
        

                   USING THE SHAREWARE MAILING LIST DATABASE 

        

       Please read this ENTIRE file prior to using the database mailing 
       list file, DATABASE.EXE. This tutorial will provide basic 
       information and some clever tips you may find useful. 

       The database file supplied with this package (DATABASE.EXE) is 
       updated FREQUENTLY by the author. Register to receive the LATEST 
       disk prior to beginning your mailing campaign. Shareware 
       distributors, computer clubs and BBS systems change addresses 
       and phone numbers rapidly! You can thus avoid a large number of 
       returned envelopes and out of date information!  On average, I 
       find more than 130 entries added/changed every few weeks! Many 
       clubs and distributors call me or send postcards with updates as 
       they move or change telephone numbers. Several software authors 
       who initially decided to use an old copy of this package without 
       first registering and receiving an update disk have told me they 
       wasted more postage expense on old addresses than the low 
       initial registration cost of this package. Please support the 
       shareware concept! 

       The database mailing list is supplied in a self-extracting file. 
       The file supplied, DATABASE.EXE, will unpack to produce a dBase 
       III format file. The file is large and is best unpacked onto a 
       hard drive. To unpack the file, once you have safely copied it 
       onto your hard drive into the same subdirectory or area as your 
       database, simply execute the command:

                        C>DATABASE  <then press return>  
                   produces dBase format file: DATABASE.DBF 

       A companion file, DATABAS2.EXE, is a self-extracting file of 
       UNDELIVERABLE AND INACTIVE ADDRESSES. Useful for maintaining 
       custom mailing lists and deleting inactive addresses. This list 
       is compiled from lists of business closures and returned mail 
       from postal authorities. Unpack this list with the command:

                        C>DATABAS2  <then press return>
                 produces the dBase format file: DATABAS2.DBF

       For those wishing the mailing list information in other formats 
       such as ASCII or other groupings (e.g., separate lists of clubs, 
       vendors, etc. OR smaller database listings suitable for floppy 
       based systems,) please refer to the custom database preparation 
       and price list at the end of this section. 

       The file has "live data" already inserted and ready for you to 
       import into your database. The data consists of lists of 
       computer clubs which maintain shareware libraries, commercial 
       shareware distributors and BBS systems. The list of 
       organizations within the database is the "target audience" for 
       your software mailing or BBS upload campaign. The primary 
       database is retained in Borland's Reflex V2.0 (tm) which can 
       export to MANY popular formats as well as dBase III. 
             
       You should have a database product to use this data. This 
       package contains a dBase III file which can be loaded into 
       products such as dBase, PC-File, Wampum, Rbase, Reflex and other 
       popular database packages which accept or translate and import a 
       dBase III file.  A hard drive is suggested, but the author can 
       supply the file in smaller portions suitable for floppy drive 
       systems. If you do not use or understand database software, I 
       can make available small, simple packages which allow you to use 
       the data with Wordperfect (tm), or popup the data for editing 
       and printing (see file GOODIES.TXT on this disk.) Alternatively 
       I can print labels for you or prepare a simple ASCII file (see 
       file REGISTER.TXT on this disk.) Write the author of this 
       package if you need an unusual format or prefer an ASCII text 
       file version which can also be imported into many database 
       products. For those not having a hard drive, a special "multi-
       part" database file is available which can be used with floppy 
       systems. 

       Also see the special note regarding a bug or problem within PC-
       File when using the SMS database! This special information is 
       contained at the end of this file!

       The shareware database program PC-FILE (tm) offers a mailing 
       label generator and may be attractive if you have not as yet 
       selected a database package. The label generator within PC-FILE 
       is a separate file (PCLABEL.EXE), use the command C>PCLABEL 
       <then press return/enter key>. The label generator is discussed 
       in detail within the PC-FILE main program documentation. File 
       Express, another excellent shareware database system, is also a 
       good choice.

