External Databases

Transcribed from the printed issue; not yet reviewed. Read it in the PDF of the issue, page 79

Introduction¶

This paper describes the experience of Imperial Group Head Office in using external databases. A couple of years ago they were hardly used at all; they now form a key part of the operations of several departments. The purpose of this paper is the modest one of listing some of the main uses that we make of databases to ensure that VECTOR readers are aware of the new possiblities.

The explosive increase in the use of databases seems to have occurred for 3 main reasons:

• there are now many more databases available.
• the means of accessing them is much improved
• there is a general trend in companies to put more emphasis on the external world. This has important implications for management services in that the data one needs to handle is not now confined to internally generated material.

It is possible to access information on:

• several years’ editions of newspapers
• company accounts
• company share prices
• Government statistics
• Legal case histories
• Abstracts of articles

How does one access the databases?¶

We have experienced several methods of physical access; firstly using specific hardware supplied by the database vendor and equipped with special function keys; secondly using a general terminal or micro such as the IBM PC, thirdly using a large micro to download data from the bureau prior to internal manipulation and fourthly taking data on a regular basis via a floppy disc.

We have found that some departments need access to several databases and the second of the alternatives is proving the most popular. A small menu has been written for the IBM PC so that the user merely indicates which database he needs and then the autodial modem connects him to the appropriate database. This is clearly less cumbersome than having many dedicated terminals and usually quite a bit cheaper. Traditionally dial up services have been available using V21 modems running at 300 baud (30 characters per second). Most bureaux now support V22 modems which run at 1200 baud (120 c.p.s.) and this represents a significant improvement when the volume of data transmission is at all significant.

One of the major problems with dialling into databases through the telephone network is the occurrence of noise leading to the possible loss or corruption of data. One method of avoiding this is to use an additional box called an error corrector (costing about £400) alongside the modem. This normally works well. The snag is that relatively few bureaux support this facility, and those that do have not adopted one standard error corrector. However our experience using the Tulsedata error corrector into the IP Sharp databases has been most encouraging. A further method of error avoidance is to use the PSS network of BT. This ensures error-free transmission once you are into their network (by dialling into the nearest PSS node). Errors can still happen between your terminal and the nearest node and we have found this to be a problem. A further problem has been the overloading of the PSS nodes such that one receives the engaged tone when dialling in. All of these problems have been overcome by the purchase of a PSS PAD (for around £3000). This piece of hardware is linked by private wire to the PSS network and gives instant access to the bureau with no transmission problems. This system gives most benefit for multiple users accessing multiple databases, but one does not need a heavy usage to justify the convenience of having a PAD. At one of our sites we have also been able to make use of our modern PABX and we have installed Dataplugs. These are cheaper than modems and enable the user to work on one phone extension – he is able to use this for voice while at the same time accessing databases through the Dataplug and the PAD PSS.

In brief, one is now able to go to a terminal and press one button and select the database of one’s choice and get access (phone numbers, passwords etc. are stored in one’s machine). This is all possible but it does need specialist knowledge to set up in view of the differing protocols of each service. Gone are the days of looking up phone numbers and pressing data buttons!

APL and Databases¶

Most of the Group Head Office access is done by non-technicians who are happy to take the data in whatever form the bureaux supplies it. Bureaux differ in their user friendliness but most of them are satisfactory for the regular user if a little daunting for the irregular user. Our main experience with APL has been with IP Sharp. This bureau is especially suitable for access by APL users. We access IP Sharp through our MicroAPL Spectrum and pull off the data we require. Getting hold of the data in a form where we can manipulate the numbers is very easy. We regularly pull off data on share prices of our own (and other) companies and we also can access the government CSO Statistics (example enclosed) which are held for some series by UK region. We hope to use our graphical facility on this to produce maps of the UK shaded according to regional data. There is also a wealth of other databases (e.g. Singapore Stock Exchange prices!).

Which databases do we use?¶

Our most popular databases are

IP Sharp

to extract share prices and economic data

Lexis

heavy usage in our Legal Dept.

Textline

to search newspaper articles

Datastream

company accounts

Dialog

We also make use of many other systems including
Datastar, Microexstat, Dunnsprint, Jordans.

The cost structure of the bureaux vary widely as do the likely bills. With Textline one pays an annual fee and the cost therefore does not vary with usage. For others one pays as one goes either on a purely connect time or a combination of connect and CPU time. In general the costs are modest but it is possible to knock up very heavy bills when searching through some of the larger databases. Many organisations are now dialling up databases for only short periods to pull off data for local manipulation and bureaux are modifying their operations and charging structure as a consequence.

Getting started¶

More and more companies are now offering databases and their range is expanding all the time. It pays therefore to study the market, contact other users or join the On-line Information Centre (phone 01-430-2502). Whatever systems you use it is well worth addressing the issue of mechanics and communications early on in order to avoid the frustrations of poor lines.

We hope that this article has helped stimulate some interest in databases, whether you want to know the share price history of British Telecom, all newspaper references to your MP in the last year, or find articles on an obscure topic.

Database access is now very easy compared with a few years ago when you needed both the patience of Job and the skills of a telecommunications engineer.

P.S. Since writing this article, we have discovered some serious inaccuracies with the share price data from I.P. Sharp and as a result we understand the service is being withdrawn.