way 

they appear in DOS, eg. Program files as prog~1 


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Slide 15 

Linking files in other 

programs 

v CMD command to display a picture file. 

• link(('CLICK HERE FOR PICTURE'),'CMD 

pbrush ',v200). 

• In this case path and the file name of the 

picture file should be entered in the field 

200 


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Slide 16 


v CMD command to call an audio or multimedia 

file 

• link(('CLICK TO PLAY 

MUSIC'),'CMD mplayer ',v100) 

• In this case path and the file name 

of the audio/video file should be 

entered in the field 100 


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Slide 17 


v CMD command – alternate specifications 

• Assume that field 300 has subfields abc. 

Data is entered as follows:âCLICK FOR 

PICTURE^bPBRUSH^cC:\WINISIS\BG 

\UNESCO.BMP 

• Format will be âlink((v300â),'CMD 

',v300^b," ",v300^c) 


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Slide 18 


v OPENFILE Command calls a picture/ 

image/ text file automatically, that is 

without having to specify the path 

(drive and directory) of the application 

software 

• link(('CLIC K TO OPEN FILE'),'OPENFILE 

path to file to be opened and name of the 

file') 

• mpl,LINK(('CLICK TO OPENFILE'), 

'OPENFILE C:\\mydocu~1\\unesco.doc') 


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Slide 19 



c:\\winisis\bg\\unesco.jpg') 


http://www.unesco.org) 


mail to:susan@unesco.org') 


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Slide 20 


v WinISIS print 

settings allow you 

to sort 

information, 

v The last page of 

the print dialog 

box contains the 

sort parameters 


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Slide 21 


v Sort parameters include the following: 

• N(umber) of headings: means the number 

of levels of headings 

• Stopword file: used when sort keys are 

generated from a field which is indexed 

using indexing technique ‘4’. This avoids 

words like ‘THE’, ‘OR’, ‘AND’ 

• Heading format: you cn provide your own 

format or leave it blank, so that the default 

will be used UNESCO ICTLIP Module 4. Lesson 4 

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Slide 22 

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v Sort parameters : 

• Sort key parameters: up to four sort keys 

may be specified. If more than one record 

has the same sort key (Author) then a 

second sort key can be used to sort them. 

If a record does not have the primary sort 

key it will not appear in the sorted list. 


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Slide 23 

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v Sort key parameters : for each sort key 

three sets of information have to be 

provided 

• Key length: This defines how many 

characters are to be taken from the 

specified field. 

• Heading processing indicator: You can 

select 0,1,2,or 3. Your choice should depend 

on what you intend to produce. For example, 

a catalog card would be 1, and an accession 

list would be 0 


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Slide 24 

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vA Field selection table: This is similar 

to the FST lines in the database 

definition services. Here data are 

selected to act as sort keys. Eg. 1 0 

(v10/) This selects sort key 1 , using 

the whole field from field 10 

(repeatable field) 


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Slide 25 

Completed 

sorting 

dialog box 



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Slide 26 

Once you finish defining the sort page 

in the print dialog box you can save the 

sorted data into a file or get a print 

out directly as discussed in Lesson 3. 

At this point you should be able to 

use advanced features in editing 

and use data validation to minimize 

errors in data entry and to get a 

sorted output. 


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Activities 

04.04.01 

04.04.02 

04.04.03 

04.04.04 

04.04.05 

04.04.06 

Open the database created by you and define default values for the 

publisher and author fields and enter a few records using these default 

values. 

Create a val file for the database created by you. 

Use the database you created to add and replace data in some fields 

using global functions. 

Create a password file for the database you created. 

Create a new PFT file for your database using all these LINK commands 

and also enter new data in the fields to check how they work. 

Try the different methods of sorting explained in the slides and check 

the output. 

04.04.07 

Sort the sample database CDS by author and title, save in a file and 

open it with WORD to check your output. 




Slide 1 




Lesson 5. Data exchange 

using conversion programs and 

back-ups 


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Slide 2 

Scope 


v How to back up your databases 

v What are the available conversion 

programs 

v How to use these conversion 

programs to convert data bases 

from other software 


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Slide 3 



v Be able to back up your 

databases 

v Know about available conversion 

programs 

v Be able to use these programs 

to convert data from other 

software 


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Slide 4 


vExport function allows you to 

copy part/full databases onto a 

diskette or to a file 

vImport facility allows you to 

bring data from outside into 

your database 


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Slide 5 

Backing up databases: 

exporting 

Click on Export in 

the drop down menu 

of Database to 

start the EXPORT 

function which 

opens a dialog box. 


