Database Implementation Report
Upcoming SlideShare
Loading in...5
×
 

Like this? Share it with your network

Share

Database Implementation Report

on

  • 628 views

 

Statistics

Views

Total Views
628
Views on SlideShare
628
Embed Views
0

Actions

Likes
0
Downloads
12
Comments
0

0 Embeds 0

No embeds

Accessibility

Categories

Upload Details

Uploaded via as Adobe PDF

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment

Database Implementation Report Document Transcript

  • 1. Special Collections Processing Database Jennifer Wiley IST 659 Final Project Implementation Report 5/1/12 1
  • 2. Table of ContentsProject Summary..............................................................................................................................3Entities and Attributes.....................................................................................................................4ERD..................................................................................................................................................7Infrastructure....................................................................................................................................8SQL Create Tables........................................................................................................................8 Sample Data.......................................................................................................................10Queries...........................................................................................................................................12Interfaces Forms.................................................................................................................................15 Reports...............................................................................................................................18Improvements................................................................................................................................21 2
  • 3. II. Project Summary Almost every special collections library (a library that acts in many ways as an archiverepository) has a substantial backlog of collections yet to be processed. Due to the lack ofresources from money to time to staff, these unprocessed collections leave researchers in thedark of what the library truly has to offer, going against the most basic business rule of alllibraries to make materials accessible for the public. Communication problems worsen the issue,leaving donors (who are most often the source of these libraries’ collections) demandinginformation about the status of their collection and staff members unaware of that status. Tomake issues worse, researches (library users) may miss out on collections that could be of greatvalue to them if they are not aware that the library is in possession of such collections. This project will build a database that strives to alleviate this lack of communicationby maintaining detailed data about the donor, collection, staff, and progress of processing.By keeping track of the various parties, all members will be able to quickly and efficientlydetermine whom to contact when questions or problems arise. By tracking the process, donorsand researchers can be provided with an expected date of completion while the library staffcan easily share with one another what has been done and what still needs to be done. Havingdetailed information about the contents of the collection keeps all valuable information in asingle location that the entire staff can have quick access to. 3
  • 4. III. Entities and Attributes1. Donor Entity Field Name Explanation Primary Key DID Donor ID: unique identifier for each individual donor. A donor is the individual or organization who donates a collection to the library Other Attributes DFName Donor’s first name (Required) DLName Donor’s last name (Required) DEmail Donor’s email address (Required) DPhone# Donor’s phone number (Required) DStreet Donor’s physical street address (Required) DState Donor’s physical address - state (Required) DZip Donor’s physical address - zip code (Required)2. Staff Entity Field Name Explanation Primary Key SID Staff ID: unique identifier for each individual member of staff Other Attributes SFName Staff member’s first name (Required) SLName Staff member’s last name (Required) SEmail Staff member’s work email address (Required) SPhone# Staff member’s work phone number (Required) STitle Staff member’s work title (Required) SSDate Staff member’s start date (Required) SEDate Staff member’s end date (Optional)3. Assignment Entity Field Name Explanation Primary Key AID Assignment ID: unique identifier for each individual assignment record. Foreign Key 1 SID Staff ID Foreign Key 2 CID Collection ID Other Attributes ASDate Assignment record’s start date (Required) AEDate Assignment record’s end date (Optional) 4
