A HANDY TOOL FOR LIBRARY DATABASE

WORK WITH MARC

 
INFOWORKS SPELLING CHECKER FOR DATABASE MAINTENANCE

User Manual


Copyright 2001-2009 InfoWorks Technology Company
All Rights Reserved


No part of this publication may be reproduced, transmitted, transcribed, stored in any retrieval system, or translated into any language in any form by any means, without the written permission of InfoWorks Technology Company.

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Table of Contents




Chapter 1

Introduction

Studies have shown that spelling errors are widespread in bibliographic databases. You can confirm this conclusion with your own OPAC. Simply conduct keyword searches with some frequently misspelled words, such as adminstration, commerical, reseach, educaton, universty, responsiblity, bibiography, philosphy, intergral, questionaire, and et al. You will be surprised by the search results!

Spelling errors reduce cataloging quality, make database indexing inaccurate, and “pollute” the database and OPAC! They cause database searches to be incomplete and inaccurate. Some records are consequently "lost" in database and cannot be retrieved with correct access points. Sooner or later, your database will be perceived as "dirty". This problem has troubled librarians for a long time.

InfoWorks Technology Company has developed a break-through software: InfoWorks Spelling Checker for Database Maintenance. It is the very first spell checking software for database maintenance. It is designed to help you locate and correct spelling errors in your bibliographic database. No matter what size of your database is and no matter what system you are using, you will find the software useful in keeping your database free of spelling errors.

Without InfoWorks Spelling Checker for Database Maintenance, locating spelling errors and cleaning up bibliographic databases are always difficult, tedious and costly. The process can take days or even months. For a fairly large-sized database it is virtually impossible to retrieve and review every single record. InfoWorks Spelling Checker for Database Maintenance can make the impossible task become possible and greatly increase your productivity.

With this spell checker software, you can define which records and fields to check or skip. You can select to conduct batch-checking, interactive-checking or the combination. In batch-checking, the Spell Checker reads bibliographic records, locates possible spelling errors, and generates reports. In interactive-checking, the Spell Checker reads each record and displays it on screen for your instant verification. If a word is not found in the dictionaries, a list of possible replacements can be shown. You can choose to add, edit or skip.

InfoWorks Spelling Checker for Database Maintenance (Windows version) has built-in dictionaries containing over 240,000 words. You can build your own customized dictionary. Several ways of adding words to expand the dictionaries are available. Not only can you add words, but also you can delete words from the dictionary.

InfoWorks Spelling Checker for Database Maintenance is a handy and useful tool you absolutely must have for database maintenance.


Chapter 2

System Requirements and Installation

InfoWorks Spelling Checker for Database Maintenance  works with Windows 7 and Windows 95/98/Me/NT/2000/XP/Vista.

To install the Spelling Checker:

  1. Insert Disk 1 in your floppy drive.
  2. Click on Start and choose Run.
  3. Type a:\setup or b:\setup, depending on the floppy drive you are using. Press <Enter>.
  4. Follow the instructions on your computer screen until the installation process is completed.

To install the Checker from downloaded file:

  1. Check the location of the DBChecker.exe file you downloaded.
  2. Click on Start and choose Run.
  3. Type x:\temp\dbchecker.exe where x:\temp is the folder that contains the file dbchecker.exe. Click on OK or press <Enter>.
  4. Follow the instructions on your computer screen until the installation process is completed.



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Chapter 3

Start and Exit the Spell Checker

To start InfoWorks Spelling Checker for Database Maintenance:

Click on Start; choose Program; choose InfoWorks Database Checker; and choose Database Checker.

To exit Spelling Checker for Database Maintenance:
 Choose Exit from the File menu.


Chapter 4

Components of the Spell Checker

Check menu

It includes three menu commands: Batch Check; Interactive Check; and Exit.

In batch checking, the Spell Checker reads MARC records from bibliographic databases, locates possible spelling errors, and generates reports. Reports contain record ID number, MARC records, locations of possible misspellings, and possible replacements. Based on the reports, you can use your local system to retrieve those records containing spelling errors and correct them.

In interactive checking, the Spell Checker reads MARC records from bibliographic databases and displays them on screen for your instant verification and corrections. If a word is not found in the dictionary, a list of possible replacements can be displayed. you can choose to add, edit, replace or ignore. The changes you made are recorded and saved to a report file. Based on the report file, you can use your local system to locate spelling errors in your databases and correct them.

Choose Exit to exit InfoWorks Spelling Checker for Database Maintenance.

Add-Words menu

It includes three menu commands: Dictionary Merge; Report File; and Keyboard.

