3.4. Database and record structure
Database and record structure | ||||||
| Biblioscape | Bookends (Mac) | Library Master | Procite | EndNote | Reference Manager | Papyrus (Mac) |
|---|---|---|---|---|---|---|
1 Files | ||||||
| Bscp: relational database: dozens of files | BK: not reviewed | LM: 3 files: dbn.LMD dbn.LMI, dbn.LMS (respectively: data, indexes, subsets) | Pr: 2 files: dbn.PDT dbn.PDX (respectively: data and indexes) |
En: 1 file: dbn.ENL (+ dbn-Dupl.enl for duplicates + automatic \dbn.Data folder for storing images, text and chart files, optionally dedicated subfolders to save copy of anything stored as a relative link within the PDF field + dbn.enlx as an optional compressed version of bibliographic data + subfolders and any relevant attachments: PDF, images etc.)
|
RM: 2 files dbn.RMD dbn.RMX (respectively: data and indexes) | Papyrus: 2 files: db db.IDX (respectively: data and indexes) |
2 Internal database and record structure | ||||||
| Bscp: unlike all the other packages analyzed here Biblioscape is a completely relational database.
The Reference (Bibliographic) module has got main tables for bib. records, authors, keywords, journal titles. (Any single database is made up of some 40 files: since Notes (Free text), Tasks, Charts (graphs) are separate modules, each has got its own table. Horizontal and vertical links are possible, see below. No subfields. (Library module is not reviewed here) |
BK: only vertical: Database -> Record -> Fields (-> Subfields for first names and qualifications; can extract just the four digits year in a date like: September, 20, 2002) | LM: only vertical: Database -> Record -> Fields -> Subfields (where available: automatic and limited: names, dates) | Pr: only vertical: Database -> Record -> Fields -> Subfields (where available: automatic and limited: names, dates, call numbers) | En: only vertical: Database -> Record -> Fields -> Subfields (in personal names only: surname, name, suffix) | RM: only vertical: Database -> Record -> Fields -> Subfields only in personal names (surname, the rest of the name) | Papyrus: vertical: Database -> Record -> Fields -> Subfields in names
Relational: record(s) to (record(s); keyword(s) to keyword(s); record(s) to journal titles and keywords |
3 Horizontal links: between databases, records, list entries | ||||||
| Bscp: yes (not between different Bibliographic databases) between bibliographic records, Notes, Tasks, Charts | BK:no (but "groups", and marked records are pointer to records without physical duplication) | LM: no (but "subsets", and marked records are pointer to records without physical duplication) | Pr: no (but "groups", and marked records are pointer to records without physical duplication) | En: no | RM: only term synonyms in the 3 indexes (authors, kw, periodicals) : searching for one synonym is searching for all the connected terms (but "reference indexes" and marked records are pointers to records without physical duplication) | Papyrus: yes, between records; between keywords; various types of links: some built-in, others can be added; Search, Print/Export recognize links for records on the basis of their type; Search recognizes links for keywords on the basis of their type |
4 Hierarchical links (es. thesaurus, mother/sons records, text/notecards) | ||||||
| Bscp: bib. records can be linked in uni-bidrectional way via 4 types of relationship + n custom (and comment) not in a hierarchical way; list terms cannot be interlinked in a thesaurus-like manner; Notes (free text) can be linked to any other resource (bib. record, task, chart, URL, file) and viceversa, and can have hierarchical tree among notes | BK: no | LM: no
fields can generate indexes which are exclusive to the generator field, entirely derived from it (i.e. automatically created and updated); cannot be directly edited. Any field data and term list contents (sort of look-up) can be "crossed" in output to replace text: string + abbreviation(s) |
Pr: no
some fields generate indexes which are entirely derived (automatically created and updated), cannot be directly edited. Field data and list contents (sort of look-up) can be "crossed" in output to replace text: string + alternate.txt; journal field + any journal.lst |
En: no
Term Lists can be regarded as autonomous (see dedicated section): their content can be imported from external text lists, updated from records, derived from different fields, directly edited. Field data and periodical title list can be crossed in output: e.g. secondary journal title (with up to three abbreviations) can replace text entered in records Journal field |
RM: no
some fields generate lists which are not only derived (i.e. automatically created and updated from record contents), for they can have independent entries and synonyms and can be directly edited |
Papyrus: yes, between records; between keywords; various types of links: some built-in, others can be added; Search, Print/Export recognize links for records on the basis of their type; Search recognizes links for keywords on the basis of their type and depth
see also dedicated sections: 8 Thesaurus and 14 Term/Entry lists, authority files |
5 Ready, predefined record structure | ||||||
| Bscp: yes | BK: yes | LM: yes
they belong to each database.
