United States
Environmental Protection
Agency
Administration And
Resources Management
(PM-211D)
EPA/IMSD-90-014
September 1990
>EPA
EPA E-Z REF
Database System
Printed on Recycled Paper
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UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
MAR I A 1991
OFFICE OF
ADMINISTRATION
AND RESOURCES
MANAGEMENT
E-Z REF: New Information Tool for EPA Staff
1 / ,,; | ;, ,/.- * >, fa ;
\ ,\.MlA.iA ''I/' ( -T.-CW
MEMORANDUM
SUBJECT.:
FROM: Daiva
Information Management and Services Division
TO: Assistant Regional Administrators
Headquarters Senior Information Resource
Management Officials
Senior Budget Officers
Administrative Council Members
We have recently completed development of a new
microcomputer application called E-Z REF. E-Z REF was
developed in response to EPA staff requests for an easy way
to automate access to small collections of reports, subject
files, and other office ready reference information. E-Z REF
is a menu-driven microcomputer shell, designed to be used as
is or tailored to individual needs.
E-Z REF was developed by the Information Access Branch,
which also manages the mainframe Online Library System of the
holdings of EPA's 28 libraries. E-Z REF includes the
capability to transfer information from the Online Library
System. This connection provides a growth path for small
databases and also provides a means to download Program-
specific records from the Online Library System for frequent
access .
We have already distributed E-Z REF to several Regional
and Headquarters Program offices and libraries. Attached for
your information is the E—Z REF user manual. If you would
like more information on E-Z REF, contact Brigid Rapp, Chief,
Information Access Branch at FTS-475-8710.
Attachment
cc: Al Pesachowitz
Paul Wohlleben
OIRM/NDPD Division Directors
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ADDENDUM TO "EPA E-Z REF DATABASE SYSTEM" manual; EPA/IMSD-90 014
December 7, 1990
USER NOTES
Enclosed is a revised software disk copy of E-Z REF (Version 2.1,
10/2/90) and the current guidance manual. This revision, a minor one,
now makes it possible to delete entries within E-Z REF and not have to
return to dBASE to exercise that command.
Also be advised of two minor problems in using E-Z REF, which cannot be
changed due to the complexity and internal logic of this program:
1. Whenever you open the ADD DOCUMENT function to enter a new record, a
sequential number -starting with 000001- is automatically assigned to
that document. However, this number cannot be reused, even after deleting
that entry - and it remains in the program. For example, the first
document saved will be 000001 (See page 11). The second document becomes
000002. If you later go back and delete the original document for 000001,
that numbered space remains in the program system, followed by 000002 as
entered. The numbers do not "roll back." Moreover, you can not recall
the data field under 000001 for a replacement entry. Keep this in mind,
if you want the numbering sequence for recorded documents to be
continuous or with as few breaks as possible.
2. When entering a record (ADD DOCUMENT) and you come to the line on the
screen for listing keywords, you must first write these down and enter
them separately under the ADD KEYWORD function. The SAVE command for ADD
DOCUMENT will save everything except keywords not previously entered.
The intent was that one oversight-user should pre-select and require the
use of certain keywords by other document entry staff, before entering
records. That way, everyone in a given office would share the same call-
up information and be able to access entries other than their own. Just
keep this in mind, as you enter records for the first time. SAVE a
keyword first before entering it to the ADD DOCUMENT field.
Dave Hoadley
Information Access
Branch, IMSD, OIRM
202- 475-8672
(FTS) 475-8672
Steve Mitchell
Water Librarian
202-475-8670
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Contents
1 • Introduction 1
2 • Guide to Manual Format/Conventions 3
3 • Installation Instructions 5
3.1 • Personal Computers 5
3.2 • Creating a Directory 5
3.3 • Installing the E-Z REF Database System 5
4 • Accessing the E-Z REF Database System 7
5 • Maintenance Menu 9
5.1 • Document Maintenance Menu 10
5.2 • Keyword Maintenance Menu 16
5.3 • Update Counter 20
5.4 • Index Files Menu 20
5.5 • Import from OLS Format File 21
5.6 • Export to OLS Format File 23
5.7 • Update Opening Screen 24
5.8 • Return to Main Menu 25
6 • Menu and Screen Conventions 27
6.1 • Numeric Options 27
6.2 • Help 27
6.3 • Alphabetic Options 27
6.4 • Invalid Entries 28
7 • Main Menu 29
7.1 • Select Records 29
7.2 • Display Entire Record by Call Number 38
7.3 • Display Alphabetic List of Keywords 38
7.4 • Exit System 40
Appendices
Appendix A • List of EPA libraries 41
Appendix B • E-Z REF Database File Structure 45
Appendix C • Preparing for Import 49
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1
Introduction
1.1 • Purpose
E-Z REF was developed in response to EPAstaff requests for an easy way to automate access
to small collections of information. It may be tailored to individual needs and is designed
for convenient access to books, reports, journal articles and other files of reference
information.
E-Z REF was developed by the EPA Information Services Branch (ISB) and the Headquar-
ters Library. ISB also manages a mainframe bibliographic database to improve access to
EPA Library Network collections. E-Z REF includes the capability to upload records
entered in E-Z REF to the mainframe database, and download records from the mainframe
to E-Z REF. This connection provides a growth path for small databases and also provides
a means to download selected records from the mainframe for frequent access or for
additional processing.
If you need assistance with E-Z REF after reading this manual and using the commands,
you may call the Headquarters Library at 8-382-5921.
1.2 • Organization of Manual
The manual is divided into seven sections. Section 1 is the "Introduction." Section 2,
"Guide to Manual Format/Conventions/' explains the conventions and standard nota-
tions used in this manual. Section 3, "Installation Instructions/' details the procedures for
installing the E-Z REF Database System on the hard drive of your personal computer.
Section 4, "Accessing the E-Z REF Database System," explains how to enter the E-Z REF
Database. Section 5, "Maintenance Menu," describes Maintenance Menu functions in
detail and presents related screens. Section 6, "Menu and Screen Conventions," presents
notations as to standard commands and options that are common to the E-Z REF Database
System's design. Section 7, "Main Menu/' describes in detail the various options and search
procedures available on the E-Z REF Database's Main Menu.
This manual combines two command procedures: the MAINTENANCE MENU function,
which shows how to enter, delete or modify database records and the MAIN MENU (or
search) function, which shows how to locate information, once entered.
1.3 • Maintenance Menu
The MAINTENANCE MENU allows you to add, update, and delete documents and
keywords; to re-index database files individually or simultaneously; to keep track of the
number of database searches performed; to import files from EPA's Online catalog; and to
update the opening screen of the E-Z REF Database System.
Every record in the database corresponds to an individual citation. Each record includes
space for bibliographic information, including an abstract and keywords. One of the PC
EJM E-Z REF Database System
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screen displays, A SUMMARY REPORT (Figure 30), is composed of 15 fields. When
entering a new document or record, as much information as is available should be recorded,
although an entry does not have to be made in every field. A more complete record of 22
fields is in the FULL RECORD DISPLAY (For the name and description of each field,
consult Appendix B).