Dictionary Merge: The custom dictionary in the Spell Checker can be merged with other custom dictionaries, including those built with Microsoft® products.

Report File: The Spell Checker can read report files generated in batch checking, and display those words not found in dictionary on screen for verification. They can be added to custom dictionary or discarded.

Keyboard: The Spell Checker prompts you to type the word to be added. If not found in the dictionary, the word can be added.

Besides the above three ways, you can also add words to your custom dictionary in interactive checking.

Delete-Words menu

Use Delete Words command to delete unwanted words from your custom dictionary.

Setup menu

It includes four menu commands: Field; Language; Record-ID; and Dialog Bg Color.

Field: The Spell Checker allows you to define which fields to check and decide whether to skip name subfields.

Language: With this command, you can decide whether to check English records only.

Record-ID: Record ID number is a unique number to identify each MARC record. The Spell Checker uses this number to inform you which records have been checked and which records contain possible spelling errors. This Record-ID command prompt you to enter the field tag for record-ID.

Dialog Bg Color: This command allows you to change the background color of the dialog box “Word Not Found in Dictionary” in interactive checking.

Help menu

This menu provides information about the Spell Checker and technical support.

Setup menu

Use this menu to configure the Label Maker. Check Chapter 5 for detailed instructions.

Setup menu includes the following:

Help menu

Help menu provides information about the Label Maker and technical support.



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Chapter 5

Procedure of Cleaning Up Databases

The Spelling Checker works directly with flat MARC files. MARC files are flat ASCII files containing your MARC records in MARC communication format. See the following example:




Almost all integrated library systems offer a way to extract MARC records from your databases based on your criteria. Work with your system librarians to find the best way to extract MARC records.

You can use the Checker in several ways:

  • ● Before you upload a MARC file into your database, you can use the Checker to check the file for spelling errors.
  • ● Use the Checker to clean up the spelling errors in your database.

The following procedure is for a project to clean up spelling errors in your database:

  • ●  Set up the Spell Checker based on your needs.
  • ●  Extract a group of records from your database by date range (For example: 01011994-12301994), beginning and ending database control number (For example: AAA000-CCC999), encoding level, record type and et al. Place them in a ASCII file in US MARC communication format.
  • ●  Process this MARC file with the Spell Checker. Based on the report generated with either batch checking or interactive checking, use your local system to retrieve those records containing spelling errors and correct them.
  • ●  Extract another group of records (For example: DDD000-EEE999) from your database, generate a new MARC file, and process it.

Chapter 6

Set up Spell Checker

Before using the Spell Checker, you must configure it first.

6.1 Define Which Fields to Check

You must define which fields to check.

To start the defining process:


  • ●  From Setup menu, Choose Field. The caption “Setup: fields to be checked” appears.

To add a field:
  • ● Click on Add button. The dialog box “Adding a Tag” appears.
  • ● Type the tag of the field which you want the Spell Checker to check, and press <Enter> or click on OK button
  • ●  If the field contains subfields for personal, corporate, or geographic names, the Spelling Checker will ask whether or not to skip them. Click on Yes to skip name subfields during checking process, or click on No to have them checked.

If a field is added successfully, its tag will appear in the list of the fields to be checked.

Repeat these steps to add more fields.

To delete a field:
  • ● Click on the tag of the field which you want to delete. The tag will be highlighted.
  • ● Click on Delete button.
  • ●  Confirm the deletion by clicking on Yes. Click on No to cancel.

If the deletion is successful, the tag will disappear from the list of the fields to be checked.

To save the changes:

  • ● Click on Done button.
  • ● You are asked whether to save the changes. Click on Yes to save, No to cancel the changes.

To end defining which fields to check without saving the changes:

  • ● Click on Cancel button.

To end the Spell Checker:

  • ● Choose Exit from the Check menu.

6.2 Set up Language Codes

The built-in dictionary of the Spell Checker contains more than 240,000 words as well as many foreign words and special characters. To check English records, add the English Code, eng, to the language list.

To start the setup process:

  • ● From Setup menu, Choose Language. The caption “Setup: Language Code” appears.

To add a language code:

  • ● Click on Add button. The dialog box “Adding a Language Code” appears.
  • ● Type the language code and press <Enter> or click on OK button.

If a language code is added successfully, it will appear in the language code list.

Repeat these steps to add more language codes.


To delete a language code:

  • ● Click on the code which you want to delete. The code will be highlighted.
  • ● Click on Delete button.
  • ● Confirm the deletion by clicking on Yes. Click on No to cancel.
If the deletion is successful, the code will disappear from the language code list.