       Next, let's look at an example record within the database: 

       

                            DATABASE RECORD EXAMPLE

       

        TYPE: D,K               RATING: A    DATE REVISED: 9/11/90   
        ------------------------------------------------------------
        COMPANY: PC-SIG      FIRSTNAME: RICHARD   LASTNAME: PETERSEN  
        ADDRESS: 1030D EAST DUANE AVENUE                    
        CITY: SUNNYVALE   STATE: CA ZIP: 94086   POSITION: PRESIDENT 
        ------------------------------------------------------------
        DAY TEL:               BBS TEL:                
        FAX TEL:               TOLLFREE ORDER TEL: 800/245-6717
        ------------------------------------------------------------
        REMARKS1: One of the largest vendors.
        REMARKS2: Top quality catalog, library on CD ROM. 
        ------------------------------------------------------------
        PRINT?:             LABELTOP: AUTHOR SUBMISSIONS & UPDATES            
                                  AFFILIATION: ASP  

        

       A few field names deserve special examination. The TYPE field is 
       a simple entry code: D=DISK DISTRIBUTOR, F=FOREIGN DISTRIBUTOR OR 
       CLUB, C=COMPUTER CLUB, B=BBS SYSTEM, M=MAGAZINE OR NEWSPAPER 
       WRITER, E=EXECUTIVE CORPORATE SOFTWARE USER, K=KEY CONTACT, 
       SUPPLIER, VENDOR OR AGENT.
       
       Note that the type field can have compound entries. Example: K,D,B 
       would mean a key contact who is both a distributor of disks and 
       also maintains a BBS. 

       RATING field: A = PREFERRED status. B = COMMENDABLE status. 
       C = PENDING FURTHER RESEARCH or AVERAGE status.

       The PRINT? field can be used by yourself to mark selected 
       entries prior to printing. The DATE REVISED field is the date 
       the record was last updated or created. 

        
              
       Next follows the layout template of the database file containing 
       field widths, field names, types and order. This may change with 
       time.

       Field Name   Dest. Type  Dest. Width   

       COMPANY            Text       44                                     
       ADDRESS            Text       50                                     
       CITY               Text       30                                     
       STATE              Text       43                                     
       ZIP                Text       12                                     
       DATE REVISED       Date       10                                     
       TYPE               Text       6                                      
       RATING             Text       2                                      
       LABELTOP           Text       40                                     
       FIRSTNAME          Text       20                                     
       LASTNAME           Text       20                                     
       POSITION           Text       30                                     
       DAY TEL            Text       28                                     
       BBS TEL            Text       19                                     
       FAX TEL            Text       16                                     
       TOLLFREE ORDER     Text       13                                     
       AFFILIATION        Text       13                                     
       PRINT?             Text       1                                      
       REMARKS1           Text       80                                     
       REMARKS2           Text       80                                     
       
       (end of template/layout)
       
       My favorite use of the data fields for mailing label production 
       is to use the LABELTOP as the first line, COMPANY as the second 
       line, ADDRESS as the third, and finally CITY, STATE and ZIP on 
       the final line(s). Add the FIRSTNAME and LASTNAME to the 
       LABELTOP field if you have a name in the name(s) field. 

       Next, a sample printout of a portion of the database file in 
       final mailing label format which might give you an idea of the 
       "live data" inside the database as well as consideration of the 
       final mailing label format: 

                    AUTHOR SUBMISSIONS & UPDATES       
                    COMPUTER HUT                                         
                    1825-F1 TAMIAMI TR.                                  
                    PORT CHARLOTTE  FL                                   
                                       33948                             
                                                                         
                    SHAREWARE LIBRARY SUBMISSION                    
                    FOG                                                  
                    POB 3474                                             
                    DALY CITY  CA                                        
                                       94015                             
                                                                         
                    SHAREWARE LIBRARY SUBMISSION                    
                    CAPITOL PC USERS GROUP                               
                    4520 EAST-WEST HWY, STE 550                          
                    BETHESDA  MD                                         
                                       20814                             
                                                                    
                    AUTHOR SUBMISSIONS & UPDATES                    
                    PC ARCADE                                            
                    276 MOREHOUSE RD.                                    
                    EASTON  CT                                           
                                       06612                             

        

                  MARKETING AND TARGETED USE OF THE DATABASE 

        

       Just as there are many different types of shareware packages and 
       authors, there are many ways of using the database mailing list. 
       Prior to printing mailing labels you might wish to sort the 
       database by type or by rating to examine the data for 
       interesting trends. 

