JCSM Shareware Collection 1996 September/JCSM Shareware Collection (JCS Distribution) (September 1996).ISO/writgaid/rms32d.zip/RMSZIP6.EXE/RMS-MAN.DOC

Text File | 1995-04-20 | 110KB | 2,185 lines

                                 RMS-III


                                REFERENCE
                                MANAGEMENT
                                 SYSTEM


                               Version 3.2




                      A Personal System for Managing
                       Entry, Search, and Report of
                       Bibliographic/Reference Data





         RMS-III: Reference Management System provides full file
         compatibility with Borland's dBase III, & Wordtech's dBXL.
         It provides an annotated, menu driven system for handling
         many important data entry, viewing, editing, sorting,
         searching, and reporting operations.



                         Written by: P.D.Goodell

                         Mulberry Software,Inc.
                          234 Mulberry Place
                         Ridgewood, New Jersey


   Information in this document is subject to change without notice
   and does not represent a commitment of any kind from the author or
   distributor.  Extensive effort has been made to make this document
   and software easy to use and error free.  However, there are no
   warranties, expressed or implied, including warranties of fitness
   for a particular purpose associated with this software.  Any such
   warranty is expressly disclaimed, as is any liability for indirect
   or consequential damages arising from use of this product.  This
   software is offered on an "AS IS" basis, and users accept full
   responsibility for its effective and intelligent use.

   Users of this software are to license this software according to the
   instructions contained in this document. Copies of this software may
   be made only in accordance with instructions given in this document.

   This manual and software are copyright and all rights reserved by
   Mulberry Software, Inc. Some portions of this software are copyright
   by WordTech Systems Inc. and are used in accordance with their
   distribution requirements.

  (c) Copyright Mulberry Software,Inc., 1987-1995  All rights reserved.





   dBASE, dBASE III, dBASE III+ are registered trademarks of Borland
         International, Inc.
   dBXL and QuickSilver are registered trademarks of WordTech Systems,Inc.
   DOS and Windows are registered trademarks of Microsoft Corp.
   IBM is a registered trademark of International Business Machines,Inc.
   DESQview and DESQview/X are trademarks of Quarterdeck Office Systems.
   WordPerfect is a registered trademark of WordPerfect Corp.
   DIALOG is a registered trademark of Dialog Info. Services,Inc.
   MEDLINE is a database produced by U.S. National Library of Medicine.
   PRO-CITE is a registered trademark of Personal Bibliographic Software,Inc.
   REFLIST is a journal-formating program by E.J.Shillitoe.
   REFER is a reference system found with many UNIX type systems.
   Other brand or product names are the trademarks or registered trademarks
         of their respective holders.

                        Revision Date: April 20, 1995

                             TABLE OF CONTENTS

                       INTRODUCTION AND GETTING STARTED

   General Description. . . . . . . . . . . . . . . . . . . . . . . .2
   Licensing, Registration, Duplication . . . . . . . . . . . . . . .3
   System Requirements. . . . . . . . . . . . . . . . . . . . . . . .4
   Installation and Start-Up. . . . . . . . . . . . . . . . . . . . .5
      Backup. . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
      Installation. . . . . . . . . . . . . . . . . . . . . . . . . .5
      Start-Up. . . . . . . . . . . . . . . . . . . . . . . . . . . .7
      License Activation Proceedure . . . . . . . . . . . . . . . . .7
      What to read. . . . . . . . . . . . . . . . . . . . . . . . . .7

                       ORGANIZATION & DATA STRUCTURE
   Organization . . . . . . . . . . . . . . . . . . . . . . . . . . 10
   Definitions  . . . . . . . . . . . . . . . . . . . . . . . . . . 11
   Record Display . . . . . . . . . . . . . . . . . . . . . . . . . 13
   Data Structure - General Considerations  . . . . . . . . . . . . 13
   Data Structure - Special Considerations  . . . . . . . . . . . . 15
   Special Keys & Error Control . . . . . . . . . . . . . . . . . . 17


                   USING RMS-III: REFERENCE MANAGEMENT SYSTEM

   The Data Files . . . . . . . . . . . . . . . . . . . . . . . . . 20
      Opening/Creating a Database . . . . . . . . . . . . . . . . . 20
      Creating/Activating an Index. . . . . . . . . . . . . . . . . 20

   Record Management  . . . . . . . . . . . . . . . . . . . . . . . 22
      Adding Records  . . . . . . . . . . . . . . . . . . . . . . . 22
      Editing & Viewing Records . . . . . . . . . . . . . . . . . . 23
      Aids in Add/Edit Operations . . . . . . . . . . . . . . . . . 23
      Rapid Record Scan . . . . . . . . . . . . . . . . . . . . . . 34
      Duplicate & Deletion Options  . . . . . . . . . . . . . . . . 24

   Search Techniques  . . . . . . . . . . . . . . . . . . . . . . . 27
      View/Search . . . . . . . . . . . . . . . . . . . . . . . . . 27
      Single Item Search  . . . . . . . . . . . . . . . . . . . . . 27
      Multi-Item Search . . . . . . . . . . . . . . . . . . . . . . 28
      Mixed-Logic Search  . . . . . . . . . . . . . . . . . . . . . 29

   Report & List Generation . . . . . . . . . . . . . . . . . . . . 30
      Reference Reports - Directing Output  . . . . . . . . . . . . 30
      Reference Reports - Structuring Output  . . . . . . . . . . . 31
      Topical Lists . . . . . . . . . . . . . . . . . . . . . . . . 33
      Topical Indexes . . . . . . . . . . . . . . . . . . . . . . . 34
      Subject Lists . . . . . . . . . . . . . . . . . . . . . . . . 34


                           TABLE OF CONTENTS, continued


   Utilities  . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
      Data & System Statistics  . . . . . . . . . . . . . . . . . . 35
      Database Index/Sort . . . . . . . . . . . . . . . . . . . . . 35
      Create/Append Database  . . . . . . . . . . . . . . . . . . . 36
      Condense Database . . . . . . . . . . . . . . . . . . . . . . 36
      Re-Number Ident Field . . . . . . . . . . . . . . . . . . . . 36
      Replace Data Field  . . . . . . . . . . . . . . . . . . . . . 36
      Erase File  . . . . . . . . . . . . . . . . . . . . . . . . . 37
      User Defined Styles (UDS) . . . . . . . . . . . . . . . . . . 37
      Printer Setup . . . . . . . . . . . . . . . . . . . . . . . . 38
      Import/Export . . . . . . . . . . . . . . . . . . . . . . . . 38


                               APPENDICES
   Database File Structure. . . . . . . . . . . . . . . . . . . . . 41
   Program Files  . . . . . . . . . . . . . . . . . . . . . . . . . 42
   Functions and Operators  . . . . . . . . . . . . . . . . . . . . 43
   File Location and Screen Color Parameters  . . . . . . . . . . . 45
   User Defined Styles  . . . . . . . . . . . . . . . . . . . . . . 46
   What's New in RMS-III  . . . . . . . . . . . . . . . . . . . . . 47
   Reference Management Translator, TSX . . . . . . . . . . . . . . 48
   Acknowledgements . . . . . . . . . . . . . . . . . . . . . . . . 49
                                   - 1 -
















                               INTRODUCTION

                                    AND

                              GETTING STARTED

                                  - 2 -

                            GENERAL DESCRIPTION

RMS-III: Reference Management System provides an annotated menu driven
system for operations relevant to bibliographic reference handling: data
entry, viewing, editing, searching, screening, tabulation and reporting.
It also provides greater speed for many operations than is possible in
non-compiled programs.  It provides full data-file compatibility with
Borland's dBase III+(R). This type file format is widely used so that
data can be easily accessed by external utilities or in full-featured
database programs, possibly for actions beyond the scope of this program.

Reference material in files is managed as records which contain data
fields.  There are fields for author(s), title, source (publication,
volume, pages, year), keywords, sponsor, language, comments, special
codes, and abstract.  All fields can be searched by several techniques
to find records of particular interest. Records can be indexed or sorted
by various key fields, and checked for duplicates.  Individual records
and subsets of the database can be extracted to create new databases or
reports; extraction can be specified by any user-designated order or
search match criteria.  Lists can be generated to show occurrence
frequency or location of certain data (keywords, author, etc). Reports
can be stored to disk-file for incorporation into word processor texts,
or printed in hard copy form. Report formats (disk or printed) can be
either line list type or index card type.  Report styles can be varied
to accommodate different publication requirements; styles not included
can often be generated by the user.

In addition to the basic data management, there are utilities for file
manipulations and maintenance such as create, erase, append, backup,
condense, and check status. The utilities also allow data field
search/replace and re-numbering of record identification.  Limited
printer manipulation is also provided.  There are facilities to import
and export data of different format types.

RMS-III is organized into five basic menu screens each of which cover
five or six related operations.  These are described later in this
documentation.  However, the best way to get a feel for the program
capabilities is to try it out using the default settings and the DEMO
database which is included.
                                   - 3 -

                   LICENSE, REGISTRATION, AND DUPLICATION


RMS-III: Reference Management System is available in retail (prelicensed)
and shareware (trial) forms. It is important to register prelicensed copies
and to license/register trial copies.  New features may have been added
since this release, and problems and fixes may have been identified.
Only _registered_ users can be notified of any changes.  In addition, the
supplemental software Reference Management Translator, TSX, is supplied
to registered users (see Appendix G).  Also, more style files for
publication-specific output may become available (see UDS's, p.32,37,46).

To register pre-licensed versions of the software, fill out and mail the
registration card enclosed.  If the license and registration was obtained
together, you are registered.  The license number will be entered at the
start of the program to allow operation without encumbrances.

Limited-licensed, trial versions of the software, while fully functional,
contain encumbrances in the form of nuisance screens and license
reminders in the program menus.  After some date, there are additional
license reminders.  These are all avoided by entry of a license number.

One license is required per copy of the software running at a given time.
Archive and backup copies do not count.  Site licenses are available at
discounted rates to run the program simultaneously on separate machines.

Trial copies.  RMS-III: Reference Management System may be copied and
distributed for evaluation according to conditions specified in a limited
license contained in the file LICENSE.DOC or VENDINFO.DIZ (if present).
  (Basically, all original materials must be provided and unmodified,
  license numbers are not to be transferred, and you can't charge much.)


