Dynamic Database-Driven Web Sites: Planning, Praise, and Pitfalls

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1 Dynamic Database-Driven Web Sites: Planning, Praise, and Pitfalls Francie C. Davis Assistant Professor, Electronic Resources Librarian Dowling College Oakdale, NY Laura Pope Robbins Instructor, Coordinator Reference Services Dowling College Oakdale, NY Dowling College Library: PowerPoint Presentation: Abstract Database-driven web sites provide efficient access to growing lists of databases and journals. Librarians at Dowling College Library have created dynamic databases for the library s web site that provide accurate and up-to-date one-stop-searching for site visitors while simplifying and eliminating the redundancy in the maintenance of the web page. Introduction For libraries to grow and improve, they must start to develop and use database-driven web pages. Database-driven web sites are the next wave of services. For your customers, they provide dynamic listings, create an interactive resource that can be manipulated, and are fast and accurate. For you, they are time savers that either eliminate or facilitate time-consuming tasks. Database-driven web sites simplify access to the resources that are found in your library. They are easy to maintain and update, thereby providing an efficient means to eliminate errors over multiple web pages. They provide for fast, efficient searching of targeted topics and more specific subject links can easily be created. In addition, there can be a direct link from or to one s OPAC. This paper will address the advantages of database-driven web pages, discuss important design principles, and point out the critical success factors for the creation of such sites. Journal Locator There were several determining factors that led to the creation of our database-driven web pages. A severe budget crunch gave us the impetus we needed to take a serious look at our periodical subscriptions. We determined that we could cut our physical periodical subscriptions while not losing access to many of the titles being cut if we subscribed to new full-text aggregators. However, we needed a way to direct our customers to this new access point. To achieve this, we created a database of all of our journal titles. The Journal Locator database was then mounted on the web and can be searched directly or through our OPAC. The Journal Locator currently

2 includes the holdings from 11 different aggregators as well as our local holdings. There are a total of 27,855 journals represented. The page we created has been so successful; it has one of the highest hit rates of all of our web pages. (Figure 1) There are several advantages to creating such a database. It can be updated on a regular basis in such a way that customers will not be inconvenienced or even notice that there has been a change. A print publication is usually only updated once a year, and quickly becomes out of date as aggregators continue to add new journal titles or lose access to others. New aggregators can easily be assimilated into the database so that as your library continues to grow and more journal titles become available to your customers, access remains seamless. It also improves Interlibrary Loan services. Many times your customers don t realize that an article they Figure 1. Journal Locator Search with Results desire is available as full-text in a database other than the one they are searching. Using our Journal Locator, customers are fully aware of every database that provides full-text for a particular journal. By integrating access to the Journal Locator into our OPAC, our customers can easily locate a database that indexes a journal we have that they are interested in or find out where a journal we no longer subscribe to is now available as full text. (Figure 2) The initial development of such a database is what takes the most time, but the costs involved are minimal. Maintenance of the database is extremely easy and takes at most several hours every couple of months. By creating the database ourselves, we are able to customize the display and change the search options easily to best suit our customers. Figure 2. OPAC Journal Search Results

3 Database Locator Our other database-driven web page, the Database Locator, serves a different purpose. The number of our database subscriptions has increased and absorbs a tremendous chunk of our budget. We wanted to ensure that our customers were accessing all of the appropriate titles we had in their particular subject area yet the lists we provided were not as custom-tailored as they might be. Originally there were five categories representing the five schools or divisions of the college, in addition to a complete list of databases, and an annotated listing of databases. Updating just these seven pages for the 173 database titles was a time-consuming process. But we wanted to provide better customer service and can now dynamically generate 48 different pages, giving our customers a much more streamlined listing of appropriate databases for their topics. If you have ever been responsible for maintaining a web page of links, you know what a chore it can be to update those links. Now let s put those links in subject classifications, with some of the links overlapping subject areas so that updating just one link can require updating that same link on several Figure 3. Database Locator Search Screen pages each time a URL is modified. And let s say that this updating needs to be done at least once a week. That can mean that for just one correction per week, we have to accurately update 156 pages over the period of one year. (Figure 3) We know we are not updating just one link per week. So multiply that one link by the number of corrections that you are actually doing. Now plug into that the mere 173 databases or thousands of journal titles from our numerous aggregators and the figures are staggering. After one has done this a few times, one begins to think that there s gotta be a better way! And there is. Programs Both of our Locators required the use of Access, as well as knowledge of SQL and Active Server Pages (ASP). The Journal Locator also required the use of Excel. Excel provided the ability to standardize the varied amount of journal information given by each aggregator before importing the information into Access. Access supplied a means to create individual tables representing each aggregator and the ability to join them into one searchable whole. Joining the tables in a single union query required the use of SQL and Access s ability to create expressions. Expressions allow the user to combine multiple fields into one with a single name. ASP was used for both Locators to create the interface between the web search form and the database once it was mounted on the server.

