Using a Computer in Biblical and Theological Studies

1. Introduction
2. Definitions of terms
3. How data is organized in a database
4. Typical uses for a database for a seminary student or pastor
5. Advantages of a database compared to a paper filing system
6. How a database management program works
7. How to find information in a database
8. Creating reports from a database
9. Selecting a database management program
10. Using online and CD-ROM databases
11. Recommended Reading

Here are some basic database terms:

• Datum (pl. data): A single item of information, such as a name, date, number.
• Database: A structured collection of information stored in computer files. A database functions like a computerized filing cabinet.
• Database management system (DBMS): A computer program that lets you add records to a database, search for desired items of information, organize the information in meaningful ways, and produce structured reports from select pieces of information.
• Field: A category of information, such as an author, title or city of publication.
• Record: A collection of related fields for a single entry in the database. For example, in a library catalog database, each record would contain information about one book.
• Table: A single collection of records. It is called a table because you can visualize the database arranged like a spreadsheet, with each record in a row and each table in a column.

File folders and notecard analogy

The following are some cards containing research notes. Each card is equivalent to a record. Each card has fields for subject, author, pages cited and a note.

In a paper filing system, you may group cards in file folders, so that you can quickly locate cards that contain a certain category of information. A computerized database system allows you to effectively file an individual card under multiple categories. You can also search for words in the body of the document itself, so you can find items even when you have forgotten where you filed them.

Basic types of databases

• Flat file database: A flat-file database structures the data in a single, two-dimensional table of rows (records) and columns (fields). Flat-file databases are usually less complex to set up and use than relational database managers. The note cards described above could be stored in a flat file database.
• Relational database: A relational database manager allows you to link two or more tables. For very complex databases, where multiple items are interlinked, a relational database manager is more suitable than a flat file database. (Although a true relational database manager is more than just a way of linking tables, this is an essential requirement. For a further discussion of relational database management from a humanities perspective, see Daniel I. Greenstein, A Historian's Guide to Computing. Oxford Guides to Computing for the Humanities, ed. Susan Hockey. Oxford: Oxford University Press, 1994, chapter 3.)

The following diagram illustrates a relational database of archeological information (from Willard McCarty, http://ilex.cc.kcl.ac.uk/toronto/1001h/07dbms.html). The database consists of three tables:

 
• Sites for excavation.
• Buildings and geographical areas within each site.
• Objects within the buildings or areas.



The tables are linked on the field "Site ID", which is unique for each site. This linking field is called a key field.

The relational database structure allows you to store the site information once and have a separate record for each object found at the site. With a flat file database, you would either have to repeat the site information in the record for each object. Alternatively you could store the site information in a separate table, which you could look up manually as required.

• Research notes, to replace note cards for papers, sermons and Bible studies.
• A catalog of a personal or church library: Catalog a collection of tapes, video recordings or musical scores.
• Bibliographic citations: Create a working list of possible bibliographic references as you encounter them during your research. You can paste references into your paper. The computer can produce a perfect bibliography in any style or create handouts for Sunday School or counselling sessions.
• An index to files of photocopied materials: Each item can be classified under multiple subjects, even though it is physically stored in only one place.
• Church membership records: An online directory of family members, birthdays, committee responsibilities, spiritual gifts, interests, etc.. You could print mailing labels, a church directory or a list of committee members for the annual report. The database would help you find the right person for a job.
• Sermon illustration collection.
• Research notes: Organize your research notes in a computer rather than on note cards. For example, store information about apocalyptic texts or key events in church history.
• Archaeological artifact database: The database could contain site information, details about artifacts and even photographs of artifacts.

Database managers in general

• Find information quickly: A database is immensely faster for finding information than a paper filing system. Often records can be found in a second.
• Catalog items under multiple subjects: A database can effectively file an individual record under several subject categories. This solves the common dilemma of where to file something. An item can appear to be filed in several places at once. Library Master even lets you classify items by Scripture passages.
• Full text searching: You can search for words and phrases in the body of a document, such as an article or a research note. This allows you to find items even when you have forgotten where you filed them.
• Flexible report generation: You can easily create a report of certain portions of the database with fields arranged in any manner. A report can be printed or saved as a word processor document.
• Transfer information to a word processor: Record and fields can be pasted into a document that you are writing with a word processor. Enter something into the database once and you can reuse it many times in different forms.
• View information in different ways: You can quickly rearrange the way you look at your information, without changing the original data. View your note cards by subjects, then view them classified by journal source with the press of a key. View your church membership directory organized by committee or list the people who have birthdays this month.
• Sort information in any order: When you add new entries to a database, they automatically appear in the proper sorted order.