Note: if you have purchased a disk containing this software from a public
domain/shareware distributor, you have paid the media and handling
charges permitted above.  You have not purchased a license.  Purchasing a
full license is required for continued use.
                                   - 4 -

                            SYSTEM REQUIREMENTS


RMS-III runs on fully IBM compatible systems, from XT through Pentium(R)
types. A fixed disk is highly recommended; 1300Kb should be available for
the program and documentation plus whatever will be needed for your data
files.  (Without the documentation files, only 950 kb is needed.)

The program can be run from high density floppies (720 kb and greater),
but the speed of many operations will be slow.  Operation from low
density floppies (360 kb) is possible but not advised; it can present
problems and can restrict data file size.

The config.sys boot-up file must contain the lines files=25 or more and
buffers=25 or more; you may also need to include driver=ansi.sys. If you
are unfamiliar with these items, please consult your DOS manual.

The recommended memory level is 512 kbytes, although as little as 480 can
suffice (for example if you are running in a window).  More memory can
improve speed of operation.  The program itself requires 360 kb of
memory, with an additional 120 required for the abstract editor (wedit).

Operation under Windows 3.0, Windows 3.1, Desqview, and DesqviewX is
generally good if 500 kbytes of memory is available, although windows as
small as 480 can suffice.  If you do task switching in any of these
environments, it is a good idea to install DOS SHARE. This will prevent
file corruption by opening multiple copies of RMS-III or the data files.
However, it will slow some RMS operations.

dBase III or similar database software is not required. You may wish to
use such products for operations that are not be offered in RMS-III.
Also, though not necessary, some dBase type commands can be utilized
within RMS-III if you are familiar with the language syntax.

You may also wish to transfer reports from RMS-III into a full featured
word processor for final document preparation.  This may be necessary
for introduction of bold, underline, and subscript attributes.  Most
other formatting features can be handled directly.
                                   - 5 -

                          INSTALLATION & START-UP

BACKUP

The first thing you should do is to make a backup copy of the RMS-III
distribution diskettes.  Use the DOS diskcopy or the copy *.* command;
see the DOS manual for details.


INSTALLATION

Installation must be done using the RMS-III INSTALL program (with its
location set as the active drive/path). For installation at a DOS prompt,
mount RMS-III Distribution Disk #1 in an appropriate drive, make this
drive the default drive (e.g. type A:).  From a hard drive or CD-ROM,
also set the path to the location of the RMS-III distribution files.
Type INSTALL and answer the questions as they appear.  For installation
from Windows, select RUN from the program manager and enter the drive and
path for the RMS-III files, followed by INSTALL.

Installation options provide selection of operation from a fixed disk
or floppy disks, and to selection of monitor types.  The installation
process prepares directories if required and uncompresses/copies stored
files making them ready to use.  Monitor and color settings established
during installation, as well as other settings and preferences, can be
changed within the program. Details of the program parameters are given
in Appendix D.

Fixed Disk Operation:

For fixed disk operation two subdirectories created during (default)
installation:
                \RMS           and          \RMS\LISTS

The files listed as 'require' in the tabulation of Program Files
(Appendix C) are copied to the \rms directory.  The demonstration files
are copied to the \rms\lists directory; this is where it is recommended
that the data files be stored.  These file locations can be changed in
the install program, but may require corresponding changes of the program
setup parameters in option #8 of the Main Menu.


                        **********************

***  Failure to reset non-default path names in the parameter set-up  ***
***  option is the main cause of problems in start-up of the program. ***

                        **********************



Floppy Disk Operation:

RMS-III can be run from a floppy base system, but the speed of some
operations will be reduced.  The disk set up will depend of the type
of floppy disks that are used.
                                   - 6 -

High Density Floppies. With high density floppies (1.2 Mb or greater) you
can install the entire program on a single diskette; follow the same
proceedure as for a hard disk. Data files can be on the unused portion
of the working disk or on a separate disk/drive if available.  A second
diskette for data can be set-up manually, or with the SPLIT option of the
installation program. The split configuration will use the root directory
of each diskette.  If you want any subdirectory structure for the disk-
ettes, you will have to create it and move files manually.  Be sure to
identify appropriate file locations in setup operation (#8).

Low Density Floppies.  Operation from two 720kb diskettes can be setup with
the installation SPLIT option which installs the program and its required
files on one diskettes and the data, abstract editor, and documentation on
another.  The program disk is used in the A-drive with the data disk in B.

Possible, but not recommended, is operation from 360 kb diskettes with
three diskettes and two drives.  Disk #1 will hold the RMS.EXE, *.MEM's,
and ERROR.TXT files; disk #2 should have the RMS.OVL file; disk #3 should
hold *.MEM's, *.DBI's, WEDIT.EXE and *.UDS files and the data files.
Disk #3 must be swapped for disk #1 after startup; disk #2 remains in the
second drive.  For the setup configuration, the drive where disk #2 is
mounted is treated as the program location (e.g., B:\), while the
other drive (start & data) is treated as the data location (e.g., A:\).
This configuration can be a problem and can restrict data file size.
If set-up and preferences are changed (Main Menu #8) or printer set-up
is changed (Utility #5), the new files updated on disk #3 must be copied
to disk #1.

The DOS PATH _must_ include both drives for either of these low density
floppy operation with two drives.  Documentation and readme files can be
deleted or moved from the data disk to allow more data space.  There is
not room in low density disk setups provided for the DOS *.SYS files
needed to make disks bootable (though this could be done with 720k disks).

                                   - 7 -

START-UP

Most likely the program will need no further setup and can be started
immediately.  Simply switch to the drive and directory containing the
program files and type:
                               RMS <enter>

This will start the program.  A license notification will appear as the
first screen until your license number is activated (see following
section).  The main menu will follow.  The menus will be discussed later;
for now, note that items #7 and #8 involve changing the data file
location, or any/all of the set-up parameters.

The parameters established during installation will be usable in most
cases, but they are also a likely source of problems.  Check the data
file location near the top on the Main Menu.  It can be changed from
within the Main Menu; simply select item #7 and then fill in the path
name.  Control of other parameters is by selection of item #8, which
introduces parameter set-up screens (see Appendix D).

The preparation of topical lists (p.33) can be especially slow if the
program was started with only the rms command.  This is the safest and
most general starting method as it handles problems between with DOS
SHARE which is active on many systems, especially with DOS 4.x. If you
know that you are not using share, start RMS-III with the no-share
switch (-ns, /ns, or ns):
                             RMS -NS <enter>

This will allow the list preparation to run much faster.


LICENSE ACTIVATION PROCEDURE

All licensees of RMS-III: Reference Management System are supplied with
a personal license registration code number. Entering your license number
will allow display of your name rather than 'UNLICENSED', and will avoid
the initial UNLICENSED opening screen.  Instructions to enter this number
are supplied with the license.


WHAT TO READ

For a quick start, you can skip most of the manual, coming back to it
for reference as may be needed.  The entire system can be reviewed by
scanning the menus in default modes using the database file "DEMO"; this
is recommended for a fast introduction to the system.

However, it can be helpful to read at least a few short sections. These
include the introduction and record/structure sections on pages 10-18,
which outline general program organization and data handling
characteristics.
                                   - 8 -
                                   - 9 -


















                                ORGANIZATION

                                    AND

                               DATA STRUCTURE

                                   - 10 -

                               ORGANIZATION


RMS-III is organized in five operating menus.  Each Menu and Sub-Menu
function is accessed by either (a) entering its number, 1-7, in a
highlighted selection box, or (b) using the corresponding function key.
An overview of the organization shows the menu relations:

                      System Outline, from MAIN MENU:

     1.          2.              3.            4.           5.
   INFO      UTILITIES        MANAGEMENT    SEARCH       REPORTS
   Terms     Information      Information   Information  Information
   Outline   File Status      Open File     Open File    Open File
   Notes     File Operations  Add Records   Scanning     Topic Freq.
             File I/O         Edit Records  Single Item  Topic Index
             User Definitions Scan Records  MultipleItem Lists/Cards
             Printer Set-Up   Check Dups.   Mixed-Logic  Word Proc.

Menu screens are numbered for easy reference.  Each menu includes an
information section which presents purpose and operation of the menu
items. This is always option #1 of the menu selections. The utility menus
open up sub-menus with additional options.  Each menu includes an option
to return to the main menu (option #7).

There is some redundancy among the menus to minimize switching.  For
example, the Utility Menu contains an option to open, change or create a
data base file, and the three main operation menus each include similar
options.  Printer set-up is in Utility (2.6), but some printer options
are also adjustable in the report output section (5.5).  Scanning of
records is available in some form under both the data management (3.4,
and 3.5) and search (4.3) operations.

Selecting options and entering responses is indicated by a command line
or question followed by the cursor, usually in a highlighted entry box.
The entry boxes may switch color to indicate when and where an entry is
required*.  Most choices presented have a default value.  These are shown
by characters in upper case (Y,n), or <2> brackets.

The entire system can be reviewed by scanning the menus in default modes
using the database file "DEMO"; this is recommended for fast introduction
to the system.  There is useful information in the DEMO abstracts and in
the many F1-Help selections.




-----------------------
*For this to operate correctly, the input requested color selection must
be unique.  The default setting for color monitor is green, and for
monochrome monitor is reverse video or underline.
                                   - 11 -

                                DEFINITIONS

A few definitions can avoid confusion and may help in understanding how
RMS-III operates.  Most of the specialized terms have straightforward
meanings, but they may be somewhat different than in other systems.

  DATABASE is a specific collection of records.  It has a filename (no
           more than 8 characters) and an extension name ".dbf", which
           is often not shown.  Database files are saved in the data
           directory.  Databases must be "open" to be used.

    RECORD is an item in the data base consisting of field entries.

    FIELDS are the specific items in the record, author, title, year,
           journal, key words, etc.  Data fields are fixed in length,
           but aeveral critical fields may be extended (spill-over).

OPEN FILE. Most functions require an open data base file.  Files can
           be opened in most main function menu screens. Once open, a
           file is available for subsequent functions.  It is closed
           only if changed or exit from the main menu.

     INDEX is a particular order of records of a database file,
           arranged alphabetically or numerically on a key of one or
           more fields.  Index files are named and saved to disk (with
           ".ndt" extensions).  An index activated with a database
           file, will be updated as the database is altered.

RECORD NUMBER is assigned to each record.  This number can "float" if
           the data base is modified, e.g., by deleting records.
           Therefore, records can also be given a fixed ident_no.

RECORD/FILE SIZE. The reference record takes about 800 bytes and
           unnecessary additions or file creations can use up disk
           capacity quickly.  As capacity becomes limited, checking
           and clean-up via Screens 2 and 3 can be very helpful.
           (Note, index files don't take much room.)