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Slide 6 


exporting 

This dialog 

box allows you 

to give a name 

to the file and 

to choose the 

destination of 

your export 

file. Then 

click OK. 


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Slide 7 


exporting 

v This dialog box 

appears - most 

of the default 

values can be 

accepted. 

v You can limit the 

records 

exported either 

by giving a range 

of MFNs or by 

selecting a 

previous search 


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Slide 8 


exporting 

v When you have completed the 

above dialog box click the OK 

button. 

v Then computer will begin exporting 


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Slide 9 


importing 

Import function allows to transfer records 

from a ISO 2709 format into a WinISIS 

data base 

v Database definition should be set up 

before importing records 

v Database can either be empty or already 

have records in it 


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Slide 10 


importing 

To import data: 

v Open the database 

v Then choose database âImport 

v Select the file to be imported in the 

next dialog box 

v Click OK 

v The Import dialog box will appear 


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Slide 11 


importing 

vThe default 

import dialog 

box can be used. 

vIf you need to 

reformat you can 

give FST file 

name at this 

point. 


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Slide 12 


importing 

Options: Load/Merge/Update should 

be used carefully 

v Merge: imported records will be added to 

any existing records. If the imported 

records have the same MFNs they will not 

be imported. 

v Load: any existing records will be lost and 

only the imported records will be there 

v Update: works like merge and if the 

import records have the same MFN as the 


existing records they will be overwritten. 

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Slide 13 


v Regular backups should be kept for use 

in case of accidents, i.e. hardware crash, 

programme corruption etc. 

v Backups can be kept in diskettes or in a 

different directory of the same PC. 

v If the database is too big to be copied 

to one diskette it can be compressed and 

copied to many diskettes using Winzip 

v Database can also be copied to a CD if 

you have a CD writer. 


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Slide 14 


v Backups can be kept either by 

‣Copying all the files in the database 

directory 

‣Copying the database definition files 

(FDT,FMTs, PFTs) and exported file 

of the MST 

v Remember to update the inverted file 

before exporting & copying files. 


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Slide 15 


v If all the files of the database has been 

copied just copy them back to recover the 

database 

v If only the database definition files have 

been copied 

‣create a new database with the same 

name 

‣Replace the files with the back up files 

‣Import the exported MST file and 

update the database 


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Slide 16 


v Fangorn: converts data from online and CD Rom 

information systems such as dialog 

v DB3ISO: allows to export data bases in dBASEIII 

to ISO2709 

v ISODB3: allows to load records from an ISO2709 

file into a dBASEIII data base. 

v CCF: converts records in UNIMARC format to 

Unesco's Common Communication Format (CCF) and 

vice-versa. 

v IsisAscii converts a wide range of Ascii file types. 

This allows to convert data from MS Access. 


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Slide 17 

Fangorn 


v to install copy the FANGORN 

application file in the CDSISIS CD to 

a folder in the PC and double click it 

v Open the ENGLISH.MAN file with 

WordPad 

v This file gives all the instructions on 

how to use this program 


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Slide 18 

DB3ISO 


v to install follow the same method used for 

FANGORN 

v When you run the program, it ask you type 

the data base name in dBASEÿIII, the 

ISO file name to create, the FST file and 

the amount of registers to copy. If you 

don't specify a FST file name it will copy 

every field and record in the same order 

as the original data base in dBASE III. 


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Slide 19 

ISODB3 


v to install follow the same method 

used for FANGORN 

v When you execute the program it 

shows you a work sheet,there you 

can input the parameters necessary 

for loading records. 


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Slide 20 

CCF 


v CCF.EXE file and all other files 

are included in the directory CCF. 

v CCF.TXT file gives all the 

instructions on how to use this 

program. 


