Does anyone know of database software that I could use to (1) input the form our lab uses for each sample that comes in (2) search the records by chosen field of information like "cell line" or "users name" for example and (3) build a new file with the records from that search? This would enable me to answer questions like "what were all the experiments done on x cell line from y time frame?" or place all the records from one user in one file that I could then print or give to him/her. I would also like to make a rapid index with just the identification number, date, user and cell or tissue type, as a rapid frame of reference.

Is there software to do this? Any recommendations or experiences?

Dr. Theresa A. Fassel
fassel@post.its.mcw.edu

Hi Theresa -
Regarding your inquiry, I would MOST strongly recommend "Q&A" for two reasons:
1) It is a true piece of cake to identify fields as "keyword" fields, then in each you can have an unlimited number of variables to search on - and build, if you want separate records, mailings, etc. The variables can be in any form. I happen to use codes (like "A") to indicate a particular category, but you can use anything - including full names.
2) Unlike the current highly regarded database systems (i.e. Foxpro, etc.) Q&A is a snap to learn. A half dozen hours of study, and you are up and operating.

And, in addition, it is not very expensive.
Don Grimes
MicroToday@aol.com

Advanced Imaging Concepts Image Central Version 2.0 windows image database is very applicapble here. Please contact us for further information.

Scott E. Berman
Advanced Imaging Concepts, Inc.
Phone (908) 274-1877
Fax (908) 274-1974
e-mail Scott E57@aol.com

Dear Theresa,

Any relational database program will do everything you ask. I have experience with dBASE, which works well, but is not free. All you have to do in a relational database program is to define fields with the requisite info, e.g., for the field "C_LINE" put in the cell line, etc., then use the search utilities to do boolian searches. The index file can be embedded in the main data file; you only need to print or list those fields in which you have an interest. dBASE can print these on forms which you can design to meet your own needs. As I said, almost any database program can do these things, so the one to choose is the one you can get most cheaply and/or which you can use best. Good luck.

Yours,
Bill Tivol
tivol@wadsworth.org

Considering the number of comments and questions I received concerning my recent recommendation of Q&A database software, kindly allow this response to the full list:

The name of the software is "Q&A" and it is made by Symantec. Going back some 5-6 years, it was highly recommended by a number of the computer magazines. Pricing used to be listed by the software vendors in the back of these computer magazines, and I expect that they still do - or you might call Symantec direct (408)253-9600.

To further explain its advantage, we all know that all database software has a common set of fields. And the normal application is to put only one variable in each field. For example, one might have a "last name" field - in which goes only last names. Theresa's question was to S/W that can conviently handle a considerable number of variables for each record. In Q&A during setup, you can designate a field as a keyword field. Then in that field you can have hundreds of variables - each separated by a semicolon. You can then search (include or eliminate) just as if your variables were in the dedicated fields. And you can have more than one keyword field - and search (include or eliminate) on variables from BOTH fields.

For example, one of my keyword fields is "interests". I enter whether the person is a "user" or a manufacturer/supplier, his/her primary field(s) of microscopy interest (biology, material or earth science), and then his/her specific interests (electron, light, confocal, AFM, etc., etc.). In this one field I happen to have a total of 14 variables. If the person is a user I enter an "A", or if he/she is a manufacturer I enter a "B", if he/she is interested in electron and confocal microscopy, I enter an "C" and a "D", etc.- each code # followed by a semicolon. I could, of course, enter real text rather than the code. Say I want to find users only with an interest in biology and light microscopy. A piece of cake! And to extend the search to include only those who work in an individual company in a specific town is so, so easy.

I do understand that other database software allows these kind of searches but all I have looked at, and I have looked at most, makes it somewhat to very difficult.

I hope that a number of you find these comments of interest.

Don Grimes, Microscopy Today
MicroToday@aol.com

For Macintosh users,I collate and segregate with Claris Works database. I do not know if this is a DOS program.

Kate
Katherine.S.Connolly@Dartmouth.EDU

We use Claris' Filemaker Pro database for tracking a number of things in our lab (incidentally, this *is* available for Windows--- we use it on a Mac).

Our internal customers are required to submit a job entry form designating type of service, date required, customer info, etc... This is a hardcopy of one of the "forms" in our database. We track users and services. Filemaker allows you to write scripts that can be initiated by clicking on software "buttons" on a completely user-defined database form/s. It is complicated but powerful. One of our scripts is set up so the database knows when the job is done when the "date completed" field is filled in. Total hours spent for the specific services required for the job's completion (various metallographic techniques, SEM, EDX, FIB, chemical deprocessing...) are used to calculate the total "cost" of the job based on what independent analytical labs charge for similar services per hour.

For end of the month/quarter reports, we import the data into the Excel (available for Windows, too) spreadsheet where everything can be charted for presentations. In the end, the cost-savings data is actually used to justify our existence !

Zach Gemmill
zack@lsil.com

Dear Theresa,

I have been using Microsoft Access for keeping track of my billing in my lab for about three years now. It is a relational database and you can design the particular "queries" to relate any data to any other. I do Christmas cards at home, keep track of SEM hours, photos, different customers and rates at work. I know it will do a lot more than I use, and I find it easy to change things if I need to.

I suspect any good database would be sufficient for your use, it is just a matter of choosing one. The learning curve is a bit slow at first, but you soon learn.

Hope this helps,
Mary Mager
email: mager@unixg.ubc.ca

IBM DB/2 would be an excellent data base manager for the microscopy application you're asking about. The specifics need to be "programmed in," but we have an analyst who is doing a similar job for us, and may be interested in working with you. I'll forward your info and ask him to call.

David E. King
deking@VNET.IBM.COM

I have used Q&A, and must agree with Don Grimes. Most database programs have a lot of unnecessary bells and whistles.

Philip Oshel
oshel@ux1.cso.uiuc.edu

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