MEMO FIELD is a special type of data field of variable size.  It allows
           for extended data entries without requiring excessive disk
           space; a memo field, NOTES, is used by RMS-III for abstracts.
           Memo fields are saved with the same filename as the database
           file, but with a ".dbt" extension. The memo field is entered
           from the full screen data management screen by striking F4.
           This activates a text editor or viewer to make and edit or
           display entries. It is exited by ESC.  Search of the memo
           field is possible from the multi-item search operation.
                                   - 12 -

 REFERENCE REPORTS present data from records (all or selected fields)
           in various formats.  The formats include normal line types
           of various styles (bibliographic lists) or file card types.
           Reports can be arranged by an INDEX based on a KEY field(s),
           arbitrary order, or subject index.  Reports can be directed
           to the screen, a printer, or disk file.

   TOPICAL LISTS present special information based on specific fields
           within the database, e.g., keywords, authors, sources, etc.
           These can provide summary data for reports, analysis of
           reference data, and for HELP/LIST operations where they can
           be useful for checking consistency of entries.  Such lists
           are sometimes referred to as authority lists.

FILE LOCATION. Files and programs may be on different disk drives
           directories.  They can be changed through the Main Menu,
           option #8 (data location can be changed in option #7).

   SET-UP. Option #8 of the Main Menu included setup of the drive/path
           and minitor settings for monochrome, gray, or color screen
           display.  Note that starting problems are often due to
           incorrect settings of these locations specifications. Color
           settings are shown by example, but may require trial and
           error experimentation.  Preferences are set for different
           data displays and search defaults.  SETUP need be run ONLY
           if you want to change the basic operating conditions.
           (Printer setup is handled in the Utility section.)
                                   - 13 -

                               RECORD DISPLAY

Data entry and editing are done in a full screen display which presents
all the data of a record as well as some status and control information.
This display mode is accessed through menu screens 3.3, 3.4, and 4.3. It
is central to the system operation; it will be reviewed before dealing
with other aspects of the program.

The status line is at the top of the display.  At the left it shows the
name of the open database file and any index file that may be in use.
The right side shows the currently permitted operation which may be one
of three types: ADD RECORDS, EDIT DATA, or VIEW DATA. The center of the
status line shows *OK* or *DEL* which reflects a normal record or one
marked for deletion.  The state of the toggle between typeover and
type-insert mode is also shown included in the status line.

Control information for the cursor and function keys is shown as a block.
This identifies ways to move within and between records. Note that there
are replicate actions between the function keys and the key pad; use
whichever you find most convenient.  The keyblock can be positioned at
the bottom of the screen, below the main data display, or near the top,
just below the status line; the location is determined by preferences
in the SETUP option of the Main Menu (#8).  (The keyblock is toggled
on/off by F8.)

The main part of the display is the data presentation which shows the
complete set of fields for the record.  The shaded areas indicate the
data fields.  Entries can be as long as the highlighted box, but no
longer (see spill-over, below).  Entries must be left justified or they
won't be found in searches.  Use upper and lower case alpha or numeric
characters as desired.

Some data fields are split between two or three lines. This is to allow
ample room for the particular type of data, but the entry is not auto-
matically word wrapped between the lines. Therefore, you may need to do
some manual adjustment. (Extraneous spaces in multi-line fields will be
removed during output.)

The record number pointer and total records in the file are indicated
for reference and are not entered or changed by the user.



               DATA STRUCTURE - GENERAL CHARACTERISTICS

The IDENT_NO, INDEX_NO, CODE_1, and CODE_2 fields are provided for
general purpose identification and tracking based on user defined schemes.
It is recommended that the IDENT_NO field be used as a record numbering
tool to supplement the internal record number. The internal record number
can float as records are deleted and inserted; a fixed tracking number
can facilitate record extraction for list generation.  Ident_no can be
automatically re-set in utility 2.3.4.
                                   - 14 -

The INDEX_NO field is often used to code schemes for record ordering
based on general content or class; it is for user definition and has
no other internal purpose. The CODE_#'s can be used at will; they are
especially suited for publication data such as ISSN, ISBN, or DEWEY
numbers. In CARD or UDS outputs CODE_#'s can be given specific names.

A separation is made between FIRST AUTHORS and additional authors. The
first author's first and last names are separate to facilitate certain
internal operations.  OTHER AUTHORS are included on the next display
line and must include appropriate conjunctions and punctuation within
line for multiple authors, but not at the beginning and end of the list.
It is recommended that other authors be entered firstname first.  This
will allow full manipulation of authors names at time of output.
(The F1, #8 help option will show if names are treated properly.)

SOURCE, VOLUME, YEAR, PAGES, TITLE, and LANGUAGE are all obvious. The
source and title fields have been made long to accommodate lengthly
entries. If they are not adequate in a particular case, you might use
the comment field for additional data (see p.17).  The year field can
accommodate single or multiple years, or non-numeric entries such as
`in press'. Nrefs is used to include the number of references cited in
an entry - a data point that can be very useful in expanding a search.

The TYPE field can have some obvious and not-so-obvious uses depending
on your purposes and possible interfacing to other applications.  Type
designations might include article, book, report, proceedings, thesis,
video, record, etc.  These designations can also be used in some cases
to control output format. The user-defined-style options in RMS-III can
be made to adjust output by type.  To allow for this, it is important
to keep type designations simple and consistent (see next section).

KEYWORDS and SPONSORS can include multiple entries if they are separated
with comma and space.  This will permit searching and listing based on a
series on entries.  Key words are one of the most important aspects of
record entries, and are often the least well structured.  It can be well
worth the time to construct and maintain a consistent set of key words
relevant to your application.  As an aid, it is possible to list key
words and their use frequency in the report section (see topical lists).
This list can be accessed from data entry and search operations.

COMMENTS can include up to three lines of whatever notes, annotations,
or comments you care to enter.  This area is included as a supplement
to the abstract area, the text of which is not presented on the main
display screen.  It is also used as an extended field or spill-over
area for authors, title, and source fields (see next section).

The ABSTRACT field is a special type of entry which is included as a
memo and has a different type of behavior.  A memo field accommodates
extended, variable length data entries. This can be an abstract or any
other entry you wish to make.  From the multi-item search menu (4.5),
the memo field can be searched for words or phrases, but it is be slow.
                                   - 15 -

The memo field is accessed using the F4 key. Depending on operating
mode at the time, the memo/abstract will be opened for display or for
editing and entry.  The display-only access is very rapid and can be
toggled quickly with the F4 key.  The editor opens more slowly; it is
Wordtech's WEDIT integrated into RMS-III. It has its limitations, but
will get the job done.  The typeover/insert key should be set to insert
after the editor starts. Exit the editor by ESC and select the save
option (do not change the indicated file name).  A documentation file
WEDIT.DOC is included with RMS-III that gives full details for this
editor. (Note: you can import text files through WEDIT.)

                  DATA STRUCTURE - SPECIAL CONSIDERATIONS

Some data types warrant special consideration, beyond that presented
in the previous section. These apply to more limited cases, perhaps
more advanced or especially critical, involving issues of data handling
and consistency, output control, and/or interface to other data systems:

AUTHORS.  Recommended entry of authors is first-author-lastname, first-
author-firstname, and other-authors, firstname first, with punctuation.
Names of authors can be formatted in several ways at time of output.
To be sure that the program will handle the manipulations correctly,
the names should be checked during entry using the separate authors
selection of the help/list option (F1-#8).

Name manipulation is not always appropriate, e.g., corporate authors.
Placement of an equal sign, "=", in the lst_name or fst_name field will
supress author formatting; author entries will output exactly as entered.
If `equal' is the first character of lst_name, it will index at the
beginning of an index list.  The character will be removed on output.

Also note that several adjuncts to last names will be recognized as such.
These include: Jr., Sr., von, van, van den, van der, de, and zur. Others
may not be handled correctly but adding an under-score character "_" will
tie the parts together; underscores in names are removed during output.

EDITORS.  References with both authors and editors can be awkward to
match to some publication format requirements.  In RMS-III, editors names
are usually cited in the source field (with `Ed. by' or `Eds.' notation).
This may require post-processing in your word processor.

SOURCE.  Source data, especially titles of journals, (like authors names)
can be subject to quite varied treatments in different publication style
requirements.  At present the only way to deal with such requirements is
external to the RMS-III program, with the search/replace operation of a
word-processor. To accomodate this (and other operations) it is important
that the source data be treated consistently.  The topical lists and
indicies provide indication of data consistency.
                                   - 16 -

BOOKS TITLES.  Unlike the source field, entries in the title field are
not necessarily included in report output; title is an option selected
at time of output.  This can be confusing when the citation is for a
book title alone; it is in fact a source, but you might be inclined to
enter it as a title.  However, only entry as as source will assure
output in all cases, including topical lists.  Nevertheless, RMS-III,
allows titles entered in the title field to print as source data in the
case where type=book AND the source field is blank.  (In UDS's the
effect must be programmed; files included show examples of code lines.)

TYPE of reference source.  In addition to book handling, output control,
and general sorting, this can be important for compatibility with other
database structures and downloaded material.  A relatively broad and
useful set might include the following:
     Article     Unpublished     Techreport         Misc
     Book        Conference      Incollection       Thesis
     Manual      Proceedings     Inproceedings      Patent
Other types used elsewhere are:
   Letter, Catalogue, Report, Manuscript, AudioVisual, Newspaper, etc.

Of course, other designations may be appropriate for special applications.
Some advanced planning of type designations can prevent problems later
and increase functionally.

ABSTRACTS.  Occurrence of square bracket characters, [ ], in the Abstract-
Memo field can sometimes cause problems. Try to avoid their use.

In the Abstract/Memo field, a paragraph (new line) can only be maintained
in printed output by including the three characters '-*-' in the abstract
line which separates the paragraphs.

SUB- & SUPER-SCRIPTS.  A limitation of RMS-III is the inability to handle,
even by UDS's, the subscripting and superscripting of characters.  This
must generally be handled by manual or search and replace operations in
a wordprocessor, after the report is output to a disk file.  One might
identify these character attributes with special markers for later
replacement, but not all word-processors will allow such replacement.