       Some authors may prefer to sort the database by RATING and mail 
       exclusively to the "A" rated vendors or BOTH the "A" and "B" 
       rated vendors. This can be EXTREMELY EFFECTIVE. You could mail 
       to only "A" rated distributors but not computer clubs to save 
       postage. 

       You might also wish to sort by the type code which will allow 
       you to separate out certain classes of vendors for 
       consideration. This is very useful to allow you to mail your 
       software to only computer clubs or distributors, if you wish. 

       Other shareware authors may wish to mail only to vendors within 
       their state or possibly only computer clubs. 

       If you are on a tight budget, I might suggest mailing to only 
       the ASP disk vendors (sort or search on the affiliation field in 
       the database.) This will narrow your mailing down to some the 
       the largest, if not most reputable vendors. 

       Other unusual mailings might involve sorting mailing labels by 
       zip code or by state. Yet another way to use the database is to 
       import the list and then ADD additional custom fields yourself 
       to track response time by the distributor, date you mailed your 
       shareware, name of key contact person or even a tracking field 
       to show you which distributor has higher registration response 
       for your package judging by registrations from that state, city 
       or county.

       Some shareware authors may wish to add field(s) describing 
       particular distributor specialization (e.g., bible shareware, 
       graphics images or application packages.)  

       I have carefully added a field showing the date the database 
       entry was revised or listed in the database, so if you wish to 
       examine or append the latest updates to the list, sort on the 
       date field and you will locate the latest revisions which need 
       to be added to your list. Most database products will let you 
       append a similar file to an existing file. Thus you may add 
       newer entries to your list or start over with the newer, revised 
       list from my quarterly update. If an entry has a new phone number, 
       rating or other update, the date field will be changed in my master 
       listing so you can always spot changes by sorting on the date field! 

       A common question I receive from SMS users is how to determine 
       which addresses have changed since the previous edition of SMS. 
       This applies to either the list of good addresses (DATABASE.EXE) 
       or list of undeliverable addresses DATABAS2.EXE). Here is how to 
       merge a later update of the SMS mailing list, with older SMS 
       mailing lists. 1) Backup both lists onto spare diskettes for 
       security 2) Sort OLD list on the date revised field 3) note on a 
       piece of paper the LATEST date of revision within the old list 
       (e.g., June 5, 1990) 4) Load and sort the NEW list on date of 
       revision 5) within the NEW list, delete or filter out all 
       records which are PRIOR to the target date which you wrote on 
       the sheet of paper (e.g., June 5, 1990). 6) You now have a 
       subset of the NEW list which represents updates which you can 
       study or 7) merge with the old list and then 8) delete duplicate 
       records brought about by the merge. By the way, be sure you do 
       not accidentally merge a good mailing list (DATABASE.EXE) with a 
       bad list (DATABAS2.EXE). 

       As a cost saving note, consider printing your mailing labels 
       on ordinary paper, two or three labels wide, cutting them out 
       with a paper cutter and attaching them to your disk mailers 
       with a glue stick. For small mailings, this isn't terribly 
       tedious and will save you money compared to purchasing gummed 
       labels. 