4 There are vendors out there that will create such databases for you, but be forewarned. They are quite pricey and at this writing do not provide a link from your OPAC. Our solution does. Nor do they provide a means to search for a specific journal, they only give you a way to browse the journal holdings. Strategies The most important part of creating any database-driven web site is plan, plan, plan! Avoid at all costs plunging right in. We cannot stress enough the importance of pre-planning when you are designing the database for your project. It is vital that you envision what you want the end result to be. Consider all aspects of the project: current needs as well as anticipated ones. For example, while our database project will provide access to our databases for our customers, it will also provide the Electronic Resources Librarian with budget control information and vendor contact specifics. Tips Here are some essential factors to keep in mind as you go forth to build your own databasedriven web sites: Standardized data should always gets its own table. This reduces errors later on in the data entry phase. Don t put every piece of information in one table. If it seems as if you have a new category of information, give it it s own table. Analyze data types before you begin to input data into your table. It is much easier to alter items in the design stage than it is to retrofit them. When your data is text, be sure to pay attention to the size of the field. It should be large enough to handle the data but small enough to provide speed. If the field is too small for your data, it will cutoff the excess which, if the data is a URL, will mean that the link won t work. Set up the tables and the relationships first. When you input the data and then set up the relationships, you are making more work for yourself. Sometimes the relationship doesn t work simply because in one table you inserted a space or used an ampersand instead of the word and. (Figure 4) If you plan to mount the database on the web and use hyperlinks, the field for your URLs should be defined as text not html. Figure 4. Relationships WITHIN the Database Locator

5 Pay attention to the field characteristics when you are designing your table. For instance, you may want to use the Lookup Wizard to bring in information from another table so that you don t have to retype the field. If you type Baker and Taylor in one place and Baker & Taylor in another, the program sees these as two distinct entities and will not allow you to establish referential integrity between two tables. Do not input your data directly into the tables you ve created. It is much easier to use forms for the data entry. Forms give you the ability to format the page so that all of your data entry shows on one page as well as being easier to read. In addition, forms allow you to use combo boxes to retrieve items from a pre-selected list of data in another table. It simplifies the data entry and reduces the chance of mismatched data or typos. Depending upon the type of database you are creating, you may need to incorporate the use of Excel. Excel has the ability to split data across columns. Access does not. Excel will allow you to key data into one cell and then drag it down it down the column for those times when it is necessary to have repetitive data in a table. Access cannot do this. If you import data into Access and then wish to add an additional field with repetitive data, you cannot do so without having to key the information into every record. If you are going to create a Union Query in Access that combines several tables, the field names in each table must be the same. If the field names are different, use an expression to rename the fields. (Figure 5) If you create all of the queries you want someone to be able to do on your database first, you can export them as ASP files. When you export as ASP, the database will create a basic ASP page as well as an html query form. This ASP page will contain the SQL query that is needed to search the database over the web. Figure 5. Union Query within Access If the search is truncated, you will need to modify the ASP page. The truncation symbol used in the desktop version of Access does not work when you have placed an Access database on the web. The truncation symbol, if used, in the ASP page must be replaced with the percent symbol (%).

6 Conclusion Database-driven web pages are so user-friendly and easy to navigate. Once you have finished one, you will envision numerous other projects for yourself. We plan to add our selected subject links to our database page, to explore providing an alphabetical search to our complete listing of databases, and to change the search strategies for our Journal Locator to make it even more customer friendly. Relevant URLs: Journal Locator: Database Locator:

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