DIACRITICAL MARKS.  Handling of diacritical, accented characters can
present problems.  Characters like é, ô, à, ü, etc. can be entered in
RMS-III records. If the keyboard is not mapped for them, they are entered
by typing their ascii value on the numeric keypad (e.g. alt-132 for ä).
BUT, they must also be used in searches, and alphabetizing (ordering)
will be by ascii value, which is not optimal.  ALSO, many printers are
not set up for them and errors will result.  Check your system before
using accented characters.  (The ascii values for these characters are
listed in several of the help/list options accessed by F1.)
                                   - 17 -

EXTENDED FIELDS.  The comment field serves an added function as an
extended field or spill-over area for authors, title, and source fields.
Spill-overs must be entered in a very specific manner, with specifica-
tion and spill-over text in brackets, exactly as shown:

{Cont...author(s): xxx}, {Cont...title: xxx}, or {Cont...source: xxx}.

The actual spill-over data is represented here by the x's. During output,
the extension will be appended to the appropriate data field and the
comment field will be cleared of the bracketed text.


                        SPECIAL KEYS & ERROR CONTROL

FUNCTION KEYS.  Where not specifically defined otherwise, the function
keys can be used to enter numerical menu option selections.  The single
function key has the same effect as the numeric key followed by the
enter key.  This saves keystrokes in menu selection.  Within the full-
screen record display, the function keys are specifically mapped for
position and editing control.

F1 KEY.  At numerous points in the program (indicated), the F1 function
key has the special `help' character of opening windows with additional
information or lists of data.  In some cases (indicated) entering a
question mark will display an information list.

INSERT KEY.  The default mode for the insert/typeover action of the
keyboard is typeover.  You may find this acceptable; if not use the
insert key to switch.  However, when using the abstract/memo editor,
WEDIT, it is advisable to use insert. This will allow carriage returns
to register properly.  Additionally, this editor does not wordwrap, so
you should be sure to end lines at 76 characters or less (else they
will not display properly).

ESCAPE KEY.  The ESC key has two modes of behavior depending nature of
the operation in progress:
   In menu and command entry operations where the system is waiting for
   user input, the ESC key will generally exit the entry and return the
   system to a prior menu item - if you change your mind in some entry,
   or just just want to go back to the last menu, try ESC.

   During active system operations such as searching, printing, listing,
   import/export, etc., ESC may serve as an interrupt.  This will pause
   the operation and provide for continuing or truncating the operation,
   or closing and exiting the system.  The interrupt function is not
   available during active operations where it could cause unpredictable
   behavior.  Where not available, there is advanced notice.
                                   - 18 -

PGDN KEY.  In any selection screen with multiple entries required, the
PgDn key will allow you to skip over all remaining entry requests and go
to the bottom item; default values will be used for any skipped entries.
In some screens, e.g., the multi-item search screen, the combination of
Ctrl+PgDn will advance the cursor by ten entry fields.

PAUSE KEY.  Several sections display lists of items, e.g., filenames,
in windows.  If the lists are long, they may scroll of the top of the
window. If this happens, you can use the pause key to temporarily stop
the action; any following key will resume the action.

                           ------------------------

SYSTEM ERROR.  In the event of an error, a control window should be
displayed to allow some rational options other than crashing the system.
The error number and message will be shown and you should note these for
reference.  There is a possibility to recover from the error by pressing
the space bar and this may be worth a try; the safe alternative is to exit
the program.

                                   - 19 -











                                   USING

                                  RMS-III:

                                 REFERENCE

                                 MANAGEMENT

                                  SYSTEM
                                   - 20 -

                               THE DATA FILES

CREATING OR OPENING A DATABASE

The primary unit of data storage is the database file. This is subdivided
into the individual records with the data fields.  A database must be
created and opened before any other operations can follow.  A database
is automatically opened when it is created.  An existing database file
can be opened from Utility Menu 2.3.1.  Database files may also be opened
from the Management, Search, or Report Menus, option #2, in which case a
prior existing index can also be activated.  Changing the open database
closes any database and index files previously opened.

Option #2 of the Management, Search, or Report menus will display a list
of all databases available in the active data directory.  A database name
can then be typed in the entry box and confirmed.  If incorrect or blank,
a new menu will be presented with options to retry, exit, create a new
database, or see more details.  The `details' option will show database
files in the active directory, number of records in each, and date of
last update; a filename can then be entered.

Any time a database file is created within RMS-III, the structure is
copied from a master file.  The structure can be viewed in Utility Menu,
File Survey, screen 2.2.2. The structure defines the fields of the record:
field name, length, and type.  These are preset to balance different
requirements of bibliographic data handling and total record size.

The Utility Menu also provides for creation of new database files under
the option File Generation/Transfer, screen 2.4.1.  Alternatively, files
can be created under the Open or Change option of the Management Menu,
screen 3.2.  In either case, select the create option and enter a file
name when requested.  There will be a check of existing files for the
name assigned, and if none exists, it will be created.  The file is then
ready to use, but contains no records until data entry is started in the
Management Menu, screen 3.3.


CREATING AND ACTIVATING A DATABASE INDEX

While creating a database file it can be useful to consider index files
(not to be confused with the index_no field).  An index file arranges the
presentation of records according to a predefined key rather than in the
order of data entry.  An index key is a field or combination of fields in
the record.  An example could be the last name of the first author;
another might be the source plus year of publication.  (See sections on
definitions or utilities for more details.)
                                   - 21 -

Index files can be generated at any time, including prior to data entry.
An index is generated ONLY in the Utility Menu, File Organization,
screen 2.3.  A database file may have several indices, each built on
different fields or combinations thereof, however, only one index can be
active at any one time.  Note that when viewing an indexed file, the order
of presentation is that of the index, not that of the entry chronology;
this may or may not be desired.

An existing index file may be activated when opening a database file in
either the Management, Search, or Report menus.  It will remain active
until the database is changed or by using choice `0' of these menus.

In places where an index can be activated, the first input addresses
the choice to use the index:

    Data base In Use:_____  Index? (y,N):__  Index Name:______

The default, N, is accepted with no entry. However, each time the menu
reappears, the index question will have to be answered again.  If the
response is to enter N, then the question will be avoided the next time
around; this can speed things up.

Whether an index should be activated depends on the operation to be
performed, but it also affects the processing speed.  The index should be
activated to order the on-screen presentation of records or the output of
report or search operations.

If an index is active during Record Management additions or editing of a
database, it will be automatically updated; if it is not active, it will
have to be regenerated in the Utility Menu.  For large databases this can
take time which can be avoided if the index is started prior to data
entry or editing.  Note that when adding records with an index active,
movement between records will appear not to be indexed; this is so that
"prior" records can be accessed consecutively.  Also, moving and searching
within a database file will be slower if an index is operative. Finally,
note that an index file which is not current with changes in the database
will cause an error, and will require regeneration.  The safest procedure
is to generate the index when it is needed, especially for large files
where index corruption can become an issue. However, the choice of auto-
updating or post-entry generation is up to the user.
                                  - 22 -

                             RECORD MANAGEMENT

Adding records to a database and editing records are treated in the
Record Management Menu which is option #3 of the Main Menu.  The
management options also include information on the management operations,
rapid scanning of records in the file, checking for duplicate records,
and deleting unwanted records.

The lines at the top of the menu will indicate the database status.
Opening or changing a database can be done with option #2.  You can also
elect to use the database in an indexed mode and enter the index name.
Activate the index following entry of the database name, or by entering
'0' in the menu choice box.  A list of index filenames can be displayed
with the F1 key.  Adding and editing records uses the full screen record
display discussed earlier.

ADDING RECORDS

Selection of the Add Records option, #3, of the Management Menu, presents
a short dialog box.  This shows the number of records currently in the
file, asks if there is to be repeated data, and lets you start or return.

The repeated data option will open a window for entry of the data to be
repeated.  There are floating and fixed field types.  The fixed field
types are specific to source, year, volume, language, type, code_1, and
sponsor/publisher.  These will register in all subsequently added records
until changed by restarting the record adding process from the management
menu.  The floating entry is for the F2 function key.  Any entry made for
this option can be recalled at any time, in any data entry field by
pressing the F2 key.  This flexibility can accommodate many types of
re-entry requirements.  In addition, once a new record is entered, you can
replicate its contents to the next new record with the F3 function key.

In the add record entry mode, full access is available to all of the
fields of the record (in the full screen display).  Fill in any of the
entry positions for which you have data, leave the others blank.  The
only exception to this is the first entry, ident_no, which must be filled
in and must be a unique entry, i.e., the only one of its kind.  It could
be the same as the record number unless deletions have been made.
Re-numbering of ident_no can be done automatically in Utility Menu 2.3.5.
Also, entries must be left justified or they will not be found in
searching operations.

In the add record mode, the abstract/memo field can be accessed with the
F4 key which will start the external editor, wedit.  To opening and use
the editor without complication, there should be 150Kb of memory
available.  Memory status is indicated in the upper left corner of
several of the menus.  The editor can be started with as little as 120Kb,
but there will be a warning that you should check the behavior before
making too many such entries.  Such a check can be accomplished by
retrieval/display of an abstract memo in the view mode.
                                   - 23 -

Records added are appended to the end of the open database (whether or
not an index is active).  You can backup to previously entered records to
check prior data, but the mode will change to view-only so that prior
data cannot be altered; you can edit records just added but not yet saved.

EDITING & VIEWING RECORDS

The editing mode is accessed by selection of the Edit Records option, #4,
of the Management Menu.  This option opens a short dialog box with
options for the view or edit mode, record number at which to open, and
return to the menu.

Once in the full screen data display, follow the information presented in
the control box at the top of the screen which shows cursor, edit, save,
and exit actions.  You can move anywhere in the file, but you cannot add
new records.  When editing, you should save work regularly in order to
avoid losses in the event of system failure.

The view and edit modes offer important differences in access to the
data.  In particular, the view mode offers speed and protection, and this
is the reason it is the default mode.  The speed is especially noticeable
when accessing the abstract/memo data field.  In the view mode, the
abstract is displayed directly (F4) without need to open the external
editor, wedit.  (See add record section for note of memory needed for
editor.)  In addition, avoidance of having to replace edited field data
also allows faster shifting between records.

An exception to the view/edit operations is that in the view mode, F3
allows a change to the edit mode for the current record only; this allows
for corrections to be made without re-entry through the edit menu.  The
status indicator, upper right, will show the operation currently possible.

In the edit mode only, the ^PgUp or F9 keys mark a record for deletion.
This changes its status designation, but does not physically delete the
record until the delete/pack operation is preformed in Check Duplicate
option, #5, of the Management Menu.  Because the record is not deleted
when marked, marking can also be used as a selective transfer mechanism,
if done carefully.  Transfer and then un-marking are covered under the
Check Duplicate option.

