This
is what our basic input screen looks like in Access. Access, like
other database programs, allows you to use forms for data input.
Of course, these forms must be designed from scratch. However,
once done, they offer a very convenient way for data entry. If this
layout looks overly complicated to you, the later versions of Access
offer several "wizards" to guide you through the process.
We are currently using MS Access 2000, but anything described here
should be applicable to most versions.
You can click on this image to blow this up full screen for closer
examination (133k, 800x600).
Our intention for this article is not to teach you step by step
in how to create a database like this, but to give you some ideas
on the possibilities. (more on this later) We are hardly "Access
experts." As you can see, you can customize your database to
look however you want. This one happens to have an image background
we created for ours, but is easily modified to your liking.
You
can see that repetitive data items like Film type, lenses, etc,
can be placed in drop down menus. Once set up, to fill these items
in, it is just point and click. Other data is represented by buttons
you can fill in. All of this is to simplify and expedite the process
of data entry. But you must create each one of these fill in forms.
Once they are done however, there is little work to keep them updated.
Inputting
data into our main screen at the top is fairly simple. The subject
2-letter code is filled in under "File," the unique slide
ID number is filled in automatically by the program as the next
sequential number. If you have duplicates of the same subject, this
entire data screen can be copied and pasted to a new record, with
a new, unique number automatically assigned.
Many
people like the option of having thumbnails within their database,
especially when they are readily available with digital cameras.
We have experimented with using thumbnails. It became readily apparent
that while we are still using film as our initial medium, thumbnails
were of little use for each and every image. The time it would take
to scan each just for reference in the database was far greater
than reaching for the slide page in the filing cabinet. Images that
are scanned and converted to a digital format are referenced on
CDs - which will be described later.
Once
you have data entered though the Access form, you have endless options
on how you can query it for information. Any data that you input
into the above form can be isolated and queried for reference. As
mentioned, Access is a very flexible program, as long as you are
willing to invest some initial setup time to get it rolling.
You'll
notice the label query is highlighted. This is a very useful query
we created because this data can be imported into Microsoft Word,
for printing on Slidescribe
slide labels. These labels are known for their good adhesion, resistance
to heat in slide projectors, and their archival properties.
Within
the query wizard, you select which data fields you want printed
on a label. Access does have the ability to print labels within
the program, but it is very limited compared to Word. I was able
to only get 3 lines of text on a single label, font and formatting
choices were minimal at best. Hopefully this will be improved in
future releases. The transfer of query data from Access to Word
is fairly simple.