  • 5. 4. Collection Entity Field Name Explanation Primary Key CID Collection ID: unique identifier for each individual collection. A collection is a related group of materials donated by the same donor. Foreign Key DID Donor ID Other CName Collection’s name (Required) Attributes Accession# Collection’s accession number (Required). Individual number assigned to a collection upon acquisition documenting the donor, year, and collection. Used for identification and retrieval. CDesc Description (Required). A quick description of the collection as a whole. Location (Required). Physical place where the collection is stored. ExpectedCompletionDate (Optional). Estimated date of completion based on how much of the collection has been processed and knowledge from experience of the staff of how long each step should take. Appraisal (Optional). The approximate value of the collection as determined by a professional with expertise in such areas. 5
  • 6. 5. Process Entity Field Name Explanation Primary Key PID Process step ID Foreign Key1 CID Collection ID Foreign Key2 SID Staff ID Other Attributes PType Process type (Required). Step in the process in the collection is on. Types are limited to Accession, Survey, Arrangement, Process, Box, and Digitization. No other inputs will be allowed Accession: act of transferring legal title and physically bringing a collection into a library. Establishes legal, physical, and intellectual control over the collection for the library. Survey: quick overview of the collection to get the general idea of what it contains. Arrangement: separating individual items into series (categories) and place the series in the order you wish to present them in the finalized collection. Process: within the set arrangement, processing is placing items into archival folders and labeling appropriately with collection name, series name, subseries (if it applies), and dates of items within a folder. Box: within the set arrangement, boxing is organizing folders within boxes and labeling boxes appropriately. A list of what folders go into what boxes must be kept. Digitization: if resources permit, the library staff may choose to make digital copies of items within the collection. PSDate Process start date (Required). Date at which the individual process step begins. PEDate Process end date (Optional). 6
  • 7. ERDBusiness Rules Not Represented Above 1. Donors may have access to only their donor record. 2. Donors may have access to only their collection record. 3. Researchers (library users) may have access to collection names, descriptions, accession numbers, and expected dates of completion. 4. Staff may have access to all data. 5. Process types are not necessarily completed chronologically. 7
  • 8. IV. Database System InfrastructureThis is a simple client-server model infrastructure. SQL Server 2008 was used for the databaseengine and Access was used for designing the interface.V. SQLCreate TablesCREATE TABLE Donor( DID INTEGER NOT NULL, DFName VARCHAR(40) NOT NULL, DLName VARCHAR(40) NOT NULL, DEmail VARCHAR(30) NOT NULL, DPhone# VARCHAR(20) NOT NULL, DStreet VARCHAR(30) NOT NULL, DState VARCHAR(20) NOT NULL, DZip VARCHAR(10) NOT NULL,CONSTRAINT Donor_PK PRIMARY KEY (DID));CREATE TABLE Staff( SID INTEGER NOT NULL, SFName VARCHAR(40) NOT NULL, SLName VARCHAR(40) NOT NULL, SEmail VARCHAR(30) NOT NULL, SPhone# VARCHAR(20) NOT NULL, STitle VARCHAR(40) NOT NULL, SSDate DATETIME default getdate () NOT NULL, SEDate DATETIME default getdate (),CONSTRAINT Staff_PK PRIMARY KEY (SID)); 8
  • 9. CREATE TABLE Collection( CID INTEGER NOT NULL, DID INTEGER NOT NULL, DonationDate DATETIME default getdate () NOT NULL, CName VARCHAR(100) NOT NULL, Accession# VARCHAR(50) NOT NULL, CDesc VARCHAR(100) NOT NULL, Location VARCHAR(40) NOT NULL, ExpectedCompletionDate VARCHAR(30), --Since this date is an estimation, it will not be automatically generated. Appraisal VARCHAR(40),CONSTRAINT Collection_PK PRIMARY KEY (CID),CONSTRAINT Collection_FK FOREIGN KEY (DID) references Donor(DID));CREATE TABLE Assignment( AID INTEGER NOT NULL, SID INTEGER NOT NULL, CID INTEGER NOT NULL, ASDate DATETIME default getdate () NOT NULL, AEDate DATETIME default getdate (),CONSTRAINT Assignment_PK PRIMARY KEY (AID),CONSTRAINT Assignment_FK1 FOREIGN KEY (SID) references Staff(SID),CONSTRAINT Assignment_FK2 FOREIGN KEY (CID) references Collection(CID));CREATE TABLE Process( PID INTEGER NOT NULL, CID INTEGER NOT NULL, SID INTEGER NOT NULL, PType VARCHAR(40)NOT NULL check (PType IN (Accession, Survey, Arrangement, Process, Box, Digitization)),--process types are set to include "Accession", "Survey", "Arrangement", "Process", "Box,and "Digitization". No other input will be allowed PSDate DATETIME default getdate () NOT NULL, PEDate DATETIME default getdate (),CONSTRAINT Process_PK PRIMARY KEY (PID),CONSTRAINT Process_FK1 FOREIGN KEY (CID) references Collection(CID),CONSTRAINT Process_FK2 FOREIGN KEY (SID) references Staff(SID)---the Staff and Process tables are related so that documentation of who performed each step and how tocontact them is maintained); 9