To save the changes:

  • ● Click on Done button.
  • ● You are asked whether to save the changes. Click on Yes to save, No to cancel the changes.

To end the setup without saving the changes:

  • ● Click on Cancel button.

To end the Spell Checker:

  • ● Choose Exit from the Check menu.

6.3 Define the Location of Record Control Number

Database record control number is a unique number to identify each MARC record in the databases. The Spell Checker uses this number to inform you which records have been checked and which records contain possible spelling errors. Therefore, it is required that a field tag for record control number be entered. Database control number usually resides in field 001. If you are not sure of the location, check your system manual or call your vendor.

To define the location of record control number:

  • ● From Setup menu, Choose Record-ID. The dialog box “Enter Record Control Number Tag” appears.
  • ● Type the appropriate tag and press <Enter> or click on OK button. Click on Cancel to cancel the defining process.
  • ● You are asked whether to save the location you just entered. Click on Yes to save, No or Cancel to cancel the changes.

To end the Spell Checker:

  • ● Choose Exit from the Check menu.

6.4 Define the Background Color of the Dialog Box

It is not necessary to change the background color of the dialog box “Word Not Found in Dictionary”. Skip this section to use the default color, which is light gray.

To change the default color:

  • ● Choose Dialog Bg Color from Color menu. Color selection box appears.
  • ● Select a color by clicking on it.
  • ● Click on OK. Your selection will be saved automatically.

To end the Spell Checker:

  • ● Choose Exit from the Check menu.

Chapter 7

Batch Checking

After you have configured the Spell Checker and extracted a group of records from your databases, you can start the checking process with either batch or interactive checking.

7.1 Start Batch Checking

  • ● Choose Batch Check from Check menu. “Select MARC File” box appears.
  • ● Select or type the name of the MARC file containing records form your databases. Please include appropriate directory names. Click on OK. The “Enter Record Number” box appears.
  • ● Type the sequential number of the record from which you want the checking process to start, and press <Enter> or click on OK. For example, to start from the 5001st record in a MARC file of 15,000 records, type 5001 and press <Enter> or click on OK.
  • ● Confirm you selections by clicking on Yes. Click on No to cancel.

7.2 Checking Process

When the checking process starts, sequential record number appears on screen to show the progress of the checking process. If the Spell Checker finds possible spelling errors in a record, this record will be printed out and saved in the report file. The information about locations of spelling errors and possible replacements are also saved in the file.

You can terminate checking process by pressing <Esc>.

When a checking process is complete or terminated, the “Checking completed” box appears and shows the number of the total records processed. Click on OK to move to the box “Save Results”. Click Yes to save the report file, No to cancel the checking results.

If you choose to save the checking results, the “Save As” dialog box appears. In the Directories list box, select the directory where you want to save your file. Type a file name in the File Name box. Click on OK.

7.3 Report File

The report file can be printed with either word-processing software or DOS commands. With word-processing software, you can simply open up the file and print it. To print with DOS commands: at C:\> or C:\DOS> prompt, type print c:\report1 (use appropriate report file name) and press <Enter>. Press <Enter> again at prompt “Name of list device [PRN]:”. You can also use DOS command Edit to view and print the report file.

In the report, each record is identified by its database control number. The MARC records containing possible spelling errors are displayed. The tags of the fields where misspellings occur are given, followed by the spelling errors and possible corrections. For example:

