Computerised files or databases

Computerised files or databases

There are a number of computer programs that can serve as information management systems. Specific computerised card file programs exist, and some examples are listed below.

AZZ Cardfile
http://www.azzcardfile.biz/
CREW Cardfile
http://crew.thuridion.com/HLPCRDF4.HTM
Personal Information Explorer
http://www.ameritech.net/users/kshallcross/scs.html

General word processing or database programs can also be used - MS Access etc.

These programs may help overcome some of the disadvantages of manual card files. They make additions and control easier, and will certainly overcome any legibility problems. Such programs are also useful for the generation of bibliographies and footnotes.

Reflecting again on your information 'hooks', would a computer-based program work for you? Could such a program allow you to manage your information effectively/efficiently? Would it suit your conceptual as well as practical needs?

Advantages

Disadvantages

ease of copying a record
ease of copying part of the text
ease of editing the record
the ability to import graphics to a record
ease of searching for any textual element
the ability to display records as a list - for browsing or reference purposes
the ability to merge files into a single alphabetic list or folder
the ability to 'copy and paste' between the files and other computer programs, especially word-processors

the need for access to a personal computer, and related equipment
the dependence on the software producer to provide as sophisticated a product as you require
often limited in their application for large research projects and reports
'copying and pasting' between the card file and a word processor can be cumbersome
no mechanisms for importing digital data from other sources, such as online database searches. This means that all citations must be 'copied and pasted' or retyped into the file
only some card file programs allow you to detect duplicate records
they do not automatically transform your citation into a particular referencing style

Remember that with any decision you make to use computerised systems in your work, you need to ensure that you create backup files regularly.

The following individuals describe how they use various computer programs to manage the information they find. Are there any hints or suggestions for your own practice, that you can glean from their comments?

Gail Sedorkin (Lecturer in Communication and Media Studies)

Dr Steve McKillup (Senior Lecturer in Biology)

Debbie Orr (Reference Services Librarian) comments on the reflective processes associated with 'which' items she 'manages', as well as some practical strategies.

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