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A User`s Guide to the Database - Bad request!

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1. Add Image Revisit ABC 123 Save amp Close Cancel Digital Object D2 0000008 Directory s image server Generate URL Setup D URL http w columbia edur cgi binrimage erver tobj Columbia M r A BML OO00008tsizeslevel2 E Caption _ ea F A ih am tet dum F i M F Ea a ji a i l A vwala ai a he ge lee i na F E oad a This is the very first view we have of a brand new Add Image form as yet untouched by human hands But because we had checked as yes the two boxes on the form for Digital Object ID and Image URL Autogeneration a drop down item under Settings both have been produced here so speedily that the birth of the form and the birth of these two pieces of data could be said to be the same The concatenated pieces of information that make up the URL were also pre determined by us under the Settings heading with the exception of Directory s which we see here This is an editable slot it might happen that one needs to specify various directories for 22 different images over the course of a project The presence of the field on each image form allows one to change the directory singly if that should become necessary Enter the new directory press Generate URL and the new directory name will have become part of the URL The button Setup on the form for each image is another method for assuring freedom of movement to the inputter and or the institution Indi
2. 6 other manuscripts dating Physical Issues Total Folios jf i 113 i belonged to successive from the Sth century Binding In limp vellum by Mark Tomsett of European Bookbinding Co Garden City New York ca 1981 members of the Dijon family of Baudot Baron Wladimir de Source E wW Dutschke in house descriptio Reproduction Gr neisen Dr Ernst Schultz Acknowledgments Much help was gratefully received from Dian Inmputter L D Myrick 6 6 Date Reviser C W Dutschke 0 Date Part Part ID 170 Revisit Edit Part Add Text Part El Support Parchment Watermak O O O Folios ff 1 113v Doc Height 217 Hotes Country France Cardinal Point southern Region e cty Width fiso Dated J Date fs Ke 23 YearMonthDay Begin Date 930 End Date 860 Alphabet Scripts Caroline minuscule minor initials anc Sribe O0 Music Artist OOOO O of Scribes 2 scribe i all f1 Acknowledgments o o o Rep Decoration DE Layout 23 25 long lines ruled in dry point Other Decoration f major initials from full length to 4 line in the ink of the text Text Text ID 2011 Revisit Subjects o Edit Text Add Image Folios fit 10v 67 Author Pseudo Jerome Other Assoc Hame Docket Title tExpositio quattuor evangeliorum Generic Title Language s Latin Acknowledgments Seq 3 Status of Text Rubric Images 9 Image ID 1463 4 Incipit Matheus sicut in ordine primus ponitur ita e
3. Physicallssues Binding Provenance Bibliography tblManuscripts Notes Reproductions tbiManuscrints ANeMmwledaments r paper possibly in Belgit paper possibly in Belgit velvet vellum back velvet vellum back Plimpton MS 073 en boards rebacked in wi Plimpton MS 073 en boards rebacked in wi Plimpton MS 073 en boards rebacked in viq 1 A 0 a ROR SOO A b If you wish to hide a number of columns whether or not they are adjacent to one another and if you wish to avoid the brain numbingly dreary process of right clicking one by one in each unwanted column take the bold action of right clicking and selecting the Unhide tool This produces a checklist in which you deselect the fields that you don t want to unhide in normal English this means that you remove the check from the fields that you do want to hide The other method is the same as the one that you followed to Freeze a number of adjacent columns hold down the left mouse button select the columns right click outside of the highlighted space to produce the context menu choose Hide Columns 50 9 4 Copy and Paste The option of highlight one or more adjacent rows as mentioned above is also the method for copying a given piece of the datasheet into another environment for example into Excel Highlight the rows then either right click to view the context menu where you d choose Copy or type Ctrl C go to the new application and paste the select
4. a pp 1 308 fly veme pp 1 308 OIE ff 23 ff 1 23 Spain sds KYR fit 1 7 26 314 4 OE ff 23 Pastedowns 3 MV Binding OE ff 55 ff 1 55 Portugal 7 s Xl ff 1 55 but not cc a L ee A sin te a a ai ney tat ww an Meta ae a M ear meee n a ai abes k a a e A Fa s E N F 4 Fi ke E a pee ay a s a ee ber List View is also the only place in DS Access where you can choose to display the manuscripts by the repository name Your copy of the database may only represent one repository or as with many American universities your database may contain multiple libraries or repositories all part of the same institution 45 As with the other Manuscript Views you may right click in any of the fields columns to bring up a context menu In this view the options are somewhat broader than those offered in Synopsis and Browse because here you may retrieve e Sort Ascending e Sort Descending e Find e Copy While List View isn t the place to perform any textual editing it helps you to quickly see places where you might want to edit the data sorting in alphabetical order makes typographical errors more noticeable Why if editing is not an option is Copy an option Because you might want to Copy information from the List View columns and Paste it somewhere else We thought of everything List View has the by now usual small black arrow to the left of the shelfmarks by clicking on the arrow you go direc
5. 2 r gian emperar mih vestern Add wia TO Mo f 273 i Josephus Plimpton his 045 No ff i 122 i J Jordanus Osnabrugens UTS MS OF No ff 3b a i al 3 eo ARO F n ae oe ane oo e J F J a 5 You can freeze a field column on the datasheet which places the column on the far left of the sheet and holds it rigidly in that position even when you use the horizontal scroll tool to move the other columns back and forth You might have decided to sort the Author field column in descending order then to freeze the column in order to check the paper parchment ratio for a given author you d then want to scroll horizontally back to the beginning to retrieve the shelfmarks of manuscripts with texts by that author in a column that has remained rigidly fixed on the left This is how you freeze one column You do not highlight the desired column You right click in it You choose Freeze Columns from the context menu Voil This is how you freeze more than one adjacent column at a time First hold down the left mouse button and then without releasing it click into the field selector headings at the top of the multiple and contiguous columns that you would like to freeze Release the left mouse button Put your cursor outside of the now highlighted space Right click Choose Freeze Columns from the context menu Voila To make it all the simpler on the eye highlight the row or topmost row or bottom row or all rows of the material yo
6. Fa a AY j Boa wa S a _ a a d S e samon teat But wait You almost forgot something Now that you have moved segments around the folio numbers of the new parent might not be correct anymore the Sequence numbers of the children might not be either Go check Go change if necessary The Close button at the upper right of the Browse View sends you back to the Synopsis View 8 The Database Manuscript Views List View 43 4 Ma h car m L m i l i ahi List Repository Institution Close z i Coi Phy Manuscript Part Text i j l P Lodge ms 03 ff 104 ff 1 4 83 98 103V italy a AVAMA ff 1 4 F Bin F Lodge MS 08 ff 104 ff 1 4 83 98 103 Italy KVAMME if 83r v 98 103 j Soil Lodge ms 09 ff 514 ff 1 51 italy sXe mec ff 1 51 yt GO Lodge MS 09 1 517 ff 1 514 aly a Xe med ff 52 55 P AC lp lCodge mS 10 ff 51 ff 1 51 italy z KM ff 1 20 f 20 blai N J oie ms 10 ff 51 ff 1 51 italy z KM ff 21 30 T 30V bh GO Lodge MS 10 ff 51 ff 1 51 aly sR ff 36 42 r O Lodge MS 10 ff 51 ff 1 51 aly s Kv ff 43v 51 Be P P lCodge ms 11 ff v 434i ff i v 1 43 italy z AVIE ff 1 43 cl Lodge ms 12 ff 36 ff 1 38 italy g KVA mec ff 1 36 f GO Lodge MS 13 ff 292 ff 1 292 Spain a XR med ff 1 292 f 2924 Di G Lodge MS 14 ff 138 ff 1 138 France z AvA ff 1 137 t 135r i Si O Lodge MS 15 ff iii 108 ii ff 1 108 aly o MViEM ff 1 32 2 G Lodge M
7. names of scripts and the names of countries work from lists that you yourself build up the expansion of roman numbered dates by century explodes automatically into the appropriate arabic numbered years drop down boxes offer choices for support and for cardinal direction 4 3 Bitter Experience Bitter is there to grab your attention The following won t be bitter to you because you will profit from the mistakes of the past For example we originally had many more required fields than we do now However DS eventually learned that you can t proscribe complex cataloguing rules if you intend to get the material out there to the public asap we learned this lesson by noticing the very large number of fields populated by attractive garbage whose sole function was to bypass the computer s demand for a certain piece of information Experience also taught us that we need to bow to the machine on some occasions An ordered sort on the roman numerals of paleographic convention isn t in the cards s XV exeunte will inevitably fall before s XV ineunte a search for all manuscripts copied between s IX and s XI sounds reasonable to a human but risible to a computer You ll appreciate our clever work around whereby the computer translates the paleographer s dating to arabic numerals via the Darling Feature s XV ineunte automatically expands to a Begin Date of 1400 and an End Date of 1415 4 4 Principles for Inputting 1 Just because a fiel
8. 123 Delete Close City New ork bi Institution Columbia bi Columbia University Repository NNC REML 7 Rare Book and Manuscript Library Shelfmark Pinco Palino MS 110011 Nickname Composite Total Folios lt Physical Issues R Binding bound just wrapped up in a piece of horse blanket Provenance Bibliography Notes TT TNT Acknowledgments Source Mapane owd Dates 2006 04 12 Heviser I Date HS ID 1676 1 6 Playing Around Go ahead change some of the data in the pretend record Then erase some materials Even add new descendants another Part three more Texts as many Images as you want This is a fake record and once you ve entered several real records you can return and delete this one You ll use the New or Add buttons to open a form if the record doesn t already exist you ll use the Edit button in each case to open a form when it does and the Save amp Close and Close buttons bounce you back to Synopsis 2 Entering an Entire Record Step by Step 2 1 Entering Default Values for your Institution This may seem an unnecessary nicety you may feel that you don t mind typing in the name of your city institution and repository or library for each record But crazy as it may seem we ve encountered more than one typographical error at this level so the default values are a big help to DS Central And it will make life that one small bit easier for you too If
9. 1t because this very level is the one that contains the information most specific to medieval and renaissance manuscript books After all call number and provenance at the Manuscript level and author and title at the Text level and even Image with its locating information and caption are not unknown in the realm of the printed book Add Par Revisit ABC 123 Save amp Close Cancel Year MonthDay Begin Daie 5 N Alphabet jLatin Figurative Decoration Other Decoration Acknowledgments a In recognition however of the complexity of data entry at this level and in anticipation of combining the information from many institutions DS Access provides a number of tools in the form of drop down boxes you can t change them in house list boxes you can add to them verification lists you can see what you ve called something in previous records and automatic expansion to computer readable forms from roman to arabic numerals 2 4 2 Drop down boxes There are three drop down boxes each offering a restricted set of options 1 Support e Paper e Parchment e Paper and parchment 2 Cardinal Point e North e South e East e West e Central etc 3 Alphabet e Cyrillic e Greek e Latin As soon as you start to type into any of these fields DS Access begins to fill the word out for you when you have typed far enough into the word for your unambiguous choice you may
10. Access Skip this section if you haven t ever put a copy of DS Access on your computer Read it and follow its directions on removing the previous copy if you have Nota Bene If you remove the program you are also removing whatever data was stored in it If you haven t been backing up your data and if you remove the program you may wish to consider hari kari So before you do anything else back up your copy of dsdata and be sure its file name is not precisely and only dsdata but that it includes for example the date of the backing up operation ix DS Access Setup Repair or Remove installation Select the operation you wish to perform Repair Repairs errors in the most recent installation state Fixes missing or corrupt Files shortcuts and registry entries Remove Removes 05 Access from your computer P ae ae wv i d s grm my r w ge poy cae ca i m ie pA w r bo r Ma zm Even if you can t remember if there s a copy of DS Access on your computer the machine can and will remember When you start the DS Access Setup Wizard to install a new copy if the DS application is already present you are asked if you wish to Repair or Remove the program That s a hint So you ve decided to remove the previous copy of DS Access Cancel the present installation process Go to the computer s Control Panel and choose Add or Remove Programs Scroll down to DS Access Click on Remove It w
11. Click on Reassign The database wants you to confirm your choice Are you sure that you want to reassign X to X Click Yes and voila that former child of one parent now has been legally adopted by a new parent 42 Manuscript Views Browse 2 Manuseript Views Browse Browse HS iD 168 Park ID 730 Text ID 253 Image ID Reassign Text 1D 253 Reassign Close gt Plimpton MS 179 Plimpton MS 180 F i 156 1 The 10 booklets of which the codex i now formed may have been gathered together by the Plimpton MS 181 fl i 1726 Formerly bound at the beginning was an early printed edition of Peckhar s tPerspectiyatt t Plimpton MS 182 Plimpton MS 183 Plimpton MS 184 Plimpton MS 185 Plimpton MS 186 Plimpton MS 187 Plimpton MS 188 Plimpton MS 189 Plimpton MS 190 Plimpton MS 191 Plimpton MS 192 Plimpton MS 193 t 1 HF i 35 1 fh 21 i fl i i HF i 22 i fF i 259 i HF 236 ff 320 ff 96 fh i 115 ii ff 111 ff 343 Folio amp Sequence numbers Plimpton MS 194 fF i 190 Plimpton MS 195 ff ii 181 3 vH medtH sa 3 VARI i 44 51 z SVIH TH i 52 63 8 l f Ba 2 SVE med Astrological and astronomical treatises tDe quadratura circuliH f 13r v anonymous treatise FL 14 27 y anonymous treatise H 27w 31 Campanus da Mowal 1 ie 32 Astrolabe drawing of astrolabe M 2 F 38 text oai i TRA i at Le a aor FT me EN r T FEE i minal nd ii
12. Gottesman Libraries Special Collections Columbia University MMC TH Burke Library at Union Theological Seminary 2 Again go to Settings from the menu choose Repositories Same story This time however the code which either is or is constructed according to the methods of the MARC organization codes truly looks like one and it incorporates letters that represent the state the institution and the repository or library Typically American universities house their medieval and renaissance manuscripts in more than one repository for example the Special Collections Library the Law Library the Music Library etc thus if you are a formal partner of the project and if you ve alerted DS Central to your need for multiple repositories your copy of DS Access will be supplied to you with the various repositories and codes already in place Again however before you start inputting actual records your attention and nulla obstat will be much appreciated on this matter If any of the codes whether of institutions or of repositories cause you to hesitate please contact DS Central before beginning your work 10 Close Manuscripts City x amp Of Institution Columbia Columbia Universi Repository NNC ABML RareBook and Manuscript Library Images URL Directory s image server 3 Again go to Settings from the menu choose Default Values This is where you will enter or change the name of t