Bibliographic database managers

• Automatically produce bibliographies. The program can format the bibliography in Chicago, Turabian, APA, MLA or any other style.
• Reuse bibliographic citations. If you use a citation in several papers or different places in the same paper, you still only need to type a reference.
• Locate an elusive article, even when you forget the title or author.
• Share bibliographies on disk with others. Professors can distribute databases on disk rather than printed bibliographies.
• Import from library catalogs, CD-ROMs and online services. The bibliographic database manager can read the records into your personal bibliographic database. This saves a lot of typing time and ensures accurate references.

Retrieving records from disk

Two ways of storing records

• Fixed length fields: The length of each field is determined when the database is created. The same amount of disk space is used regardless of the amount of information actually put in a field. This is fine for small items such as names, address or inventories. Most general purpose database managers use primarily fixed length fields (dBase, Paradox, Access).



• Advantage: Speed in finding records, since the position of a record is a simple multiple of the record length.
• Disadvantages: Disk space is wasted and very long entries may need to be truncated (such as long titles of old books).
• Variable length fields: The disk space taken up by a field depends on the amount of information in the field for a given record. This approach is essential for textual information, which can vary in length dramatically. Textual databases such as AskSam, Library Master and InMagic use this approach.



• Advantages: Efficient use of disk space fits more on the disk and allows very long notes.
• Disadvantage: Slower in finding records, since you must store information about the location and size of each record.

Two types of searches

• Sequential search: The program reads each record one at a time from disk into memory and checks if the desired field meets the search criteria. This is equivalent to looking for something in a book by reading each page of the book.
• Advantages: A simple search. Does not require more disk space than the size of your data.
• Disadvantage: Slower searches.
• Indexed search: The program maintains a file similar to a book index that lists the contents of indexed fields in alphabetical order. You tell the program to maintain indexes on fields that you will search frequently, such as author, subject and title in a bibliographic database or name and committee in a church membership database.



• Advantages: Very fast searches (often a second for thousands of records). Search speed is not affected much by the size of the database.
• Disadvantage: Requires disk space for the indexes. Adding records is slower since the indexes must be updated.
A good database manager will let you specify which fields to index. It will automatically use indexes to speed up searches when possible.

Searching more than one field at a time

Boolean operators explain the logical relationship between several fields. The most widely used logical operators are:

• AND: Both search criteria must match for the record:

AUTHOR = Barth, Karl AND DATE > 1930


• OR: Either one or the other search criteria must match:

SUBJECT = Israel OR SUBJECT = Old Testament Background


• AND NOT: The first criteria must match and the second must not match:

AUTHOR = Bultmann AND NOT SUBJECT = Gnosticism

Bibliographic database

• The bibliography for a paper in a specific style, such as Chicago, Turabian, MLA or APA. Many programs will search your paper for the works you cite and create the bibliography of these works. If you need to change the style of the bibliography, simply select a new style in the database report generator.
• A working book list sorted by call number to help find books in the library.
• Subject bibliography of articles on a sermon topic.
• Annotated bibliography for a Sunday School class.
• An annual periodical index for your denominational magazine, grouped by subject, Scripture passage and author.

Church membership database

• Church directory sorted by family name and cross referenced by committee. When you want an updated directory, the computer will sort the entries and print the report automatically.
• Categorize church membership by city or nearest cross street. This could be used for arranging small groups or planning an evangelistic outreach.
• Committee membership listings, with the phone of each committee member.
• Family members with birthday in the current month.
• Mailing labels for a newsletter or donation receipts.
• Personalized form letters to all members of a committee.

Archaeological database

• Table of artifacts arranged by site and sorted by original date and date of discovery.
• A list of the findings of various researchers, sorted in reverse order by date of discovery.