AIDS TO VIEW/EDIT/ADD OPERATIONS

There are two features available in any of the full screen editing modes
that can aid in use of the system.  These are the ability to skip to any
record (F7) and to access several types of help and lists data (F1).

In the full screen mode you can move forward and backward by record
(record number or index position) by using the PgDn and PgUp keys or F6
and F5.  To move by several records or to find a particular record, the
^Home or F7 keys have an especially valuable role.  This selection opens
a dialogue box from which any record can be selected.  The selection
                                   - 24 -

criteria can be record number (which is the fastest), or an alternate
selection can be made by entering a period.  This allows selection based
on ident_no. or last_name.  This can provide rapid record access for
viewing and editing.

The F1 Help/Lists function opens a small menu window to allow selection
of general information, lists of previously entered data, and check of
the internal analysis of authors name entries.  Each of selections opens
up a second window displaying the requested information.  Pressing esc or
keys as instructed will immediately return you to the data entry screen.
If lists are longer than the window, 'Q' will quit, and 'S' will skip to
another area.  Access to the lists of prior data is dependent on first
compiling the list in the report menu, topic-list option (screen 5.3).
These lists are not updated as entries are made, but must be periodically
updated in screen 5.3.  The help menu indicates the status of the data
lists in terms of records included.


RAPID RECORD SCAN

This provides for rapid simultaneous viewing of multiple records by
showing only selected fields.  It contrasts with the edit/view option
which uses the full screen display for a single record, showing all
the fields, including (optionally) the abstract/memo data.

Short and long form scan formats are available.  The 'long' form shows
five or six recodrs per screen, in a bibliographic type format. The
'short' form shows a single line with name, date, and a partial title,
and can display upto 22 records per screen; full record display is
available from the short form.

Scan output can be limited by use of a qualifier*.  Screen dump prints
are possible in the scan mode but not controlled, formated output (see
Report Menu for formated output).

----------------
*The qualifier entered may be up to forty characters and must include the
full syntax for a dBase "Locate/For" condition.  Typically this is of the
form field name = 'character string', e.g., LST_NAME = 'Smith'; another
form is RECNO() > 6.  This option is included here as a convenience for
the advanced user; there is no help at this point for various forms of
the syntax or the field names, but don't worry, this same type of
operation is accomplished and more fully supported in the search and
report menus.
-----------------

                                   - 25 -

DUPLICATE & DELETION OPTIONS

Selection 6 of the Record Management Menu facilitates checking for
duplicate records and treatment of records marked for deletion (or
transfer).  There are six operations which can be used independently.

The first and second options are to check the database file for duplicate
records, within or between database files.  Checking is based on
comparison of entries in one or more fields.  Checking may be done for
individual duplicate sets, or in groups of 20 sets.  The procedure is to
identify duplicates and mark those that should be deleted; they are only
marked at this point, not actually deleted.  When checking against a
second database file, only records in the primary (starting) file can be
marked (those in the second file can be noted for future reference).

Unless changed, the criteria for checking duplication is based on a
combination of three fields: first author's last name, year published,
and first page of the reference.  When properly entered as the field
names the default check criteria appears as: lst_name+year+page_frst.
This is displayed in a 34 character entry box which can be accepted as
is, or changed.

The default duplication criteria has a high probability of identifying
only true duplicates.  If you change it, be sure that you have the
correct field names because there is no error trapping here.  Field names
likely to be used here are displayed at the bottom of the screen and are
listed in the Appendix A or in Utility Menu 2.2.3.

This operation takes some time, so be prepared to wait.  The operation
generates a temporary index and records are compared three at a time.
Matches are recorded and presented to you to mark for deletion. If there
are four duplicates of the same item, one will not be picked up unless
you run two passes. Also, internal operations limits to twenty the total
number of duplicates that can be isolated in one pass.  You will be
prompted if this limit is reached.

On completion of the search the number of possible duplicate sets is
counted.  Possible duplicates are then displayed in sets so that you can
make a selection of those which should be marked for deletion.

The third option of the duplicate/deletion menu provides for a display of
all records marked for deletion.  The operation presents a short form of
the data from records marked for deletion and allows a confirmation or
change of the mark status.

If you have just used option one, you may wish to skip option three.
However, it does provide a good control step before records are actually
deleted.  Note that duplicate checking is not the only place where
records may have been marked for deletion; marks may also have been
entered during editing, and this will be your last review.
                                   - 26 -

The fourth option is a further safety device and an export mechanism.  It
allows records marked for deletion to be transferred to another database
file, and a hard copy can be printed in the process.  By default, the
transfer file is named old_rec.dbf, but you can change the name as
desired.  The old-record type file can be created fresh or appended to an
existing file.  With this option you can collect all files that are to be
deleted from the main database.  This same operation can also be used to
mark and transfer selected records to a separate database file.  If this,
rather than deletion, is the objective, then be sure to un-mark the
records after the transfer.

The fifth option un-marks marked records.  This is a reversal of the
marking operation, and returns records to their original state.  This
will prevent accidental deletion in other operations (copying, export,
etc.), and will allow printing of all records.

The final option is the actual deletion of marked records from the
database file.  There is one final opportunity to abort this operation
before deletion starts. As records are deleted, the file is re-structured
(packed) to close up the holes.  Record numbers are shifted accordingly.
This is one of the reasons that the record numbers float and warrant use
of the ident_no field if fixed identification numbers are required.
                                   - 27 -

                             SEARCH TECHNIQUES

Searching a database for specific information is facilitated through the
Search Menu (opt.#4 of the Main Menu).  There are four search techniques:
view/search, unique item (single field), multi-field search, and mixed
logic constructions.  The first is for general viewing of single records,
the others are appropriate to complex searches, culling, or ordering of
specific groups of records according to user selected criteria.

VIEW/SEARCH

The view/search technique is option #3 of the Search Menu.  It is a
general query approach that facilitates movement throughout the database
by single records, in a full screen display mode.  It is similar to the
view/edit mode of the Record Management Menu and offers the same type of
action: forward and backward by individual records, by input or indexed
order, or specific selection by record number, ident_no, or last_name.

UNIQUE ITEM LISTING

A particular type of Single Field Search technique is provided as option
#4 of the Search Menu.  What's special about option 4 is that it provides
rapid location and ordering of records based on a unique item.  It is
most useful with ident_no or index_no fields which are unique to a single
record.  Such items can be entered individually or listed in groups in
any desired order.  The database is searched and the records presented in
the manner requested.  Only a limited display of the record is presented
on the screen, but the complete record is copied to a new file. This new
database can be used for report printing or file output to a wordprocessor.

==>> Bibliographic/reference lists based on user specified order can be
prepared with this operation for inclusion into a text. This can be used
to generate lists in the order which they appear in a text or manuscript.

The operation will pull out a subset of records from the master database
file, and list them in an order corresponding to that specified in the
text.  For example, your text cites four references which are numbered
consecutively as they occur in the document.  They correspond to records
having IDENT_NO entries 7, 453, 27, and 87 in your database file. Entering
the character string 7,453,25,87 will create a file of just those records,
properly ordered.  This new database file can be used in the REPORT MENU
to print list or generate a file for inclusion into your manuscript file.
In the process, the numbering and formatting details can be adjusted to
your manuscript requirements.

On selection of Single Field Search, a dialogue screen is presented to
define the process.  Enter the field name for the search operation,
indicate if a sub-set database file is to be generated (and its name),
and if a hard copy should be printed.  Confirm entries before starting.

The next steps set up the final preparation for the search and indicate
the entry form.  There is an opportunity to specify the name of an index
file if it already exists for the search field selected.  If it does not
                                   - 28 -

exist (or you can't remember its name), it will be generated, but this
may take time if the database is large.  Next follows a request for the
specific item(s):

   What item is sought in the specified field? Item = _______

Enter a single item or a list of items separated by commas.  After the
search, you will be prompted to exit or to continue the search with
another entry.  In searches based on lists of several items, any items
not found will be noted.

The search technique used here will only locate the first item to match
the entry.  This facilitates the speed of the operation and is the reason
why the entries should be unique.

MULTI-ITEM SEARCH

Option 5 of the Search Menu identifies records of a database file which
match criteria involving several features:

     A. One or more items can be specified for search.  These are
        entered in appropriate field areas.
     B. The multiplicity of acceptance can be specified.  The search
        logic can be set for ALL or ANY matches.

A full screen interactive entry display completely defines both the
search and presentation of the results.  The entry screen is split into
two parts.  The F1 key will access lists of data for reference (if they
were compiled in the report-topical menu); F1 will also give entry notes.

The top half presents a full set of fields in which you simply enter the
items sought: authors, title, year, etc. The lines for author search do not
distinguish between first and other authors; both fields will be searched
(only the lastname is used for the first author).  Starting an entry for
author search with ! will make the search "exact", but slower.

There are six separate entries available under word/phrase which can be
matched against either key words or comments or abstracts.  They will be
checked for an match in the key word field of the database. For an "exact"
keyword search the entry must be started with a !. If the phrase line is
too short, it can be extended to the next line by ending with a back-slash
(\) character. Also, a wildcard character `?' can be used to represent any
single character (but will slow the search).

The second part of the screen presents a series of questions to setup the
characteristics of the operation.  Enter 'Y' or 'N' or accept the default
values (shown in upper-case). Characteristics defined are the application
of word/phrase items, type of search logic used to match items, optional
information that may be included in the output, and the type of output
(file, print, screen).
                                   - 29 -

The first line of the setup section specifies how the word/phrase items
will be used in searching (abstract search can be rather time consuming).
The second line of the setup section defines the type of search logic and
will be discussed below.  The third line determines the inclusion of key
words, abstracts, and sponsor in the search output.  The forth line of
the setup directs output of the search to screen only, printer, or a new
database file for which a name will be requested.

In the event that a printed output is selected, there will be yet another
setup dialog.  This will allow specification of a header to be printed
with the output, the numbering of output items, how the author names
should appear, and the range of records over which to conduct the search
(should want to limit it), and option for qualification.

The matter of search logic is important only if more than one search item
is entered.  Search and match ALL items is equivalent to the Boolean AND
requirement that to be accepted a record must contain all of the criteria
items listed.  Search and match ANY item is equivalent to the Boolean OR
requirement that to be accepted a record need only contain any one (or
more) of the criteria items listed.