1.4 • Main Menu
The MAIN MENU allows you to search for references by several criteria, including
keyword, tide, author, date, call or ID number and to display and print summary or full
record displays.
1.5 • Optional dBASE III+ Commands
You have the option of searching the database using the E-Z REF Database Menu, as
described in this manual, or using dBASE HI* commands. Through the E-Z REF Database
Menu, you can look for your document by searching the keywords, tide, alternate title,
personal author, corporate aumor, and publication date fields. If you use dBASE ffl-t-
commands, you can search every field.
1.6 • Development
This user's manual was developed to accompany die E-Z REF Database System. The Menu
database system was designed by CRC Systems, Inc. under EPA Contract 68-01-7176
(where it was called the "Generic Database Menu"), and subsequently modified by
Computer Sciences Corporation, Applied Technology Division. The database and manual
are designed for use by the EPA Library Network and EPA Program Staff.
Contact die Headquarters Library at FTS (202) 382-5921, if you have any further questions
regarding use of me E-Z REF Database System.
EPA E-Z KEF Databtat Syria*
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Guide to Manual Format/Conventions
The following conventions are used throughout the manual.
2.1 • Screens and Menus
Whenever a screen is displayed as a figure in the manual, it will be enclosed within a border.
For example, Figure 1 displays the MAIN MENU.
23 RECORTKS) IN DATABASE
LAST UPDATED: 07/12/90
MAIN MENU
1) SELECT RECORDS
2) DISPLAY ENTIRE RECORD BY CALL NUMBER
3) DISPLAY ALPHABETIC LIST OP KEYWORDS
4) MAINTENANCE
5) EXIT SYSTEM
ENTER SELECTION (1-5)
FOR HELP
Figure 1
All references to menus and screens will be shown in upper case characters, such as MAIN
MENU.
2.2 • Special Keys
Any special keys that you need to use in accessing or using the E-Z REF Database System
will be shown within brackets. For example, press .
EPA E-Z REF Database System \\_3_
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2.3 • Menu Options
References to menu options will be in upper and lower case characters and will be enclosed
in quotation marks. For example, in Figure 1, Option 5 of the MAIN MENU would be
expressed as (5) "Exit System."
2.4 • Bold
In this manual, bold text represents user input. In the following notation, for example,
when the "C\>" appears on the screen, you would type in CD\E2REF to access the E-Z
REF Database System:
CDNEZREF
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3
Installation Instructions
3.1 • Personal Computers
The database runs on an IBM PC/AT, PC/XT, or compatible computer with a hard
disk drive.
These instructions assume that you will load the E-Z REF Database System from drive A
of your personal computer (PC).
3.2 • Creating a.Directory
To create a directory for the E-Z REF Database System, use the DOS "make directory" (MD)
function and type in the new name for the directory (e.g. EZREF). At the DOS prompt of
the C drive of your PC type:
CD\ EZREF
This creates a directory where the E-Z REF Database System will reside. If you find that this
directory already exists, you may have previously installed the E-Z REF Database System
on this PC or you may have a directory with the same name that contains files unrelated to
the E-Z REF Database System. In the latter case, you should move the files before
continuing with the installation procedure or choose another directory name.
3.3 • Installing the E-Z REF Database System
Go to the directory you have created and insert the installation diskette into drive A of your
PC. At the DOS prompt, which should now show C:\EZREF>, type:
COPY A:*.*
Upon completing the installation procedures, if you want to import a database to the new
system, select the "import" routine from the MAINTENANCE MENU after beginning the
program (See Section 5-5).
EPA E-Z REF Database System
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EPA E-Z REF Database System
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Accessing the E-Z REF Database System
You can access the E-Z REF Database System from the DOS C:> prompt. To enter DOS from
the standard EPA menu, press .
Note: If you do not have the standard EPA menu, you may access DOS differently.
After the DOS C:\> prompt, type the directory name. For example, to access the E-Z REF
Database System, type the following:
CD\EZREF
After the screen shows C:\EZREF>/ type the following:
EZREF
The screen shown below will be displayed:
Version 11
E-Z REF DATABASE SYSTEM
PURPOSE: The E-Z REF Database is designed to provide easy
access to reference "*•"•*•'• assigned by the uier.
CONTENTS: Tha E-Z REF Database may include EPA and non-EPA
reports. conference proceedings. and commercially published
books. Each record contains bibliographic information and an
abstract, and is entered by the Database user. Unless otherwise
noted, reference* am shelved in the office* of the
SEARCHING: The user ho the option, of searching the Database by
using dBASB IH* fmmtn^t or, by using this menu. By using the
menu, a user may search the ditibete using keywords, title, date.
personal author. sod corporate author. In dBASB UK every
i*
PLEASE ASK A LIBRARIAN IF YOU NEED ASSISTANCE TO USE THE DATABASE
PRESS ANY KEY TO CONTINUE
Figure 2
EPA E-Z REF Database System
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EPA E-Z KEF Databue System
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Maintenance Menu
You can access the Maintenance Menu from the E-Z REF Database MAIN MENU, shown
below in Figure 3. Enter <4> to display the MAINTENANCE MENU screen, shown in
Figure 4.
23 RECOREKS) IN DATABASE
LAST UPDATED: 07/12/90
MAIN MENU
1) SELECT RECORDS
2) DISPLAY ENTIRE RECORD BY CALL NUMBER
3) DISPLAY ALPHABETIC LIST OF KEYWORDS
4) MAINTENANCE
3) EXIT SYSTEM
ENTER SELECTION (1-5)
FOR HELP
Figures
EPA E-Z REF Database System
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MAINTENANCE MENU
I) DOCUMENT MAINTENANCE
2) KEYWORD MAINTENANCE
3} UPDATE COUNTER
4) INDEX FILES
5) IMPORT FROM OLS FORMAT FILE
6) EXPORT TO OLS FORMAT FILE
7) UPDATE OPENING SCREEN
8) RETURN TO MAIN MENU
ENTER SELECTION (1 -g)
Figure 4
5.1 • Document Maintenance Menu
You can add, modify, or delete entire document records or elements of one record using the
DOCUMENT MAINTENANCE MENU. Entering <1> at the MAINTENANCE MENU
displays the screen shown in Figure 5.
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DOCUMENT MAINTENANCE MENU
1) ADO DOCUMENT
2) UPDATE DOCUMENT
3} DELETE DOCUMENT
4) RETURN TO MAINTENANCE MENU
ENTER SELECTION (1-4)
FigureS
5.1.1
Add Document
When a new document needs to be added to the menu, you can add the document record
to the E-Z REF Database using this option. Select <1> to display the ADD DOCUMENT
screen shown in Figure 6.
Note that the program automatically enters a unique ID Number in the upper right coiner
for each new document This is a simple sequential number, which indicates the chrono-
logical order of each different entry to your database (i.e. the first document would be
000001 and the 250th would be 000250). Once recorded, it is the only reference number you
would need to display the entire record from the SEARCH RESULTS menu (See Figure 29)
or to call up a document for updating (See the discussion for Figure 8).