13. New York Columbia Unive Rare Book and Plimpton Add MS 15 No Fragment Not bound 162 New York Columbia Univer Rare Book and Plimpton Add MS 16 No Fragment Not bound aa 163 New York Columbia Univer Rare Book and Plimpton Add MS 17 No One leaf Not bound H 164 New York Columbia Univer Rare Book and Smith Documents 0060 No 1 item Oversize m 165 New York Columbia Univer Rare Book and Smith Documents 0056 No 1 item Oversize zi 167 New York Columbia Univer Rare Book and Plimpton MS 009 No ff 2 Not bound 234 New York Columbia Univer Rare Book and Smith Documents 0174 No 1 item Oversize E 235 New York Columbia Univei Rare Book and Smith Documents 0208 No 1 item Oversize iE 236 New York Columbia Univei Rare Book and Smith Documents 00976 No 1 item Oversize a 237 New York Columbia Univer Rare Book and Smith Documents 0097A No 1 item Oversize E 230 New York Columbia Univer Rare Book and Smith Documents 0263 No 1 item Oversize a 240 New York Columbia Univei Rare Book and Smith Documents 0039 No 1 item Seal missing 241 New York Columbia Univer Rare Book and Smith Documents 0066 No 1 item Seal missing 242 New York Columbia Univer Rare Book and Smith Documents 0292 No 1 item Seal missing C i 243 New York Columbia Univer Rare Book and Typographical MS 2 No ff i 161 Leather new 244 New York Columbia Univer Rare Book and Smith Med Ren Frag 01 No f 1 E 245 New York Columbia Univer Rare Book and Smith Med Ren Frag 03 No
14. Sort Descending in that column Pick your poison For example an alphabetically sorted column might help you to catch typographical CIrrors 9 2 Sort Freeze a Justinian Justinian Justinian Justinian Justinian Ei Justinian o Justinian Py Justinian Konrad von Brundelshe Paper Sie _ Juvens Julian emperor Parchment ALE Parchment Parchment Parchment Parchment Parchment Paper Parchment Parchment Paper oriental Parchment Parchment i m k ee ff 1 33v ff 1 57 Cine leat Fragment f Trev ff 1 2 f Trev ft 104 ff 3 105 12 19 14 17 ff 1 2 ft 1 27 4 f 1 122 ff 1 36 ff 1 206v 1 192 300 130 266 315 265 457 410 276 a4 125 230 250 420 310 bah gt gto ct ae e a Lon e 120 214 24d 120 256 250 205 243 140 210 160 S00 230 p ue ae 48 Datasheet Close j C Aor Shema Total Foios Phy E konrad von Brundelshe UTS MS 73 Mo ff 208 192 a Juvenal xBY JO No ff 33 Juve Simpton MS49 No ff ii 87 iii f a Justinian Plimpton MS 279 No f 1 1 E Justinian omith Med Ren Frag 29 Mo Fragment 7 E Justinian Western MS 51 No f 1 J im Justinian Plimpton Add MS 13 Mo One bifolium E Justinian Med Fen Frag 006 Mo f 1 T T Justinian Incunable J 526 Mo ff 104 Print J Justinian Plimpton MS 154 Yes F i 34 i Plimpton MS 091 Na ff
15. Well hardly ever ask you for any of this information in fact if your institution collects photographic metadata in another system you can safely ignore almost all of this 2 6 3 Capture ID and Image URL Autogeneration Your institution s imaging staff will know what these fields are about so we ll only pause to comment on the first one Capture ID Formally this is the Technical Metadata ID generated by imaging software at the time of capture We provide a field for it because some institutions may use it as the file name for the image itself 21 e ae Up ee a n mi i i J a _ r A Amage a eee ee EEN MW Autogenerate Image URL Domain http www columbia edu Path cgi bin Directory Directoryis Ei File Prefix Pobj i Institution Code Institution Code Repository Code Repository Code Image ID S y l File Suffix asizeslevel2 x File Extension Thus once you have made the choice in its favor in the default Settings for Image URL Autogeneration the Capture ID will become part of the image URL Unless technical staff write scripts that import the Capture ID into DS Access you you lucky devil you will have the pleasure of inserting the Capture IDs one by one into that first slot on the image s Technical Metadata tab Be sure you re careful about it Get one character wrong and the precious link between bibliographic record and the image is kaput Manuscript Views
16. ae Burke Library at Union Theological Seminary UTS MS 12 aan P Burke Library at Union Theological Seminary UTS MS 13 artist D Burke Library at Union Theological Seminary uts MS 15 D UTS MS 17 Rep Decoration Burke Lierary at Union Theslogical Seminary UTS MS 16 Other Decoration gO Burke Library at Union Theological Seminary UTS MS 19 Burke Library at Union Theological Seminary UTS MS 21 vl Text l Image Folios fit 1 317 Author Other Assoc Hame Docket Title Generic Title Breviary diurnal Language s Latin Acknowledgments Seq 1 Rubric Images 4 Image ID 7230 lt Incipit 1 fff 7v 8 w Section of border cut aw Hotes ike Initial cut out on f 183 ce Explicit ff 235v 23 Grotesques in top line of Link ff 297 v 29 Border on f 298 Record Id lt 1 gt PLIP of 1 Status of Text Form View You already know don t you what the first two lists will do for you The first pertains to the fact that there are boxes checked off as Revisit Yes in any one of the four levels where you know that more work is required You know that you will also see the mark for Revisit Yes at the Manuscript level when you scroll through the Browse View or at any lower level in the hierarchy once you highlight a certain Manuscript or its Parts or its Texts and you know that the mark shows up as a greater than sign a k a as the closing angle bracket and that it occupies a space in th
17. established elsewhere You ll remember that DS Central gave you a database with the Institution and Repository codes pre populated with the eye legible form open to the institution s decision that was under Settings as Institutions Repositories Default Values that s what will be grabbed and employed here 62 The fourth drop down box also offers two options Digital Object ID or Capture ID The Digital Object ID is the 7 digit sequential automatically assigned number that we just talked about The Capture ID is also an automatically generated number but it comes from the photographic computer not the bibliographic one 1 e DS since it derives from a source external to DS Access it would need to be hand entered but this fascinating conversation will have to continue elsewhere See the presentation of materials about adding images 11 5 File Locations w Digital Scriptorium DS Access General Manuscript Views Reports and Data Settings Maintenance Manuscript _D Ms ID 1489 Revisit New MS Edit MS Add Part Print Full MS List Images Close Shelfmark Lodge MS 24 Suppress _ Nickname Provenance Notes ne Acquired from Sotheby s 1 Composite Bibliography D seers 1998 lot oD Physical Issues e Binding Not bound cl Source CwD notes File Locations Close Acknowledgments Application Paths Part Interface B Dg iba rd teeta cg ete ere eee id Data C Program Files Digital Scrip
18. f 1 B 246 New York Columbia Univei Rare Book and Smith Med Ren Frag 04 No Fragment ei 247 New York Columbia Univer Rare Book and Smith Med Ren Frag 06 No Fragment E gt 46 Like List View you get there via the drop down menu under Manuscript Views and like List View it displays the record horizontally in a row with as many rows per manuscript as there are of its lowest present descendant 1 e text It gives however every single possible container of information of the three top levels Manuscript Part Text So you can count how many columns there are 70 of them Good grief Don t panic though the total of required fields where you must enter data is 15 Whew If you had been reading the Data Dictionary you would have remembered that and not turned a hair Just in case you don t remember this one nifty feature of Microsoft applications I ll repeat it if you put the cursor in the small blue square to the extreme left of a row and if you click on it the entire row highlights Then you can scroll horizontally all the way to the extreme right and still keep your place But unlike Browse and List Views and like Synopsis you can use this presentation of content to make editorial changes to the data you can add or edit data to extant cells but if you intend to add entirely new families or descendants at any of the four levels you still have to use the offshoot command buttons on the Synopsis View You also ha
19. for definition of ens skull and bone _ psoas fi taavt33_ Herarchy finials SSCS Pje ff 162v 163 Drawing of Fortuna andher wheel O O OO O oOoOoOoOo o oo o i e ip fs0a7 ff 17av 480 Coat of armsiniower margin SSSCSCSCSCSCSCSCSCSCSCSCSCSC OI ip soa ff 185 186 Two friars in dialogue with ther conversation on scrol O o Kome f psoas ff 193v 194 Drawing of an angel holding a scrol addressing akneeing frar O O ome o gi ff 205v 206 Drawings of stars comets a gbbetanda dragon O O O o Mome ogm Masza Fowsheditis O O O O O OOOO e d D r426 era A iit o gE c e EE o gE Binding Back cover with cut out spaces to alow insertion of the plates fromthe fore edge clasns Complete G 5102 Binding Spine of book loose stitching of quires Complete 1 A r mn aae ae erara rO a a aa aai Ament S X N J L d N aani a mer A a List Images will show the complete shebang all the images of the manuscript plus it shows the status of each chosen image New Worksheet In process Complete see fuller discussion And it arranges the list of images in sequence order not in the order of the Digital Object ID 1 e not in the order in which the various images were entered into DS Access And it announces the count of the number of images for that one manuscript 6 4 Revisit Meanwhile back home at the Synopsis View and on the title bar for each of its thre
20. have we already said that and has accordingly placed limits on field size Concretely this seems to have had the greatest effect on the field for Provenance so squeeze in laconic telegraphic info not information it s info we re making a point Skip explanatory words e g Sold at Christie s when Christie s alone is clear Take advantage of implied chronological order e g Donated to the Houghton Library by Philip Hofer is covered by the fact that Philip Hofer donor is the last name in the Provenance field in a Houghton record When truly pressed for space abbreviate the dates of auctions wouldn t the ten characters of 29 09 1947 carry the same meaning as the eighteen characters of September 29 1947 You could even consider jettisoning the vital statistics of previous owners especially if they re commonly retrievable from other records for example Sir Thomas Phillipps 1792 1872 occurs in 358 online DS records at this writing while Laurence W Hodson 1864 1933 turns up only four times When push comes to shove give Hodson s dates and omit Phillipps 7 Punctuation is a headache humans and computers don t see it in the same way Thus if you can avoid using it that s good Please eschew especially the final period on something that doesn t even begin to look like a sentence e g in the field for languages Latin like that with a period we don t want it people don t perform searches on 30 Latin like th
21. safely leave the field 2 4 3 Verification list The list for Country displays the data that you have already entered into your own copy of the database this is not a closed list and you may enter any country you like even Oz or Middle Earth although it s not a Best Practices recommendation to enter silly data There are too many countries in medieval Europe in the thousand years of its history for us to compile a definitive list and impose it upon the DS membership overall We assume however that a particular collection and a particular cataloguer may have frequent and preferred names of countries the listing of what has already been entered into your institutional copy of DS Access will build some amount of in house consistency even in typing e g Low Countries or Netherlands Italy not Itlay 2 4 4 Expansion from Roman to Arabic Dates Here s an occasion where our Bitter Experience is to your Advantage Initially DS Access asked its cataloguers for the kind of date that the paleographers among you are used to seeing the kind that Neil Ker specified in the introduction to his Medieval Manuscript in British Libraries and that Malcolm Parkes further emphasized in the introduction to his Medieval Manuscript in Keble College XXXX The system employs roman numerals for the century and for the parts of a century superscript numbers or abbreviations for Latin words e g s XV for saeculo quinto decimo exeunte to indicate a manuscrip
22. six options await your pleasure in the drop down menu Institutions Repositories Default Values Digital Object ID amp Image URL Autogeneration File Locations AutoCorrect Options The goal in the first five of these is to offer simple methods of obtaining standard pieces of information you ll be helped in your inputting and DS Central will be vastly helped by receiving from its constituents precisely the same kinds of information with no typographical errors which hasn t always been the case this is one of those occasions where we could cite Bitter Experience but you re tired of listening to us whine The sixth item is AutoCorrect Options we ll cheer for it at the end of this section 11 1 Institutions fnafviturions Code Institution Columbia Columbia University 59 If you ve read this User Manual top to bottom you already know about setting default values for Institutions so this will be short and sweet The code on the left comes to you pre installed and is the mechanism used by DS to ensure one inalienable name per institution It s used by the computer and in fact makes no difference to the human eye The eye readable institution name is on right and you can put whatever name you want 11 2 Repositories Repositories Close Institution Rep Code Repository P Columbia University MNBA darnard College Library Columbia University MAC L Arthur VY Diamond Lavy Library Columbia University MAC M Augustus T
23. the description Unless you uncheck the box that description will never join its colleagues on the web You can generate a list of all the Suppressed manuscripts using the appropriate Report there s a section of this User Manual that tells all on this tantalizing topic 7 The Database Manuscript Views Browse View 39 Plimpton MS 127 Plimpton MS 128 Plimpton MS 129 Plimpton KS 130 Plimpton WS 131 Plimpton MS 132 Plimpton MS 133 Plimpton KMS 134 Plimpton KS 135 Plimpton KS 136 Plimpton MS 137 Plimpton MS 138 gt Plimpton MS 139 MS 1D 167 Part ID 188 Text ID 242 Image ID Manuscript Views Browse Sirawse Open Manuscript ID Open Close ft 4 al F 1 F 1 HF 2 H 241 i F i 48i Bj ff ii 50 fF i i 158 1 parch 1 HF w 97 1 fF i 119 ii H 17 fr 22 partial leaf ff 136 Manuscript section Ff 15 257 and 50 91 w with two printed sections fh 1 15 and H 26 49w impton MS 140 fl int i 12 i li MS 147 fr i paper i 27 1 paper Plimpton MS 142 Ff 78 Plimpton MS 143 FT i Latin grammar 1 2 ff 69 79 HE arbarismus tArs mart park 3 3 fh Poe ry Grammatical treatises 4 ff B8 97 tDe heteroclitis HDe orthographia tCarmin 5o fi 97v 105 Grammatical excerpts Contains excerpts frequently found in manuscripts aleo containing works by Guarino Verone E ff 105y 118 Classical excerpts Containing seve