MIXED-LOGIC SEARCH

It is possible to accomplish complex, mixed mode logic searches by
selection of the option #6 from the Search Menu. You will then be
presented with a screen in which to construct a mixed-mode, multi-item
search.  Setup of this search requires building-up the search string
which contains three elements, the item sought, the item field, and
the logic.  The search string is constructed illustrated by a model
in the setup screen.

This approach requires careful setup and there are several check and
re-entry points.  The F1 key will access lists of data for reference
and notes about entries.  When the entries are complete, a new screen
will appear to setup details of the output report.

                                   - 30 -

                         REPORT AND LIST GENERATION

Output of reference/bibliographic reports and topical list/index reports
is addressed in Document Generation, selection #5 from the Main Menu.
One of several dialog boxes will be presented depending on the menu
selection.  The initial box is for report settings; others cover printer
characteristics, topical list types and status, and topical index types.

Topical lists present special information based on single fields within
the records, e.g., subjects (key words), authors, sponsors, etc.  These
can be useful for checking the consistency of entries and in analysis of
the reference data.  Their most important function is in the help/list
operations of the data entry, editing, and search operations.  Topical
indexes identify specific records in which topic items are located. They
are similar to the lists, but they are not critical to other operations.

Reference/bibliographic reports can be prepared from either of two
internal formats (with some variations), or from external, user defined
style files, UDS's (see Appendix E).  The internal formats are (a) line
(linear) type used for most bibliographical listings, or (b) card (block)
type for preparation of `file cards' of several popular sizes.  Any of
these reports can be directed to a hard copy printer or to a disk file
that can be used as input in other operations, e.g., a word processor.

The internal formats provide no special attributes such as bold,
underlining, subscripts, etc.  If needed, these must be added with the
aid of a wordprocessor, or with the user defined styles.


REFERENCE REPORTS - Directing Output

The two report options, #5 and #6, are essentially the same except for
the output: printer or disk file. Selection of either will prompt for
acceptance or modification of parameters in the report settings dialog
box.  This permits selection of the linear format, card format, or user
defined styles, and selection of various options that may be included in
the report.  (Inclusion of abstracts will slow the output.)

OUTPUT TO PRINTER.  If the output is directed to the printer, completion
of the report settings will open a printer settings dialog box in which
the parameters can be accepted or modified.  Pitch, margins, indents,
page length, and port can be set. Printing under RMS is based on mono-
spaced characters; proportional-spaced characters are not supported (at
this time).  Therefore, letter spacing (pitch), margins, and indent are
specified in units of characters (pitch = characters/inch). If you change
the pitch, you will most likely need to also change the number of
characters representing the left and right margins.  Typical values for
one inch margins are:
        pitch = 10         lm = 10       rm = 66
        pitch = 12         lm = 12       rm = 90
        pitch = 17         lm = 17       rm = 126
                                   - 31 -

Lines per page is self explanatory; it is generally 54 based on standard
spacing of 6 lines per inch (8 lines per inch is possible if proper codes
are entered in the Utility printer setup menu). Indent is the number of
characters it indent lines after the first of an item. The printer codes
which have the following significance:
     U = Universal printer            E = Epson type printers
     D = Diablo 630 printer           T = Toshiba 351 printer
     K = Okidata type 93              L = HP Laser Jet printer
   O,Q = Other, defined by user in 2.5 Utility Menu

Note that the standard internal printing mode provides little in the way
of character embellishment e.g., underlining, italic, bold, subscripts.
To include such attributes, you must either use a used defined style
(UDS) which includes print attributes, or you must output the report to
a disk file and use a word processor to make the additions.

OUTPUT TO DISK FILE. If output is directed to a disk file, completion
of the report settings will be followed by a request for the file name
to which the output is to be written.  Note that output directed to a
file rather than a printer can be affected by the printer settings,
especially margin and indentation settings.  You should check printer
settings (option #8) before going to the disk output option.

The disk file created is a DOS-text, ASCII type which can be read into
most word processors.  It can be made with or without wordwrap, which
is an important consideration for disk file output.  With wordwrap on,
all the printer settings will be controlling, and in particular, the
line length will be dictated by the right margin setting will terminate
with the equivalent of a "hard return" - a carriage return, line feed
combination.  This is fine for direct printing, but it will complicate
formatting changes if you intend to manipulate the report further in a
wordprocessor.  For input into a wordprocessor, it is generally better
to set RMS-III output wordwrap to NO. This causes all lines to be treated
as single unbroken lines, which will be adjusted to whatever margin is
set in the final document processing.

The disk option can be used in many ways, including introduction of any
needed embellishments, and inclusion of lists in other documents.  The
file will be given a .txt extension if not otherwise specified.  Other
types of disk file generation are included under Export Utilities, 2.4.4.

REFERENCE REPORTS - Structuring Output

After completion of the preliminary settings, a final screen of report
setup parameters is presented.  This screen varies according to the
format type being used.  Parameter options provide for a report header
(linear and UDS types), the type of numbering (if any) to be used for
the reported items, the author name sequence, and the range of records
to consider (except if indexed), and opportunity to qualify the output.
For the UDS format, a file name must be entered, and the bottom section
displays a list of currently available UDS files.
                                   - 32 -

The FIRST NAME option allows for various treatments of author names.
First names can be listed before or after last names (F or L), or mixed
with the last name first only for the lead author (M). Parameters that
may follow the first-name option letter entry affect treatment of first
name initials (0-3) or processing speed (+).  The addition of a plus
symbol can increase processing speed by using a faster algorithm, but
it offers no modification of initials other than as entered.  The para-
meters controlling initials are 0 = as entered, 1 = initials w/o periods,
2 = initials with periods and space, and 3 = periods w/o separating space.

With these controls, name output treatments may take the following forms:
    John R. Smith     J R Smith      J. R. Smith     J.R.Smith
    Smith, John R.    Smith, J R     Smith, J. R.    Smith, J.R.
No parameter after the letter has the same effect as '0'.  A number in the
third position limits output of multiple authors to the specified number.

For the USER DEFINED STYLE selection, the final report setup dialog box
includes a request for entry of the uds filename.  A list of filenames
is presented on the screen to aid selection of the entry.  A few files
of this kind are included with RMS-III.  Others can be developed (and
initially tested) in Utility Menu 6.2. These can allow for many unique
output formats, and can include printer enhancements.

Other than the standard style, the examples above show user defined
styles that include printer controls.  There is a similar set of UDS
files for use without printer codes. (See Appendix E for more details.)

For the CARD FORMAT, the final setup shows the card format and covers
the size of card to be generated, author name sequence, numbering,
record range, and names for code fields.  For the card format it is
especially important to have chosen an appropriate printer pitch.
For example, using a 10 pitch font for a 3 x 5 card will work, but
will be crowded and use extra cards; 15 pitch (compressed) yields a
much better card form. Experimentation can be very useful for cards.

The PROCESS RECORDS and QUALIFY RECORDS add an extra measure of control
to the report output.  You can limit the range of records processed,
by record number, by entering a start and/or stop value; if an index
is active, only a start number can be entered.  The qualify records
option limits record output according to a matching qualifier. It can
be quite powerful, but needs to be used carefully as there is no error
checking of the qualifier.  On selection of this option, an entry line
is presented; it is preceded by several examples which serve as guides
for entries.  These are dBase language type commands used in a 'FOR'
conditional specification; see Appendix B for more details.

The final item of report setup is the print report option.  This will
toggle the printer ON or OFF, the latter providing screen output only.
The screen only mode may be used to display and check report the format
prior to printing (excluding printer codes). For checking purposes you
may wish to restrict the output with either the process records options,
or by interrupting the output with the ESC key.
                                   - 33 -

TOPICAL LISTS

Topical lists, as noted earlier, present special information based on
frequency of occurrence of items within the database, e.g., subjects (key
words), authors, sponsors, etc.  These can be useful for checking the
consistency of entries and in analysis of the reference data.  Their most
important function is in the HELP/LIST operations of the data entry,
editing, and search operations.  The topical lists must be compiled here
in the Report Operations Menu before they can be used elsewhere.  They
are stored as database files in the data directory.

When the topical list option is selected from the menu, a dialog box is
opened in place of the report settings box.  It provides for seven types
of compilations and indicates their status:
      Keywords       F(irst)-Authors       Sources        Year
      Sponsor        All-Authors           Type

Operations options follow the type selection and direct the output to the
screen or printer.  The operations also include information regarding
up-dating and compiling the particular list type.

The list types provide two treatments of year data.  Entering a '+'
following the item number will limit the year compilation to just the
first four characters of the field.  This can have the effect of
excluding the month which is sometimes entered with the year.

The list types provide for both first-authors and all authors. Both can
be useful though first authors compiles much faster. The success of the
'all authors' listing will depend on how the name reading algorithm
intreprets entries.  It will work properly only if the separate authors
function of the data entry/edit, help/list operation was also successful.

Compiling these lists can be time consuming, and once initiated there is
no escape.  (The ESC key is disabled for this process.)  The process can
be especially slow if the rms program was started with only the RMS
command.  This is the safest and most general starting method as if
handles problems between the compiler and the dos share command which is
active on many systems.  If you know that you are not using share, start
rms with the no-share switch (RMS -NS) and the list preparation will be
faster.  You can also save time by updating rather than re-compiling.

The topical lists are presented in a two column format arranged
alphabetically (excluding leading left parentheses). These lists can be
especially useful in tracking the occurrence and consistency of keyword
usage.  The authors, source, and publication year can also provide
interesting information.

The different types of lists are stored as special database and index
files in the data file directory.  There is also a file which tracks the
status of these lists.  The files used for these purposes have the same
name as the database file from which they are derived; the extensions
differ according to the type (*.D01, *.N01, *.MEM).
                                   - 34 -

TOPICAL INDEXES

Topical indexes are very similar to topical lists except that rather than
generating a two column output list with item and frequency, they also
include the record numbers where the item is located.  A further
difference is that the indexes are not used elsewhere by the program and
are not saved as disk files.  However, they can be listed as output to an
ascii text file for use or incorporation into other documents.

Note that there may be more records containing an item than the space
allocated in the index preparation has allowed.  This is another
compromise.  This situation will be indicated by ellipsis at the end of
the record line, and by a difference in the total number of item hits
reported and the number of records shown in the list.


SUBJECT REFERENCE LISTS

A subject reference list provides an arrangement of records ordered by
a primary subject or other critical identification.  Within groups the
references may be arranged alphabetically, numerically, chronologically,
or by citation. This is quite different than the topical lists described
previously.  In a subject reference list, each record is usually listed
only once and the whole database can be included (unless excluded by
some criteria).  Such lists are used typically for free-standing
bibliographies.