EPA E-Z REF Database System
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ADD DOCUMENT
CALL NUMBER:
TTTLE:
ALT. TITLE:
PER AUTHOR:
COR? AUTHOR:
PUBLISH:
PUB DATE:
EPA RPT. NO:
CONTRACT NO:
NTISNO:
SCREEN I of 2
DOCUMENT ID: 24
FORMAT:
LOCATION:
GEOCODB:
Prw» PjDnio End
[L]«0« without
Figure 6
The cursor is at the "call number" field when the screen appears. See Appendix B for an
explanation of these fields and how proper entries should be made. Type in the data
requested, using capital letters for all titles, and press the key to move on to the
next field. Note that you cannot reverse the cursor from some fields until you have gone
to the bottom of the screen (also true for updates). If you missed something or need to make
a change, just select [£]dit at the bottom, and you can start over.
The "Title," "Alternate Title," "Personal Author," and "Corporate Author" fields in Figure
6 have a scrolling feature. As space on the screen is filled, the text shifts to the left allowing
you to enter additional characters (up to 150 characters in the 'Title" and "Alternate Title"
fields, 120 in the "Personal Author" field, and 140 in the "Corporate Author" field). Use the
left arrow on key 4 to scroll back to read your entry, if it extends beyond the data field
window. However, if you expect to make changes, be careful not to hold the return key
beyond the first letter, or you will leave this field and go to the next If you do this/ you can
return to the field needing change by going to the bottom and selecting the [E]dit screen key.
The "Next Screen7' option displays the second screen of the document record and accom-
modates entry of an abstract, keywords/ and other information for the document. A sample
screen is shown in Figure 7.
12 II EPA E-ZREFDatabat System
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ADD DOCUMENT
CONFERENCE:
SERIES:
TO ORDER:
CONTACT.
OTHER INFO:
ABSTRACT:
KEYWORDS:
SCRN2of2
CODE:
Press PgDn to End
[PJreviova screen. [Sieve, [E]dit screen. [LJ««ve wiihoot adding [ ]
Figure?
The "Abstract/' "Other Info/' and "Keywords" fields on this screen also have the scrolling
feature. In the Keywords field, you may enter only words that already exist in the
database's list of keywords. If you enter an invalid keyword, the screen will display an error
message and request re-entry (If the same entry is repeated, there is no additional error
message). If you wish to add new keywords to the database, first review the abstract you
have written and then write down all the words you wish to use. Return to the Maintenance
Menu and enter <2> ''Keyword Maintenance" to add these, one at a time (See Section 5.2
for specific instructions). Use single words, as opposed to a group of several, where
possible. This makes the keyword file more flexible for railing up other citations. Use
option 2) "Keyword Maintenance" on the MAINTENANCE MENU.
Enter for "Save" at the status line to save your entry. This will add the new record to
the database, and display a message asking whether you want to continue adding. A "Yes"
response displays a new add screen (Rgure 6); a "No" response displays the DOCUMENT
MAINTENANCE MENU.
5.1.2 • Update Document
The "Update Document Record" option allows you to revise document records already in
the Database Entering <2> at the DOCUMENT MAINTENANCE MENU displays a
screen requesting entry of the Document ID (Rgure 8), which is in the upper right corner
of the first page of each reference display screen.
EPA E-Z REF Database System
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UPDATE DOCUMENT
ENTER DOCUMENTID: 0
FigureS
Entering a valid Document ID displays a s
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Use the key to move from field to field, filling in the information where needed.
You can also overwrite existing information that may have changed. Press the key
and then (default) at the status line to go directly to the second screen of the document
record, shown in Figure 10.
UPDATE DOCUMENT
CONFERENCE:
SERIES:
TO ORDER:
CONTACT:
OTHER INFO:
ABSTRACT:
SCREEN 2 of 2
CODE:
KEYWORDS: RADIATION—TOXICOLOGY
Pre» PgDn to End
[N]ext screen, (S]tve changes. fE]dit screen. (LJexve without irprUn'ny [ ]
Figure 10
5.13 • Repeat Field
The "Keywords" field is a repeat field and is designed to accommodate multiple entries.
When the cursor reaches this field, the first word in the record and a new status line appear.
Entering for "Next" displays the next keyword in the record and for "Previous"
displays the previous keyword. Enter to add a new word or to delete an existing
word. The status line defaults to "C" (Continue); pressing moves the cursor to
the status line at the bottom of the screen.
If you have no further revisions, enter to save the changes you have made. Entering
at the status line saves your changes, replaces the record in the database, and returns
you to the DOCUMENT MAINTENANCE MENU.
5.1.4 • Delete Document
The Delete function is very similar to Update. Entering <3> at the DOCUMENT MAINTE-
NANCE MENU displays the Document ID screen (Figure 8). Again, you must enter the
Document ID to display the record's contents. The status line offers options to Delete or
Leave without deleting. Selecting "Delete" displays a message requesting you to confirm
EPA E-Z REF Database System
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the delete with a Yes or No response, Entering deletes the record, and entering
leaves the record unchanged. In either case, the system returns to the DOCUMENT
MAINTENANCE MENU.
5.2 • Keyword Maintenance Menu
As documents are added to and removed from the Database, you can use the Keyword
Maintenance option to modify the keyword records in the Database. Entering <2> at the
MAINTENANCE MENU displays the screen shown in Figure 11.
KEYWORD MAINTENANCE MENU
1} ADD KEYWORD
2) UPDATE KEYWORD
3) DELETE KEYWORD
4) PRINT A LIST OF KEYWORDS
5) RETURN TO MAINTENANCE MENU
ENTER SELECTION (I-4)
Figure 11
5.2.1 • Add Keyword
This option allows you to add new keywords to the Database. You can use this option also.
to add Use Terms, which act as references to actual, similar keywords in the Database. For
example, in the alphabetic list of keywords, the term AERATED PONDS could be shown
with the notation "USE AERATED LAGOONS." Enter <1> to display the ADD KEY-
WORD screen shown in Figure 12. Note that you may add Use Terms that are not
keywords, in which case the user will need to go outside of the E-Z REF Database System
for reference assistance.
16 il EPA E-Z REF Database System
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ADD KEYWORD
KEYWORD:
ENTER A BLANK KEYWORD TO LEAVE
Figure 12
To add a keyword, type the new word in the "Keyword" field. Once you enter the keyword,
the screen shown in Figure 13 appears, where you may add Use Terms and Related Terms
for the keyword.
| ADD KEYWORD
KEYWORDS IMPACT
USBTERMS
•* NO TERMS POUND **
RELATEDTERMS
•» NO TERMS FOUND •*
w keyword
[R]«lal*dT<
u
Figure 13
EPA E-Z REF Database System
17
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To add a Use Term to the Database, select from the status line and type the new term
in the blank field on the left side of the screen Once the term has been added, a new status
line appears, as shown in Figure 14.
ADD KEYWORD
KEYWORD: IMPACT
USETERMS
EFFECT
RELATEDTERMS
•• NO TERMS FOUND ••
TOADD
TO DELETE
TO UPDATE
TO LEAVE
FOR PREVIOUS TERM
FOR NEXT TERM
Figure 14
You may continue adding Use Terms or update or delete existing terms. Use the arrow keys
to scroll through the list and select a Use Term; press or to perform the desired
function. Entering displays the original status line (shown in Figure 13).