|
Pr: yes (workform)
individual files that can be shared among different databases (or you might keep them in different folders), if you move the database, you should also copy the workform files |
En: yes (reference types with other default preferences) they are all automatically shared among different databases on the same computer, separately for each PC user, see above "Files" |
RM: yes (reference type)
the reference types belong to each database |
Papyrus: yes (reference type)
they belong to each database |
6 Input worksheets for different Record types
| ||||||
| Bscp: 1: 27 RT. Fields are identified by number and name in the db structure (and described in each RT by appropriate document type name); fields have got attributes, e.g.: data type (numeric, alphabetic, date, memo etc.), size, required, primary or secondary index ... ;
2 yes, attributes can be changed via external DBSys.exe utility; 3 yes. Two edit modes-windows: 1 User defined fields, 2 All fields. In User defined only fields related to the particular RT are displayed (no more than one scrolling line per field); in All fields, any field is displayed and available for input, though dimmed if not included in the RT, Memo fields can have a large window for inputting data |
BK:
1: 17 workforms/RT -all with the same fields- for books, articles, thesis, reviews, videos etc.; fields are identified by code: total number is fixed 16; fields may have got properties such as : repeatable (multiple: authors, keywords), linked to a term table, to the journals glossary, allowing specific formatting options; 2 may change name but not code or position within the entry/display workform |
LM:
1: 50 workforms/RT -with varying fields- for books, articles, thesis, reviews, videos etc.; fields are identified by name: total number is fixed max 65; fields are identified by name; any field has got properties such as : content type (text, number, name, date, call number, literature reference sources); features : repeatable (multiple), required, unique, validate new entry, ignore leading words in searching and sorting, linked to a term table (plus : only tables terms allowed, expand abbreviations if contained), indexed for faster search; fields come with predefined properties but user can change, add, port to other fields; field properties are automatically the same in all RTs (i.e. if subjects field is required, it will so through articles, thesis, computer programs etc.) 2: yes, very deeply 3: yes n, if a field is deleted from RT, or RT is changed to a non-matching type, existing field content is lost;
|
Pr:
1: 39 workforms -with varying fields- for books, articles, e-mail, thesis etc.; fields bear "step" displayed name: total number is fixed max 45; fields are identified by a number which determinates their position: number is fixed across all the workforms; some fields (names, titles, dates, pages, URL, keywords, call number) have, to a different extent, properties -such as internal coding, indexing, output formatting, sort, searching...- that cannot lose or transfer to other fields; 2: yes, given abovementioned constraints, can add, delete, move, rename fields; attributes cannot be changed 3: yes n, each is a file e.g. '5' is either "data file" or "medium designator" or "map type" in 3 different workforms: Data file, Newspaper, Map; if RT "Newspaper" -whereby 5 is "medium designator"- gets changed to "Journal Short form" which lacks 5, then 5 stays there with its content but no name, just number and can be edited;
|
En:
1: 42 workforms / reference types -with varying fields- for book, articles, e-sources, case, bill, thesis etc. (not for journal as a whole serial); fields bear "step" displayed name: max 52 fields allowed; fields are identified by the position they hold in the Generic RT, fixed across all reference types; some fields (e.g. names, journal titles, pages, URL, keywords, figure, caption) have peculiarities (internal coding, indexing for fast search, output formatting, sort...) that cannot loose or lend to other fields; but the link between a term list and a field is customizable 2: given the abovementioned constraints, one can add, delete, rename fields; but attributes cannot be changed --apart from linking a field to a term list 3: one can use the 7 undefined custom fields when a field is deleted from RT (or mismatched), existing content is put to the corresponding Generic RT field; no numeric fields apart from RN for sorting; if fields names are changed in RT, styles are automatically updated, searching and global editing are not affected
|
RM:
1: 35 predefined forms: Reference Types -with varying fields- for books, articles, e-mail, thesis, video, electronic citation etc.; fields bear a label as "step" displayed name: max 37 fields allowed (of which: 5 user defined + 3 miscellaneous; all user-defined fields are URL and file path compatible); fields are identified by a number which does not imply a fixed position: number is fixed across all the RT; some fields (names, journal/periodical titles, dates, pages, link to URL etc., kw) have, to a different extent, properties (internal coding, indexing, output formatting, sort, searching, launch application...) that cannot lose or transfer to other fields; 2: yes, given the abovementioned constraints, can add, delete, move (by dragging on the RT and fields edit window), rename fields; their attributes cannot be changed 3: no |
Papyrus:
1: 16 predefined forms: Reference Types -with varying fields for books, articles, internet resources, thesis etc.; fields bear a base name which identifies them plus a RT specific name; total number of built-in fields is 59; Any field has got attributes as far as: type (more than 15 types: name, year, number...), quantity (multiple occurrences), indexing (word, phrase ... + n. of chars per indexed word), spell-checking, position within RT and mandatory/optional input 2: modify built-in reference types by adding user-created fields, and changing: name, position, mandatory/optional input of fields; user created RTs are under user's control 3: yes, can create (up to 100) new RTs and (up to 100) new fields [which can be added to built-in RTs] |
7 Fields attributes can be changed; can be applied to other fields | ||||||
| Bscp: yes, some within Biblioscape, some via external DBSys utility (with a few limitations: e.g. length can be modified only for "chars" fields, lookup list for data input are available only for certain fields and this cannot be modified, real multi-value fields are only authors and keywords ...) | BK: no | LM: yes | Pr: no | En: no
the attribute 'field linked to a term list' is customizable insofar as a field can be included in only one list to be chosen, while a list can include more fields |
RM: no
but can always decide whether input in a given field is mandatory or not |
Papyrus: built-in fields attributes cannot be changed (apart from: no of chars per indexed word; spell-checking and position within RT); attributes for new fields are entirely under user's control until a field is created, then it cannot be altered |
8 Multi-value fields
| ||||||
| Bscp: 1: authors, keywords 2: separator is " ; " | BK: 1: authors/editors, keywords (output display can recognize first name and other occurrences); 2 each entry on a new line (if you select entries from the list, it is up to you not to leave them on the same line) | LM: 1: present (output display can recognize also first last and all other occurrences); 2 each entry on a new line (if you select entries from the list, it is up to you not to leave them on the same line) | Pr: 1: Output display recognizes names and kw; automatic indexes recognize only names and kw; sort in subject bibliography recognizes any field, provided occurrences are separated by: slash(es), <CR> Line Feed or semi-colon (;) in author field
2: separators for names and kw and see 1 |
En: names (authors, translators etc.), and kw in: indexing, sorting the first author, output including subject bibliographies; lists can recognize different separators in every single field (<CR> is always accepted)
2: each occurrence on a new line or properly separated via punctuation |
RM: 1 names, kw, fields for URLs and other external resources; 2 each value is separated by a semi-colon (;) | Papyrus: 1 authors, editors -and their roles, publishers, places, several patents fields, keywords, pictures ... are built-in fields defined as multiple; any newly created field can be multiple and input, indexing, output will recognize this property;
2: each occurrence on a new line |
9 Indexed fields for searching | ||||||
| Bscp: all (some have got secondary indexes for sorting, authors, kw and journal have faster indexes), almost all generate lookup lists | BK: all | LM: all fields content is automatically indexed, out of user's control (apart from one general option : whole or beginning of field is the default searchable string); each character (right/left truncation), word, phrase, is indexed, with user defined stopwords only if in leading position; user can define fields as "indexed" for faster search | Pr: all fields content is automatically indexed, out of user's control; each character (right/left truncation), word, phrase, is indexed, without stopwords, and thus retrievable |
En: generally speaking, all fields content is automatically indexed, out of user's control; each character (right/left truncation, word, phrase), is indexed, without stopwords, and thus retrievable (to take full advantage of this feature it used to exist "Use Full Text Index" while searching: suppressed since v. X) |
RM: all fields are indexed for searching purposes: Authors, Dates, Periodical titles, kw, have special -faster- indexes.
fields number: 2 Ref ID, 4 author, 5 Date primary, 7 Keywords, 11 Periodical, 14 Secondary author, are called 'Indexed fields': they build up a special internal index with separate entries pointing to the records that contain them, searching should be faster and different from a full-text indexing (the Guide states) |
Papyrus: all fields content is automatically made searchable; many built-in fields are indexed to improve reterieval speed: RN, RefID, names, dates, titles, journals, medium, publishers and places, abstract, comment, kw; indexing for user created fields is under user's control |
10 Record number
| ||||||
| Bscp: it acts as Ref Id, numeric primary index. Cannot be modified or reused if a record is deleted | BK: two record numbers. First automatically assigned, can decrease if one deletes references. Second automatically randomly assigned (and will change when copied to another database if it conflict against existng one), can be modified by user. The second identifies the record | LM: system assigned, reserved can't be modified, renumbering is possible; can be used for sort, search and display; can reuse deleted ones | Pr: system assigned or user assigned if wanted; allows for duplicates; renumbering is possible; can be used for sort, search and display; reuse deleted; can be alphanumeric when manually created | En: 1; 2; 5 record numbers change to avoid duplicates when records are added or copied; 6 the same for output and for sorting the database list; 7; 8
|
RM: 1 system and 3 user, both: either a) numeric, or b) author-date (more records of same author/same year automatically get alphabetic identifiers); 5 renumbered when copied to another database with records bearing same numbers; 6; 7; 8; 10, as 1 b) author-date | Papyrus: 1; 3; 5 (only if copied to another database with records) 6; 7; 8; 9 (must manually enter); 10 as RefID |