Sermon illustration database

• Sermon illustrations for a particular sermon. Select items by subject or Scripture passage.
• Insert an illustration directly into your sermon.

Picking a database appropriate to the task

• Large amounts text: If you are organizing research notes, bibliographic references, counselling records and other textual information, a textual database manager is best (AskSam, Library Master, InMagic). A bibliographic database manager is a textual database manager preconfigured to format bibliographies and citations in most widely used styles. (Library Master, Endnote, ProCite)
• Primarily small pieces of information: If you are organizing names, addresses, recipes, inventories, a flat file database may be adequate. (Q & A, Alpha 5, PC File)
• Small pieces of information that must be cross correlated: If you are organizing a customer list, linked with an inventory list to determine which customers purchased a product in a certain period of time, a relational database manager would be essential. (dBase, Access, Paradox)
• Mixture of text and graphics: Some Windows and Macintosh relational databases allow you to include graphics as well as text. You might want to include photographs of members of your church in a membership database or pictures of artifacts in an archaeological database. (Access, Paradox)

Desirable characteristics in a database for students, professors and pastors

• Variable length fields and records.
• Easy data entry. The better programs include a built-in word processor for data entry.
• Support for major western European languages, including easy data entry, searching, sorting and report creation.
• Importing from numerous sources, including online information services, CD-ROM, online library catalogs. Some programs such as Library Master allow you to customize importing for any source.
• Rapid, multiple field searches with AND, OR and NOT Boolean operators.
• Macros. Macros allow you to teach the program to do repetitious tasks and execute them with a single keystroke.
• Flexible report generation:
• Produce bibliographies in styles appropriate to your disciple (such as Turabian).
• Sort any combination of fields. It should properly handle accented characters.
• Reports should allow arranging text in paragraphs, not simply in columns. This is a limitation of most relational database managers.
• Generate reports in a word processor file format usable with your word processor.

Bibliographic and textual database managers

• Library Master: A sophisticated bibliographic and textual database manager designed especially for students, professors, researchers, librarians and pastors. All fields are variable length. Accented characters are easy to enter, search, sort and include in reports. Use up to 50 record types in a database, each with a different set of fields (books, journal articles, recordings, etc.). Design any type of database structure (unlike dedicated bibliographic programs, such as ProCite and EndNote). Creates bibliographies, in-text citations and bibliographic footnotes in Turabian, MLA, APA, Chicago and dozens of other styles. Easily design sophisticated reports. Reports are compatible with most DOS and Windows word processors. Very fast searches on multiple fields. Pop-up lists of field contents simplify searches. Classify records by Scripture references and search for a range of references. Import from online services, CD-ROMs and library catalogs. User definable macros let you execute repetitious tasks with a single keystroke. Full featured network version allows several people to search and edit shared databases. ($199.95 US ($279.95 Cnd) for professors, $124.95 ($174.95 Cnd) for students; Balboa Software, 5845 Yonge St., PO Box 69539, Toronto, Ontario M2M 4K3 Canada 800-763-8542; 905-763-8484 http://www.balboa-software.com; Windows 95/98/NT and DOS)
• ProCite: A sophisticated dedicated bibliographic database manager. Multiple record types for books, journal articles, etc. Produces bibliographies in various styles. Produces in-text citations, but not bibliographic footnotes. Little control over report format, but flexible control of bibliographic style. Searches are slow. Although search queries can be complex to implement, searches are flexible. Since only limited changes to the database structure are allowed, it is not suitable for non-bibliographic databases. Difficult to enter accented characters. Limited network version allows several people to search shared databases only, not edit them. ($400 US, plus $200 for Bibliolinks to import from online information services and CD-ROMs. DOS, Windows and Macintosh)
• EndNote Plus: An easy to use dedicated bibliographic database manager. Multiple record types for books, journal articles, etc. Produces bibliographies in various styles. Formats in-text citations, but not automatic bibliographic footnotes. Limited number of citations allowed in a document causes some difficulty with larger documents such as theses. There is little control of report format, but bibliographic style is easily customized. Only limited Boolean searching is allowed. Since only limited changes to the database structure are possible, it is not suitable for non-bibliographic databases. Difficult to enter accented characters. The program is not as powerful as ProCite or Library Master. No network version. ($250 US, plus $150 for EndLinks import utility; Windows, DOS and Macintosh)
• AskSam: A textual database manager which allows freeform data entry. Since fields are optional, it is more like working with paper notecards than a typical database manager. Define templates while doing data entry. Allows hypertext linking between records. Designing reports is complex and requires programming. Limited word processor compatibility. Import capabilities are limited and must be configured by the user. ($400 US; DOS)