A Related Term is simply another keyword that is similar to the selected keyword. It may
provide other similar references for a database search (e.g. the term "Sewage Treatment"
is related to the term "Aerated Ponds"). It may be similar to a Use Term but must have
previously been entered as a keyword in the database. In order to update Related Terms,
you must return to the KEYWORD MAINTENANCE MENU and use the "Update
Keyword" option. As with keywords, only one Related Term at a time may be added.
• Update Keyword
Entering <2> at the KEYWORD MAINTENANCE MENU displays a blank UPDATE
KEYWORDS screen similar to ADD KEYWORD shown in Figure 13. Enter the keyword
you wish to update in the "Keyword" field to display data associated with the keyword (See
Figure 15).
EPAB-ZREF
System
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J.
UPDATE KEYWORD
KEYWORD: IMPACT
USE TERMS
EFFECT
RELATED TERMS
•• NO TERMS FOUND •»
[NJew keyword
(U]pd«u keyword
[R]eUted Terms
[]
FigtirelS
You may also add, update, and delete Use Terms for this keyword by selecting for "Use
Terms" at the status line. Selecting for "Related Terms" allows you only to add or
delete Related Terms for the keyword. Again, you may update Related Terms only through
the "Update Keyword" option on the KEYWORD MAINTENANCE MENU.
5.2.3 • Delete Keyword
The operation of this function is similar to that of "Update"; the status line contains only
three options:
[D]elete keyword [N]ew keyword [L]eave[ ]
Entering displays a message requesting you to confirm the deletion. Entering
deletes the keyword and displays the KEYWORD MAINTENANCE MENU, and entering
leaves the word unchanged and also displays the MENU.
5.2.4 • Print a List of Keywords
This option is available to provide the capability of printing an alphabetic list of keywords
that can be placed near a terminal for user reference when searching the database. Be sure
the printer is turned on and is configured to the desired settings prior to selecting this
option. When you enter <4> at the KEYWORD MAINTENANCE MENU prompt, there
will be a short delay while the program prepares the list You will then be asked if you are
ready to print the list now. If you enter , you will be returned to the KEYWORD
MAINTENANCE MENU; if you enter , the list will print and then you will be returned
to the KEYWORD MAINTENANCE MENU.
EPA E-Z REF Database System
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5.3 • Update Counter
The Counter tracks the number of Database searches performed during any given time
period. Enter <3> at the MAINTENANCE MENU to display the screen shown in Figure 16.
THE COUNTER NOW READS;
4 SEARCHES
DO YOU WISH TO RESET THE COUNTER
U&T UPDATE DATE: 07/1 3/90
N
Figure 16
The screen displays the number of searches performed since the previous reset Entering
resets the counter to 0.
5.4 • Index Files Menu
Enter <4> at the MAINTENANCE MENU to display the INDEX FILES MENU, shown in
Figure 17.
EPA E-Z REF Database System
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INDEX FILES MENU
1) INDEX DOCUMENT
2)INDEXWORDUST
3) INDEX KEYWORDS
4) INDEX AUL DATA FILES
5) RETURN TO MAINTENANCE MENU
ENTER SELECTION (1-5)
Figure 17
Enter option numbers 1) - 3) to re-index individual data files or option 4) to re-index all data
files.
5.5 • Import from OLS Format File
The EPA Library Network maintains the Agency catalog on the National Computer Center
computer in Research Triangle Park, North Carolina. Anyone who has a user ID and
account number for this computer can use this Catalog, which is called the Online Library
System (OLS).
You may wish to capture some information from this Catalog, transfer it to your PC, and
search it using the E-Z REF Database System. The Import from OLS Format File function
(Option 5 from the MAINTENANCE MENU) accomplishes this process.
First, you must use the Online Library System (OLS) to create a set of documents (or
"document set") to be imported. Second, you must download the document set to your PC,
using an IRMA card or some sort of communications software (Crosstalk, Kermit, etc.).
Refer to the BASIS Advanced Online Library System (OLS) User Guide for information
about how to create document set. Information about how to download a document set
can be found in Appendix C, "Preparing for Import"
The document set which you have downloaded to your PC is in "text format". In order to
access this information through the E-Z REF Database System, the file must be converted
into a dBASE format file. This process is accomplished by the Import function of the
MAINTENANCE MENU.
EPA E-Z REF Database System
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Select option 5), "Import from OLS Format File," from the MAINTENANCE MENU. If you
have already been using the E-Z REF Database and have records in it, you will be given the
option to add the import file records to the current records, or to delete the current records
and replace them with the new ones (See Figure 18).
IMPORT FROM OLS FORMAT FILE
The E-Z REF DtOfc*j« Syttan already ccnaiiw
recccdj. Plea»« cbooM whether you wuh to:
1) Append new record* to your
2) Delate old records tnd add new one*
3) Exit tha procedure
ENTER SELECTION (1 -3)
Figure 18
Nextyou will be asked for the nameof the file to import (See Figure 19). A series of messages
will then appear on the screen. These are for your information only, you do not need to take
notes or make any response. When the import procedure is finished, the MAINTENANCE
MENU will reappear.
EPA E-Z REF Database System
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IMPORT FROM OLS FORMAT FILE
Enter the name of tt» OLS fomut text fDe (including drive
and pah if text file a not in the defralt directory)
Proa to exit
Figure 19
5.6
Export to OLS Format File
You can use this option to export data that has been entered or modified in the E-Z REF
database to a text file that will be compatible with the OLS format and can be uploaded into
the OLS system. For information about adding your E-Z REF Database records to the
Online Library System, contact the Headquarters Library at 8-382-5921. Follow the instruc-
tions on the screen following your selection of Option 6) from the MAINTENANCE MENU
(See Figure 20).
EPA E-Z REF Database System \\ 23 II
-------
EXPORT TO OLS FORMAT FILE
Enar the roam at th* tat fik to CTMU (inclucU drrr%
•nd pub if text file i» to b« in « differem duectory)
Pre« <£SC> OD exit
Figure 20
5.7 • Update Opening Screen
You can use this option to modify the opening screen, describing the contents of the
Database. Enter <7> at the MAINTENANCE MENU to display the screen shown in
Figure 21.
EPA E-Z REF Dttotet System
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TITLE: E-Z REF DATABASE SYSTEM
LINE 4:
LINE 5:
LINE 6:
LINE 7:
LINE 8:
LINE 9:
LINE IO
LINEI1:
LINE 12:
UNE13:
LINE 14:
LINE 13:
LINE 16:
LINE 17:
LINE 18:
LINE 19:
LINE 20:
PURPOSE: The E-Z REF Database is designed to
access to reference maieriah assigned by the user.
provide easy
Y
N
N
Don-EPA Y
N
N
N
N
N
Y
N
N
N
N
N
N
PLEASE ASK ALCBRARIAN IF YOU NEED ASSISTANCE TO USETHE DATABASEN
CONTENTS: The E-Z REF Database may include EPA and
reports, conference proceedings. and commercially published
books. Each record contains bibliographic information and an
abstract. and ic entered by the Database user. UnJes* otherwise
noted, references are shelved in the office* of the user.