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Slide 21 


IsisAscii 

v Unzip the IsisAscii Setup zip file to a temporary 

directory in your hard disk 

v The IsisAscii Setup.exe file will install the 

necessary components on your system 

automatically. 

v IsisAscii runs on Windows 95, 98, NT4 and 

Win2000. It does not run on earlier systems. 

v The installation program will also install the 

UNESCO/BIREME ISIS_DLL, a shared component 

which allows to manage CDS/ISIS databases 


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Slide 22 

v At this point you should be able 

to backup your databases and 

import and export data using 

WinISIS import/export 

functions as well as conversion 

programs. 

v By the end of this lesson you 

should also be able to handle 

WinISIS software for 

automating your library 

functions. 


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Activities 

04.05.01 

04.05.02 

04.05.03 

04.05.04 

04.05.05 

Export records from CDS sample database using different methods 

indicated in the lesson. Eg. Export range of MFNs, search results, 

marked records of a search. 

Import the files exported in the previous activity using different 

options. 

Create backups using different methods described in the Lesson. (Use 

the sample database CDS). 

Recover the database using different methods demonstrated in the 

lesson. 

Convert data using the conversion programs demonstrated in this 

Lesson. 



REFERENCES 

v Buxton, Andrew; Hopkinson, Alan. The CDS/ISIS for Windows handbook. 

Paris: UNESCO, 2001. 

v Buxton, Andrew; Hopkinson, Alan. The CDS/ISIS handbook. London: Library 

Association, 1994. 

v CDS/ISIS Windows reference manual (version 1.31). Paris: UNESCO, 1998 

v CDS/ISIS for Windows – version 1.4 January 2001, notes and format 

examples. Paris: UNESCO, 2001 

v Di Lauro, A. IDIN manual for the creation and management of a bibliographic 

database using Micro-ISIS. Paris: OECD, 1988 (Includes diskette) 

v Di Lauro, A. Manual for preparing records in microcomputer-based 

bibliographic information systems with annexes for implementation by Ed 

Brandon. Ottawa: IDRC, 1990 (IDRC-TS67e) (Also available in French. 

Includes a diskette with a number of pascal programs). 

v Hopkinson, Alan. International information system on cultural developments: 

CDS/ISIS model database: manual and accompanying diskette. Paris: 

UNESCO, 1994 (PGI-93/WS/16) 

v MINI-micro CDS/ISIS reference manual (version 2.3). Paris: UNESCO, 1989 

v Neelameghan, A.; Lalitha, S.K. Tutor +: A Learning and teaching package on 

hypertext link commands in WINISIS. Bangalore: Institute of Information 

Studies, 2001. (Includes diskette) 

v Nowicki, Zbigniew M. New features of the WinISIS system: guidebook for 

users of CDS/ISIS for DOS. Geneva: International Trade Centre, 2001. 



v Philipps, Eva. CDS/ISIS made easy: a manual for beginners in CDS/ISIS 

based on version 3.07. Eschborn, Federal Republic of Germany: GTZ GmbH, 

1998. 

v Thomas, Jeannine. An abridged version of CDS/ISIS reference manual, 

version 3.0. Rev. Version. Geneva: International Bureau of Education, 1992. 

v WinIsis – supplement to the Reference manual{ version 1.0-1.3. Paris: 

UNESCO, 1998 

v Yapa, N.U. Micro CDS/ISIS: simplified manual. 2 nd ed. Colombo: Natural 

Resources, Energy & Science Authority, 1997 

WINISIS Related Web Sites 

v Argentina: 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; 

v 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; 

v Armenia: http://www.medlib.am 

Association "CDS/ISIS Users Group". Created in 1997, aims to implement 

CDS/ISIS in archives, libraries and museums. They also provide an Armenian 

version of CDS/ISIS; 

v Belgium: http://www.vub.ac.be/BIBLIO/ISIS_URL.htm 

CDS/ISIS on the Internet, a collection of pointers (Vrije University Brussels) 

v Brazil: http://www.bireme.br/isis/I/family.htm 

ISIS Software family at virtual health library, BIREME 

v http://www.geocities.com/SiliconValley/Horizon/6414/pindex.htm 

AsaHOME - Information on CDS/ISIS, solutions and utilities; 



v http://www.megaline.com.br/users/vinicius/abm/cdsisis.html 

CDS/ISIS Informaçao - a Portuguese version of this page. 