Relational database managers

Since they primarily use fixed length fields, they are best for relatively short items of information, such as addresses, financial records, account numbers and inventory items, particularly when they must be cross correlated. Many Windows and Macintosh products can include graphics. Most are weak at handling lengthy textual information for data entry and generating reports. They are usually weak at handling mixed languages. Except for special purposes, they are generally not as suitable as textual database managers for the type of information used by students and humanities scholars.

For an example of using a relational database (Paradox) for an archeological database, see http://ilex.cc.kcl.ac.uk/toronto/1001h/07dbms2.html.

• Access: A state of the art Windows relational database manager. Basic report design is largely visual, although more advanced reports still require programming. Searches are powerful, but entering search queries is cumbersome and non-intuitive. Fields are generally fixed length, but some variable length fields are allowed. Graphics, sounds and videos can be integrated into a database. (about $500; it is less expensive when acquired as part of the Microsoft Office Professional "Suite"; student discount is available)
• dBase: Powerful, flexible relational database manager, which at one time was the industry standard. All fields but one are fixed length. It is capable of very complex databases, but requires programming to handle more than basic functions. Microsoft FoxPro is largely compatible and has similar capabilities. ($500; Windows and DOS)
• Paradox: A powerful and relatively easy to use relational database manager. Largely menu driven, but it is also programmable. A major flaw is the lack of variable length fields and short maximum field length (255 characters). ($500, student edition $175 Cnd; Windows and DOS)

Church Management Databases

• Membership Tools: A church membership directory program which tracks information about church members such as names, addresses, phone numbers, birthdays and donations. A photo directory can be easily printed. Individual photographs can be retouched and the contrast and colors can be adjusted. It records attendance at meetings. It can keep track of visitation records and print maps to aid people doing visits. Reports can be custom designed. ($99.95 US; Logos, http://www.logos.com/products/mt/)

Searching online and CD-ROM databases

You can search these database in the same way you search a personal database. Searching these databases saves considerable time over scanning them in printed form.

Downloading records

Here is a sample record downloaded from the DIALOG online service:

 1/L/2
AN- 8936574|
AN- 89-1-154|
TI- Beowulf's Byrnies|
AU- McGuiness, Daniel|
JN- English Language Notes, Boulder, CO|
PG- 1989 Mar.; 26(3): 1-3|
PY- 1989|
SN- ISSN 0013-8282|
DT- journal article|
LA- English|
DE- SLT_English literature^LOC_400-1099 Old English
    period^AWK_Beowulf^LTH_byrnie^LTH_warrior-hero||

Importing the records to a personal bibliographic database

When doing bibliographic research, this saves considerable time, since you do not need to type the records yourself. You can insert citations directly into your paper from your database and format bibliographies of the references you use.

Here is the DIALOG record shown above after importing into the Library Master for Windows bibliographic database manager:

Many personal bibliographic database managers include an import utility to do the conversion for you. Library Master allows you to customize the import program to parse almost any type of file. An import filter specifies the file structure of the source file, such as the end of field and end of record delimiters. A field table maps the source file field tags to the appropriate destination database field names. For example, the "AU" tag would be sent to the "Authors" field.

Importing to a general purpose relational database manager

Recommended Reading

1. Willard McCarty's notes on database management from his course on Computing in the Humanities are quite helpful: http://ilex.cc.kcl.ac.uk/toronto/1001h/07dbms2.html
2. A good discussion of relational database management from a humanities perspective is in Greenstein, Daniel I. A Historian's Guide to Computing. Oxford Guides to Computing for the Humanities, ed. Susan Hockey. Oxford: Oxford University Press, 1994, chapter 3.