SEARCHING: The user has the option of searching the Dai»ha*« by
using dBASB HI* command* or by using this menu. By using the
menu, a user may search the dstabve using keywords, title, date.
personal author. and corporate author. In dBASE UI-K every
field is searchable.
[EJdit screen or [LJeave [E]
Figure 21
When the screen appears, the cursor is at the "Title" field Use your arrow keys to move
the cursor to the portion of the screen you wish to edit. If you first press the key, the
space bar will delete one letter at a time. Note that this screen does not have a word wrap
capability. Entering a in the last column on the screen will cause the system to display
the paragraph heading (i.e., PURPOSE, CONTENTS, and so on) in Boldface type. To add
spaces with new letters or with the space bar, press the key and then the space bar.
To leave this mode, again press the key.
5.8 • Return to Main Menu
To leave the Maintenance function, move the cursor to the bottom and enter at the
UPDATE OPENING SCREEN status line and <8> at the MAINTENANCE MENU to
"Return to Main Menu." Enter <5> at the MAIN MENU to "Exit System."
EPA E-Z REF Database System
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.\
26 |l EPA £-Z REF Database System
-------
Menu and Screen Conventions
The following notations are common to the E-Z REF Database System's design and will
assist you in using it effectively.
6.1 • Numeric Options
From the MAIN MENU, you are asked to select one of several options by typing in the
number which corresponds to the desired function. In Figure 22, you would type in <1>
to access the "Select Records" function or <5> to "Exit System."
23 RECORD(S) IN DATABASE
LAST UPDATED: 07/12/90
MAIN MENU
1) SELECT RECORDS
2) DISPLAY ENTIRE RECORD BY CALL NUMBER
3) DISPLAY ALPHABETIC LIST OF KEYWORDS
4) MAINTENANCE
5) EXIT SYSTEM
ENTER SELECTION (1-5)
FOR HELP
Figure 22
6.2 • Help
For clarification of many of the menu options and general assistance, select the
key.
6.3 • Alphabetic Options
If you had typed in <1>, you would then see the screen in Figure 23. After completing the
blank entries, you will be prompted to type in the first letter of the desired option, at the
bottom of the screen in Figure 23.
EPA E-Z REF Database System
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KEYWORDS:
PERSONAL
AUTHOR:
PUBLISHED
AFTER:
SEARCH CRITERIA
TITLE;
CORPORATE
AUTHOR:
PUBLISHED
/ / BEFORE: / /
[S]«vdidjuab*M tEldit March fold* (Mjcnu [S]
FOR HELP
Figure 23
6.4 • Invalid Entries
If you enter a selection other than S, E, M, or , the screen will respond with an error
message. Wait until the message disappears from the screen and then enter a correct
selection.
23 \EPA E-ZREF Database Systtm
-------
7
Main Menu
The MAIN MENU, displayed below in Rgure 24, provides access to all records within the
E-Z REF Database. Through the Maintenance function, you can add, edit or delete files or
view the search Counter (See Section 5, "Maintenance Menu").
23 RECORD^} IN DATABASE
LAST UPDATED: 07/12/90
MAIN MENU
1) SELECT RECORDS
2) DISPLAY ENTIRE RECORD BY CALL NUMBER
3) DISPLAY ALPHABETIC LIST OP KEYWORDS
4) MAINTENANCE
5) EXTT SYSTEM
ENTER SELECTION 0 -5)
FOR HELP
Figure 24
7.1 • Select Records
This option allows you to enter specific criteria which you wish your records to meet.
Choosing <1> "Select Records" from the MAIN MENU displays the following screen:
-------
KEYWORDS:
PERSONAL
AUTHOR:
PUBLISHED
AFTER:
SEARCH CRITERIA
TITLE:
CORPORATE
AUTHOR:
PUBLISHED
/ / BEFORE: / /
SEARCH ON ANY OR ALL OP THE ABOVE FIELDS
FOR HELP
Figure 25
On the SEARCH CRITERIA screen, there are six search criteria options. You may search
on a single criterion, any combination of criteria^ or all gf the search criteria. Enter your
criterion in the space provided next to each of the options. To go to the next data field, press
.
7.1.1 • Keywords
This criterion limits the search to documents pertaining to the subject entered in the
"Keywords" field Only one keyword may be entered at a time. However, additional
words may be added through a "Refine Search" command, after you have entered the
SEARCH CRITERIA fields, entered this request, and then examined the SEARCH RE-
SULTS screen.
7.L2
Title
The "Title" refers to the name of the document You may enter the entire title of the
document or a significant phrase. For example, in the document entitled "EPA's Efforts to
dean Up Three Hazardous Waste Sites," you could enter the phrase "Efforts to Clean" or
'Three Hazardous Waste/ Avoid entering acronyms such as "EPA" or terms such as
"pollution." These occur frequently in EPA references. The resulting document set would
be enormous.
Some documents may be listed in the Database with a title and an alternate title. In
performing the SEARCH CRITERIA routine, the system searches in both the title and the
alternate title fields to locate a document
EPA E-Z REfDatebatSysta*
-------
7.1.3
Personal Author
This criterion refers to the individual who authored a particular document. Enter the last
name, first name and middle initial, up to 120 characters.
7.1.4 • Corporate Author
"Corporate Author" refers to the EPA sponsoring office, other government agency or
quasi-government agency (140 characters).
7.1.5 • Published After
The "Published After" search criterion restricts the search to documents published on or
after the date entered in this field.
7.1.6 • Published Before
The "Published Before" search criterion limits the search to documents published on or
before the date entered in this field.
7.1.7 • Published During
To locate a document published during a certain time period (for example, between
January 1 and June 30,1987), enter the earlier date in the "Published After" field and the
later date in the "Published Before" field (See Figure 26).
SEARCH CRITERIA |
KEYWORDS: TTTLB:
PERSONAL CORPORATE
AUTHOR: AUTHOR:
PUBLISHED PUBLISHED
AFTER: 01/01/87 BEFORE: 06/30/87
SEARCH ON ANYOR ALL OF THE ABOVE FIELDS
-------
7.1.8 • Published on a Specific Date
To locate a document published on a specific date, enter the same date in both the
"Published Before" and the "Published After'' search criteria fields.
7.1.9 • Scrolling
The "Keywords," "Title," 'Tersonai Author," and "Corporate Author" fields have a
scrolling feature. When you fill up the space allotted on the screen for any of these fields,
the text will shift to the left and allow you to enter additional characters (up to 60 characters
in the "Keywords" field, 150 characters for the 'Title" field, 120 for 'Tersonai Author," and
140 for "Corporate Author"). You may double-check your entry by scanning it with the left
or right arrow keys on 4 or 6 on the right side of the keyboard.
7.1.10 • Help
For clarification of search criteria options, select the key. The SEARCH CRITERIA
HELP MENU will appear, as shown in Figure 27.