v Ecuador: http://www.fundacyt.org/fwe2.nsf 

The FUNDACYT web page, distributor of CDS/ISIS; 

v Estonia: http://www.lib.ttu.ee/web/muu/isis.html 

CDS/ISIS page from the Tallinn Technical University Library 

v FAO: http://memb ers.aol.com/cdsisis/ 

CDS/ISIS Collection at Current Agricultural Research Information System 

(CARIS), FAO 

v Korea(South): http://www.kiniti.re.kr 

KINITI - Korea Institute of Industry & Technology 

Information, provides the Korean version of CDS/ISIS; 

v Italy: 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; 

v http://www.geocities.com/CapeCanaveral/3616/data.htm#CDS-ISIS 

A selection of CDS/ISIS links was also collected by Beppe Pavoletti, Italy; 

v http://www.geocities.com/SiliconValley/Horizon/3649/ 

ClubISIS, information and freeware CDS/ISIS utilities 

v http://web.tiscali.it/javaisis/ 

Information on JAVAISIS 

v http://www.cyf-kr.edu.pl/~zjjanusz/isis/isis.htm 

Several Isis related applications (including a WWW gateway) 



v Mexico: http://www.conacyt.mx/secobi/cursos.html 

Consejo Nacional de Ciencia y Tecnologica (SEP-CONACYT). Includes a wide 

training course calendar. 

v Namibia: http://www.cds-isis.org.na 

CDS/ISIS dedicated site for African English speaking countries. Also 

proposes an on-line version of the Winisis Reference manual. 

v http://www.cds-isis.org.na/syspar.html 

Full list of system parameters in the syspar.par 

v mailto:listserv@witbooi.natarch.mec.gov.na 

ListServ for ISIS and IDAMS users in Africa (message body: subscribe 

ISIDAF). Further messages to the list: isidaf@witbooi.natarch.mec.gov.na 

v Netherlands: http://www.bib.wau.nl/isis/ 

The CDS/ISIS User Forum provides links to various CDS/ISIS sites and 

includes information on the very instructive, active and animated CDS/ISIS 

Discussion List 

v http://www.bib.wau.nl/isis/intro/ 

An introduction for novice/prospective users 

v http://www.clingendael.nl/cds-isis/nedisis.htm 

The Netherlands CDS/ISIS Users group. Provides links to some databases 

online. 

v http://www.agralin.nl/isis/software.html 

The CDS-ISIS software archive: Utilities and other helpful programs for 

users of CDS-ISIS. 

v Poland: http://www.iinte.edu.pl/klub.htm 

Polish CDS/ISIS distributor, This site provides information on the software 

and on the Polish user group; 

v Serbia: http://www.yuisis.org.yu/ 

YU-ISIS - CDS/ISIS User Group (National Library of Serbia) 



v Slovak Republic: http://www.sltk.stuba.sk/isis/htm 

Slovak centre of Scientific and Technical Information, national distributor of 

CDS/ISIS; 

v Spain: 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) 

v http://www.cindoc.csic.es/isis/enlaces.htm 

Country-wise collection of ISIS related links 

v Sri Lanka: http://www.nsf.ac.lk/purna/isis.htm 

Information on Integrated Library System (PURNA) and activities related to 

that. 

v UNESCO: http://www.unesco.org/webworld/isis/isis.htm 

UNESCO Home page for CDS/ISIS 

v UK: 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. 

v Uruguey: http://www.gti.net/reu/iquery/ 

Iquery, search engine for CDS-ISIS databases 




Glossary of terms for Module 4 

Access point : see Search term 

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) 

ANY term : A collective term representing an arbitrary (but pre-defined) 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 

ASCII : (American Standard Code for Information Interchange) A 7-bit 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 

Browsing : the sequential display of Master file records in MFN order, i.e. in the 

order in which the records have been entered 

Control key : Keys on your keyboard which, when pressed, perform a specific 

pre-defined action 

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 




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 

Database management system: Systems software that facilitates the 

management of one or more databases often containing a query language 

for data extraction. 

