Data Entry Guide for the HealthLinks Database

• Introduction
• Finding Existing Database Entries
  • Quick Search
  • Advanced Search
• Entering/Editing Records
  • Required Fields
  • Optional Fields
  • Special Cases:
    • Healthlinks Resources Pages
    • EJournal Records - HSL Information Resources staff only
• Linking Records to HealthLinks Pages Using the Relation Tree
• Viewing Generated Pages
• Deleting Records

Introduction

Many of the HealthLinks pages are generated from a database rather than edited individually. Resources in the database include electronic journals and books, chapters and sections from books, other works, association and institutional sites, lists, dictionaries, sound or visual files, individual HealthLinks pages, etc. Because many resources appear on more than one page, this simplifies updates. A new link can be added to many pages, just by creating a new database record. A change to the database entry changes all the generated pages that include that link.

A good place to start inputting and editing database entries is the HealthLinks Database Tools page. Access to this page is restricted by UWNetID to specific Health Sciences Libraries staff. Please see Leilani St. Anna for access and training.

The three primary tools on this page are listed across the top:

LookUp Tool -- This is the beginning point for any database entry or modification.

Data Entry Guide -- This is a link to these instructions -- a useful way to get here without going through staffweb.

Generated Pages -- Changes in the database take effect at midnight, so you get a chance to double-check your work before it goes live. This is a link to a list of HealthLinks generated pages where you can see the changes that will happen at midnight.

Only a few staff members use the tools on the rest of the page.

Finding Existing Database Entries

The first step to adding a new record or editing a record is searching for existing records. Duplicate records can lead to confusion, so every effort is made to avoid them.

Open the LookUP Tool. There are two ways to look for a record: the Quick Search and the Advanced Search.

Quick Search

The Quick Search is the easiest way to search for a record if you know exactly what you are looking for. You need to enter the data for one of these fields and hit the <enter> key. If you do not find a record, you will go to a blank data entry screen.

Full URL -- Copy and paste the full URL for the resource. You have to be exact when you use this function, including the http:// and any ending /s.
For example:

• http://www.washington.edu/medical/som/ will find the UW School of Medicine;
• www.washington.edu/medical/som/ will not retrieve any results; and
• http://www.washington.edu/medical/som will not retrieve any results.

Truncated URL -- This field is a little more flexible than the Full URL field. It lets you leave off characters at the end of the URL, but not at the beginning. It's also useful when you want to know how many pages from a particular web site are already linked from HealthLinks.

For example, http://www.cdc.gov will retrive a lot of records when you enter it in this field, but no records when you enter it in the Full URL field.

Exact Title Word or Phrase -- This field searches an alphabetical list of titles. When you start typing you are automatically dropped into an alphabetical browse list. It only works if you start with the first word of the title. The titles of some resources can be a little confusing to figure out, especially those sites with frames and complicated graphics. So, if you're not sure of the exact name, a HealthLinks keyword search is better.

Resource ID -- This field is great for going directly to a record that you want to edit, especially if you are editing a lot of records. The easiest thing to do is to spot the item on one of the HealthLinks generated pages (easy to do if you do a HealthLinks search). Click on the icon and look up the Resource ID. An alternate way to do this is to move your mouse to the icon. The url that displays at the bottom of the screen will include the Resource ID.

Advanced Search

The Advanced Search section allows you to search for words anywhere within a specified field. To use this search engine, specify the field by clicking the radio button next to it, type in the search criteria and click on the Begin Advanced Search button. A description of the contents of each field is in the data entry instructions below. It's important to remember that the field names are just that, they are not search types. For example:

• the keyword field searches only the keyword field. It does not do a keyword search of all of the fields.

Special settings: If you think you might retrieve a lot of records, there are a couple of things you can do to make your search easier. You can adjust the Maximum number of hits to display by changing the number in the yellow box on the right hand side of the screen. This makes it easier to look through all of your results. If you have a common search term that might be part of many records, you can click on the Exact box at the bottom of the screen. This limits your results to only those records where the entire field matches what you entered in the field.

