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Livelink ECM - Collections Server (Formerly BASIS) Database Administration Planning and Design Spring 2017 Copyright © 1989–2017 Open Text Corporation. All rights reserved. Unpublished—rights reserved under the Copyright Laws of the United States. This documentation contains proprietary information of Open Text Corporation. It may not be copied in whole or in part without the express written consent of Open Text. It is provided under a license agreement containing restrictions on use and disclosure, and as such, it must be returned to Open Text at the termination of the license agreement. Information in this documentation is subject to change. Data used in examples herein are fictitious unless otherwise noted. Printed in the USA. BASIS, BASIS Desktop, BASISplus, and TECHLIBplus are registered trademarks of Open Text Corporation. Open Text Corporation is the owner of the following trademarks: BASIS®, BASIS Desktop®, BASIS Techlib, iRIMS, Livelink®, Livelink Activators, Livelink Change Agents, Livelink Channels, Livelink Collaboration, Livelink Collections Server, Livelink Desktop, Livelink Directory Services, Livelink Discussions, Livelink eLink, Livelink Enterprise Activator, Livelink Explorer, Livelink Forms, Livelink Intranet, Livelink Library, Livelink for Libraries, Livelink LiveReports, Livelink MeetingZone, Livelink Notifications, Livelink Offline, Livelink OnTime, LiveLink PDF Forms, Livelink Project Collaboration, Livelink Prospectors, Livelink Remote Cache, Livelink SDK, Livelink Search, Livelink SmartAgent, Livelink Spider, Livelink Tasks, Livelink Workflow, Livelink UNITE, OnTime®, Open Text, and WorkSmart®. Other trademarks and trade names in the documentation are owned by other companies and are used for product and company identification and information only. All rights reserved. Open Text is the owner of other registered and unregistered trademarks. The above trademark listing is not exhaustive. Adobe Acrobat Plug-ins SDK 1987-2017 by Adobe Systems Incorporated. All rights reserved. Crystal Reports is a trademark of Seagate Software, Inc. KEYpak is a registered trademark of ANE Resources, Inc. Microsoft, Windows, Windows NT, and/or other Microsoft products referenced herein are trademarks of Microsoft. Netscape, Netscape Communicator, Netscape Communications Server, and Netscape Enterprise Server are trademarks of Netscape Communications Corporation. Viewer Technology 1991-2004 by Stellent Inc. All rights reserved. Other trademarks and trade names may be used to refer to the entities claiming the trademarks and trade names or their products or services. Open Text disclaims any proprietary interest in trademarks and trade names other than its own. U.S. GOVERNMENT RIGHTS. Use, duplication, or disclosure by the U.S. Government is subject to restrictions set forth in the license agreement and as provided in DFARS 227.7202-1(a) and 227.7202-3(a) (1995), DFARS 252.2277013(c)(1)(ii) (OCT 1988), FAR 12.212(a) (1995), FAR 52.227-19, or FAR 52.227-14 (ALT III), as applicable. Open Text Corporation. THIS SOFTWARE AND DOCUMENTATION CONTAIN CONFIDENTIAL INFORMATION AND TRADE SECRETS OF OPEN TEXT CORPORATION. USE, DISCLOSURE, OR REPRODUCTION IS PROHIBITED WITHOUT THE PRIOR EXPRESS WRITTEN PERMISSION OF OPEN TEXT CORPORATION. Contents Preface ................................................................................................................. 7 BASIS Basics ...................................................................................................... 9 Understanding Databases ............................................................................... 11 What is a Database? ........................................................................................................................11 Some Basic Terminology ..................................................................................................12 Computer Databases..........................................................................................................13 Document Management System ........................................................................................13 Principal Features of BASIS ...........................................................................................................14 Other Important Features ..................................................................................................15 Controlled Redundancy .....................................................................................................15 Database Growth ...............................................................................................................16 Data Independence ............................................................................................................16 Multiple User Views .........................................................................................................16 Concurrent Access ............................................................................................................17 Records ............................................................................................................................................17 Record Styles ....................................................................................................................18 View Definitions ...............................................................................................................19 User Data Model ...............................................................................................................20 Formatted Screens .............................................................................................................20 Fields ...............................................................................................................................................20 Data Types ........................................................................................................................21 Simple and Compound Fields ...........................................................................................21 Complex Fields Are Not Recommended ...........................................................................22 Text Field ..........................................................................................................................23 Text Image ........................................................................................................................23 Keys.................................................................................................................................................24 Primary Key ......................................................................................................................24 Foreign Key.......................................................................................................................25 Indexes ............................................................................................................................................25 Types of Indexes ...............................................................................................................26 BASIS Databases ............................................................................................................................26 Authority Database ............................................................................................................27 Definition Database ...........................................................................................................28 Contents 3 Record Database ............................................................................................................... 29 Other Databases and Files ................................................................................................. 30 Designing a Database ....................................................................................... 33 Getting Started ................................................................................................................................ 33 Gather Information from Users ......................................................................................... 33 Define Information Requirements ..................................................................................... 34 Develop an Implementation Strategy ................................................................................ 35 Understanding Relationships in a Database .................................................................................... 35 Mappings .......................................................................................................................... 36 Understanding Database Structures................................................................................................. 39 Simple Structure ............................................................................................................... 40 Tree Structure ................................................................................................................... 40 Plex Structure.................................................................................................................... 41 Understanding Relational Databases ............................................................................................... 42 Projection .......................................................................................................................... 44 Join ................................................................................................................................... 45 Normalization ................................................................................................................... 47 First Normal Form ............................................................................................................ 50 Second Normal Form ........................................................................................................ 52 Third Normal Form........................................................................................................... 52 Summary ........................................................................................................................... 