Data element : An elementary piece of information which CDS/ISIS can 

identify. A data element may be stored in a field or a subfield 

Data entry worksheet : An electronic form used for entering data in a database 

Default value : The pre-defined contents of a field 

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 

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 

Dictionary : The set of search terms for a given database 

Display format : see Format 

Display mode : The manner in which fields are displayed. CDS/ISIS may display 

fields in three different modes: proof, data or heading mode 

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 

FDT : see Field Definition Table 

Field : The container of a data element e.g. author, title 




Field Definition table : A table defining the fields of a given database 

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 

Filing information : A special coding inserted in a field defining how it must be 

sorted 

FST : see Field Select Table 

Function key : see Control key 

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. 

Hit : A record satisfying a set of specific search criteria 

Hit file : A file created by CDS/ISIS to sort Master file records 

Hit list : The set of records retrieved by a given search expression 

Hyperlink: Can be either graphics or text that is coloured 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. 

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 




Indexing : The process of extracting search terms from a Master file record 

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 

ISO : International Organization for Standardization 

ISO 2709 : An international standard format for information interchange 

recommended by ISO 

Language : see Dialog language 

Limits : see MFN limits 

Link file : A file built by CDS/ISIS during the process of creating the Inverted 

file 

Master file : A logical structure containing the records of a given database. The 

Master file actually consists of two physical files 

MFN : (Master File Number) the 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 

MFN limits : A range of MFNs, e.g. 1/50, defining the Master file records to 

which a certain operation is applied 

Mode : see Display mode 

Occurrence : One instance of a repeatable field 

Paste : see Cut and paste 

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) 

Print format : see Format 

Qualifier : A construct used, during searching, to specify the field or fields in 

which a given search term should appear 

Record (Master file) : The set of fields containing all the data elements of one 

information unit stored in a database 




Repeatable field : A field which may occur more than once in a record 

Save file : A file used to save the results of a search 

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 

Stopword : A non significant word to be ignored when indexing a field (e.g. 

articles, prepositions,) 

Subfield : One of the data elements contained in a field. A subfield is identified 

by a subfield delimiter 

Subfield delimiter : A two character code preceding and identifying a subfield 

of a field 

Tag : A number uniquely identifying a particular field 

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 variablelength 

fields, the fields in each record would be just long enough to hold 

its data. 




Creating Print Formats 

‣ General formats 

Module 4 – Annex 01 

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 Type Rep Patterns/Subfields 

10 Author X R Ab 

20 Designation x 

30 Organisation x 

40 Address x 

60 Hobbies x R 

• Create a print format : 

a) Click edit option in the Menu Bar 

b) Select Print Formats from the pull down menu (Fig. 01) 

Fig. 01 


Page I of XV



c) Click New button 

d) Type STU1 for the title of the format (Fig 02) 

e) Click OK 

f) Print format assistance? No 

g) Type the following format (01): 

Fig. 02 

Format 01: 

mhl,mfn(3)," "v10^b,mhu," "v10â/mhl,c8,v30," - "v20/v40(9,9) 

/c8,"Hobbies:"d60 /(c10,v60/) 

• Click save button 

• Click OK 

• Click Cancel/exit 

• From the format window select STU1. 

The record will be displayed according to STU1 format 

Display 01 


International Federation of Library 

Associations – Librarian 


Hobbies: 

swimming 

reading 

cataloguing 


Page II of XV



‣ 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. 

• Repeat the exercise in Section 1 (a) to (f). 

• Modify the format by removing all indentation commands as shown below (Format 

02). 

Format 02: 

mhl,mfn(3)," "v10^b,mhu," "v10â/mhl,c8,v30," - "v20 

/v40(9,9)/c8,"Hobbies:"d60/(c10,v60/) 

• Save and exit 

• Display using STU1. 

• Now the record will be displayed as given below: 

Display 02 & 03 





Hobbies: 

swimming 

reading 

cataloguing 

• Modify the print format by introducing m(1000,0) at the beginning of the format: 

Format 03 

m(1000,0),mhl,mfn(3)," "v10^b,mhu," "v10â/mhl,c8,v30," - "v20 

/v40(9,9)/c8,"Hobbies:"d60/(c10,v60/) 

The paragraph will be displayed as above, indented at character position 10 (approx.) 