Database Control Number: tut13286207
Database Control Number: tut06857269
001    tut06857269
003    OCoLC
005    19951031164854.0
008    801024c19779999inutn1p      s0   a0eng d
010    $a   84641755 $zsc 82004058
040    $aIUL$cIUL$dDLC$dNSD$dDLC$dNST$dDLC$dIUL
012    $a2$b3$c-$i8403
022 0  $a0731-4981
042    $alc$ansdp
043    $an-us-in
050 00 $aQ180.U5$bR37
082 0  $a001.4/09772$219
049    $aWWWW
212 0  $aResearch and creative activity
222  0 $aResearch & creative activity
245 00 $aResearch & creative activity.
260    $a[Bloomington] :$bOffice of Research and Gradute Development, Indiana University, Bloomington, and the Indiana University Foundation,$c1977-
265    $aOffice of Research and the Univesity Graduate School, Indiana University, Bryan 104, Bloomington, IN 47405
300    $av. :$bill. ;$c28 cm.
310    $a3 times during the academic year,$bNov. 1988-
321    $aBimonthly,$b1977-May 1978
321    $a4 times during the academic year,$bNov. 1978-Apr. 1988
362 0  $aVol. 1, no. 1 (Nov. 1977)-
500    $aTitle from cover.
550    $aVols. for 1989-    published by: the Office of Research and the University Graduate School.
650  0 $aResearch$zIndiana$xPeriodicals.
650  0 $aEngineering research$zIndiana$xPeriodicals.
650  0 $aCreative ability in science$zIndiana$xPeriodicals.
650  0 $aCreative ability in tehnology$zIndiana$xPeriodicals.
610 20 $aIndiana University, Bloomington.$bOffice of Research and Graduate Development$xPeriodicals.
610 20 $aIndiana University, Bloomington.$bResearch and the University Graduate School$xPeriodicals.
710 2  $aIndiana University, Bloomington.$bOffice of Research and Graduate Development.
710 2  $aIndiana University Foundation.
710 2  $aIndiana University, Bloomington.$bResearch and the University Graduate School.
850    $aDLC$aIn$aInU
890    $aIndiana. Research & creative activity.
901    $cSer
936    $aVol. 14, no. 1 (Oct. 1990) LIC


Figure 1


The above example shows that the Spell Checker did not find any spelling errors in the record tut13286207. It did find two possible misspellings in the record tut06857269: Gradute in field 260 and tehnology in field 650. Graduate, Gra dute, and Gradate are possible replacements for Gradute; ethnology and technology are possible replacements for tehnology.

This report serves as a guide for you to locate the MARC records containing spelling errors in your database. Based on the report, you can use your local library system to retrieve those records containing spelling errors and make actual corrections.


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Chapter 8

Interactive Checking

After you have configured the Spell Checker and extracted a group of records from your databases, you can start the checking process with either batch or interactive checking.

8.1 Start Interactive Checking

  • ● Choose Interactive Check from Check menu. “Select MARC File” box appears.
  • ● Select or type the name of the MARC file containing records form your databases. Please include appropriate directory names. Click on OK. The “Enter Record Number” box appears.
  • ● Type the sequential number of the record from which you want the checking process to start, and press <Enter>or click on OK. For example, to start from the 5001st record in a MARC file of 15,000 records, type 5001 and press <Enter> or click on OK.
  • ● Confirm you selections by clicking on Yes. Click on No to cancel.

8.2 Checking Process

When a checking process starts, sequential record numbers are shown on screen to indicate the progress of the checking process. The records containing possible misspellings are displayed on screen. If a word is not found in dictionaries, the “Not Found in Dictionary” dialog box appears. The box includes a list of suggested replacements and the following choices: Ignore, Ignore All, Replace, Replace All, Prompt Replace, Add to Custom, and Options.

Ignore: Clicking on the Ignore button instructs the Spell Checker to treat the word as spelled correctly for this one occurrence. If the word is encountered again, the word will again cause the “Not Found in Dictionary” box to appear.

Ignore All: The Ignore All button instructs the Spell Checker to treat the current word as spelled correctly for the remainder of the spellchecking session. Use this choice for words which are spelled correctly, but which do not occur frequently enough to warrant inclusion in a custom dictionary.

Replace: Clicking on the Replace button replaces the single occurrence of the Not Found word with the word in the “Replace With” box. Subsequent occurrences of the Not Found word are still considered misspelled.

Replace All: Clicking on the Replace All button replaces the current Not Found word, and all subsequent occurrences of the Not Found word with the word in the “Replace With” box. Subsequent occurrences of the Not Found word do not invoke the “Not Found in Dictionary” dialog box, but are automatically replaced.

Prompt Replace: The Prompt Replace button replaces the current Not Found word with the word in the Replace With box. Future occurrences of the Not Found word invoke the “Not Found in Dictionary” dialog box. The replacement word is automatically displayed in the “Replace With” box. Use this choice for words which would commonly be replaced with another word, but which need to be examined on each occurrence.

Add to Custom: Clicking on this button adds the current Not Found word to the custom dictionary. This registers the word as correctly spelled for this and future spellchecking sessions.

Options: The Options button brings up the “Spell Options” dialog box, which controls certain features of the Spelling Checker. DO NOT MAKE ANY CHANGES.

Your corrections are recorded and saved in a report file.

You can terminate checking process by clicking on Cancel Spellcheck.

When a checking process is complete or terminated, the “Checking completed” box appears and shows the number of the total records processed. Click on OK to move to the box “Save Results”. Click Yes to save the report file, No to cancel the checking results.