Search Results

If the resource is already in the database, you will see the record display on the Edit Resource Record screen and can make changes if necessary. If the resource is not there, you will be offered a blank form. If you think you might have missed an existing record and want to search another way, you need to click on the Look Up a Resource Record selection at the top of the screen to go back to the search form.

Entering/Editing Records

If a resource is already in the database, you will see the record display on the Edit Resource Record screen and can make changes if necessary. If the resource is not there, you will be offered a blank HealthLinks New Resource Form. The two templates are almost identical.

Please see special instructions for entering:

• HealthLinks Resource Pages
• EJournals

Navigation

Across the top of the input form are a series of buttons:

Look Up a Resource Record

This returns you to the LookUp screen. It's good to use this when you think you might have missed an existing record and want to search a different way. Another way to find a potential missed record is to use the search box on HealthLinks itself.

Edit Resource Record

You are already currently on the Edit Resource Record screen, so this is greyed out.

Relation Tree

This establishes the relation of this resource to the appropriate page or pages of HealthLinks, identifying on which page or pages this resource will be displayed.

Other Tools

This is a link back to the HealthLinks Database Tools page (which includes a link to the Generated Pages tool).

Make a new record from this one

This is a command that appears at the top of the Edit Resource Record screen. It is used when you are creating multiple, almost identical records (e.g. entering multiple journals from a single vendor). To use this command, change the URL in the record, make any other desired changes, then check this box and click save. The new record will have a new ID plus all info from the old record (reflecting any changes).
NOTE: No two records should have the same URL.

Required Fields

Required fields (a.k.a. elements) are labeled in red at the top of the screen. The Dublin Core site also provides definitions for many of these fields.

ID

This is a unique identification number is assigned to every database entry. It is computer generated after the record is saved, so it only appears on the Edit Resource Record screen.

URL

This is generally the URL of the resource, cut and paste from the browser. Make sure to copy all characters including the http:// at the beginning.
For books (or other physical materials) owned by the UW Libraries, use the URL of the UW Libraries Catalog record.

Title

Use a title that will make sense to users. Consider using the title of the resource taken from the opening page of the resource or the name given to the resource by the creator or publisher. Take the title from the 245 field of a MARC record (if you can find one). The title ends at the $b. If you can't find a MARC record, use the title from the page itself or from the title of the resource shown at the very top of the browser. The title is generally, but not always, what is shown in the most prominent type face.
Example: ACP-ASIM Observer - Past Articles by Subject is the title. This title also appears at the very top of the browser

Resource Type

Select the one most appropriate category that describes the type of resource from the drop-down list. In very few cases, selecting more than one type will be appropriate. To do this, hold the CTRL key down to toggle on/off additional choices. Definitions of the types are available.

Format

Format is used to identify the software and possibly hardware that might be needed to display or operate the resource. Most web pages are "html." If you want to select more than one type, hold the CTRL key down to toggle on/off additional choices.

Language

This is the language of the resource. English is highlighted by default. Again, if you want to select more than one type, hold the CTRL key down to toggle on/off additional choices.

Access restriction

The default access restriction is none. If you wish to choose something else, select the proper restriction from the pulldown menu. If there's anything weird about the restriction, like only within a specific library, let Leilani know so she can add a note to the lock icon page. Generally only Information Resources staff enter or edit records with restricted access.

Optional Fields

Alternate Title

Enter alternate forms of the title that users may be looking for, but that are not standard NLM abbreviations (e.g. NEJM for New England Journal of Medicine).

NLM Journal Title Abbreviation - Info Resources staff only

Enter the official journal title abbreviation from PubMed.

