We are working with each discipline to define the descriptive data fields which will be best for them. Rather than complicate the data entry process with vagaries of a particular database system, we are doing the basic data input in WordPerfect using macros which create skeleton records, copy repeated fields, etc. The primary goal of this process is to never do duplicate keyboarding. From this basic WordPerfect data, we create and print labels for slides, create records for input into the library computer system, create records to input into existing departmental databases which need to be maintained during the transition, and create the specialized index files used by students in specific classes.
This WordPerfect approach has been very successful. By separating the data entry task from the database, we have been able to have many graduate students do data entry with minimal training: they can concentrate on the content of the work and not the mechanics of how it is done. Most of them already know WordPerfect so editing, correcting, printing, etc., are existing skills. Students entering data can work on virtually any computer at home or at school without having to struggle with a complex database system.
Another goal in creating bibliographic records is to use the correct alphabet for the language at hand; that is, to not drop diacritical marks umlauts, cedillas, acute and grave accents, etc. and even to support non-Roman-based alphabets wherever possible, e.g., Cyrillic and katakana. There is no reason with current technology to emasculate foreign languages for our convenience. WordPerfect permits entry of extended character sets. Even if all of the characters cannot be immediately transferred to a database or other application, the most commonly encountered characters can. Technology will eventually reach the point where all pertinent applications will support extended character sets; we will not have to re-enter our data.