If you choose to save the checking results, the “Save As” dialog box appears. In the Directories list box, select the directory where you want to save your file. Type a file name in the File Name box. Click on OK.

8.3 Report File

The report file contains information about the corrections you made during the interactive checking process. The report file can be displayed and printed with any editors and word-processing software.

In the report, each record is identified by its database control number followed by field tags, spelling errors, and corrections. For example:

Database Control Number: tut13286207
Database Control Number: tut0687269
Field 260: Gradute  Graduate
Field 650: tehnology  technology
 


Figure 2


The above example shows that the Spell Checker did not find any spelling errors in the record tut13286207. In the record tut06857269, Gradute in field 260 was replaced with Graduate and tehnology in field 650 was replaced with technology during interactive checking.

This report serves as a guide for you to locate the MARC records containing spelling errors in your database. Based on the report, you can use your local library system to retrieve those records containing spelling errors and make actual corrections.


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Chapter 9

Manage Dictionaries

The Spell Checker contains three dictionaries. They are stored in the directory checker. The American.vtd and America2.vtd are two standard dictionaries, containing more than 240,000 words. They are unchangeable and remain the same as they are installed. The Custom.dic is a custom dictionary to which new words are added.

9.1 Dictionary Merge This feature is designed for you to share dictionaries among your colleagues and expend your dictionary. You can also use this feature to merge the custom dictionaries built with Microsoft® products into your InfoWorks custom dictionary.

ATTENTION: Not all dictionaries can be merged into your custom dictionary. Make sure that the merged dictionaries are built with either Microsoft products or InfoWorks Spelling Checkers (Windows version). Your custom dictionary can be corrupted if you try to merge incompatible dictionaries.

To merge a dictionary into your custom dictionary:
  • ● Choose Dictionary Merge from Add-Words menu. “Select Dictionary File to Be Merged into Your Custom Dictionary” dialog box appears.
  • ● Select the appropriate file by choosing the correct drive, directory, and file type. When the name of the dictionary file appears in the “File Name” box, click on OK.
  • ● You are asked to confirm the file name, including the appropriate path. Click on No to cancel your selection, and Yes to continue.
  • ● If you choose Yes, a message “Please wait... The program is updating your custom dictionary” appears.
  • ● When the merging process is complete, the number of words added to your custom dictionary is displayed.
Repeat steps when needed.

9.2 Add words from Report File

During batch checking, the Spell Checker saves words that are not found in dictionaries to a report file. Report File command allows you to add these words from report files to your dictionary.

To add words from report files to your custom dictionary:

  • ● Choose Report File from Add-Words menu. “Select Report File” dialog box appears.
  • ● Select the appropriate report file by choosing the correct drive, directory, and file type. When the name of the report file appears in the “File Name” box, click on OK. The “Enter Record Number” box appears.
  • ● Type the sequential number of the record from which you want the adding process to start, and press <Enter> or click on OK.
  • ● Click on Yes to confirm your selection. Click on No to cancel.

In the course of adding words, the Spell Checker displays one misspelling at a time. If you want to add the word to the dictionary, click on Yes. Click on No to skip the word. Click on Cancel to terminate the adding process.

When all the words in the report file have been processed or the adding process is terminated, the “Add Words from Report File” box appears to show how many words are added and how many records are processed.

9.3 Add Words from Keyboard

This is designed for you to add any words to the dictionaries directly by typing. Type in any word you wish to add. If not found in the dictionaries, it can be added.

To add words by typing:

  • ● Choose Keyboard from Add-Words menu. “Enter Words” dialog box appears.
  • ● Type the word you want to add, and press <Enter> or click on OK.
  • ● Click on Yes to confirm the word. Click on No to reenter the word. If the word is not found in the dictionaries, it will be added. If it is added successfully, the “Successful” box appears.

To exit the adding process:

Click on Cancel in the “Enter Words” dialog box. The Spell Checker will show how many Words are added.

9.4 Delete Words from Custom Dictionary

You can delete unwanted words from your custom dictionary.

To delete a word from your custom dictionary:

  • ● Choose Delete Words from Delete-Words menu. The “Delete a Words” dialog box appears.
  • ● The latest word you have added is displayed first. You are asked whether to delete it or not. Choose Yes to delete it. Choose No to display the next word. Choose Cancel to terminate the deletion process.

Chapter 10

Demo Version

The demo version is the same as the real program except that it only accepts the flat MARC file, filedemo, which is located in the Checker folder. With the demo, you can not run your own MARC files.

Chapter 11

Technical Support

For technical support, visit us at http://www.itcompany.com or email us at support@itcompany.com


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