24. the object lies in its name The name of this database comes from its commercial vendor and program Microsoft Access and from its application to Digital Scriptorium We call it DS Access As has been pointed out to us DS in French is a goddess 1 2 Installing DS Access Please see the Appendix at the end of this manual for installation instructions it s remarkably easy but since we assume you ll only do it once we didn t want to force you to plow past the installation instructions time and time again Digital Scriptorium DS Access General Manuscript Views Reports and Data Settings Maintenance DS Access Welcome Screen ia Synopsis __ Browse _ List __ Datasheet __ Reports About DS Access E Close Form view 1 3 Looking Around Open the application by clicking on the icon on your desktop labeled dsdbms mdb You ll see the Welcome Screen in which a little boy reaches out through his letter D towards a blue grotesque Click on Synopsis to see the main viewing screen it s also the one from which you ll make your way into the various forms for adding and for editing descriptions A fictitious manuscript description has already been entered into the database by way of a sample but with the Suppress box checked just in case you forget to delete this ersatz record once some of your own records have been entered Manuscript Views Manuscript Li H5S ID 90 Revisit Hew H5 Edit M5 Add Fart Print Full HS
25. website by Browse Lists so when inputting in these fields phrase the entry in an alphabetizeable indexable manner while retaining read order for proper names The web browseable fields are e Author e Title e Scribe e Artist Ergo enter Roman de la Rose but not The Roman de la Rose and enter Master of the Gold Scrolls workshop of but not Workshop of the Master of the Gold Scrolls but do say Simon Bening not Bening Simon The Data Dictionary expatiates on this 5 While entering captions for images bear in mind the two main functions of the caption it will be used in house by the photographer and by the Q C people most likely you to verify that the correct image is being was done it will be used as a field defined search bed for keywords by DS readers Thus a phrase such as Red paragraph marks isn t helpful because such paragraph marks occur probably throughout the manuscript and in many manuscripts the caption doesn t identify anything salient in that image Another example to say that a manuscript employs colors in a border decoration is wasted effort since the user is unlikely to search on the term color and once he has the image in front of his eyes he can tell that it has colors Gold on the other hand might be a term people would search on because it immediately ratchets the manuscript up a notch in terms of expense a shorthand term for high quality 6 DS is counting on very short records
26. 156 P Plimpton MS 016 ff i 114 i ff 1 114 tay ds RE ff 1r v blan P Plimpton MS 016 ff i 114 i ff 1 114 tay KEK ff 40 111 P Plimpton MS 017 ff i i 243 i ff 1 243V s KWA 2A fif 1 85 ff P Plimpton MS 017 ff i i 243 i ff 1 243V s KWAAD ff 87 176v P Plimpton MS 017 ff i i 243 i ff 1 243 E KWA 2H ff 177 181 P Flimpton MS 017 ff i ii 243 i ff 1 243 EE ff 184 242 P Plimpton MS 019 f i 235 i YN ff 1 235v Italy 3 XVEM ff 156 235 PlPimstonwso2 OCS 1 80 aly i Ve Mog P Pimpton ms 0o21 Ri 4 128 i ff 1 9 England e x2 iff 1 73 P Plimpton Ms 21 ff i 126 i ff 1 9 a Mille ae ff 73 97 P Plimpton MS 21 ff i 128 i ff 98 128 a KIEZ fit 98 128 P Flimpton MS 022 ff 402 ff 1 402 s XVI ff 1 402 B lPlimaton MS 023 ff 12 ff 1 12 talv s AVEA AERJ Aside from ghosts why might you have records of Manuscripts without Parts or Parts without Texts Well a given shelfmark might have been so badly twisted and deformed in a major publication that you want to insert a partial record under the incorrect shelfmark as a cross reference to the correct form of the shelfmark Or is it possible that you might have made a mistake just maybe The List View box is resizeable in case you need to have it just that bit larger to see the data more clearly Manuscript Views List Lisi Repository Jamard College Institution Columbia University Close P S Part Text
27. DS Access v8 0 0 A User s Guide to the Database Table of Contents 2006 06 05 Draft 1 Introduction 1 1 What s in a Name 1 2 Installing DS Access 1 3 Looking Around 1 4 Skeleton of the Database 1 5 Back to the Synopsis View 1 6 Playing Around 2 Entering an Entire Record Step by Step 2 1 Entering Default Values for your Institution 2 2 Actually Starting The Manuscript Level 2 3 Digression on Diacritics 2 4 Actually Starting The Part Level 2 4 1 Complications and Simplifications at the Part Level 2 4 2 Drop down boxes 2 4 3 Verification list 2 4 4 Expansion from Roman to Arabic Dates 2 4 5 Script Names 2 4 6 Place and Date of Origin 2 5 Actually Starting The Text Level 2 5 1 Subjects 2 6 Actually Starting The Image Level 2 6 1 Manuscript Metadata 2 6 2 Technical Metadata 2 6 3 Capture ID and Image URL Autogeneration 2 6 4 Digital Object ID Number vs Image ID Number 2 7 Digression on Legacy Image and on Status 2 7 1 Status New 2 7 2 Status Worksheet 2 7 3 Status In Process 2 7 4 Status Complete 3 Editing Reassigning Deleting 3 1 Editing at the Three Uppermost Levels 3 2 Editing Images 3 3 Reassigning 3 4 Deleting 3 5 Data Dictionary 4 Origins Ruminations Bitter Experience amp Principles 4 1 Origins 4 2 Ruminations 4 3 Bitter Experience 4 4 Principles for Inputting 5 The Database General Menu 6 The Databse Manuscript Views Synopsis View 6 1 Syno
28. Data Back Up Application Update DS Access Technical Support 12 1 Back Up Data This tool produces a view of the folder already containing your copy of DS Access but with browsing capacity to other areas of your computer so that you may choose where you d like the backup to reside It also assigns a name to the backup file that includes the date on which you are performing the backup you are of course free to change the backup file s name but we strongly encourage you to retain the date stamp aspect of the default name What we truly truly encourage you to so is to backup your data regularly Just imagine how distressing to have to re enter three days worth of inputting Just imagine the almost impossibility of remembering all those small corrections of typos of clean up of inconsistencies of choices for more precise wording Write BACKUP DATA on your calendar put it on your daily agenda make it so automatic that you never finish a session without backing up the data You ll be very grateful that you did this on the first time there s a problem Your boss will give you a raise You ll find True Love Stars will glimmer over your head OK OK so I exaggerate But I make a point right 12 2 Back Up Application Exactly the same words here The Back Up Application tool offers the same two choices as does the tool for the Back Up Data 65 It produces a view of the folder already containing your copy of DS Access but with browsin
29. If you choose to install DS Access to other than the default location you will have to re link the data tables before you begin working with manuscript data More information about re linking the data tables 73 Appendix 4 Re Link the Data Tables DS Access has two primary components an interface file and a data file and the two need to be linked for the system to be operational e the interface file is named dsdbms mde e the data file is named dsdata mdb By default both files are installed in the following directory C Program Files Digital Scriptorium DS Access If DS Access was installed to a different location or 1f you moved either or both of the files after installation you will have to re link them before you begin working with manuscript data Confirm File Locations x i Please confirm the 05 Access file locations IF you chose to install O5 Access to other than the default location C Program Files Digital Scriptorium DS 4ccess wou Will have to re link the data tables before continuing Click on the DS Access icon on your desktop If this is the first time you have started the program you will be prompted to confirm the file locations and the File Locations dialog appears automatically If you ve started DS Access before go to File Locations on the Settings menu File Locations Close Application Paths Interface C Documents and Settings Owner My Documents idigiscrids runtime Fordhamidsdbms mde Dat
30. Image ID 8861 Incipit Pi 1 ff 132v Subject index entries for Hotes Explicit o Beginnings of entries for 4 B on the i i recto and for C D on the verso Link references are to folio number and its Record I4 van F aii as m ae POT ae a a N N TN te een ee AO nee ne a ae Me ee all aie ae ow a a Sate nh The Synopsis View nests four forms in one space for observing data at the Manuscript level the Part level the Text level and the Images level at the same time It contains a series of buttons along the upper title bar of each level for accessing forms in which to enter or update data As you enter data keep in mind the following essential information You must enter the parent record Manuscript level before you can enter any descendant records Part then Text then Image The relationship among each of the successive four levels is parent to child mythologically we could characterize the full four generational succession as great grandparent to grandparent to parent to child Each generation might produce an only child but it also might have many offspring Concretely the database wouldn t ever let it happen that a parent might skip a generation and produce a grandchild the Add Part Text Image buttons aren t activated unless the parent record exists In the New MS Edit MS Add Part Edit Part Add Text Edit Text Add Image and Image forms eight forms we show you pictures of them the flore
31. Link cc TCTCtsC SG Record Id lt 4 1 gt PL IPI oF 1 Form View Click on Add Part to open the form on which you ll enter the information regarding a manuscript s physical characteristics Enter data Click on Save amp Close Or click on Cancel and you thereby jettison the record segment before it has really come into existence If at a later time further codicological examination reveals that a manuscript has more parts than originally entered you ll bring that particular Manuscript level up to the visible surface in the Synopsis View you ll click again on Add Part enter the new information and click on Save amp Close Then you can reassign the Text to its appropriate parent you use the Browse View for that more later Perhaps your brain being weary and confused you wrote all the information for a certain Part and for its multiple Texts and for their vast descendence of Images and only later did you discover that all should have been nested inside a different Manuscript Easy as pie go to that ill begotten Part and Reassign it it and its children en masse hie themselves over to their new parent Remember though to change the Sequence number accordingly You can Delete a Part too and you know how to do it but continue reading to plumb the depths of this potentially cruel behavior 14 2 4 1 Complications and Simplifications at the Part Level Part has more complications than the other levels is
32. List Images Close Shelfmark lirapton MS DE Suppress Nickname Provenance Hotes aaa Th Jett Mckee Composite Bibhography De Ricci p 1764 Henn willan Poor iT Bad Physical Issues Total Folios fieras S18 Georg A Plimpton Binding In brown stamped calf over pasteboards s XVilrebacked SS Source E W Dutschke in house description Reproduction Acknowledgments r Inputter L D Myrick 5 25 Date C Revise Date Part Part ID 100 Revisit Edit Part Add Text Fart E Support Parchment Watermark o Folios ff 1 1787 Doc Height 240 Country France Cardinal Point Region sid city ooo Width heo Dated 7 Date s KIR 2AE YearMonthDay Begin Date 1225 End Date 1250 Alphabet Scripts ethic Scibe 0 Musie O Artist o of Scribes DO sizCT Acknowledgments st Rep Decoration Layout 2 columns of 46 lines ruled in crayon sporadic horizontal ruling in lead for gloss as needed Other Decoration f to 3 lin parted red and blue initials with flourishing in bo Teri Text ID 132 Revisit Subjects g Edit Text Add Image Folios fit 1 178 Author Peter Lombard ther Assoc Hame Docket Title tSententiaet Generic Title Language s Latin Acknowledgments Seq 1 4 Status of Text Rubric images 14 Image ID 1495 Incipit lf 1 Space reserved for rubri Hotes Explicit Pe 2 it 2 iDistinctiones numbere Text is thoroughly corre
33. Long Heath Sciences Library Columbia University MMC MUS Gabe M Wiener Music and Arts Library Columbia University Mh REML Rare Book and Manuscript Library Columbia University MMC T Gottesman Libraries Special Collections Columbia University MMC TH Burke Library at Union Theological Seminary Idem Repository code on the left is for the sake of the computer and you can t change it Repository name on the right is for humans and will display publicly change it at will 11 3 Default Values Default Values Close Manuscripts City kz si Institution Columbia ColumbiaUniversity Repository NNC ABML Rare Book and Manuscript Libra Images URL Dwectory s dimage server Idem with regard to the city in which your institution and repository are located in that you may change it at will 60 These three settings followed by the Shelfmark constitute the formal statement that identifies bibliographically the single manuscript They matter Let s get them right Read more about them in the section about getting started The final default setting is a step in the construction of a URL for an image and will be used in the Image URL Autogeneration presented next 61 11 4 Digital Object ID amp Image URL Autogeneration Digital Object ID and Image URL Autogeneration Digital Object ID G Autogenerate Digital Object ID Image Digital Object IDs will default to the next highest integer padded to 7 digi
34. Pal mr Ceos f Panel Cuba mag tapaea Korba l Fas Mumba fee cscs ee Dpi posi ary pareli EET Prhetn airam s He sy TAA ae Dalal Swe ke cia PEJ Lhsnge d Bhe eober kei IT oka e eel DARF Drt D er PEE a Lint Big lat Lo ooaubs n Viele Th TE D k MET he J a Tga Fat tapara Les J EL SES T Jy z 7 Dg Be a encina Pelton 143 Stns Ee Lb Ra ae Capitan Fours Bari Duy ua LIJ Perk oe le ued pik Aua Eon To de igbai ee bol Renie Fiia m Baik Jy Tee Se oe ee ee petra Dcesanor te herria viral Ofer Cee AE Yarn ire Paths Whe a7 Reke Jj eg bnk Falu Wir ea dee CE S ee el ka Wee Tata Ti anat Teris Ti i ei LP L i Peete Meg le Gabeira ake ce as erh nor al E ca ag Faha Wide LP vir i ar Sts 2a The way the full description is organized on paper replicates the four levels which you ve come to know and love and the way the computer knows which Part and its Texts and Images should occur first and the way the Texts are set to follow one another in proper order is via those all important Sequence fields Web presentation of your description will employ the same Sequence numbers for the same purpose Do read now or later the full discussion of Sequence numbers Remove the preview from your computer s screen by clicking in the upper right on the small X the one that is physically closer to the preview page s themselves If you click on the larger X you ve just exited from the entire program No big deal just open it up again from the ic
35. Processing Worksheet Images 4 Print Remove All Close Shelfmark Digital Object ID Folio Number Caption Notes To Photographer EB Plimpton MS 020 2471 ff 16w 17 opening of book with catchword Xa P Smith Western Add MS 15731 f 56v E x P Western MS 82 8998 Front pastedown x LP Iestern MS 84 9007 f x a es BE a ff 255y 23 Grotesques in top line of 9 Border on f 298 f Form View This is the first option on the pull down menu under Reports and Data It ties in with the earlier discussion of Image Status and with the previous discussion about the features of the Synopsis View under Add Edit Image It too is a workflow aid rather than an aspect of the bibliographic or cataloguing data You may remember the series of steps taken to arrive at the Image Processing Worksheet e the manuscript description was entered into the database via the Synopsis View e the images were chosen and thus acquired the Status level New e when the time came you looked through the New images and chose the ones that the photographer would shoot in his upcoming campaign and you indicated this choice by clicking on the button Worksheet Those are the images that you now see on the Image Processing Worksheet with all their relevant bits of information the manuscript s shelfmark the Digital Object ID which we discuss in its place the location of the image to be folio or page or binding or face of a document or whatever