  • 10. Sample DataINSERT into Donor values(1, John, Smith, jsmith@email.com, 5555550000, 111 Street Ave, Smalltown, New York),(2, Jane, Thompson, janeNT@email.com, 5555551111, 345 Avenue Blvd, Largeville, Virginia),(3, Teddy, Perkins, tpMan@email.com, 5555552222, 987 One Way St, Nowheresville, Ohio);INSERT into Staff values(1, Eliza, Jenkins, eliza.jenkins@archive.edu, 5551111111, Head Archivist, 2009-09-0100:00:00:000, NULL),(2, Terry, Simpson, terry.simpson@archive.edu, 5551112222, Assistant Archivist, 2010-04-0100:00:00:000, 2011-05-31 00:00:00:000),(3, Bob, Robert, bob.robert@archive.edu, 5551112222, Assistant Archivist, 2011-06-0100:00:00:000, NULL);INSERT into Collection values(1, 1, 2011-01-18 00:00:00:000, The Smith WWII Papers, SM2011.01.01, WWII personal artifacts,E3, 2012-05-16, NULL),(2, 1, 2011-10-29 00:00:00:000, The Smith Family Papers, SM2011.01.02, Personal family artifactsof the Smith family, F5, NULL, NULL),(3, 2, 2011-05-23 00:00:00:000, The Thompson Collection, TH2011.02.01, Personal artifacts of JaneThompson, author, B2, 2012-08-01, NULL),(4, 3, 2011-06-03 00:00:00:000, The Perkins Family Papers, PE2011.03.01, Personal family artifactsof the Perkins family, T4, 2012-12-15, NULL); 10
  • 11. INSERT into Assignment values(1, 2, 1, 2011-01-20 00:00:00:000, NULL),(2, 2, 2, 2011-10-30 00:00:00:000, NULL),(3, 1, 2, 2011-10-30 00:00:00:000, NULL),(4, 1, 3, 2011-05-26 00:00:00:000, NULL),(5, 2, 4, 2011-06-03 00:00:00:000, NULL);INSERT into Process values(1, 1, 2, Accession, 2011-01-20 00:00:00:000, 2011-01-30 00:00:00:000),(2, 1, 2, Survey, 2011-01-31 00:00:00:000, 2011-02-15 00:00:00:000),(3, 1, 1, Arrangement, 2011-03-01 00:00:00:000, 2011-10-13 00:00:00:000),(4, 1, 2, Process, 2011-10-20 00:00:00:000, NULL),(5, 3, 2, Accession, 2011-10-30 00:00:00:000, 2011-11-17 00:00:00:000),(6, 3, 1, Survey, 2011-11-23 00:00:00:000, 2012-01-05 00:00:00:000),(7, 3, 1, Process, 2012-01-20 00:00:00:000, NULL),(8, 4, 1, Accession, 2012-03-12 00:00:00:000, NULL); 11
  • 12. VI. QueriesWhat date will The Smith WWII Papers collection be complete? - a question requesting theexpected date of completion could be asked by either a donor or a researcher with specificinterest in the progress of a particular collection (could be asked of a staff member to perform theactual query from them to avoid the views created below)What collections with information about WWII will be available by the end of the year? - aquestion requesting what collections pertaining to a certain topic are expected to be complete bya certain date could be asked by a researcher working on the subject with a deadline (could beasked of a staff member to perform the actual query from them to avoid the views created below)What process steps have been completed for The Smith WWII Papers collection? - a questionrequesting the steps completed for a specific collection could be asked by a library staff membereither responding to a question from a researcher or donor or one interested in picking up whereother staff members have left off in the process. (could be asked of a staff member to perform theactual query from them to avoid the views created below) 12
  • 13. How many collections have been donated by John Smith? - a question asking how manycollections have been donated by one donor could be asked by either a donor trying to rememberwhat repositories have their collections or a staff member surveying how many donors giverepeatedly (could be asked of a staff member to perform the actual query from them to avoid theviews created below)How many collections is the head archivist working on? - a question requesting how manycollections a specific member of staff is currently working on could be asked by a member ofstaff responsible for assigning new collections to staff members in order to ensure no one isbeing overworked. 13
  • 14. To protect privacy, views can be created to limit access to both researchers and donors ondifferent levels while leaving access open for the library staffDonors_V: view created to restrict access to donors so that they may only view informationabout their own donor record or collection record.Collections_V: view created to restrict access to researchers so they may only see the collectionID, collection name, collections description, accession number, and expected completion date forcollections meeting their queriesAdditionally, a view can be created so that staff can quickly see who is working on eachcollection.StaffAssign_V 14
  • 15. VII. InterfacesFormsDonor form with collections subform 15
  • 16. Collections form with process subform 16
  • 17. Staff form with assignment subform 17
  • 18. ReportsReport for view: Donors_V 18
  • 19. Report for view: Collections_V 19
  • 20. Report for Staff Assignments 20
  • 21. ImprovementsThere were three major flaws suggested in critiques during the demo that were fixed 1. A relationship was created between the Process and Staff entities so that each process type within the collection could be tied to the person responsible for it and there contact information. 2. A business rule not represented in the ERD was added explaining that process types are not always performed chronologically. 3. A view and report were created for staff assignments.Additionally fixed was a flaw in the relationship between Collections and Process in Accesswhich caused the form/subform not to work properly. 21