There is no single option within RMS-III to generate this type of subject
list.  In fact, there are several ways it can be done, depending of how
various data fields have been handled.

The index_no field is specifically intended for this purpose (see p. 14).
It can be coded to reflect the general content or class of information
in a record; the identification can represent a single group type (e.g.,
with a word) or multiple categories and sub-categories (e.g., with
character or numeric codes).  An ordered list is then generated by
indexing on this field or sub-string thereof.  This method can provide
great control of subject lists, but depends on how carefully the
index_no field has been setup.

Other methods of preparing subject type lists can be based on:
  (1) indexing keywords where the first keyword is the primary category,
  (2) specific ordering by the unique item search (see page 27), and
  (3) sucessive searches on subjects in the desired order, generating
      new databases appended to the prior search.

                                   - 35 -

                                 UTILITIES

The utilities provide system and file information, various manipulations
of data files, printer setup, export definitions, and user defined style
(uds) output definitions.  Many of these items are essentially self
explanatory e.g., list, create, index, sort, import, append, erase,
condense, renumber, replace, etc.  Only a few notes will be added here.

There are some redundancies between the various utility menus and between
the utilities and other program operations.  Files are listed or
displayed in several places.  A database file can be opened in any menu
so it need not be done here.  Some printer controls can also be handled
in the report menu (#5), but the settings in the utility menu establish
the defaults.  There are similarities between the custom export and user
defined output style operations.

The data and system survey option, #2, provides listings of files that
exist in a particular data directory.  These include database, index,
uds, and any general file specification.  A detailed listing of database
files will also show the number of records and the last update.  The
data-base structure shows the name and length of each field of the master
database. System statistics include DOS version, memory and disk space.
Utility menu #3 deals with data file organization: index, sort, renumber
(ident_no), and replace field data.  Of these, the index operation is
particularly useful, and this is the only place an index can be created.

DATABASE INDEX/SORT
These operations cause the database to be displayed in a particular
order based on the key field(s).  INDEXING does not alter the database
file; it generates a relatively small file that when activated, arranges
the order of display and treatment of database records.  An active index
will automatically be up-dated as a database is changed.  (Don't confuse
the database index, an .ndx file, with the topical index used in the
report menu -- they are entirely different.)

SORTING generates a completely new database ordered as specified by the
key field.  It requires disk space equal to that of the original database
and takes considerable time to generate.  It is not automatically updated
when additions are made to the original database.  Sorting is rarely of
any great utility, except if the original database needs to be
restructured and then (probably) replaced.

When indexing or sorting, consider the field size and character:
      An index or sort key is the field or combination of fields on which
   an index is based.  The key may not exceed 100 characters.  Some
   fields and longer than 100 characters and therefore cannot be used.
   For this reason, some fields will be truncated at 20 characters to
   permit their possible use in index keys.  These fields are identified
   with an asterisk in fieldname listings in the appropriate dialog areas.
      The sequence of ordering for an index is based on the ascii
   character of the field data.  The characters 1, 10, and 100, all come
   before 2, 20, and 200, because they are treated as characters, not
                                   - 36 -

   numbers.  To index in numerical order, apply the VAL() function to the
   desired field to convert it to its numeric equivalent.  Thus,
   VAL(ident_no) will index the database on the 'expected' order of
   numbers.  For this same example, another approach is to assign fixed
   character data for ident_no: 0001, 0002,..., 0103,..,1034,... etc.
   will order as shown without numerical conversion.


CREATE/APPEND DATABASE

Utility menu #4 deals with file input/output and  maintenance.  Files
can be created here (as well as in the Management menu).  Append is also
in this sub-menu.  This provides a useful way to work with small files
for development purposes and then combine them into a master database
file.  The append operation simply adds the records of a specified file
to the open, active database file.

CONDENSE DATABASE FILE

This is a special form of the append operation used to clean out and
backup database files.  A new file is created and the original renamed
as a backup with .bkf and .bkt extensions.  The real advantage of this
is that it CLEANS UP AND CONDENSES the abstract/memo (.dbt) file. In
normal editing, nothing is erased from this file, it is just re-written
to a new location in the file and its pointer changed.  The condense
operation eliminates the old data and packs the file. It reduces likehood
of data corruption and reduces the file size; it is good a good excercise
to do periodically.  Also, the backup generated is also a good idea.

RE-NUMBER Ident_No FIELD

This utility, along with replace-field, can be used to alter data
fields on a global basis.  The renumber operation is specific to the
ident_no field, causing the data therein to be replaced with new number
(character based).  The new number is equal to the order number if an
index is active, or to the record number if no index in active.  This
type of operation can be useful for a newly sorted database, or after
extensive deletions have been made, for example after elimination of
duplication records.  Otherwise, renumbering the ident_no field may not
be desirable as its normal advantage is that it does not change, even if
the record number does change.  (Introducing leading 0's will fix the
number of characters in the ident_no field, if that is desired.)

REPLACE FIELD DATA

The replace operation allows the data in a specified field to be changed.
The replacement may be for the field in general or it may be a search and
replace operation.  A range of records and a condition can be imposed to
control the replacement.  The data replacement statement is limited to 40
characters, which may contain a new data and/or functional operations.
                                   - 37 -

If the characters define the actual data string to be replaced, the
replacement should only be used for shorter fields unless it is known
that there is no data to be retained if the field is longer.  One
application of this type is to change data in the type field, e.g. two
different designations for a journal article could be made the same by
a conditioned replace operation.

If string-functions are used, the 40 character statement can apply to
longer data fields.  For example, the title data might be converted to
all upper case by the replacement: upper(title).  A more likely change
would be to operate on the title field with either the WIC() or SIC()
functions; these would convert, respectively, the title data to either
"title" style (all major words capitalized) or "sentence" style (first
word capitalized).  (See Appendix C and E.)


ERASE

This operation allows removal of files from the disk.  It requires
entry of the filename (with its extension) and its directory path.
The F1 help key can be used to list filenames.  If the file specified
is a database file, ".dbf", then several associated files will also be
errased; these include the memo file, ".dbt" and related topical files
with extensions ".MEM", ".N0?", and ".D0?".   Index files, ".ndx",
associated with the specified database must be specified separately.


USER DEFINED STYLES

These are external files (with .UDS extension) that control the format
of data output from the report menu.  They are somewhat related to the
custom export construction.  However, they are more powerful because of
their storage as individual files and the ability to use printer codes
to set character attributes. (Appendix E)

In order to be used in the report output, a UDS must first be constructed
in the definition utility, #6.  Selection of the UDS option displays any
existing UDS-files and allows a file to be used as a model.  The actual
construction screen is similar to that for custom export, except that
the example is different and there is more extensive help/information
available by F1.  When completed, the format construction can be tested
if a database open.  The first four records will be processed (except
for printer controls) and will show any structure problems or syntax
errors that should be corrected before quitting the utility.
                                   - 38 -

PRINTER SETUP

Option #5 of the utility menu enables printer setup.  On this screen
the printer can be selected and values entered for several external
parameters.  The parameters include the port connection, pitch,
indentation, left and right margins, lines per page, and printed lines.
The selections can be recorded as default values, or handled on a
temporary basis.

Internal printer parameters can be viewed or modified from option #3.
There are six preset and two user definable device code sets available.
These cover the escape sequences to set character pitch, type face, form
feed, line spacing, and toggles for bold, underline and italic attributes.
Each of these escape sequences is assigned a RMS variable name of three
characters, of the form 'pxx'.  These variables can be used in user
defined styles to control characteristics of printed reports.  The codes
must be entered as functions or delimited strings; follow the examples
provided by the preset devices.  Consult your printer manual for the
codes.  All variables must be defined; enter null ("") if no value is
to be entered.


IMPORT/EXPORT

The import/export utilities in option #4 provide very powerful tools for
manipulating data.  They are intended to supplement import/export
utilities that are usually available in other software packages, a great
many of which support dBase type files to some degree.  The utilities
included here are built from basic dBase type operations and syntax.
They may require some experimentation to achieve the desired result and
it is recommended that this be done with small test files before
application to large files.

Import/export functions, in addition to handling foreign files, can be
used to copy files for archival storage.  The delimited ascii file takes
up less space than the dBase form.

In addition to the import/export functions included here, there is an
expansion of these operations supplied to RMS-III Licensees as a separate
program.  It is the Reference Management Translator, TSX, and facilitates
operation with Reflist, several on-line data formats such as Dialog(R),
the unix based Refer, and BibTeX.  Also, there are extended facilities for
user-defined import and export formats. This program is available from the
author as a separate shareware program.

Each combination of options will open up additional input requests and
specifications.  The options have allowed for the use of predefined
transfer formats (identified by .frm file extensions), but as of this
time none have been included.  There is a custom format that may be
prepared by the user and retained for subsequent use.  This type will
allow for definition of both line and record delimiters and construction
of complex line formats.  The custom format is built by example.
                                   - 39 -
                                   - 40 -
















                                 APPENDICES
                                   - 41 -




                                 APPENDIX A


                         STRUCTURE OF THE MASTER DATABASE



 Field  Name    Length Field  Name    Length Field   Name    Length

    1  IDENT_NO      5    8  SOURCE      128   15  COMMENT     192
    2  INDEX_NO      5    9  VOLUME       10   16  LANGUAGE     10
    3  CODE_1       14   10  YEAR         10   17  TYPE         11
    4  CODE_2       14   11  PAGE_FRST     6   18  NREFS         5
    5  LST_NAME     15   12  PAGE_LAST     6   19  SPONSOR      32
    6  FST_NAME     10   13  TITLE       128   20  ABSYN         1
    7  AUTHOR_2     64   14  KEY_WORDS   128   21  NOTES        10

Some field spill-over is accomodated in the comment field. Sub-sections
and combinations of fields are handled by built-in RMS-III functions.


                                   - 42 -


                                 APPENDIX B


                                PROGRAM FILES


Reference Management System uses and generates several types of files
which are listed here for general reference.