36. S 15 ff ii 108 ii ff 1 108 aly a Xvi ff 33 504 i Al joge mis 15 ff iii 108 ii ff 1 108 italy AVRA ff 50 89y Ri G Lodge MS 15 ff ii 108 ii ff 1 108 aly aR Vit ff 90 105 ff 105 G Lodge MS 16 ff 125 ff 1 125 taly a AYAY ff 1 125 p Lodge MS 17 ff 144 ff 1 144 italy XVll ff 1 144 G Lodge MS 185 ff 92 ff 1 92 aly aY ff 1 S4y G Lodge MS 18 ff 92 ff 1 92 aly aY ff 35 91 x PJLodge mS 19 ff ff 1 B italy z KIV ff 1 3 4 F Lodge MS 20 ff 111 ff 1 111 aly Awl ff 1 111 q O Lodge MS 21 ff 180 ff 1 180 aly S Kv ff 1 324 CG Lodge MS 21 ff 180 ff 1 180 aly SKY ff 33 180 t 1804 P JLodge Ms 22 ff 57 ff 1 57 italy 5 KINKI ff 1 5 4 G Lodge MS 22 ff 57 ff 1 57 aly MIIA ff 6 17 P G Lodge MS 22 ff 57 ff 1 57 taly MIA ff 18 41 ms xplicit y Link Fd J Regordge d 4 J This is the third option on the drop down menu under Manuscript Views and that s how you arrive at the destination only via said drop down menu you can t go in and out of Synopsis the way you can to travel to the Browse View List View gives you a tiny continuous view row by row of the top three levels Manuscript Part Text e at Manuscript level only the total number of leaves e at Part level the number of leaves of that particular part and its Country and its Date of Origin e at Text level only the range of leaves covered by a given text The implication of th
37. a C Documents and Settings Owner My Documents digiscrds runtine Fordharndsdata mdb ve Re Link Data T ables Re Link Data Tables Update F URL C Documents and Settings Owner My Documenksidigiscrids runtime Fordhamidsdata mdb Update eal IF this is not the correct file choose Cancel and enter the correct path in the Data text box e This operation will link OS 4ccess to the data tables in the Following File LS 2 DS Access will discover on its own the first path 1 e where its Interface lives on your computer the Interface is the front end of the database with all the forms and functions 74 essentially identical for all DS users The second path the one for Data will contain the default path this is the piece that will hold your institution s own bibliographic records but it may be incorrect It s up to you to find your local copy of the tables known collectively as dsdata You can type in the complete dsdata path or you can browse to it via the button on the right of the Data Path or if it s in the same place as the dsdbms files you can cut and paste from the location of the dsdbms and then just change the relevant bit 1 e dsdbms to dsdata Note however that the front end of the database is compiled whereas the file containing your data is not compiled the two will there for have different extensions and look like this e dsdbms mde e dsdata mdb When both paths are f
38. a E V u One final caveat though once you ve pressed the Remove All button on the Image Processing Worksheet all the listed images disappear from the Worksheet yes they do and like magic the Image status on each of their own particular records turns into a pumpkin Well no it turns into Status In Process If you wanted those particular images back on to an Image Processing Worksheet you d need to go start the process Worksheet all over again for each image Not the end of the world not an impossible task but still just be sure you want what you wish for 10 2 Reports Most of the reports are understood to function as finding devices so that you can then go to the appropriate record and enter the necessary correction Therefore the reports initially show up on your screen in column row format with these features e resizeability of the form itself which is particularly handy for the reports that include images given their potentially rather long captions e atext box to handily count the number of incidents that the report tabulates e asmall black arrow to the left of each shelfmark that bounces you directly to that one manuscript in Synopsis the one View where editing should take place e acommand button to allow you to print the report although we make the assumption that you won t bother with printing very often e the by now expected Close button 53 For the record we repeat here that the one report we print out ove
39. amounts of words produced in less time thus at a lesser cost will allow libraries to quickly put materials into the public view and the images will allow the expert to quickly hone in to the desired manuscript The flexible medium that is the web will allow the newly expanded information on the manuscript to be made public in a refreshed version while acknowledging the scholar s contribution The revised description of the manuscript will resonate with yet another scholar who will also contribute to the correction of the description This is the leap that because of the images the next best thing to having the manuscripts on the desk in front of every scholar the descriptions and the knowledge of the manuscripts are continuously perfectible 4 2 Ruminations With eyes on the goal DS aims to absorb the smallest amount of inputting time and yet it intends to offer the greatest number of entrance points to the manuscripts Concretely this means that you the cataloguer inputter of descriptions will find that the database insists upon information as seldom as possible while also encouraging considerable granularity in the areas that attract the attention of manuscript specialists 28 The total number of fields at first appears daunting XX number of fields but only XX are required and the database provides mechanisms to make data entry simple and consistent wherever the number of differing segments of information is fairly small The
40. and it contains one text or piece of one text Text level and the library may choose only one photograph to represent this manuscript Image level One would hope that a library would choose to represent a codex with more that one image but that s not what we re discussing at this moment More common for medieval manuscripts is a complex relationship among the segments pastedowns and flyleaves are often membra disiecta from another codex many texts are bound together an abundance of images gives the DS user a sense of the book overall with its many scribes and different illustrations The reality of this spreading relationship is abstracted into the database via the sets of lines on the right of the diagram But whether the codex s segments relate to one another in a simple or in a complex manner the four levels will structure all activity Manuscript Part Text Image Bear them well in mind they ll come up over and over again 1 5 Back to the Synopsis View Now back to the levels of the Synopsis View They are distinguished by color codes not only for your visual pleasure but also as a reminder of where you may find yourself at any point in data entry and at any point in reassigning material in the Browse View since Browse View employs the same colors for these levels Manuscript Views Synopsis Manuscript gt MS ID 71501 Revisit New MS Edit MS Add Part Print Full MS List Images Close Shelfmark MESCU Ei Sup
41. at with a period do they If you like the more polished look of prose finishing up with a period save it for the end of the Provenance field or the end of the Decoration field or Notes or Acknowledgments yes good in Acknowledgments Semicolons that s another one Please do use a semicolon followed by a space as a delimiter Latin French when a manuscript has two languages 8 Are you wondering where to position some piece of information in the database Go look it up on the online DS Chances are that someone else has already encountered this sort of issue and the ease or difficulty you have in retrieving that information online will suggest how successful or pitiful the previous inputting strategy may have been 9 Don t ever ever ever type facetious information into the database no matter how great the temptation Arcane medieval lore huh sure wish I hadn t had so much to drink last night Once entered even if you ve checked the Revisit box and maybe even the Suppress box information has a sneaky way of staying put Word to the wise 5 The Database General Menu WE Digital Scriptorium DS Access General Manuscript Views Reports and Data Settings Maintenance This is the first category on the left containing three options e Welcome Screen e About DS Access e Exit The Welcome Screen is the one with the little boy and the blue grotesque we won t bother showing it to you again 31 About DS Acces
42. beled fields are required but not to worry if you don t remember the database will Incidentally you ve seen that there are five pink labels on this form yet you re puzzled at the three red arrows in the image Why doesn t this Guide position arrows at the other two pink labeled fields Because the first Composite has a default value 12 of No if you don t put a check in it to assert Yes this manuscript 1s indeed composite the database assumes that you ve accomplished the equivalent of checking it as No The second pink labeled field without an arrow in the above picture is Date don t worry your pretty little head about that the database kindly supplies the current date all by its lonesome 3 When you re ready click on the Save amp Close button If instead for any reason you decide not to keep the information that s now in this Add Manuscript form you can simply Cancel it by pressing the eponymous button on the title bar You figured that out already Later if you want to change any of the information in this form or if you want to add to it you have full power to do so the Edit MS form exists for that purpose 2 3 Digression on Diacritics Edit Manuscript Suppress Revisit Delete AB C p aoa Gil New Yok J Cols re Map Repository NNC ABML _ Rare Institution Columbia Font Shelfmark Plimpton MS 200 l ema E NEE d c y le iaaii
43. computer duly searches that field but only across the Parts of the one manuscript or only across the Texts of the one part No need to file this away in the little book of your memory just remember the Ctrl F for looking up a shelfmark Two handy devices embellish Synopsis both devices summarize overall information for the entire description Print Full MS and List Images Wonderful 34 6 2 Handy Device at Manuscript Level Print Full MS a Add Part Print Full MS List Images Close Provenance l Hotes George 4 Plimpton 18 1936 A Or gol Print Full MS does what it s told to do although it checks with you first by offering you a preview when you re convinced that this 1s what you want you print it e via the standard Microsoft command Ctrl P e by right clicking on the preview which triggers the appearance of the context menu for all reports this includes a Print command 35 ler Tt Sodluncbia Universe Pare Cookanc Nacsusorp bray foepion Y 0404 Terlferperne Pode L Tann u jlr F Lar ar FE LN Be Tiik a S Tai Plo sy Pan By Pelee bcos Suia Hires Ree een BEET SA Ts thee TE Bece Juk gal ua es li co si eaud E G si d Apa D dau Coe e ja A arn ate E Sn ee ean a Phra l TSN Cooker EUr UU boca pi a Mamaa ee La oe a WL Spa Le pec Biche SOUT OOTY yga HIGIE ahn taiak aih ah elha aA H I Ce aal h H inmi eiw LLL L nap De Le T Haia a enc PO Bape i oe deer Da a Dovel 3 ei ae Vil a Ap Learn
44. cted poe f 17 Ruling in crayon reader s Link A22 Two painted initials corre On the top title bar of the Synopsis View click on Edit Manuscript the second button to open the first form look around click on Close to perform that very activity Then click on Edit Part wander in check it out and then close it out Click on Edit Text and then on the individual Image to see how the four levels of forms work 1 4 Skeleton of the Database These four levels Manuscript Part Text Image are the skeleton that holds the entire construct upright you ll notice them invoked in the inputting the output in whatever format printed report for the single description entire body of material or the various parts into Excel Access XML Because of their foundational importance you ll encounter them over and over again A schematic rendering of the levels looks like this One to many relationship MANUSCRIPT PART 1 PART 2 a pr TEXT 1 TEXT 2 a L Y IMAGE 1 IMAGE 3 IMAGE 2 As you can see here the simplest relationship among the segments of a description of a manuscript is represented by the single straight line on the left and in the case of medieval manuscripts it occurs most blatantly with fragments but it could of course be the situation with a codex as well one manuscript which is to say one call number i e Manuscript level was produced physically in one place and at one time Part level
45. ctive DS participation it s discussed in the Appendix 63 11 7 AutoCorrect Options AutoCorrect English U S AukoCorrect jw Show AutoCorrect Options buttons Correct Two INitial CApitals l Exceptions Capitalize first letter of sentences M Capitalize names of days Correct accidental use of c4PS LOCK key W Replace text as you type Replace With George 4 Plimpton 1855 1936 just jugment judgment kg George 4 Plimpton 1855 1936 knowledge Replace There is a simple solution to the problem of repetitive data entry which takes advantage of nay makes a fool of one of the intrusive I know better than you features of Microsoft applications You can use a two or three letter combination in AutoCorrect as the substitute for a longer string Logically you should use a letter combination with k or q or z which you are not otherwise likely to type in your normal entry Why type the name and dates of your library s major donor in the Provenance field of every record when kg will expand to that full range of letters and numbers Why type your own name in full in the Inputter field of every record when your initials alone will do the trick So how do you find the delightful AutoCorrect and prepare it for your inputting ease On the top title bar of DS Access 1s the heading entitled Settings the last choice in its pull down menu is the very one we want AutoCorrect Optio
46. d exists doesn t mean that you re obliged to fill it This is not Mt Everest and you are not Sir Edmund Hillary In fact if you aren t reasonably certain about the authenticity of your source and or about the level of your own qualifications it may be just as well to leave a non required field blank Hint Incipit is a field where we have noticed many an embarrassment 2 Overall the descriptions in DS Access are short and people s memories are long You don t need to duplicate information from one level to the next or from one field to the next for example a GenericTitle field infilled with Bible is ample since there is a Language field where one may more appropriately insert Latin rendering Bible Latin superfluous 3 Children inherit the characteristics of their parents so that a statement made about a manuscript at the topmost level Manuscript is also true of contents at the Image level and everywhere in between The economy of this is that one should push a statement as far up the genealogy as possible to avoid having to repeat it at every instance lower in the genealogical tree We thank Prof Pinco Pallino for his notes on this manuscript is 29 better placed in Acknowledgments at the top than in that field for each Text two generations later unless of course his notes pertained only to the Text 4 Remember that certain very important fields none of which is required by the database are represented on the DS