SEARCH CRITERIA HELP MENU
1) GENERAL HELP
3) TITLE HELP
4) CORPORATE AUTHOR HELP
5) PERSONAL AUTHOR HELP
6) PUBLICATION DATE HELP
T) RETURN TO SEARCH CRITERIA SCREEN
ENTER SELECTION (1-7)
Figure 27
Select the desired help option to receive an explanation of each search criterion. Note that
only Option 3) on the MAIN MENU will display a list of valid keywords.
EPA E-Z X£F Datable System
-------
7.1.11 • Search Logic
Each time you enter information in one of the search criteria fields, you are requesting the
computer to search for items meeting that additional criterion. For instance, in the
following sample search (See Figure 28), you are trying to locate documents published on
or after January 1, 1985, from the Office of Solid Waste (OSW) and on the subject of
incineration.
KEYWORDS:
PERSONAL
AUTHOR:
PUBLISHED
AFTER:
SEARCH CRITERIA
INCINERATION TITLE:
CORPORATE
AUTHOR: OSW
PUBLISHED
OI/01/B5 BEFORE: 06/30/87
SEARCH ON ANY OR ALL OF THE ABOVE FIELDS
FOR HELP
Figure 28
Once you have entered all of your search criteria in the appropriate fields, press or until your cursor moves down to the bottom of the screen. There you
have a choice of selecting to Search the Database, to Edit Search Fields, or to
return to the MAIN MENU. The default setting is "S."
7.1.12 • Editing Search Fields
Should you make any mistakes while entering your search criteria, you can go back and
make changes by entering for Edit, before asking the computer to begin searching.
7.1.13 • Searching the Database
When you are satisfied with the chosen search criteria, select and the computer will
begin searching the database.
EPA E-Z REF Database System
33
-------
7.1.14 • Search Results
Once you have execu ted your search and the computer has scanned the entire database, the
screen will display the total number of records on the SEARCH RESULTS menu (See Figure
29). If no records exist which satisfy ail of your criteria, the screen will display a message
and allow you to edit the criteria.
SEARCH RESULTS
22 RECORD^) SELECTED
1) DISPLAY SUMMARY REPORT
2) PRINT SUMMARY REPORT
3) PRTNT VARIABLE FIELD REPORT
4) REFINE SEARCH
5) DISPLAY ENTIRE RECORD BY ID NUMBER
6) RETURN TO MAIN MENU
ENTER SELECTION (1-6)
FOR HELP
Figure 29
7.1.15 • Display Summary Report
From the SEARCH RESULTS menu, you can display summary reports of the records
selected by choosing <1> "Display Summary Report" A sample screen from the Summary
Report is shown in Figure 30.
34 \ EPA E-ZREF Database System
-------
SUMMARY REPORT
DOCUMENT 5 OF 22
CALL NUMBER: SH214.2.B76 DOCUMENT ID: 5
TITLE: FISHERIES OF THE NORTH PACIFIC: HISTORY, SPECIES. GEAR &
PROCESSES,
ALT. TITLE:
PER AUTHOR: BROWNING. ROBERT I.
CORP AUTHOR:
PUBLISHER: ALuk. Ncrtfawe* Pub. Co,
ABSTRACT:
EPA NO:
NTISNO:
FORMAT: BC
LOCATION: ESBM
GEOCOOE:
PUB DATE: / /
KEYWORDS: FISHERIES—NORTH PACIFIC OCEAN; FISHERIES—EQUIPMENT AND
SUPPLIES; FISHERY PRODUCTS—PRESERVATION
ROTE -DOC ID" NUMBER. AND PRESS "5" AT SEARCH MENU TO VIEW THE WHOLE RECTH$D
[NjextKrem [P]rrriou» »crem [TJopaf fila [MJenu [N]
FOR HELP
Figure 30
One record is displayed per screen, and the screen counter in the upper right hand corner
indicates the screen you are viewing of the total records retrieved (i.e.,"Document 1 of 5"
is the first of five documents). Each record contains the call number/ document ID number,
title, personal author, corporate author, publisher, publication date, keywords, and ab-
stract of the document Note: If there is a document which is of particular interest, you can
view the entire record by noting the document ID number and selecting Option <5> on the
SEARCH RESULTS menu.
7.1.16 • Printing the Summary Report
A SUMMARY REPORT consisting of the document ID number, Call Number, Title,
Keywords and Abstract for all documents in the SUMMARY REPORT can be sent to your
printer by choosing <2> "Print Summary Report"
7.1.17 • Printing the Variable Field Report
You may also choose the fields to be included in a printed report By selecting <3> "Print
Variable Field Report," the screen shown in Figure 31 will be displayed. Place an "X" next
to the fields you wish to include in the report.
EPA E-Z REF Database System
35
-------
VARIABLE FIELD REPORT
MARK DESIRED FIELDS WITH "X*"
CALL NUMBER:
TITLE:
ALTERNATE TITLE:
PERSONAL AUTHOR:
CORPORATE AUTHOR:
PUBLISHER:
PUBLICATION DATE:
CONFERENCE:
SERIES:
EPA REPORT NO:
EPA CONTRACT NO:
NTISNO:
FORMAT:
LOCATION:
GEOGRAPHIC CODE:
TO ORDER:
CONTACT PERSON:
OTHER INFORMATION:
ABSTRACT.
KEYWORDS:
CODE:
DOCUMENT ID:
FOR HELP TOEND
Figure 31
7.1.18 • Narrowing Your Search
You can refine the search further by choosing <4> "Refine Search" from the SEARCH
RESULTS menu. Selecting this option displays your previous SEARCH CRITERIA screen,
allowing you to add information to these search criteria.
The more search criteria fields you complete, the smaller and more specific your set of
selected documents will be.
7.1.19 • Expanding Your Search
Ideally, the set of records you retrieve will not be too large. However, if the set is too narrow
or contains no records at all, you should expand the search criteria. You can do this either
by choosing fewer search criteria to search on (e.g., do not specify words in the "Title" field)
or by selecting Option <3> "Display Alphabetic List of Keywords" on the MAIN MENU to
find related terms.
7.L20 • Display Entire Record
To see all of the fields associated with a particular record, choose <5> "Display Entire
Record by ID Number." A full record is composed of two screens. A sample of a full record
display is shown in Rgures 32 and 33. The entire record can also be displayed through the
MAIN MENU by using the "Call Number" in Option 2), if it is known.
EPA E-Z RJEF Database System
-------
FULL RECORD DISPLAY—SCREEN
CALL NUMBER: SH214-LB76
DOCUMENTED:
TTTLE: FISHERIES OF THE NORTH PACIFIC; HISTORY. SPECIES. GEAR A
PROCESSES,
ALT. TITLE:
PER AUTHOR: BROWNING. ROBERT J.
CORP AUTHOR:
PUBLISH: AlMka Notthwe* Pub. Co,
PUB DATE: / /
EPA RPT. NO:
CONTRACT NO:
NTISNO:
FORMAT: BC
LOCATION: ESBM
GEOCODB:
[NJext tcreea [Vliew mocha record [M]oni [N]
FOR HELP
Figure 32 - Screen 1 of 2
FULL RECORD DISPLAY—SCREEN 2
CONFERENCE:
SERIES:
TO ORDER:
CONTACT.
