The purpose of this assignment is to construct a student annotation database to allow future URI GSLIS students to search for articles related to topics taught in LSC 508 - Introduction to Information Science and Technology. Students over the next five years in fall, spring, and summer offerings of LSC 508 will be adding their annotations to this database and also using it as a search tool for their own research. This database may assist students in understanding topics discussed in the course and contribute to students’ professional development. Students will be able to sort the database easily, such as by database source, author last name, keyword, and year of publication, to maximize search efficiency.
The ten main topics discussed in this course are website design, communication theory, information science theory, database design, networking, information storage and retrieval, information policy, professional scholarly communications, bibliometrics, and future services.
I used my own annotations as a guide for designing my database and for data entry into my database. Please see annotations one through ten on my annotations page.
Original specifications for annotations were presented as part of the LSC 508 syllabus. Please see annotations format requirements on the LSC 508 Annotations Assignment page.
The table below shows field data, estimated length, field type, and a description for each field.
| Field Data | Length | Field Type | Description |
| ID# | 5 | Text | Unique sequential program-generated identification number; example 000001 |
| Author 1 | 30 | Text | First author’s last name, first initial |
| Author 2 | 30 | Text | Second author’s last name, first initial |
| Author 3 | 30 | Text | Third author’s last name, first initial |
| Author 4 | 30 | Text | Fourth author’s last name, first initial |
| Author 5 | 30 | Text | Fifth author’s last name, first initial |
| Author 6 | 30 | Text | Sixth author’s last name, first initial |
| Year | 4 | Text | Publication year in four digits |
| Title | 200 | Text | Title of cited article |
| Publication | 100 | Text | Publication name in which cited article appears |
| Vol# | 4 | Text | Volume number |
| Iss# | 4 | Text | Issue number |
| Page# | 11 | Text | Page range; allows for 4 or 5 digit page numbers |
| Database | 100 | Text | Online database source used for citing article |
| Retrieval Date | 10 | Date | Ten character date that article was retrieved from online database; example10/14/2004 |
| URL | 100 | Text | Web address of cited source |
| Annotation | 500 | Text | Annotation summary of cited article |
| Keyword | 50 | Text | Keyword(s) relating to LSC 508 topics |
The combined maximum length of all fields listed above equals a total of 1,268. The amount of space required to store one character of information is equal to one byte, so the maximum size of one record in which of each of the above eighteen fields is used at maximum size is 1,268 bytes. I will add a twenty-five percent safety buffer for a total size of 1,585 bytes per record.
There are fifty students per section in each section of LSC 508. There are two sections per semester (fall and spring) and one section per summer. That equals a total of five sections. 5 sections times 50 students equals 250 students per year, or 1,250 students in five years. If 1,250 students each enter ten annotations into the database, 1,250 times 10 equals 12,500 records added to the database over a five year period. The total database size after five years would be 12,500 records times 1,585 bytes equals 19,812,500 bytes, or 18.8947 MB.
The above table is comprised of eighteen fields listed in the order needed to comply with individual source elements required in APA Citation Guidelines. Adherence to this format is important for both data entry and information retrieval purposes.
Text and date field types were used exclusively, as mathematical or other functions are not required for this database. Field size was chosen to balance minimum size requirements with unknowns such as lengthy article titles or page numbers using multiple digits.
Some specific field design rationales are as follows:
ID# field is set to a maximum of 5 characters, based on 12,500 records in five years numbered 1 through 12,500.
Author fields have space for listing up to six individual authors, per APA Citation Guidelines.
Annotation field is set to a maximum of 500 characters, based on the average length of my ten annotations, which was 357 characters (including spaces), rounded up to 500.
Keyword field is set to a maximum of 50 characters, rounding up the longest LSC 508 topic, Professional Scholarly Communications, which is 37 characters.
LSC 508 annotation requirements mandate use of professional journal or magazine sources in print or electronic form, so APA Citation Guidelines regarding other formats were not considered. Keywords correspond to LSC 508 lecture topics.
The database software program used for this project was FileMaker Pro 7. This database was chosen for two reasons: MacIntosh systems compatibility, and cost. The Microsoft Access program is not currently compatible with MacIntosh computers. FileMaker Pro 7 was available on a 30 day trial basis at no cost.
To review MacIntosh and Windows specifications for FileMaker Pro 7, go here.
For the most part I was very comfortable using FileMaker Pro 7, with some exceptions. I had some difficulties formatting final versions of reports to print out on one page. I imagine that the same challenges would face any new user to the program, but such challenges would be easily overcome with practice or with access to additional training or to an IT support person.
FileMaker Pro 7 seems like a very versatile database program for maintaining a variety of library and information center files. Mailing lists, records of invoices, vendor resources, and technical equipment specifications are a few examples of files that could be easily created and maintained on FileMaker Pro 7.
FileMaker Pro 7 files can be as large as eight terabytes with a maximum of a million tables in one database and 256 times that many fields per table. Maximum size text field equals 1 billion bytes. Text fields can now be 2 GB long. Considering this enormous capacity, there should be no issues with an expanding student annotation database file over 5 years.
Unauthorized use of or access to the student annotation database file would be unlikely if access to the database could be provided through the URI WebCT website. All URI GSLIS students have unique login IDs for WebCT and so access would be restricted in this way. In addition, FileMaker Pro 7 has strong security features of its own. Access privileges can be defined for individuals or groups, and individual features of each database can be designated as editable, read-only, or invisible.
The above information on FileMaker Pro 7 capacity was taken from a software review at www.thinksecret.com. The review can be found here.