47. d warned You use the vertical scroll bar on the right to see the rest of the list of selected images Also on the title bar is the Image ID number of whichever image is highlighted in the present case it s the second one and indeed the second arrow on the left looks different even in the present picture The visible columns are Sequence number Folio Caption and they will order themselves according to the Sequence number that you entered into each Image record no matter the order in which the image selection was accomplished If you d like to make changes to any one image record click on the small black arrow to the left Up pops the Edit Image form have your will with it Close it 3 3 Reassigning Because this process occurs in the Browse View of the manuscripts it will be discussed there Here we ll merely hint at its purpose adoption You ve determined that a particular Image or Text or Part should be under the tutelage of a different Text or Part or Manuscript and you want to establish the new relationship It s a more drastic form of editing than the one previously discussed but editing it 1s so we draw your attention to it here But go learn about it there 3 4 Deleting 2i An entire record segment may be wrong to so dire a point that it just needs to disappear It s easy to make it sleep with the fishes you press the Delete button on the upper right of the record segment s title bar The computer asks if you re su
48. de columns by clicking on Format in the top tool bar and then choosing from its drop down menu Hide Columns Also because this is in datasheet view you can resort all the data according to any field For example you d like to see it all in chronological order highlight the column headed BeginDate go to the icon on the tool bar for A gt Z descending click on it and there you are Etc etc Print it out Copy and paste it or part of it into another document Your choice 12 4 Update DS Access Download and install a DS Access Update Close 1 Download Update akpa waw columbia edusec culibranes bts digital scrptonumde access downloac 2 Files Downloaded To C Program Files Digital Scriptorun0S Access Custorn Startup T 3 Install Update Instructions Start Update When updates to DS Access are prepared at DS Central you ll be notified probably by email The location on the DS website for the soon to be downloaded files is and will remain what you see above under No 1 In case you re puzzled sec stands for secure bts stands for behind the scenes the rest you can read Under No 2 you will accept the default location or browse to the location on your computer where you ve downloaded the Update file No 3 in the Download and Install Update form will 70 direct you to the Instructions and the Update fancy that but if you click on either one right now the computer simply states that there i
49. e levels Manuscript Part Text are the Revisit boxes which will have been checked unchecked on either the Add or the Edit forms The Revisit box makes an appearance on the Synopsis View for your convenience to save you the trouble of opening any one level to check if anything at that point of the description needs further attention 37 6 5 ID Numbers Again on the title bars at the three levels are the ID numbers for each Manuscript each Part each Text they also exist for each Image and you click on the image s list entry to see its ID number In its wisdom Access doesn t put the production of ID numbers in our hands the numbers spontaneously generate with the Save amp Close click at every level Nor are these numbers editable by us mortals we re allowed to copy and paste them but that s it It bears saying directly the level ID numbers do not need to be sequential they only need to be unique The uniqueness is what allows one to add or delete the one chosen record at any level always provided that the soon to be defunct record has no living children If you really must kill off a record you need to dispose of its children first The ID numbers will prove actively indispensable however when we proceed to the Browse View so hold your breath until you can learn the exciting news about reassigning Incidentally and as a reminder the Digital Object ID numbers are not the same thing as the Image ID numbers The distinction b
50. e left margin next to the manuscript s shelfmark You know too that the Suppress Yes box will show its beet red demand for attention at the top of the Synopsis View if you flip through the descriptions You remember that Revisit Yes won t keep a description off the web but Suppress Yes does have that immense power Both check boxes exist in recognition of the fact that knowledge does not drop into our hands fully and evenly at one moment we move ahead in fits and starts and these boxes with their attendant reports help you to move ahead by re finding the points where work had shuddered to a temporary standstill The next three reports pertain directly to the images whose creation 1s typically fraught with uncertainty mainly because the photography is handled by someone other than you the cataloguer inputter 5 10 4 Image Selection w Digital Scriptorium DS Access General Manuscript views Reports and Data Settings Maintenance Manuscript D Ms ID 1208 Revisit V New MS Edit MS Add Part Print Full MS List Images Close Shelfmark Smith Western MS 24 Suppress Nickname Provenance Notes Composite 7 Bibliography De Ricci p 1277 Obtain a iak ai Physical Issues Reports Binding Modem vellun Manuscripts Without Images items Error Print Close Source De Ricci Acknowledgments St Date Burke Library at Union Theological Seminary UTS MS 37 Part DP Rare Book and Manuscript Library MedR
51. ed and it allows you to insert a caption if one is desired Enter data for the first image Click on Save amp Close Or click on Cancel to cancel the present operation Repeat Add Image as often as there will be images At a later date more images can be added and or others deleted at will 2 6 2 Technical Metadata 20 Add image Revisit ABC 123 Save amp Close Cancel Digia Object 1D 0009013 Directorp s fimage server Generate URL Setup URL _ Manuscript Metadata Technical Metadata Image Width Capture Date Time Image Length MIME Type Bits Sample s i lt ia i a W W Compression Samples Pixel i lt iti a a i a s Z Colorspace a Target Type i Profile Name O Scanner c File Size yY O Scanner Software SSS Source Type Camera Manufacturer Image Producer S Camera Model E Host Computer ae Camera Software a Operating System 0O A Camera e Sampling Frequency Plane Lens Es Sampling Frequency Unit E Focal Length O O Sampling ee Scene lluminant Y Sampling ee Legacy Image Status tm i Capture ID Manuscript Shetfmark western MS B2 MSID 1550 Partii 1618 TextiD 2083 The second tab in the Add Image form is for Technical Metadata Most of its fields are provided for your convenience since DS itself will never What never
52. ed Scripts from List The picture is self explanatory You can choose as many script names as you need and click them into the Script field You can also add or subtract a script name to from the list to reflect local choices By using this tool you will build consistency within your own copy of the database and you will avoid typographical errors 2 4 6 Place and Date of Origin oo i Ol 17 Daa f T o en Bon E E E P N a as Place and date of origin are tricky for manuscripts hard to assign problematic to search crucial for research So for these two fundamental concepts DS Access provides options and granularity while forcing the cataloguer to say something If you can t even begin to guess if your legacy data is silent 1f you ve no manuscript studies friend you can impose upon you could always put Undetermined in the Country and in the Date fields but only as a last resort who s going to search on Undetermined We told you about the roman numbered Date field and about the Darling Feature just a few paragraphs up Please read the Data Dictionary to see what the various fields represent and how they interact more broadly it will help you to input in a useful manner 2 5 Actually Starting The Text Level Digital Scriptorium DS Access lt General Manuscript Views Reports and Data Settings Maintenance Mar Add Text Revisit ABC 123 Save amp Close Cancel Gener
53. en Frag 008 P Rare Book and Manuscript Library Plimpton Add MS 08 Part 1 Suppor fre Book and Manuscript Leray _Plt MS 001 es Rare Book and Manuscript Library Pimpton MS 007 Country France P Rare Book and Manuscript Library Pimpton MS 016 Dated Date s x MS 031 Rare Book and Manuscript Library ________Plimpton MS 036 Scripte P Rare Book and Manuscript Library Plimpton MS 039 artist DJfRare Book and Manuscript Library ____ _ _ _ _ Plimpton MS 044 P Rare Book and Manuscript Library Plimpton MS 118 Rep Decoration ifrere Book end Meruscrit Leray Pirpton MS 128 Other Decoration gG Rare Book and Manuscript Library Smith Documents 0007 Rare Book and Manuscript Library Smith Documents 0019 Text Image Folios fit 1 317 Author Other Assoc Hame Docket Title Generic Title Breviary diurnal Language s Latin Acknowledgments Seq 1 Ez Status of Text Rubric Images 4 Image ID Incipit 1 fff 7v 8 w Section of border cut aw Hotes re 2 Initial cut out on f 183 ce Explicit 5 5 3 fff 235v 23 Grotesques in top line of Link 4 ff 297 v 29 Border on f 298 r Record Id lt 1 gt LIP of 1 Add Text Form View DS works from the principle that all manuscripts are represented by at least one image and it attaches the criterion to the Manuscript level not the Part or Text level The assumption is that children inhe
54. esign iNew OS Sp e era BBE LagjOpen BE Design HPN Sa Te ETE FEES Objects Create query in Design view Tables Create query by using wizard Forms H Reports Tal Pages mi Macros ve Modules Favorites To build a query open the dsdata section only you won t need the front end 1 e dsdbms by double clicking on it From the panel of Objects on the left choose Queries You ll be offered two choices either one is fine the Wizard may be somewhat easier Which Fields do you wank in your query fea You can choose From more than one table or query Tables Queries Table thlManuscripts vailable Fields Selected Fields Repository Code Institution Library Composite TotalFolios 2 Physicallssues we Binding Cancel Back Finish Po Shelfmark 67 From the drop down list of Table Queries choose the one you want and then from its available fields choose the first one you want click on the right pointing arrow to move that field name into the window for Selected Fields Simple Query Wizard Which Fields do vou want in your query You can choose From more than one table or query Tables Queries Table tblTexts k Available Fields Selected Fields Shelfmark Support Country KY BeginDate Title PartID RangeFolios Author Other ssociakedName Repeat as often as you want Then click on Next Simple Que
55. etween the two is discussed in the section on Image Level On the far left side of the title bar with the command buttons that we ve been considering is a Small black arrow if you press it you re taken to the Browse View of the manuscript description that you ve just been looking at On the far right side of the title bar is the Close button and it accomplishes precisely that task 6 6 Sequence Numbers We don t intend to address specific questions of field content in this venue you can read the Data Dictionary early and frequently for that But the sequence numbers are worth pointing out now because they have procedural value They inform the computer of the reading order that the human imposes on each descendant of a Manuscript At the top or Manuscript level there is obviously no sequence number if anything the shelfmark itself will ultimately arrange all the manuscripts in an alpha numeric order But what if the Manuscript has several descendant Parts and what if some of the Parts died in the course of the inputting or if other Parts were suddenly added to the family months and months after the original set came into existence What if we realized well after the first inputting that we had erroneously declared the parent of one Text to be a certain Part and only later realized our mistake In inputting deleting changing any descendant record the inputter will hand insert the correct sequence number for each record at each le
56. g capacity to other areas of your computer so that you may choose where you d like the backup to reside It assigns a name to the backup file that includes the date on which you are performing the backup you are of course free to change the backup file s name but we strongly encourage you to retain the date stamp aspect of the default name This might appear ho hum In fact Microsoft has given us quite a nice feature here new to Access 2003 the ability to back up a database that is open and running Aren t you impressed 12 3 Constructing a Query Aside from protecting your data against loss the back up feature is useful for constructing and running queries Because this DS Access is a runtime version it doesn t allow changes to its structure But you can do so on the back up version with these hedging conditions e if Access 2003 is already installed on your computer the backup will also be in an Access 2003 environment and you won t notice any changes at all e if your computer runs Access 2000 or 2002 the backup will also run in essentially the same manner minus the two innovations of Access 2003 the afore mentioned backing up capability and the option to export to XML both irrelevant for the present situation e if your computer has a version of Access that antedates Access 2000 we re sorry to say that queries just won t be an option 66 e 2006 05 29 dsdata Database Access 2000 file format ojx 45 Open D
57. he city where your institution and or repository reside 4 For now just ignore the lower box that will contain default values for URL Directory s 2 2 Actually Starting The Manuscript Level DS Access Welcome Screen Synopsis Browse List Datasheet Reports About DS Access EERE EG Close 11 1 Open the application by clicking on the desktop shortcut to dsdbms mdb it also works to click on the actual program file name wherever it may be located on your computer Once you ve clicked the program open you ll see the familiar Welcome Screen in which the dear little boy reaches out through his letter D towards a blue grotesque Click on Synopsis for entry into the main form New Manuscript suppress Revisit ABC 123 Save amp Close Cancel City New York oF Institution Columbia id Columbia University Repository HNC REML X Rare Book and Manuscript Library EET CE OI oA Physical lssues R Binding Provenance Bibliography Notes Reproduction Acknowledgmt Source Date 2006 04 13 Maw 1677 2 Click on the button Add Manuscript to open the form in which you ll do precisely that begin the inputting of a new description of a manuscript Fill in the fields appropriately Appropriateness is easily determined by looking at the Data Dictionary because it s arranged in the same order as the fields in each level You might remember that the florescent pink la
58. icTitle Language s Latin Docket Summary Rubric ll Incipit Explicit StatusOftext Wyperlnki Hotes To Text Acknowledgments Manuscript Shelfmark Westem MS 84 Part Number MS ID 1590 Part ID 0 Text ID 4utoNumber Form View 18 Click on Add Text to open the form on which you ll enter the information regarding a part s text Enter data for the first text Click on Save amp Close or click on Cancel and the record segment disappears permanently Repeat Add Text as often as there are texts in the manuscript Again if at a later date you realize that there are more or fewer texts than originally entered new records can be added or extant records deleted as long as any eventual children of Text i e the Images are reassigned first The database won t allow orphans even if you attempt that cruelty 2 5 1 Subjects Subjects are the only fancy device at this level you may enter up to three subjects for any one text the options derive from a closed list Another result of Bitter Experience In a way yes It s a question of scalability As long as DS was relatively small with only a few partners one could expect readers to one by one ask for various texts missal breviary gradual antiphonal ritual ordo sacramentary and suddenly the list became long and uncertain dependant as it was upon the choice of word of the inputter How much nicer it would be if the reader could s