        

                       ABOUT THE DATABASE RATING SYSTEM 

        

       The rating system for each entry in the database listing is very 
       simple to sort, use and understand in maintaining your direct 
       mail campaign. Each entry receives a rating of A, B or C. A 
       rating of A is PREFERRED status. A rating of B is COMMENDABLE 
       status. A rating of C is ACCEPTABLE status or PENDING FURTHER 
       RESEARCH. Affiliation with a professional group if noted means 
       membership in the ASP (Association of Shareware Professionals 
       (tm) or other trade group as noted. 

       Ratings of shareware distributors are based on a variety of 
       factors in approximately the following priority (highest to 
       lowest): evidence of registration volume, evidence of customer 
       volume, volume of direct mail and national magazine advertising, 
       quality and size of catalog, degree of feedback and support to 
       AUTHORS, years in business, professional trade affiliations, 
       telephone support, multiple offices/sales locations, BBS support, 
       promptness of shipments, refund policy, reporting of sales volumes 
       to authors and other criteria. I also consider requests by vendors 
       for extreme discounts on registered packages and overt requests 
       for advertising revenues or other solicitations of money or 
       exclusive distribution rights from authors by a vendor as negative 
       factors. 

       In general a high rating may indicate a high volume of customers 
       and thus a more attractive distributor to whom a shareware 
       author might wish to submit software. The rating does not in any 
       way provide an endorsement and as such is is offered only as a 
       SUGGESTION. The purpose of this software package is to serve 
       shareware authors as a primary concern. If a rating does not 
       seem appropriate, contact SMS.

        

                 INVITATION TO DISTRIBUTORS AND COMPUTER CLUBS 
       
        

       A listing in the main database should ensure you will receive 
       frequent mailings and updates of shareware - a good thing in our 
       relatively young industry. Please submit update information if 
       you move, change telephone numbers or cease business.

       Unlisted distributors and clubs are encouraged to submit a 
       catalog or newsletter and detailed letter ON DISK (ASCII format) 
       explaining helpful evaluation factors if they wish to be added 
       to or revised in the database. The reason I would like the 
       detailed letter on disk is that I may insert those comments 
       directly into the remarks field of the database if I determine 
       this is helpful to shareware authors. 
 
        

                                CUSTOM SERVICES 

        

       Most folks who use a database should be able to convert the SMS 
       dBase file to other formats, export the file, search for certain 
       record types, print into paper labels ready to use, etc. However 
       some folks need a little extra service and would like the main 
       mailing list file in a different format. Prices for these 
       conversion services follow. Shipping included. Washington 
       residents add 8.2% sales tax. Prices assume 5 1/4 diskettes. 
       Other size diskettes available. You MUST first be a registered 
       user or subscriber to the main SMS program and have paid a 
       registration or subscription fee to be eligible for these 
       services. Also consider some of the simple database products 
       listed in the SMS file GOODIES.TXT if you want to use the mailing 
       list and would like to try software products which will let you 
       sort, search and print mailing labels from the SMS database file 
       in the current dBase III format. 
       
       Price list follows:
       
       SMS conversion: change SMS mailing list DBF format to ASCII file 
       or other format such as Paradox, Lotus, Reflex, etc. $20 
              
       Selective export: Provide customer a file containing ONLY certain 
       criteria (e.g., just the clubs or just the distributors who are 
       A and B rating). ASCII or DBF format. $30 

       Split file by type: Customer needs a file of just clubs, another 
       file of just distributors, etc. Final format ASCII or DBF. $30

       Split file for floppy systems: for easy use by computer which 
       does NOT have a hard drive. Final format DBF or ASCII $30 

        
       
                              PC-FILE BUG REPORT!

        
       
       Lately I have received a few comments about an apparent 
       incompatibility of the SMS dBase format mailing list with PC-
       File 5.01 from Buttonware. Sure enough, when you load in the SMS 
       mailing list, an automatically created "header file" or HDB file 
       is incorrectly generated due to some unknown bug in PC-File. On 
       the screen several fields of information are "overwritten" by 
       other fields. The data is there, it just will not display 
       properly. 
       