   Required Files:

       Base program files                  RMS.EXE         RMS.OVL

       Memory data files              MEM?????.MEM    COL?????.MEM

       Printer definitions            PTINTDEF.MEM    PRINTCFG.MEM

       Data structure files            MASTER?.DBI

       Messages                          ERROR.TXT    MASTER0H.DBI

       Text Editor (Wordtech Sys.)       WEDIT.EXE


     Generated and Optional Files:

      Data record files                   name.DBF        name.DBT

      Data file index                     name.NDX

      Frequency list files                name.D0#        name.MEM
                                          name.N0#

      Demonstration files                 DEMO.DBF        DEMO.DBT
                                          DEMO.NDX        DEMO.MEM
                                          DEMO.D01        DEMO.N01
                                          DEMO.D02        DEMO.N02

      Installation                     INSTALL.COM    MEMSETUP.00?
                                      INSTALL#.DAT

      Manuals                            WEDIT.DOC     RMS-MAN.DOC

      User Defined Styles (if exist)         *.UDS

                                   - 43 -

                                 APPENDIX C

                        USEFUL FUNCTIONS AND OPERATORS


STANDARD FUNCTIONS*:

ASC(<string>)             returns the ascii value of the first character
AT(<str1>,<str2>)         returns numeric position of <str1> in <str2>
CHR(<number>)             returns the <number> decimal ascii character
DTOC(DATE())              returns the date from the operating system
IIF(<cond>,<exp1>,<exp2>) returns <exp1> or <exp2> if <cond> T or F.
LEN(<string>)             returns numeric length of <string>
LOWER(<string>)           returns <string> as all lowercase characters
LTRIM(<string>)           removes leading blanks from <string>
REPLICATE(<string>,#1)    returns <string> repeated #1 times
SPACE(<number>)           generates <number> blank spaces
STR(<number>,#1)          converts <number> to char.string, #1 char. long
SUBSTR(<str>,#1,#2)       returns #2 char. <str> starting at position #1
STUFF(<str1>,#1,#2,<str2>) substitutes <str2> in <str1> @ pos.#1,#2 chrs.
TRIM(<string>)            removes trailing blanks from <string>
UPPER(<string>)           returns <string> as all uppercase characters
VAL(<string>)             returns the numeric value of <string>

SPECIAL FUNCTIONS specific to unique fields or variables:

WIC(<string>)   returns <string> with Word-Initial-Caps**
SIC(<string>)   returns <string> with String-Initial-Caps**
CAUTH()         returns consolidation of names of all authors
CTITLE()        returns title with any overflow & w/o extra spaces
CSOURCE()       returns source with any overflow & w/o extra spaces
CCOMM()         returns comment w/o overflow data & w/o extra spaces
ADJVOL(volume,#)   returns volume & issue formatted by specification #:
            e.g. - #1= 23 (5)  #2= 23(5)  #3= 23 No.5  #4= Vol.23 No.5
LAUTH(names,"x","y",z)    returns variable names, listed with first
            names first for x=F, first names last for x=L, or mixed
            for x=M, - separated by "y" where y="," or y=";" or y="&",
            with firstname treatment as entered for z=0, initials only
            for z=1, initials with period and space for z=2, and initials
            with periods w/o space for z=3.
[ABRV(source,#)   substitutes abreviation in definition # (not ready)]

OPERATORS:
       =   equals                 <   less than
       #   not equals             >   greater than
       $   contained within      <=   less than or equal, etc.

-------------------
* See references on dBase language for other possible functions and
additional discussion of their use.

** Initial-Caps functions have some exceptions, see page 44.
                                   - 44 -

NOTES ON FUNCTIONS, COMMANDS, AND OPERATORS:

COMMAND EXAMPLE: There are a few places within Reference Management System
where dBase type commands or functions can be entered by the user. These
are generally conditions controlling the type and amount of material
returned on a search or report.  Examples have been given in this manual,
but may warrant some expansion.  A typical example is of the form:

                        'Jones' $ lst_name

where Jones is a string delimited with single quotes, $ is an operator
which interprets as 'is string contained in', and lst_name is the field
name to which the qualification Jones is applied.  Double quotes are also
used as delimiters.

Sometimes strings can be used in functions such as:  ASC(lst_name) > 71

where ASC() is a function that returns the ascii decimal code for the
first character of the string in field lst_name.  The value 71 is the
decimal code for the upper case letter G.  Therefore this qualifier will
allow last names starting with H or higher.  This might control output,
like re-starting after interruption.

A example with more internal parameters is:   SUBSTR(index_no,2,1) + year

This might be used to as an index key to order records based on the
second character in the index_no field; it could apply if the index_no
field is a code and one character in position two has a special meaning
for ordering.  The second- order key is the year field.

      Please refer to the many good books on the dBase language
      for the proper use of these and other functions.

SPECIAL FUNCTIONS:  There are several special functions that add extra
formating control to output generated through UDS's.  They include
functions to consolidate overflow fields and eliminate any extra blank
spaces (CAUTH( ), CTITLE( ), etc.).  In addition, the LAUTH( ) function
controls name placement and initials treatment.  The WIC( ) and SIC( )
functions affect capitalization.  In addition to output formating, they
can be used internally in the field replace operation.  They are most
likely to be used to control title format.  However, their use tricky
and should be checked carefully.

WIC( ) capitalizes words, but has some exceptions.  Articles (the, an,
etc.) are not capitalized, nor are words containing numbers (these are
likely to be formulas). Words are defined as any block between spaces;
initial parentheses are bypassed.  SIC( ) converts a string to a form
with initial capital and all following as lower case - sentence form.
Again, it requires careful consideration since the data strings may have
characters that should be left as upper case; it also tries to exclude
formulas from conversion to lower case.  WIC( ) and SIC( ) will only
handle string lengths to 250 characters; be careful with over-flow fields.
                                   - 45 -


                                 APPENDIX D


                     FILE LOCATION AND SYSTEM PREFERENCES


Option #8 from the Main Menu allows changes in the setup of program data
and preferences; using the F1 help key provides information for each item.

Section A covers specification of the drive and path for the program files
and the data files.  Section B covers the screen display, and can be set
for different monitor types (mono, gray, color) and color combinations.
You can select from five pre-defined combinations, each of which can be
used as basis for user modification (which will be saved as colorset#6).

You should look at some of the screens before you make changes.  The
various levels of headings can be set for different emphasis. Most useful
among these settings is that of the input requested color; uniqueness in
this setting will help highlight input requests throughout the program
and thereby increase the obviousness and smoothness of the program flow.

Section C provides two choices for location of the key action definition
block as it appears in the full screen data displays.  Basically, it can
be near the top or the bottom of the screen - select your preference.

Section D provides a choice between different default configurations in
the Multi-Item search operation.  These control the nature of the search
and the type (amount) of output displayed for records matching the search
criteria.  In either case the settings can be changed during operation.

Section F saves the parameters established, or provides for return of all
settings to the original system default values.
                                   - 46 -

                                 APPENDIX E

                     USER DEFINED STYLE (UDS) EXAMPLES


User defined styles greatly increase the report output capabilities of
Reference Management System.  They are prepared and available as external
files with a .uds extension.  They are read into memory only when used
and can be changed without affecting the main program.  Several examples
are included with the software; others can be generated by users to
satisfy particular reference formatting requirements.  Many standard and
special functions and variables can be used in these files so that they
can be very powerful.  They are viewed, created, and modified in a uds
setup screen, Utility Menu 6.2.  There are several help/list displays
available, but generation of a style file will involve considerable trial
and error.  On exit of the setup, there is a test section which will
check the syntax; it is not an exact display of the style but should be
used before using the file in the output Report Menu, 5.5 or 5.6.

Several UDS's are included with the RMS distribution. (The number may be
limited by distribution disk capacity or file structure.)  Those which
include printer control commandstend to be distinguished with a final
character `P' in the file name, and there are usually related files with
no printer controls - the printer controls slow down the output.

Examples:
         STDREF10 - is close to the standard internal linear format.

         BOOKCARD - is a library check-out type card.

TITLE1B0,TITLE1BP - for output of title as first line of reference listing.

APA-01-F,APA-01-P - APA-like style (American Psychological Association).

TURAB-1F,TURAB-1P - TURABIAN-like styles - described in K.Turabian's "A
                    Manual for Writers..."

CHIC-A1F,CHIC-A1P - Similar to type A style defined in the University of
                    Chicago "Manual of Style" (used in humanities).

CHIC-B1F,CHIC-B1P - Similar to type B style defined in the University of
                    Chicago "Manual of Style" (used in sciences).

Other UDS's may be generated by the author or other users of RMS, and may
be available on request.  If you wish to provide additional UDS's that
could be made available to others, please contact the author.
                                   - 47 -

                                 APPENDIX F

               WHAT'S NEW IN RMS-III  ---  SEE FILE - WHATSNEW.DOC

                                   - 48 -

                                 APPENDIX G

                    REFERENCE MANAGEMENT TRANSLATOR, TSX


The translator, TSX, facilitates a range of data exchange between RMS-III
and other data formats which is beyond the scope of the input/output file
utilities of RMS-III. It is intended to reduce user input and output effort,
provide direct entry of several forms of down-loaded data, and further
extend the portability of RMS data.

TSX provides for import and export of data formats similar to Refer(R)
(found on unix base systems), Reflist (a package for citation handling),
BibTeX, and Dialog(R) type data such as Metadex(R), Medline(R), and others.
Both tagged and untagged formats can be handled.  Several forms of user-
defined data structures are also available.

The TSX utility is not usually included in the shareware distribution of
RMS-III because it makes the whole package too big.  Also, it is not of
interest to all users, and need not takeup the extra disk space.  However,
if this is of interest in your evaluation of RMS-III, the TSX program is
available on a trial basis ($5 for handling and shipping).  Please contact
the Mulberry Software, Inc. for this extra program.

                                   - 49 -


                                 APPENDIX H


                               SPECIAL THANKS


I would like to mention Alan Simpson, who has no idea who I am.  Mr.
Simpson has authored a number of excellent books on dBASE and the dBASE
program language.  His book "Understanding dBASE III", published by
Sybex, was of great value to me as a novice starting with dBASE III in
1985. I continue to refer back to it, and to its follow ups. I recommend
them to anyone either starting or needing reference material and
suggestions on commands and programing.

I must also acknowledge the "Advanced Programmer's Guide, featuring dBASE
II and dBASE III" by Luis Castro, Jay Hanson, and Tom Rettig, published
by Ashton-Tate. The opposite of Simpson's early books, this is a detailed
reference on the workings of dBASE.

Another reference that I found especially helpful in this project was
"Command Performance dBASE III" by Douglas Hergert, published by
Microsoft Press.  This is an encyclopedic presentation of the command
structure with examples.


Last but not least, a personal thanks to my wife and family for patience
during the hours, days, weeks, etc. that I spent tied to the box, working
on this project through all of its ups and downs.

--  END OF RMS-MAN.DOC  --