Page III of XV



• Modify the format ; 

Format 04 

m(1000,0),mhl,mfn(3)," "v10^b,mhu," 

"v10â/m(1500,0),mhl,v30," - "v20/v40/ 

"Hobbies:"d60/m(1800,0)(v60/) 

The record will be displayed as: 

Display 04 





Hobbies: 

swimming 

reading 

cataloguing 

‣ 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,fs20,mfn(3),f1,fs40," 

"v10^b,mhu," "v10â/ 

m(1500,0),mhl,f2,fs30,{b,v30,}{i," - 

"v20}/{ul,v40}/ 

{f0,fs20,b,"Hobbies:"d60}/f2,m(1800,0)(v60/) 


Page IV of XV



Display 05 


International Federation of Library Associations – 

Librarian 


Hobbies: 

swimming 

reading 

cataloguing 

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. 

CL0 - black 

CL5 - purple 

CL1 - dark red 

CL13 - bright red 

CL2 - dark green 

CL14 - green 

CL3 - dark yellow 

CL15 - bright yellow 

CL4 - dark blue 

CL14 - magenta 

• Font color 

Modify the above print format: 

Format 06 

m(1000,0),cl0,mhl,f0,fs20,mfn(3),f1,fs40,cl1," 

"v10^b,mhu," 

"v10â/m(1500,0),mhl,f2,fs30,{cl2,b,v30,}{cl14, 

i," - 

"v20}/{cl13,ul,v40}/{cl17,f0,fs20,b,"Hobbies:"d 

60}/f2,m(1800,0)(cl5,v60/) 

‣ 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. 


Page V of XV



• Modify the above print format: 

Format 07 

m(1000,0),box(8),cl0,mhl,f0,fs20,mfn(3),f1,fs4 

0,cl1,” “v10^b,mhu,” “v10â/ 

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/) 

‣ 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 


mpl, link((‘ ‘),’TEXTBOX ‘, ) 

ex: mpl,link((‘Hobbies:’),’TEXTBOX ‘,(v60+|; |/)) 

Format 08 

m(1000,0),box(8),cl0,mhl,f0,fs20,mfn(3),f1,fs40,cl 

1,” “v10^b,mhu,” “v10â/ 

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, 


• Change format. 


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 


Page VI of XV



Format 09 

m(1000,0),box(8),cl0,mhl,f0,fs20,mfn(3),f1,fs40,c 

l1,” “v10^b,mhu,” “v10â/ 

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((‘Change format’),’FORMAT stu5 ‘) 


Page VII of XV





1. TRUNCATION 

Truncation allows you to look for a number of words or terms starting with the same 

letters. 

Search for any words starting either with AGRI 


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. 


ABEY$ 

This is useful for searching for classification numbers or accession numbers. 


547$ or 199$ 

2 LOGICAL OPERATORS 

2.1. Operator “AND” Used to combine two or more different terms. 


Soil * plant 

This can be used to search for authors and keywords 

Using “and” “or” and ( ) with truncation 

Biological aspects of forests including forest plants, trees, etc. 


Forest * (plant$ + vegetation + flora + tree$ + biology) 

2.2. Operator “OR” used to link all related (synonymous) terms. This will broaden the search. 


Education + schools + universities 

2.3. Operator “NOT” used to exclude specified terms from a search. 


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. If 

your search 3 was for “ADULT EDUCATION” and search 4 was for “TEACHING” . 


#3 * #4 

This will give you all the records with “ADULT EDUCATION” or “TEACHING” 

Page VIII of XV



#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” not “TEACHING” 

3 ANY files 

This can be used to save a set of terms which will be used together repeatedly For 

example, if you want to search for Asian countries, each time you might need to 

enter the names of individual countries like Sri Lanka, India, Bangladesh, etc. To avoid 

this you can enter: 


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 

ANY ASIA 

ANY ASIA 

ANY ASIA 

ANY ASIA 

ANY ASIA 

ANY ASIA 

ANY ASIA 

INDIA 

BANGLADESH 

SRI LANKA 

CEYLON 

NEPAL 

CHINA 

JAPAN 

PAKISTAN 

4 PROXIMITY Is useful to search for adjacent words in a text. This is normally used 

when indexing technique 4 (word by word) is used in the title field. For example, 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 one immediately followed by the 

other in any field. To be more specific, you can specify that the words must be found 

only when they occur next to each other and in the same field (or the same occurrence 

of the field if it is a repeatable field) by using (F) or (G) instead of * 


Programmed (F) learning 

Programmed (G) learning 

Both (F) & (G) are equivalent in non-repeatable fields. 