59. ick on the small black arrow to the left of the desired image and you thus arrive at the Edit Image screen At the top of that screen you ll find a button labeled Worksheet Click on that button and the information about the image is transferred to the Worksheet at that very moment Status for this particular image changes its designation automatically to Worksheet The Worksheet itself is found by going to the main top toolbar for DS Access and choosing Reports and Data the 23 second item listed is Image Processing Worksheet You can print the Worksheet use it to pull the manuscripts intended for that day s photography and you can hand the Worksheet to your photographer He ll even find a checkbox on the printed Worksheet so that he can manually check off each image as he works his way through the list 2 7 3 Status In Process When you have printed out the Worksheet you can then delete it in order to start a new fresh Worksheet for the next stint of photography The Remove All button does precisely that It also changes the status of each image that had been on the Worksheet and that was so designated to the next step of an image s status each image automatically becomes Status In process 2 7 4 Status Complete The ball is now squarely in your court The computer has no way of knowing when the photographer has finished his work when the manuscript is returned to the vault when the image is placed on a server It s
60. icking on Re Link Data Tables again 75 DS Access will now be able to function on your computer Appendix 5 Security Warning The installation process will have put an icon on your desktop with the name DS Access click on it security Warning x Opening C Documents and Settings Owner My Documents digiscrds 2006 05 11 runtinedsdirms mde This file may nok be safe if it contains code that was intended to harm your computer Do you want to open this File or cancel the operation This is the first thing you see Its wording causes you some worry Trust us and click on the non highlighted option Open Slight digression as to why you should trust us or rather as to why you should distrust Microsoft Access s warning The newest version of Microsoft Access i e Access 2003 is provided with stringent security checks if this is the version you normally run you ve already noticed the warnings that accompany attempts on your part to open an Access database the number and precise wording of the warnings may vary according to the security systems put in place by your institution If you don t normally use Access 2003 you ll have a moment s queasiness at the warning about harmful code in databases of unknown origin But yes please do trust us and reassure Access that you in fact do want to open the file Yes open it 76 Explicit feliciter T1
61. ill take a while and the 72 hourglass will hover on the screen for an unnervingly long time but please have patience This too shall pass Appendix 3 Install DS Access It s practically brainless you ll make the decision about the location of the program on your computer and everything else is done for you Note You must be logged in to the computer as an administrator to install DS Access 1 Insert the CD ROM sent to you by Columbia University Libraries 2 If the DS Access Setup Wizard does not start automatically open the CD ROM drive in My Computer and double click the Setup file to start the Wizard 3 Click Next to continue the installation ix DS Access Setup Custom Setup Select the way vou Wank Features to be installed Click on the icons in the tree below to change the way Features will be installed Data capture tool For the Digital Scriptorium repository This Feature requires 6482KB on vour hard drive Location C Program Files Digital Scriptorium Fane Cancel Reset Disk Usage lt Back 4 The Wizard allows you to choose where you would like to install the program Accept the default location C Program Files Digital Scriptorium DS Access or browse to a folder of your choice Then click Next 5 Click Install to begin the installation process which might take a minute or two 6 Click Finish to complete the Wizard That s all there is to it Note
62. illed the Interface path will end with the file name for Digital Scriptorium DataBase Management System and the second path the one for Data will end with Digital Scriptorium Data respectively as dsdbms and dsdata Click on Close Then click on the other button of this function Re Link Data Tables The program asks you to confirm the path for linking that you have chosen you tell it OK assuming that it is indeed OK it performs its job and comes back to let you know that all is well The interface path will necessarily display correctly since it represents the running program but the data path will need to be made current 1 Use the Browse button image to locate the data file dsdata mdb 2 Click Re Link Data Tables to re establish the link between the interface and the data The next message asks you to confirm the file locations and you accept this task by clicking OK Tap the Close button in the upper right and up pops your welcoming little child and his intriguing blue grotesque You won t have to do this again as long as the paths for both parts of the database remain the same In fact if you mimicked the same path for these two database pieces on another computer and copied the database pieces on to a new computer the linking between the two pieces would still work The link will break however if either path changes In that event you follow the present directions again specifying the new location for dsdata and cl
63. imply request Liturgical and all such manuscripts would be delivered as results of his search Please read the Data Dictionary about the Subjects m ol xi Edit Text Revisit ABC 123 Reassign Delete Close a Rengeromes 12s E 2 f Author 7 Subjects Add Subject Other Bae f Associated classical a Hame R Title Generic Title d a Language s F e gt Sunna Vi p pak Y The forms have a slightly different appearance on the Add Text and the Edit Text pages But both allow excision via the X to the right of the entered subject should you change your mind 2 6 Actually Starting The Image Level 19 Add image Revisit ABC 123 Save amp Close Cancel Digital Object 1D 0009013 Director s fimage server Generate URL Setup URL Manuscript Metadata Technical Metadata R Sequence Number 14 FoioNumber 5 Caption m break with change of scribal hand catchword on the verso Iconclass Hotes To Photographer Manuscript Shelfmark western MS oe MS 1D 1550 PartiD 1618 TextiD 2083 2 6 1 Manuscript Metadata Click on Add Image to open the form on which you ll enter the information regarding a text s image This a tabbed form do you see the two tabs on the upper left of the pale blue area and the first tab you ll land on contains the Manuscript Metadata for the image basically it asks which part of the manuscript will be photograph
64. institution may want to apply for new funding for replacement photography or it may be useful in answering a reader s 24 inquiry about the nature of the image it is a basic piece of knowledge about an image and we thought you d like to track it Status is a drop down box with four choices New Worksheet In Process Complete three of which occur automatically the last Status Complete requires your personal and assiduous attention 2 7 1 Status New This is the default status of an image at the moment at which you enter information about it at the Manuscript Metadata tab and then Save amp Close the Image record Capture ID Image Width Capture Date Time Image Length HIME Type Bits Sample Compression Samples Pixel Colorspace Target Type Profile Name Scanner File Size Scanner Software Source Type Camera Manufacturer Image Producer Camera Model Host Computer Camera Software Operating System Camera Sampling Frequency Plane Lens Sampling Frequency Unit Focal Length Sampling Scene llluminant YT Sampling Legacy Image MS Shelfmark Smith Western MS 08 MSID 1024 Partip 1052 TextID 1157 Image ID 2 7 2 Status Worksheet When you are preparing the list of manuscript shelfmarks with relevant images to hand to the photographer you open each chosen image record by bringing to the surface in the Synopsis View the relevant Manuscript Part Text in the Image window you then cl
65. ion in via Ctrl P The most efficacious manner to remove all the sorting and freezing and hiding and highlighting is to close the Datasheet View When you reopen it all is returned to normal Whew Queries The downside of a runtime version such as the present DS Access is the restriction on your freedom to construct your own queries and thus to manipulate your own data You just plain can t do it here Escape lies in the word here elsewhere you can make your own queries and run them which is to say on the backup version of your database Never play around with the real one never We ll talk more about that later but we didn t want you to already imagine yourself deprived of personal freedom Exit from the Datasheet View by clicking Close on its title bar 10 The Database Reports and Data WE Digital Scriptorium DS Access General Manuscript Views Reports and Data Settings Maintenance This is the next heading as we move towards the right across the top tool bar of DS Access As its name already announces this section handles the data that has already been input and gives us means for ameliorating workflow under the three headings of Image Processing Worksheet Reports and Export 51 10 1 Image Processing Worksheet w Digital Scriptorium DS Access General Manuscript Views Reports and Data Settings Maintenance diesel b l EN I 19NQ Rawvicit T7 t sae roam sac GL aS ee ee oo Reports image
66. is is that the Manuscript level with its shelfmark and total number of leaves will be repeated as many times as there are texts in it if there is one text the manuscript s shelfmark will only occur once if fifteen texts there will be fifteen listings of that one shelfmark And why should you find that useful It s because among the four Manuscript Views List View is the only place where one can quickly see if there are Manuscripts without Parts or Parts without Texts for manuscripts without images use the Reports option See the next two pictures Plimpton MS 018 has no Part or Text as shows on the List View We click on the arrow to the left of the shelfmark we are taken to the Synopsis View for the codex where we read that Plimpton MS 018 is a ghost 44 List Repository Rare Book and Manuscript Library ki Manuscript Part Text O Plimpton MS 008 One leat One leat Byzantium 7 a AMA tee P Plimpton MS 009 ff 2 ff 1 2 z XU ff 1 2 P Pimpton Msc Fragment Fragment Byzantium z AME IR Fragment P Plimpton MS 011 One leaf One leaf tayn fa MILK f ir v P Plimpton MS 012 ff 2 ff 1 2 a MIMI iff 1 2 P Plimpton MS 013 1 item 1 item Greece e HVIA 2 Face P Plimpton MS 014 ff 143 ff 1 1437 E KWI ff 1 143 P lPlimeton MS 014 ff 143 One leat z KE 2A f 1r v P Plimpton MS 015 ff 156 foliated through 162 ff 1 156v s XVvile med t ff 1
67. le e ee z F 7 F Physical Issues ol fafufujajaly blyA aA ajAlalc ec Binding ai moia C CICIE O AB A Ele E E eE eE e8 lelehan Trt TT Te 4 Provenance George A Plimpton 18 MUSIK KIC APG PLE re e IND Aly f niao ete ee feof etsy Ha EPR PEE Ey Characters to copy Advanced view Ufo Latin Capital Letter with Circumfles Keystroke wae r ae re SS T manele Reproductions l er m ieee While entering or editing information at any level Manuscript Part Text Image you may encounter the need for diacritics we ve addressed the problem by providing you with a character map You invoke the character map by clicking on the command button marked A BC 12 3 this puts the character map in your system tray at the bottom 13 of your screen Once it s there it will stay put throughout your work session just click on it to pull it up into a useable space 2 4 Actually Starting The Part Level Digital Scriptorium DS Access General Manuscript views Reports and Data Settings Maintenance Shelfmark Ada Part Revisit ABC 123 Save amp Close Cancel eae PatNanber a ee Physical Iss Binding Source 7 Sw Doeumen Dr omea e a i a Ea o a f 0 B al Scribes Alphabet Latin Rep Decor Other Decc Seribe Text CE me Folios fi Languag Rubric Artist Incipit Notes xj Explicit
68. led in ink Other Decoration Text Text ID 46 Revisit Subjects 0 Edit Text Add Image Folios ff 1r Author Other Assoc Mame s i SCS Docket Title Generic Title Gradual Language s Latin Acknowledgments Seq 1 7 ny of Text Rubric Images 2 Image ID 4857 Fragment ss S Acknowledgments We than hop of Treviso 1455 64 Incipit 1 Blue vested canons of S Hotes ae Beginning of the mass of Sts Peter Explicit and Paul 29 June Link Form View The Export box offers two main choices Standard Export for Website and the more complex Custom Export of Full Institutions Repositories Manuscripts Parts Texts Images Dates List Scripts List Subjects List to XML Access Database Excel Spreadsheet The Standard Export is the one that DS Central will ask for at stated 58 intervals it includes the various repositories if your institution has more than one each with their own associated materials that are crucial to the meshed web version of all institutions materials Custom Export for the Full information of each manuscript is an option for the holding institution s use in a slightly simplied form 11 The Database Settings WE Digital Scriptorium DS Access General Manuscript views Reports and Data Settings Maintenance Moving right along we re now at the next to the last item on the top title bar of DS Access Settings Here
69. nformation but just enough to solidify your choice reminds you via the greater than symbol a k a the closing angle bracket of the presence of a checked Revisit box at any one level for any one record will send you back to the Synopsis View of a given manuscript when you double click on the manuscript s shelfmark or when you highlight the shelfmark and click on the command button Open on the form s title bar 40 e will even send you back to the Synopsis View of any manuscript s Part or Text or Image if you highlight that particular line in the Browse View and double click on it this is the only mechanism for direct transfer to a Part or a Text the Open button on the title bar only activates arrival at the one certain manuscript not at a given point within the manuscript But the main function of the Browse View is to reassign children to other parents 7 1 Reassign Manuscript Views Browse Browse MS ID 168 Part ID 191 Text ID 253 Image ID Feassign Text bi 1D 253 gt Plimpton MS 179 ff 73 e E Plimpton MS 180 fh i 756 2 codex i no J i gathered together by theii Plimpton MS 181 fF i 126 3 Retrieve qing Was an amp kham tPerspectyat H Plimpton MS 182 f 1 Text ID Plimpton MS 183 H i 35 i i Plimpton MS 184 ff 21 i Plimpton MS 185 fit G Plimpton MS 186 flit 22 1 Plimpton MS 187 ff i 259 1 Plimpton MS 188 ff 236 gt Plimpton MS 189 fr 320 gt Plimp
70. ns Click on that and in the resulting box type your mistake in the Replace column in the With column type in your correction Click Add then OK to exit from the AutoCorrect box Then when you re entering data the correction you ve established will take place as soon as you tab or otherwise move out of the field where you ve put your mistake Small hint use lower case letters as the wrong ones they re easier to type than upper case letters 64 Nota Bene The default settings in AutoCorrect often work to the inputter s disadvantage and frustration For instance you may at first find the application correcting your flyleaf number 11 to li or your upper case II to li To type H without being corrected to li open AutoCorrect and unselect the option Correct Two Initial Capitals to be allowed to type 11 after the designation for leaves as ff or fol both of which end potentially deadly flaw with a period unselect Capitalize First Letter of Sentence Perhaps a safer way around at least one of these problems is to open AutoCorrect click on Exceptions and in the space Don t capitalize after type in ff or fol Then click on OK a 12 The Database Maintenance WE Digital Scriptorium DS Access General Manuscript Views Reports and Data Settings Maintenance Maintenance the fifth and last menu choice along the top title bar 1t has four choices e Back Up