53 Diagramming Record Relationships ................................................................................................ 54 Planning Inter-Record Relationships ............................................................................................... 55 Joining Records ................................................................................................................ 55 Concept Mining and Clustering....................................................................................................... 56 Concept Mining ................................................................................................................ 56 Clustering .......................................................................................................................... 57 Evaluating the Database Design ...................................................................................................... 58 Sharing the Design with the Users .................................................................................................. 60 Data Dictionary ................................................................................................................. 60 Tutorial for Creating a Simple BASIS Database ............................................. 61 Design the Database ........................................................................................................................ 64 Purpose ............................................................................................................................. 64 Key Point .......................................................................................................................... 64 Step ................................................................................................................................... 64 Write ADM Statements in a File ..................................................................................................... 65 Purpose ............................................................................................................................. 65 Key Points ......................................................................................................................... 65 Steps.................................................................................................................................. 65 Name the Database and Journals ..................................................................................................... 66 Purpose ............................................................................................................................. 66 Key Points ......................................................................................................................... 66 4 Contents Steps ..................................................................................................................................68 Load the Definition..........................................................................................................................70 Purpose..............................................................................................................................70 Key Points .........................................................................................................................70 Steps ..................................................................................................................................71 Generate UDM and SDM in Screen Mode ......................................................................................74 Purpose..............................................................................................................................74 Key Points .........................................................................................................................74 Steps ..................................................................................................................................75 Apply the Definition ........................................................................................................................79 Purpose..............................................................................................................................79 Key Points .........................................................................................................................79 Steps ..................................................................................................................................79 Initialize the Record Database File ..................................................................................................82 Purpose..............................................................................................................................82 Key Point ..........................................................................................................................82 Steps ..................................................................................................................................83 Authorize Users and Programmers ..................................................................................................84 Purpose..............................................................................................................................84 Key Points .........................................................................................................................84 Steps ..................................................................................................................................86 Load the Data ..................................................................................................................................88 Purpose..............................................................................................................................88 Key Points .........................................................................................................................88 Steps ..................................................................................................................................89 Index .................................................................................................................. 93 Contents 5 Preface Written for database administrators (DBAs) responsible for designing and creating automated databases, this booklet provides an introduction to database planning and design. It defines some basic terminology and provides guidance for designing a relational database. A tutorial helps you create a simple BASIS database. A typical corporate database contains different types of records and is used by different groups of people in the organization. Such databases often require data validation criteria, security schemes, and other sophisticated features. We assume that as a DBA you are familiar with using your host computer system. You should know how to run programs and create files. We also assume that you have used a BASIS database and are familiar with retrieval and data entry. BASIS manuals essential for database administrators include: Database Definition and Development, which provides information for creating your database definition, and Database Loading and Maintenance, which describes various methods for adding data to your database, techniques for importing and exporting records, and various utilities for helping you maintain your database. Related documentation will help you take advantage of additional BASIS features as available to your operating system. For information about which features are available to your system, see Database Loading and Maintenance, “Preface.” Following is a list of related documentation: Command Procedures explains how to automate many database activities using command procedures. Programming with DHI describes how to write database application programs with the Document Handler Interface (DHI). Preface 7 Programming with OpenAPI describes an application programming interface (API) to BASIS that runs on MS Windows and Macintosh clients. Thesaurus explains how to control database vocabulary using the Thesaurus Manager (TM) module. Markup and Style Guide describes the resources for importing documents produced on document processing systems into a database. BASIS Desktop Developer’s Guide and BASIS Desktop User’s Guide describe an MS Windows-based graphical user interface (GUI) to BASIS. The following books provide comprehensive information about planning and designing relational databases. Especially for topics like relational database theory and normalization, they cover more than can be suggested within the scope of this manual. Date, C.J. An Introduction to Database Systems. 6th ed. Reading, Mass.: AddisonWesley, 1995. Gane, Chris and Trish Sarson. Structured Systems Analysis: Tools and Techniques. Englewood Cliffs, New Jersey: Prentice-Hall, 1979. Martin, James. Computer Database Organization. 2d ed. Englewood Cliffs, New Jersey: Prentice-Hall, 1977. Martin, James. Design and Strategy for Distributed Data Processing. Englewood Cliffs, New Jersey: Prentice-Hall, 1981. Martin, James. Managing the Database Environment. Englewood Cliffs, New Jersey: Prentice-Hall, 1983. Martin, James. Principles of Database Management. Englewood Cliffs, New Jersey: Prentice-Hall, 1976. McFadden, Fred R. and Jeffrey A. Holler. Database Management. 3rd ed. Redwood City, Calif.: Benjamin/Cummings Publishing Company, 1991. Ullman, Jeffrey D. Principles of Database Systems. 2nd ed. Rockville, Md.: Computer Science Press, 1983. Wiederhold, Gio. Database Design. 2nd ed. New York: McGraw-Hill, 1983. 8 Preface Yourdon, Edward and Larry L. Constantine. Structured Design: Fundamentals of a Discipline of Computer Program and Systems Design. Englewood Cliffs, New Jersey: Prentice-Hall, 1979. Yourdon, Edward. Structured Walkthroughs. 4th ed. Englewood Cliffs, New Jersey: Yourdon Press, 1989. BASIS Basics For information about documentation conventions, syntax notation, the TOUR demonstration database, accessing online help, and reporting problems, see BASIS Reference, “Basics.” Preface 9 10 Preface