       The SMS dBase file imports to most other packages fine, but PC-
       File requires an HDB file to layout the screen and a few other 
       functions. The records are intact, because if you switch to 
       list/browsing view you can see all of the company names, 
       addresses and so forth. You can either try the simple repair 
       outlined below or contact SMS for a correct copy of the HDB file 
       (available to registered SMS registrants and subscribers.) I 
       can't fix the bug in PC-File, but I can provide a correct header 
       and the following instruction so that problems disappear. 
              
       Here is how to fix the the problem with PC-File when importing
       the SMS database. Load the SMS file DATABASE.DBF into PC-File DB. 
       The program will ask for an index field so it can generate an 
       alphabetically sorted NDX file - most users decide to select 
       the SMS field "Company." The program will proceed to generate an 
       NDX file and an INCORRECT header HDB file usually called 
       DATABASE.HDB. This process is called "adopting" by PC-File.

       Now, load the incorrect DATABASE.HDB file into any ASCII text 
       editor or word processor in PURE ASCII MODE and notice the lines 
       at the BOTTOM of the HDB file which I have marked as errors due 
       to a bug in PC-File. The error lines represent the row and 
       column location for display of the Remarks1 and Remarks2 fields. 

       NREMARKS1
       TC       
       L80      
       IN       
       R3         ---- error!
       C53        ---- error!
       V65      
       NREMARKS2
       TC       
       L80      
       IN       
       R4          ---- error!
       C53         ---- error!
       V65      
       Zend     

       Next the repair operation: Using your ASCII text editor, change 
       the lines to the correct display location using my notes below 
       which adjust the row and column display values of the HDB file. 
       When you are finished, save the corrected HDB file, remove the 
       bad one (if it remains) and restart PC-File and load in the SMS 
       database mailing list. The corrected HDB file will provide 
       proper screen display information! 

       NREMARKS1
       TC       
       L80      
       IN       
       R21          ----- New, correct value
       C14          ----- New, correct value
       V65      
       NREMARKS2
       TC       
       L80      
       IN       
       R22          ----- New, correct value
       C14          ----- New, correct value
       V65      
       Zend     

       If you are curious about more information concerning how the HDB 
       file is used and other adjustments you can make, use the special 
       program contained with PC-File called DPRPT.EXE which generates 
       a report and provides clues about HDB file layout. Here is a 
       typical DPRPT report display which shows you how the HDB file is 
       used by the SMS database and PC-File. You can easily determine 
       the values of the HDB file. 
               
                        PC-FILE  DATABASE  DESCRIPTION

       Printed   Wed Jan 08 08:38:30 1992                              
       Database:    C:\TEMP\DATABASE                                   
       Description: Adopted dBASE file                                 
       Next UNIQUE number will be: 1                                   
                                                                       
           FIELD NAME   TYPE  LENGTH DEC INDEX ROW COLUMN WINDOW       
           ----------   ----  ------ --- ----- --- ------ ------       
        1. COMPANY        C     41         A     3   14                
        2. ADDRESS        C     50               4   14                
        3. CITY           C     30               5   14                
        4. STATE          C     30               6   14                
        5. ZIP            C     12               7   14                
        6. DATE_REVIS     D      8               8   14                
                Mask  :09//  :                                         
        7. TYPE           C      1               9   14                
        8. RATING         C      2              10   14                
        9. LABELTOP       C     40              11   14                
       10. FIRSTNAME      C     20              12   14                
       11. LASTNAME       C     20              13   14                
       12. POSITION       C     30              14   14                
       13. DAY_TEL        C     28              15   14                
       14. BBS_TEL        C     19              16   14                
       15. FAX_TEL        C     15              17   14                
       16. TOLLFREE_O     C     13              18   14                
       17. AFFILIATIO     C     13              19   14                
       18. PRINT_         C      1              20   14                
       19. REMARKS1       C     80               3   53    65          
       20. REMARKS2       C     80               4   53    65          
       
       