Keywords

This field is searched by the HealthLinks search box, so put in any term you think a user might want to search on. Consider using keywords or phrases that describe the content of the resource, alternate titles, acronyms, the spelled out form of an acronym, alternate ways of entering author names, or other significant words from an OCLC, III or WLN record. Each keyword or phrase is separated by a semi-colon (no space afterwards). Punctuation within a phrase should be followed by a space. You can put in any keyword that you think will be effective, including common misspellings. At the end of the list of keywords, please put a semi-colon.

Description

The description can be displayed on a HealthLinks page. If the resource itself has a description, consider using it, otherwise enter a brief statement about the content of the resource. Be careful not to use an unnecessarily long description. Since the same resource may be listed on multiple HealthLinks pages, the description needs to be generic enough that it can be used in multiple contexts.

Author

Enter the person(s) or organization(s) primarily responsible for creating the resource. Authors names should be entered as they appear in an OCLC or III MARC record if possible. Authors of articles should appear as they are entered in MEDLINE records. Multiple authors should be separated by a semi-colon (no spaces). At the end of the author field, please put a semi-colon. If in doubt about the author, leave this field blank. If you think users will be searching for this author in another way, you can include alternate spellings, spacings, etc. in the keywords field.

Contributor

The Contributor field is no longer used as of 5/15/2002.

Copyright Info

Enter information about the copyright owner. It can be the URL of a link to the copyright statement, or the URL linking to a service which provides copyright information about the resource. You can also cut and paste the copyright statement from the bottom of the page.

Help

Enter the URL of the Help link provided by the resource. Type the entire URL including the http:// Don't put any other text in this field -- just the url.

Publisher

Enter the entity responsible for making the resource available in its present form. This may be a publisher, corporate body, department, etc. taken from the 260 $b portion of a MARC record.

Coverage - Info Resources staff only

Dates covered by the resource, for example, a citation database for the years 1995-1998, not the copyright or production date

Date Published - Info Resources staff only

Enter the actual copyright or production date, not a last updated date, in the format yyyy/mm/dd or yyyy/mm or yyyy.

Source

Enter citation information for a resource that is part of a larger work (e.g. the MEDLINE source information for an article or abstract). "Finding the Figures" is used for some statistics resources.

Class Number

Class numbers display on HealthLinks. So they are used only for physical materials owned by the library. Use the NLM call number for a book copied from the UW Libraries Catalog. It is followed by the shelving location or any other pertinent information for finding the item.

Notes

This is a place to put staff comments. It will not display. Serials uses specific note codes. If you want to enter a note for a serial, please enter it after their codes.

UW

Check this box only if the resource was created at the UW, i.e. a UW department or Ethnomed. When this box is checked, a purple UW icon will show up at the end of the resource title on the topic page.

Bookplate - Info Resources staff only

Enter a URL for an electronic bookplate in this box if the resource was paid for by a donor, i.e. the Highwire journals. When a URL is entered, the DONOR icon will show up at the end of the resource description on HealthLinks. The icon will link to a page naming the donor (see list of donor urls).

Suppress

If you check this box, the record will be suppressed from any public display. You might want to use this if you're getting a lot of records ready to go live on a certain date.

Modification History

This field is computer generated and appears only on the Edit Resource Record screen. If the record has been edited multiple tiimes, you can use the pull-down arrow to see who made past edits.

When you are done entering all the pertinent data, click on the "Save New Resource Record" at either the bottom or the top of the screen.

Special Instructions for HealthLinks Resource Pages

URL

Use the address as shown in the URL window once the page has connected

Title

Enter the title in the form of "HealthLinks: Name of Page" of "Health Sciences Libraries: Name of Page" for pages with /hsl in the URL. If this doesn't match the title in the very top of the browser please report this to Leilani

Author

Always use HealthLinks

Keywords

Copy the entire title of the page from the title field including the word HealthLinks.

Copyright

http://healthlinks.washington.edu/about/disclaimer.html

Help

http://healthlinks.washington.edu/about/

Publisher

University of Washington

UW

Check this box

Special Instructions for EJournals

Note: EJournal records are entered and modified by HSL Information Resources staff only.