To be more specific, the full stop “.” can be used to search for adjacent terms 


program$ . learn$ 


Page IX of XV



5 BRACKETS (PARENTHESES) can be used in more complicated searches such as 

”AGRICULTURE or SOIL in ASIA or AFRICA”. 


AGRICULTURE + SOIL * ASIA + AFRICA 

This will first combine soil * asia and then all items about agriculture and africa. To 

avoid this you can use: 


(AGRICULTURE + soil ) * (ASIA + AFRICA) 

6 FIELD IDENTIFIER can be used to search a term in a particular field. 


BIOLOGY/(69) 

You can also specify more than one field such as: 


BIOLOGY/(69,24) 

7 FREE TEXT SEARCHING can be used for the terms in the fields, which are not indexed 

using FST. 


? 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 search set 5, comprising records dealing with education, has already been 

created 


? #5 v26: 'unesco' 

will retrieve the records about education published by Unesco (note that upper and 

lower case letters, like the “u” in Unesco, are treated as being identical). 

Other operators apart from : can be used. Eg. = If the title is indexed using IT 4 then if 

you search (search set 6) for a journal title “SCIENCE”, all titles with the word 

“SCIENCE” will be retrieved. Then you can use the operator = to search for the journal. 


? #6 v24= 'science' 

This means the title must be equal to “SCIENCE” only. 

It is also possible to use the operators > (greater than) < (less than) 


? v26 >'1976' 

will retrieve records published after 1976 



Page X of XV



? val(v26)=1976 

will retrieve the records published in 1976. 

This method of searching can be used to find whether data are available or not in a 

given field. For this functions a or p may be used. 


? a(v12) 

This will retrieve records, which do not have data in field 12. 


? p(v12) 

This will retrieve records, which have data in field 12. 

These can be combined like other search terms. 


? p(v12) * a(v70) 


Page XI of XV



When WinISIS is installed, the WinISIS directory consisting of sub directories and some files will 

be automatically created in the WinISIS root directory (Fig. 01). The main directory (winisis) 

contains the executable file (winisis.exe) and related files. You must not edit or remove any of 

these files other than the SYSPAR.PAR file. 

Fig. 01 WinISIS root directory 

Program (winisis\prog): contains application programs 

Menu (winisis\menu): contains menus, databases and system tables 

Message (winisis\msg): contains system messages databases 

Work files (winisis\work): contains work files generated by WinISIS 

Database (winisis\data): contains database files. Two sample databases CDS and THES are 

provided with installation disks. It can also contain other 

subdirectories where different databases can be created. 

There is no SYS subdirectory as in the DOS version. But there are some additional 

subdirectories, BG, DOC, CTL3D and PLUGIN, which are automatically created. The BG 

subdirectory contains all the image files, which are used in the sample databases. The DOC 

subfolder holds all the documentation files. The CTL3D contains two Dynamic Link Library (.dll) 

files, which are essential for WinISIS to operate properly. 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 course to discuss implementation of plugins. 


Page XII of XV


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. 02) 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. 

Fig. 02 Network Properties 

If not you have to open it through START PROGRAMS CDS-ISIS FOR WINDOWS 

(Fig.03) 

Fig. 03 – Opening WinISIS program through START 


Page XIII of XV


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 which 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. 

Database/Record locks 

During a system failure while entering data or updating a database, the record or database will 

remain locked afterwards. 

In multi user mode when you try to update the inverted file if you get the message: 

Permission denied: someone is performing Data Entry! 

It means that the databases have become locked. 

To get over this problem choose Utils and Advanced database Utilities. Then the Multi User 

Information dialog box (Fig. 04) will show you whether files or records are locked. 

Fig. 04 – Multi User Information Dialog box 


Page XIV of XV


The three buttons Unlock Dbase, Unlock Recs and Clear Entry Locks allow you to clear 

these locks. 

When you are attempting to perform data entry and if you get an error message: 

Record is currently being updated by another user. Please retry later! 

you can open the Multi User Information dialog box and use the appropriate button to unlock 

the records. 

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 into more than one diskette and transfer it by expanding in the destination 

computer. 


Page XV of XV

Database design, and information storage and retrieval

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