OTHER INFO:
ABSTRACT:
CODEi
KEYWORDS: FBHERIBS—NORTH PACDFIC OCEAN; FISHERIES—EQUIPMENT AND
SUPPLIES; FISHERY PRODUCTS—PRESERVATION
[P]m*ioos fcreea [Vpew mother reoorf [MJenu [P]
FOR HELP
Figure 33 • Screen 2 of 2
EPA E-Z REF Database System
-------
7.2 • Display Entire Record By Call .Mumber
This option allows you to view a full record if you know the "Call Number." Type the Call
Number in the space provided on the screen iSee Figure 34). Call numbers must be entered
exactly. Typical call numbers include:
OS WER 9487.50-1 A
OSWER 9300.01 (84)
OSWER 9834.2
EPAX 8612-0015
TD 898.S93L86
S 55.3 1987
FULL RECORD DISPLAY
ENTER A CALL NUMBER:
FOR HELP
Figure 34
7.3 • Display Alphabetic List of Keywords
Option 3) "Display Alphabetic List of Keywords" allows you to view the keywords in
alphabetical order. After choosing Option 3), the following screen will appear (Figure 35).
EPA E-Z REF Database System
-------
ALPHABETIC LIST OF KEYWORDS
Eatar fim Itaar of keyword* to view or * fiw iB: ( )
FOR HELP TO LEAVE
Figure 35
If you enter the letter , for example/ the screen in Figure 36 will appear.
A
ALPHABETIC LIST OP KEYWORDS
ABANDONED SITES
ACID
ACIDS
•
ACTIVATED CARBON
ACTIVATED CARBON TREATMENT
ACTIVATED SLUDGE PROCESS
ADRENAL MEDULLA
A0t
AIBPO
AIR POLLUTION
AK POLUmON CONTROL
AOL POLLUTION FORECASTS
AIR TOXIC SUBSTANCES
AIR WATER INTERACTIONS
FOR PREVIOUS KEYWORD FOR RELATED TERMS FOR PREVIOUS PAGE
FOR NEXT KEYWORD TO LEAVE FOR NEXT PAGE
Figured
EPA E-Z REf Database System
-------
Use the arrow keys to scroll through the list of keywords on the screen. Use the
and keys to display the previous and next screens of keywords that begin with the
selected letter. Entering for "Related Terms" will display a list of related terms for the
selected keyword. Entering displays the keyword prompt screen, shown in Figure 35.
7.4 • Exit System
To leave the E-Z REF Database System, choose Option 5), "Exit System," from the MAIN
MENU. If any records were deleted during the session, there will be a slight delay while
the databases are packed and reindexed. Messages will appear at the bottom of the screen,
informing you of the progress of this procedure. When the process is complete, your system
will return to the DOS prompt.
You can leave the system at any time. However, you must first go to the MAIN MENU
screen before selecting Option 5), "Exit System."
EPA E-Z REF Database System
-------
A
List of EPA Libraries and Codes
REGIONAL OFFICE LIBRARIES
ERA REGION 1
EPA Region 1 Library
Room 2100B
JFK Federal Building
Boston, MA 02203
8/835-3300
E-Mail ID: EPA9128
EIA REGION 2
EPA Region 2 Library
26 Federal Plaza
New York, NY 10278
8/264-2881
E-Mail ID: EPA9299
EJA REGION 3
EPA Region 3 Library, 3PM21
841 Chestnut Street
Philadelphia, PA 19107
8/597-0580
E-Mail ID: EPA 9337
EKA REGION 4
EPA Region 4 Library
345 Courtiand Street, N.E
Atlanta, GA 30365
8/257-4216
E-Mail ID: EPA9415
ELA REGIONS
EPA Region 5 Library
-Room 1420
230 South Dearborn Street
Chicago, IL 60604
8/353-2022
E-Mail ID: EPA9559
EMA REGION 6
EPA Region 6 Library
1445 Ross Avenue
Dallas, Texas 75202-2733
8/255-6444
E-Mail ID: EPA9696
ENA REGION 7
EPA Region 7 Library
726 Minnesota Avenue
Kansas City, KS 66101
8/276-7241
E-Mail ID: EPA9743
EOA REGIONS
EPA Region 8 Library
Suite 1300
999 18th Street
Denver, CO 80202
8/330-1444
E-Mail ID: EPA9869
ERA REGION 9
EPA Region 9 Library
1235 Mission Street
San Francisco, CA 94105
8/454-6606
E-Mail ID: EPA9956
ESA REGION 10
EPA Region 10 Library
1200 Sixth Avenue
Seattle, WA 98101
8/399-1289
E-Mail ID: EPA9085
EPA E-Z REF Database System
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EJB HEADQUARTERS
EPA Headquarters Library, PM-211A
' 401 M Street, SW, Room 2904
Washington, DC 20460
8/382-5921
E-Mail ID: EPA3738
LABORATORY LIBRARIES
EHB Environmental Research Laboratory Library
South Ferry Road
Narragansett, RI 02S82
8/838-6025
E-Mail ID: EPA8461
EIC EPA Region 2 Field Office Library
Edison, NJ 08837
8/340-6762
E-Mail ID: EPA 9299
EKB EPA Library Services Office, MD-35
Research Triangle Park, NC 27711
8/629-2777
E-Mail ID: EPA3128
EKC Environmental Research Laboratory (ERL) Library
Sabine Island
Gulf Breeze, FL 32561
8/228-9218
E-Mail ID: EPA8478
EKD Environmental Research Laboratory Library
College Station Road
Athens, GA 30613
8/250-3302
E-Mail ID: EPA8431
ELB Andrew W. Breidenbach Environmental Research Center Library
-26-WrStrQair-St -
Cincinnati, OH 45268
8/684-7707
E-Mail ID: EPA3141
42
EPA E-Z REF Database System
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ELC Motor Vehicle Emissions Laboratory Library
2565 Plymouth Road
Ann Arbor, MI 48105
8/374-8311
E-Mail ID: EPA6476
ELD Environmental Research Laboratory Library
6201 Congdon Boulevard
Duluth,MN 55804
8/780-5538
E-Mail ID: EPA8541
EMB Robert S. Kerr Environmental Research Lab Library
P.O. Box 1198
Ada, OK 74820
9/743-2241
E-Mail ID: EPA8441
EOB National Enforcement Investigation Center Library
Building 53, Box 25227
Denver Federal Building
Denver, CO 80225
8/766-5122
E-Mail ID: EPA2339
ERB Environmental Monitoring System Laboratory Library
944 E. Harmon Avenue
Las Vegas, NV 89119
8/545-2648
E-Mail ID: EPA8239
ESB Corvallis Environmental Research Laboratory Library
200 S.W. 35th Street
Corvallis, OR 97330
8/420-4731
E-Mail ID: EPA 8421
EPA E-Z REF Database System
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OTHER REGIONAL/PROGRAM QFFTCE LIBRARIES
EJC Law Library, LE-130L
401 M Street, SW, Room 2902 WSM
Washington, DC 20460
8/382-5919
E-Mail ID: EPA2S08
EJD Central Regional Laboratory (CRL) Library
839 Bestgate Road
Annapolis, MD 21401
301/266-9180
E-Mail ID: EPA9385
EJE Office of Toxic Substances Non-Confidential Information Center, TS-793
401 M Street, SW, Northeast Mall, Room B002
Washington, DC 20460
8/382-2320
E-Mail ID: EPA7565
EKE Office of Air Quality Planning and Standards Library
826 Mutual Plaza, MD-16
Research Triangle Park, NC 27711
8/629-5514
E-Mail ID: EPA3128
EKF Atmospheric Research and Exposure Assessment Laboratory (AREAL)
Atmospheric Sciences Modeling Division Library, MD-80
Research Triangle Park, NC 27711
8/629-4536
E-Mail ID: EPA8491
j 44 II EPAE-ZREF Databat System
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B
E-Z REF Database File Structure
CALL NUMBER — a unique number assigned to each item by the user to organize a
collection on the shelves. It is desirable for all such entries to be uniform and consistent with
the system used by the Library and in the Online Catalog. The Library's reference staff are
available to provide guidance in this area (30 characters).