71. on on your desktop but it is something of an annoyance to have to do SO Why would you print out a description You might find proofreading easier from a hard copy you might want to mail the description to a reader your institution may keep 3 ring binders with descriptions in the reading room for handy reference The printed description will bear a date stamp in its lower margin so that you can easily tell how recently it was printed and by comparing it with the content in the Revision Date field Manuscript level you ll know if it s time to print out a revised copy 6 3 Handy Device at Manuscript Level List Images 36 Fi Add Part Print Full MS List Images Close Provenance George Plimpton 1855 1936 AaA an EE E A keg qeg y r The other command button on the Synopsis title bar List Images offers the full list of images chosen for that manuscript You can imagine why that s useful the Synopsis View as it first appears on your screen shows the straight descent from Manuscript to the last entered Part of potentially several parts to the last entered Text of potentially several texts and then the Images of that one last text Manuscripts List All Images Images for Manuscript Plimpton MS 200 Images s Close Digital Object ID ae Number Caption Status z E E C A E t ip s032 i773 E EE psoas maa _ Soribelcolophon SSCSCSCSCSCSCSCSCSCSCSCSCSCSCSCSSC SCompet da G 5094 rio forma
72. pes the entire description Part s light blue encircles all its descending Texts Text s light purple hugs its children Images Link Record 4 1 gt j of 3 Record Id 4 a a lor 2 Record I4 4 i401 P HE of 1444 ho a u If you wish to see other Parts or other Texts of a given Manuscript click to the left or to the right on the arrows at the bottom of the appropriate level The example above shows that you are looking at the first of three Texts according to the Sequence number and at the second of two Parts again according to the Sequence number which you yourself will have established The Manuscript number however is somewhat it different in the above example the Synopsis View is displaying the 1401 Manuscript record that was entered of the total in the database 1 e 1444 If instead you wish to see a different manuscript instead of remembering precisely the order in which all manuscripts were entered gasp you will be pleased to use a more direct method Ctrl F discussed in the next section Voila 33 Digital Scriptorium DS Access General Manuscript views Reports and Data Settings Maintenance Shelfmark Plimpton MS 058 Suppress Nickname Provenance meses j Benedictine monastery of The same corpus of materials Composite Bibliography De Ricci p 1763 Saint Andr in Villeneuve l s occurs virtually completely in OOOO i TE mienas OO O Avignon f 1 B A
73. press Nickname Provenance Notes ore f i Notes in early modem hands Composite 7 Bibliography f on various cities in Spain on ff i e Angeles Carrie Estelle Betzold 39v 41v 54 55 77 91v 97 Physical Issues Total Folios fff 132 Doheney 1875 1958 given 107v 127 Binding Bound s XVIII in vellum lettered on the spine Vitae Fratrum Ordinis Praedicatorum Etc ane by her to St Mary s of the Barrens Perryville Missouri Source Christie s catalogue cwd notes Reproduction December 1937 Christie s 11 Acknowledgments Inputter C W Dutschke 0 Date Reviser Date Part Part ID 1571 Revisit Edit Part Add Text Part 1 Support Parchment Water mark Folios lit 1 132 Doc Height 150 Hotes Country Spain Cardinal Point Region City Width fi17 Dated 7 Date fs KI ext Year Month Day Begin Date 1285 End Date 1299 Alphabet Scripts Gothic script Scribe Music Artist of Scribes Acknowledgments Rep Decoration Layout 2 columns of 30 lines ruled vertically in crayon and horizontally in lead 7 written below Other Decoration ton line Text Text ID 1994 Revisit Subjects 0 Edit Text Add Image Folios ff 132r Author Other Assoc Name Docket Title Generic Title Subject index to the t Vitae fratrum ordinis praedic Language s Latin Acknowledgments Seq 4 E Status of Text Rubric images 1
74. psis View 6 2 Handy Device at Manuscript Level Print Full MS 6 3 Handy Device at Manuscript Level List Images 6 4 Revisit 6 5 ID numbers 6 6 Sequence 6 7 Suppress 7 The Database Manuscript Views Browse View 7 1 Reassign 8 The Database Manuscript Views List View 9 The Database Manuscript Views Datasheet View 9 1 Sort 9 2 Sort Freeze 9 3 Hide Sort 9 4 Copy and Paste 10 The Database Reports and Data 10 1 Image Processing Worksheet 10 2 Reports 10 3 Revisit Suppress 10 4 Image Selection 10 5 Image Status 10 6 Legacy Images 10 7 Export 11 The Database Settings 11 1 Institutions 11 2 Repositories 11 3 Default Values 11 4 Digital Object ID amp Image URL Autogeneration 11 5 File Locations 11 6 Re Link Data Tables 11 7 AutoCorrect Options 12 The Database Maintenance 12 1 Back Up Data 12 2 Back Up Application 12 3 Constructing a Query 12 4 Update DS Access 12 5 Technical Support Appendix Installation Linking the Tables Security Warning Appendix 1 Administrative Control Appendix 2 Remove Previous Copy of DS Access Appendix 3 Install DS Access Appendix 4 Link the Data Tables Appendix 5 Security Warning A User s Guide to the Database 1 Introduction 1 1 What s in a Name Nomina sunt consequentia rerum if we may be allowed to quote loosely from Justinian Institutiones Il vii The names are the consequence of the things The essence of
75. r and over again isn t listed here among these workflow aids That one report is the print out of the entire description of a complete manuscript and you activate it by the Print Full MS button which is on the chosen manuscripts title bar in the Synopsis View Under Reports we have five choices List Manuscripts Parts Texts Images marked Revisit List Manuscripts marked Suppress List Manuscripts awaiting image selection List images status New Worksheet In process Complete List legacy images 54 10 3 Revisit Suppress w Digital Scriptorium DS Access General Manuscript views Reports and Data Settings Maintenance Manuscript gt MS ID 1208 Revisit V New MS Edit MS Add Part Print Full MS List Images Close Shelfmark Smith Western MS 24 Suppress Nickname Provenance Notes Composite 7 Bibliography De Rice p 1277 fap ae Physical Issues Binding Modem vellun Manuscripts marked Revisit Manuscripts 341 Print Close Source De Ricci Acknowledgments 5 Repositon Shema _ CC Date Arthur V Diamond Law Library MS B72 Part P Augustus C Long Health Sciences Library sine numero Add Text D UTS MS 01 Part E Suppor a Burke Library at Union Theological Seminary UTS MS 03 es Burke Library at Union Theological Seminary UTS MS 06 o P Burke Library at Union Theological Seminary UTS MS 07 Dated Date fs x fp fburie brary at rion Thedbsied Senipery UTS MS 09
76. ral epistles of Cicero Pliny excerpts from Terence Livy Status Ambrose al eal Scribe Giorgio Antonio Vespucci full border decoration opening ete Scribe Giorgio Antonio Vespucci secondary decoration decorated letter 3 f 35 Second scribe diagram at top of page 4 fF Ad Scribe Giorgio Antonio Vespucci date internal to text text You can open the entire content of the database in Browse View by selecting the menu Manuscript Views and then scrolling down to the Browse choice Another method for entering Browse View one that will proceed directly to a chosen manuscript is to bring that manuscript up to the surface in the Synopsis View and then click on the small black arrow on the far left side of the Manuscript level title bar The Browse View displays its content in four colored panels each corresponding to the same colors that the Synopsis View employs for the various levels The difference is that the Browse View displays at one go all the records at the Manuscript level you can scroll down if you have too many records to fit on the single Browse screen exhibits the minimal necessary information for you to verify that a given record is indeed the one you want encourages you to single click on any given Manuscript which then produces the list of descendant Parts a click on a desired Part produces the Texts a click on the one Text engenders a look at its Image children in each case you see not the full corpus of i
77. re about it and if you say yes that record segment is a goner But if the record segment has offspring they have to be dealt with first either by Reassigning them to a new parent record or by deleting them You ll make the right choice we have confidence in you Nota Bene Delete is what you do to a record segment that already exists on the other hand Cancel is your equivalent action on a record segment that you ve just been working on but that hasn t yet seen you press Save amp Close 3 5 Data Dictionary The details on which sorts of data are to be entered into the various fields is covered in detail in the Data Dictionary As with voting read the Data Dictionary early and often 4 Origins Ruminations Bitter Experience amp Principles 4 1 Origins In November 1997 as part of the EAMMS project of the Hill Museum amp Manuscript Library a group of some thirty scholars textual editors art historians curators of manuscripts and technical advisors gathered at Columbia to determine the minimum amount of information on a medieval or Renaissance manuscript that together with images could still prove useful to the community of manuscript users The principle was that on one hand the vast numbers of surviving manuscripts of this era and on the other hand limited time funds and expertise combine to severely constrain the ultimate goal that scintillating spark when one person and one manuscript connect Thus minimal
78. ript level no matter at which level you accomplished the revision remember the child inherits the characteristics of the parent all the way up the genealogical tree So in the fields designated to record the revision process enter your name enter the day s date Later if you need to count out the number of times you had to revise the original inputting it s simple to do so So what happens if I need to revise a description a second time Or a third time DS makes the assumption that the most recent revision is the one that indeed reviewed the entire description and thereby accepted 26 responsibility for it So DS tracks the initial inputting and the most recent revision only Write over the previous Reviser s name and the previous ReviserDate 3 2 Editing Images Images 4 Image ID 5232 Nested in the Synopsis View is the form for images that have already been chosen and entered into DS Access These are the images that belong to the visible hierarchy on the screen at that moment that parent Text itself a descendant of that one Part and going upwards in the pedigree to the Manuscript whose shelfmark is in evidence Note the counter in the title bar it tells how many images there are for the particular parentage on the Synopsis surface in the sample shown above there are only four and all four image selections are visible but there may be far more chosen that will fit on the available space of the form thus you stan
79. rit the characteristics of their parents so under the simplest of situations the genetic line is entirely straight one great grandfather who has one child a k a the grandfather who himself has one child a k a the father who then has one child metaphorically representing Manuscript Part Text Image In this case the one image fully represents the genealogy That s why the report will show you a list of Manuscripts that have no images it s the bare minimum In reality you ll probably chose more than one image per manuscript the DS average waffles between six and seven images per manuscript with considerably higher numbers for illuminated manuscripts such as books of hours Read the section on Image Selection in the Data Dictionary then follow the dictates of the manuscript which will select the number of images that it feels is appropriate to its own needs 56 10 5 Image Status Digital Scriptorium DS Access General Manuscript Views Reports and Data Settings Maintenance Manuscript MS ID 1208 Revisit New MS Edit MS Add Part Print Full MS List Images Close Shelfmark Smith Western MS 24 Suppress Nickname Provenance Notes ne ined f gift of Composite Bibliography De Ricci p 1277 St a Sco Physical Issues E Reports Binding Modem vellurr Images With Status New Source De Ricci Acknowledgments Fag e foeamber Date Rare Book and Manuscript Library Western MS 81 Par
80. ry Wizard Would you like a detail or summary query Perret errr retiree errr rr rrrrrrerrre terete titi rire terete r iret rrr rrr rrr rr rte rrr irr rir i rrr rrr rire Peer eer errr errr rrr rr errr rrr rrr re rrr rere rere rr rrr rrr rrr rrr rrr rier rrr rrr rrr rrr rrr errr retiree rrr rrr rrr rrr rrr rrr rrr summary Gohan T AAA OHHH SHH HHH 2 AAA HEH REE REE J BBB NHH HHH HHH d CCC HEN HHN NHH T DDD HEN HHH HHH G DDD HEN HHH HHH Cancel Finish lt Back 68 Yes you do want the default option Details so don t change anything just click on Next Simple Query Wizard what title do you want For your query litalianMSSpaper That s all the information the wizard needs to create your query Do you wank to open the query or modify the query s design i Open the query to view information Display Help on working with the query Cancel lt Back ext Give your query a completely eye readable name and presumably choose to modify the query design Then click on Finish Microsoft Access File Edit View Insert Quer Tools Window Help italianMSSpaper Select Query TextID City Repository ao RangeFolios Institution Field 5 BeginDake Title GenericTitle Table thiManuscripts thlParks thiParts thlParts thiTexks thiTexks Sorti ees Se eee ae a Show Criteria ory On the resulting tabular form type in your Criteria 1 e the
81. s Digital Scriptorium DS Access ES gt Access Is a data capture tool for Digital scriptorium More aa Information about the projectis available at htt away scriptorium columbia edu Project Digital Scriptorium Application DS ACCESS Edition Runtime ae Interface Version 6 0 ye Ea Schema Yersion 4 0 MEU Release Date 2006 04 01 Requirements Microsoft vvindows 2U00 Distributor Columbia University Libraries y f gt A Copyright Columbia University Libraries arag Licensed To Columbia University in the City of Mew ork What you see above is what you get when you choose About DS Access Self explanatory so we ll keep moving The third option in the General menu is Exit No comment called for here either you try it once and you see that it takes you out of DS Access altogether and shuts the program down 6 The Database Manuscript Views Synopsis View WE Digital Scriptorium DS Access General Manuscript views Reports and Data Settings Maintenance There are four choices in the drop down menu for Manuscript Views 32 Synopsis Browse List Datasheet 6 1 Synopsis View Synopsis allows you to see on one screen the almost complete information along one line of descent of the manuscript s genealogy You can envision the nesting of levels inside of other levels each one dependent upon the one above it by looking at the colors the pale yellow of the Manuscript level envelo