URL

Link to the URL for the package with # and some characters to represent the title if you can't link directly.

Ex. http://home.mdconsult.com/groups/uwash8783.html#ahj for American Heart Journal from MD Consult.

Ex. http://gateway.ovid.com/ovidweb.cgi?T=dbList&D=cbc#ajo for American Journal of Ob Gyn from Ovid Core

Title

For journals commonly know by both full titles and acronyms, enter the catalog title.

Description

Include name of package with a link to help if you can't link directly to the individual journal title. Also include the name of the package if there are duplicate listings for this title. Always list the package for Journals@Ovid titles even if not a dup.

If registration is required, use the phrase "Individual registration required" Access restriction for these is none, since HSL is not handing out the passwords.

Standard Notes

Serials has some standard notes for ejournals that go before ALL other notes. This makes it possible for them to search the database for specific types of ejournals. They are:

• eju - HSLIC has electronic access only, but does not pay for it. A print subscription may or may not be available at another UW Library.
• ejpo - HSLIC has both print and electronic access.
• ejo - HSLIC pays for electronic access to the journal. We do not have a print subscription, though there may be one at another UW Library.

Avoid using non-standard notes as much as possible.

• If the user has to register:

• If RealPage viewer is required:

• If in Journals@Ovid:

• If in MD Consult:

• If in Health Reference Center:

• If in one of the ProQuest databases:

• If in CINAHL:

• If access is limited to the Health Sciences building, only the libraries, etc:

• If access is now free but might go away:

• If there are dup listings and one of them is from the publisher:

Coverage

Enter the year and one hyphen only, no volume or issue. Ex. 1995-

Using the Relation Tree

After looking up, entering or editing a record, you can link it to a HealthLinks page by clicking on the Relation Tree link at the top of the screen. The Relation Tree has 3 sections:

• The left-hand box shows the existing HealthLinks relationships for the specific database record.
• The center buttons are the commands you can use.
• The right-hand box has an alphabetical list of the HealthLinks pages generated by the database.

To add a record to a HealthLinks page:

• Find the appropriate page from the list on the right. Each folder represents a page.
• Double-click on the page's folder to display a list of its subsections.
• Highlight the desired subsection. If you'd like to have a new subsection added to a page, contact Leilani St. Anna.
• Click on the Add Relation button in the middle of the screen.

To remove a record from a HealthLinks page:

• Find the appropriate entry in the left-hand box.
• Highlight the subsection, not the page title (e.g. Key Resources not Back Pain)
• Click on the Delete Relation button in the middle of the screen.

To modify how a record displays on a HealthLinks page:

• Highlight the appropriate entry in the left-hand box.
• Click on Lookup Relation Info in the middle of the page.
• Select a ranking. Database entries in a subsection sort by ranking (highest to lowest), then alphabetize within the ranking. The default ranking is 1. To alphabetize higher on the list, choose a number from 2-5. To alphabetize lower on the list, enter 0.
• Select whether or not you want the resource description to display on the screen by checking or unchecking the box. The default is that it will display.
• Click on Save Relation Settings.

Viewing Generated Pages

Changes made in the HealthLinks database go live on the HealthLinks site at midnight (or so). If you want to see how the changes you made look before then, you can use the Generated Pages command.

If you are at a page where the Generated Pages link is not displayed at the top of the screen, click on the Other Tools button.

• Click on the Generated Pages link.
• Select the page you want to see from the list.
• Click on yes, when asked if you want to view both secure and non-secure items. (That's a quirk of the system.)

The view you see is not exactly like what you will see on HealthLinks, but it will give you a good idea. The Generated Pages tool shows all of the subsections available on a page whether or not there are any resources listed in it. Empty subsections do not display on HealthLinks.

Deleting Records

If you come across duplicate records, let Leilani know the two record numbers. Duplicates can be consolidated into one and then the other deleted. If you want to delete a record for any other reason, report the record number to Leilani St. Anna who will run them through a delete process.