DOCUMENT ID — unique document identification number, automatically assigned by
the system (6 numeric characters) and not related to the Call Number.
TITLE — the title of the document Initial articles, such as "the," "an" or "a" should be
eliminated from the title (150 characters).
ALT. TITLE — an alternate title for a book, report, policy directive, or other material. This
may consist of the rest of a long title, sometimes separated by colons (150 characters).
PER AUTHOR—the personal author of a book or report; but do not list project directors.
If several authors are given, list only the first author. Drop titles, e.g. PrtD, except in the case
of an editor, add (ed) as in - Jones, G. L. (ed). If no personal author is given, leave this field
blank. The last name is listed first, followed by the first name and middle initial (120
characters).
CORP AUTHOR — a corporation, EPA sponsoring office, other government agency or
quasi-government agency that issued the document Where lower level organizations are
also listed, the parent organization is listed first (140 characters).
PUBLISHER — place of publication and name of publisher. Keep the name simple by
omitting such acronyms or words as LTD or COMPANY. The U.S. Environmental
Protection Agency is always USEPA, but do not use abbreviations for other Government
agencies. Examples: WASHINGTON, DC, USEPA; WASHINGTON, DC, US GENERAL
ACCOUNTING OFFICE (60 characters).
PUB DATE — date when the item was published; show as mm/dd/yy. For instance,
December 15,1987 would be listed as 12/15/87 or February, 1988 would be listed as 02/
01 /88 (8 number characters). Note that some number must appear in each field segment,
or the cursor will not move on. Therefore, "February, 1988" required an assumption about
the day.
EPA RPT. NO—a reference number assigned to most EPA reports by the originating EPA
office, such as EPA/600/9-89/059 (20 characters).
CONTRACT NO—the EPA contract number under which the work was performed. Often
found inside the document rather than on the title page (15 characters).
EPA E-Z REF Database System
45
-------
XTTS NO — the ordering number for reports available through the National Technical
Information Service in Springfield, VA (12 characters).
FORMAT — indicates the type of material. Choose one of the following (10 characters):
B= Book
J = Journal, journal article or reprints from journals
R = Report, including all EPA and government reports and documents
M = Microfilm; items only available in this form
MF = Microfiche; items only available in this form
AV = Video and Audio cassettes; items only available in this form
LOCATION — shows where the document is physically located (10 characters).
GEOCODE — Use this field when documents are specifically applicable to a State or
Region. Use two characters for the Region (01-10) and two letters for the State:
AL
AK
AZ
AR
Alabama
Alaska
Arizona
Arkansas
California CA
Colorado CO
Connecticut CT
Delaware DE
Florida
Georgia
Hawaii
Idaho
Illinois
Indiana
Iowa
Kansas
Louisiana LA
Maine ME
Maryland MD
Massachusetts MA
Michigan MI
Minnesota MN
Mississippi MS
Missouri MO
Montana MT
Nebraska NE
Nevada NV
New Hampshire NH
New Jersey NJ
New Mexico NM
New York NY
North Carolina NC
North Dakota ND
Ohio OH
Oklahoma OK
Oregon OR
Pennsylvania PA
Rhode Island RI
South Carolina SC
South Dakota SD
Tennessee TN
Texas TX
Utah UT
Vermont VT
Virginia VA
Washington WA
West Virginia WV
Wisconsin WI
Wyoming WY
CONFERENCE — location and date of meeting from which conference proceedings
originated (60 characters).
SERIES — Item is part of a series. Provide name of the series and number, if available (60
characters).
TO ORDER—information helpful in acquiring the item. In the case of commercial books,
the international standard book number can be listed. In the case of government reports
from agencies other than the EPA, the ordering number may be listed. For EPA publica-
tions, see the NTISNU field (180 characters).
CODE —- Source of the abstract (10 characters).
EPA E-Z REF Database System
-------
CONTACT — Person who can be contacted for further information. Last name listed first,
followed by first name and middle initial (20 characters).
OTHER INFO — additional information relating to the document, which may include
codes to show which other EPA libraries have a copy and/or call numbers of those copies,
if appropriate (254 characters).
ABSTRACT — a brief description of the content of the document (254 characters).
KEYWORDS — the words and phrases assigned from a uniform and agreed upon
vocabulary list that indicate the subject and contents of the document. When listing in
sequence, separate each keyword by a comma and space (150 characters).
EPA E-Z REF Database System
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EPA E-Z REF Database System
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c
Preparing for Import
The instructions in this Appendix explain the steps which you must follow prior to selecting
the "Import from OLS Format File" option from the MAINTENANCE MENU (Section 5.5).
After you have saved a text file on the mainframe with your document set from the Online
Library System, there are several ways to download that text file to your IBM-compatible
personal computer.
You may have a special piece of equipment inside your PC which would allow you to
connect directly to the mainframe, as if your PC were an IBM 3270 terminal. If you do not
know whether or not your PC contains this piece of equipment, ask your local computer
support person to tell you if your PC has an "IRMA card," "IRMA board," "PCOX card,"
or "PCOX board." These are all names for the same type of equipment. Using this type of
equipment is by far the easiest and fastest way to download your text file.
If your PC has an IRMA card, follow these steps:
(1) Log onto the mainframe via the IRMA card.
(2) From the TSO READY prompt, press the two keys simultaneously to
temporarily drop down to the PC.
(3) Use the RECEIVE command. A sample command would be:
RECEIVE MYDOCSET.TXT TDOMUBH.DBASETXT.DOM1310' ASCII CRLF
This command will copy the file 'DOMLIBH.DBASETXT.DOM13101 from the
mainframe and create a file on your PC called MYDOCSET.TXT. The two words
ASCII and CRLF specify that the file you are downloading is a text file which
contains carriage returns at the end of each line. See the IRMA documentation for
more information about how to use this command.
If you have a PCOX card, consult the PCOX documentation for a command similar to the
IRMA RECEIVE command.
If you do not have an IRMA or PCOX card, you will have to use a software communications
package such as Crosstalk, Procomm, or Kermit to transfer the text file from the mainframe
to the PC. Consult your local computer support person for assistance with these products.
EPA E-Z REF Database System
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