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Databases are programs that store information that needs to be accessed and reproduced in many different ways. There are infinite examples, including: mailing lists which need to be sorted by zip code; lists of patrons who are under 18; and people who have donated more than $100 dollars in the last two years who live in Oakland and whose children go to public schools; the list is long. Although many different programs can store data (word processors or spreadsheets can store lists of names for mailing lists), database programs are unique in that they can search, sort, omit, and sum data far easier than other programs.

Do you need a database?

Many libraries need to store data in ways that will be easy to sort and print out. One of the most common types of database is a contact database, which has names and addresses of people who regularly receive mail from you, such as a “Friends of the Library” mailing list. While most libraries start this list in a word processor or spreadsheet, these lists can quickly grow into large files that become difficult to easily deal with. Libraries generally need database software because they almost always have large amounts of data that they need to track. The questions then become:

• What kind of database do you need?

• Do you need more than one? If so, should they be linked together?

• Should you make your own, or buy one off the shelf?

What kind of database do you need?

There are several kinds of databases you can use, depending on what information you need to track. Some databases do two or more things- like keeping a list of patrons as well as a list of newsletter subscribers.

Here's a brief overview of some of the more common databases libraries use:

• Online Public Access Catalog (OPAC)

This is the most common type of database found in libraries today. Cataloging software is used to create and maintain a database (or OPAC) of bibliographic records of a library collection. This is essentially a digital version of the old-fashioned card catalog!

• Patron Information Database

Most libraries already track address and contact information about patrons and volunteers. This type of database can also display information regarding a person's volunteer history with the library, donations to the library, or records of the items they have used in the library. This database can be separate from the library's catalog but is often integrated as part of the automation software.

• Donations /Fund Tracking ("Donorbases")

Libraries often need to track donations from the community and foundations, and they often have to split single donations into different funding streams, according to the way the donor wants his/her money funneled. This kind of tracking can get extremely complicated.

Do you need more than one database, and if so, should they be linked together?

As mentioned above, some databases do more than one thing. If you have several components to your database - like patrons, volunteers and donors - and you not only need to track each type separately, but also track regular mailings sent to all groups, it will help if all this information can be accessed from the same database.

Should you make your own or buy one off the shelf?

If you want to start a database, you need to buy database software. The main software packages like Microsoft Access and Filemaker Pro are easy to learn and come with templates that you might already be able to use. Some of these templates can be used for mailing lists and membership info. However, sometimes these templates will not be good enough to meet your needs. In these cases, you will want to customize your own template.

If you are looking to create an online public access catalog, your best bet is to buy the cataloging software from an automation software vendor. This cataloging software is already set up to accept records in a particular bibliographic format so that the records are searchable.

What's next?

At this stage, you can either decide use a software package and their templates, make your own database template, or look for other "off-the-shelf" programs that have been designed specifically for libraries. There are conflicting views on which is better: if you make your own, you might end up spending a lot of time and money, but you will (hopefully) have a system that does everything you need. If you get a pre-designed database, (i.e. not a template that comes with Access, but a full-fledged program designed specifically for that purpose) you might end up with extras you don't use, and you might need to invest in some more time to adjust the program to fit your needs. Often, the deciding factor here is how much you can afford to have a customized solution.

Summary

Almost every organization keeps and tracks data, and the best way to keep this data is with a database program. However, the more information you would like to keep track of, and the more complicated the reports you would like to make, the more complex your database will need to be. There are several different options here: you can use a template that comes with the more common software packages; you can have someone design a database from scratch, or you can get one designed specifically for your purpose, but not necessarily one that meets all your needs.