82. s dimage server Generate URL Setup i URL i F ma aL aml ae TN d r adia A 4 E Manuscript Metadata kE i Pr a r me ane TT a s ae sea se ta TT a he m F i on If you didn t want DS Access to build either the Digital Object ID or the image URL for you and if you had therefore unchecked both boxes in the Autogeneration form under Settings you d have an Add Image form that would leave both slots empty Since however the Digital Object ID is a required piece of information you d need to insert 23 whatever name the image is known by chez vous It might be completely ad hoc it must be unique 2 6 4 Digital Object ID Number vs Image ID Number The two terms sound confusing Here s the difference the Image ID number is the device that ties the Image record to its parent the Text record It s exactly the same kind of device as the Manuscript ID number the Part ID number the Text ID number we humans pay no attention to these numbers they are under the strict hegemony of the computer with the sole exception of their function in the Reassigning process Please go look under Reassigning to read all about it On the other hand the Digital Object ID number sometimes casually referred to as the D O ID is the designator for the image itself It will be part of the URL for that one image You will have decided upon its formation when you determined the default Settings whether you chose complete a
83. s nothing for you and in stating that fact it looks like this E dsupdate txt Notepad File Edit Format View Help No Updates are currently available an le to F a a j ik C i mhin h ipeni m DS Access Updater No Updates are currently available 12 5 Technical Support Centactnea Technical support Be sure to consult the User Guide before contacting technical support User Guide https vu columbla edu culibranes bts digital scrptonum ds access documentations E mal de access alibranes cul columbia edu It feels a bit circular doesn t it Here you are reading the User Guide and you re told to go read the User Guide But if when all else fails please do send a request for help to DS Central Several people are behind that email alias so even if one person is on vacation another will harken to your plea 71 APPENDIX INSTALLATION LINKING THE TABLES SECURITY WARNING Appendix 1 Administrative Control If you don t have administrative control over your computer you may not be able to either install DS Access Left to its own devices DS Access will install to this directory C Program Files Digital Scriptorium DS Access If admin controls impede that you might be able to install DS Access internally to My Documents in a folder of your own devising If neither works it s not your fault ask for help from your institution s technical staff Appendix 2 Remove Previous Copy of DS
84. scent pink labeled fields are required fields which must contain data before you can close out the form If you do not have catalogued information for these fields you might key in some attractive garbage in the form of a question mark to temporarily satisfy the requirement with the intention of filling in the correct information later Remember though what paves the road to hell be sure to put a check in the Revisit box before you leave this imperfect record and be sure to regularly review the records that have an activated Revisit button Look in the Browse View and you ll see a greater than or closing angle bracket in the left outer margin everywhere there is a checked Revisit button e You can progress quickly through fields by using the tab key You can also click in the field into which you wish to enter data or if the field is a Yes No box you can tap on the space bar to toggle the Yes or the No response To move backwards press the Shift Tab keys e You do not have to worry about saving the data you have entered Once you leave a field the information you entered there is saved and once you leave a form all parts of the data entered there are automatically saved You do need to backup your data though See the section on tools for easy backing up e You can cut copy and paste data freely from field to field and from one form to another even from another Microsoft application Edit Manuscript Suppress Revisit V ABC
85. t B Rare Book and Manuscript Library Western MS 82 Add Text gG Rare Book and Manuscript Library Western MS 82 Part 1 Suppor gG Rare Book and Manuscript Library Witmark BYY CC25 item 1 verso es Country France Dated 7 Date f x Scripts Artist Rep Decoration E Other Decoration L B uaii Text Image Folios fit 1 317 Author Other Assoc Name Docket Title Generic Title Breviary diurnal Language s Latin Acknowledgments Seq 1 ae Status of Text Rubric Images 4 Image ID Incipit Bi 1 fft 7v 8 w Section of border cut aw Hotes Explicit OOOO i O O g ff 182 18 Initial cut out on f 183 ce rai 3 ff 235 23 Grotesques in top line of Link 4 ff 297 29 Border on f 298 Record Id lt 1 gt PPL IPI of 1 Form View We talked about this before remember New or Worksheet or In process or Complete Does that ring a bell You can go re read that section if you forgotten what the various status designations stand for and how they re assigned The multiple forms of this report duly show you which images in your database fall into which status levels as an overall grouping rather than forcing you to painfully examine each single description Image Status and its reports are yet another aid to your workflow and we hope you ll be pleased with the plan 57 10 6 Legacy Images Reports images With Legacy Captures parte aca p Shetimark Folio Number Rare Book and Man
86. t evange 1 Rubric touched with gree Hotes Explicit i iFinem added in margin Attributed in the manuscript to Gregory Spanish 7 abbreviation Link Change of hand Record I4 4 Record Id lt 4 Record 14 4 1307 gt gt I gt of 1444 Form View The Synopsis View is the fundamental location for adding new data and for editing data that is already input Or rather it is from Synopsis that you press on the New Manuscript command button or on the Add whatever or Edit whatever command buttons that take you to the relevant form where you ll perform data entry or data correction No data entry or changes can take place on the surface of the Synopsis View itself What you are allowed to do on this multi colored surface is search for information at the Manuscript level across all entered records in practice you re most likely to search here for a shelfmark The search is done in the usual Microsoft manner e put your cursor in the desired field i e Shelfmark press Ctrl F for Find e inthe resulting dialogue box type in your search term e g Western MS 84 e optionally but usefully in the second of the three drop down lists the one for Match choose Any part of the field e press Find Next Strict adherence to truth demands another nugget of information although it s a fairly useless nugget If you perform a search on the surface of the Synopsis View at another level e g Part or Text the
87. t to which the date has been assigned by the paleographer the art historian the cataloguer in short a manuscript whose date does not derive from a scribal colophon We were surprised but we shouldn t have been to discover that computer does not sort well on such dating conventions hence the so called Darling Feature named in reminiscence of Mary Ealing at UC Berkeley who built it The Darling Feature automatically expands the roman numeral system to a Begin Date and End Date in arabic numerals according to a fixed table 2 4 5 Script Names 16 Script terminology has been and continues to be a bugabear in manuscript studies given the amount of national pride history and habit that the various names represent We know better than to attempt standardization in one project when it is light years away in the larger field itself at the same time there are surely fewer script names than there are country names Therefore DS Access offers a tool that encourages standardization but makes room for inputter habit or in house choices by allowing the insertion of additional script names into a prepopulated list Select Scripts Select Scripts from the list then click Save to Part to add them to the Part Cipher Court hand Cursive Display script Fere humanistic a Glossing hand Gothic Humanistic Hybrida Imitatie of roman fort Insular Italic Save to Part Cancel Add New Scripts to List Delete Select
88. tly to that particular Manuscript Part Text in the Synopsis View and you make editorial changes there By clicking Close on the title bar you go to the Synopsis View and to whichever manuscript you had last been looking at before you entered the List View You could also chose to exit List View in the same manner in which you entered on the top title bar choose Manuscript Views and grab the first choice which will be Synopsis 9 The Database Manuscript Views Datasheet View Manuscript Views Datasheet Datasheet Close tbiManusitblManuscripts Institution Library Shelfmark_ Nicki Compe TotalFolios Physicallssues 173 New York Columbia Univer Rare Book and Plimpton MS 304 No ff 94 In limp vellum mi 173 New York Columbia Univer Rare Book and Plimpton MS 304 No ff 94 In limp vellum ea 174 New York Columbia Univer Rare Book and Plimpton MS 305 No One leaf Not bound E 175 New York Columbia Univei Rare Book and Plimpton Add MS 05 No ff 24 Bound s XV d m 176 New York Columbia Univei Rare Book and Plimpton Add MS 07 No ff i 16 i Formerly bour i 177 New York Columbia Univer Rare Book and Plimpton Add MS 12 No ff 16 In blind stamp E 170 New York Columbia Univei Rare Book and Plimpton Add MS 13 No One bifolium Not bound is 179 New York Columbia Univer Rare Book and Plimpton Add MS 14 No One bifolium Not bound 160 New York Columbia Univer Rare Book and Plimpton Add MS 16 No One leaf Not bound i 161
89. together with the caption 1f you had written one and any eventual Note to the Photographer The report has features which by now you have come to know and love the total count of items on the worksheet the small black arrow to the left of the shelfmark we don t need to inform you of its function you already know that a Print button a Close button 52 Unexpected but appreciated will be two other features the Remove All button at the top of the form does precisely that once you ve assured the database that this is truly your considered and committed choice The X button to the far right of each item on the list allows you to excise that one item from the list again the database asks you to confirm this rash action but once reassured it will obey your orders When you print the Image Processing Worksheet you ll see that it includes a small box to the right of each item It s there for your convenience at your choice with no implied or necessary use You could ignore it you could use it to remind yourself which manuscripts were vault items and which weren t the photographer could put a check in each box as he completed the shot We just thought it might prove useful fmage Processing Warksheet Images O Print Remove All Close Shelfmark Digital Object ID Folio Number Caption Notes To Photographer i i Fa Me R E EREA RN Pn Pr 2 al 5 F ee a sats 4 N Pa BEE gak W a a atte en vies ll eee
90. ton MS 190 ff 96 Plimpton MS 191 fl i 115 ii gt Plimpton MS 192 ff 111 gt Plimpton MS 193 fr 343 Plimpton MS 194 fF i 190 Plimpton MS 195 ff ii 187 gt 1 fh 1 12 Italy ATE E fh 13 31 Italy a MVE medtH SEE E gt 4 Ff 44 51 Italy s alH TH gt 5 F 5263 Italy E AMEN B ff 64 73 Italy s ev med Astrological and astronomical treatises 1 Browse to chosen drawing of astrolabe text a A it an Sa the p s P shih ae RR aa a ame ae ka Work down the hierarchy by choosing the Manuscript you want then the Part you want then the Text and finally the Image As you highlight each descendant record its own ID number appears in the gray title bar across the top of the Browse View form Of course you only need to go as far down in the hierarchy as the level at which you intend to take action Once you ve reached that point go up to the title bar and click on the arrow of the drop down menu to bring down the menu of choices e Open Manuscript e Reassign Part e Reassign Text e Reassign Image Choose your action This provokes the database to change the command button on that title bar from Open to Reassign Type the appropriate ID number into the so labeled text box You may also use the standard Microsoft commands for copy and paste Ctrl 4 C for the ID number that you want to copy then Ctrl V for the slot
91. torium dsdata mdb tee Part 1 Support Par Country tay Re Link Data Tables Dated J Date fs XV 2 Scripts Cursive book han F Update Paths Artist URL _ http fwww columbia edu cuflibrariesfinside projects dsfds access downloadf O00 Rep Decoration Update C Program Fies Digital Scrptorumidsupdate mde SCS Other Decoration z Text Text ID 1963 Revisit Subjects EN Edit Text Add Image Folios fff 1 407 Author Boethius Other Assoc Hame Docket Title tbe consolatione philosophiae Generic Title Language s italian Acknowledgments Seq 1 R Status of Text SENE Images 5 Image ID 8731 Detective at the end Incipit Hotes Explicit CY Ox head in initial Translation apparently unrecorded Link Flourished initial manicule Record I4 lt 4 Form View Here we have File Locations and inside of it Re Link Data Tables You skimmed through some words on the topic when you began reading this User Manual and you were directed off to the Appendix It seems pointless to produce more prose on the same subject again but it also seems confusing to act as though these functions weren t on the menu Ergo a cross reference once again to the Appendix serves both purposes 11 6 Re Link Data Tables Because this function pertains to the installation of your database on your computer and because you ll most likely only apply it once during the course of your a
92. ts Image WRAL M Autogenerate Image URL Domain http columbia edu Path cgi bin Directory Directoryis bd File Prefix Bojs sSSSSC Ci Institution Code Institution Code Repository Code Repository Code _ Image ID igital Object 10 _ File Suffix sizeslevel2 File Extension 7 The choices executed on this form set the groundwork for building image URLs The present form combined with the options on the Add Edit Image forms are geared to offer the widest choices that we could imagine while at the same time enforcing consistency Not an easy balance Here we ll discuss the options of this form and later in discussing entry of data at the Image level we ll explain how the two forms interact Here the institution makes two choices and the first is whether or not it wants DS Access to assign Digital Object ID numbers to its images yes or no The numbers will be sequential and padded with zeros to the left e g 0000001 0000002 0000003 0000057 0000174 and so forth The second choice is whether an institution want to build its image URLs according to a set pattern that could include the various components that you see above The first three drop down boxes offer either the visible choices Directory Institution Repository or a second choice which in all three cases is None If these three are accepted the program goes to retrieve the relevant pieces of information from where they were
93. u re trying to track back and forth along the horizontal scroll bar Just click once on the small blue box at the far left of the row you ll use as your eye guide The whole row turns black which does seem rather an odd color choice for an operation termed highlighting but never mind it does the trick 9 3 Hide Sort 49 Datashect Close thiManuscripts Manuscriptlo sheltmark thlParts ee b 1204 FEE ee 1205 Benjamin MS 2 F F 1205 Benjamin MS 2 Yes 2 E Je Beniamin iw ote e 268 Benjamin MS 4 3 ip Ea 268 Benjamin MS 4 1 ri 268 Benjamin MS 4 2 A E 07 Benjamin w Mo 1 E _ 1347 BP 096_ Noo 1 DP ey Te i a Me OF ani oan You can Hide any number of columns adjacent or not in the Datasheet in order to retain those that pertain to some particular goal For example with the Hide tool you can put mutually balancing columns side by side for checking you might want to see if every time you ve checked the Manuscript level s Composite box as Yes there are indeed multiple Parts and vice versa the example above has hidden all but four fields columns and has sorted in ascending order on the Shelfmark field Unhide Columns Shelfmark Column Plimpton MS 040A Plimpton MS 0406 Plimpton MS 040C Plimpton MS 0400 Plimpton MS D4DE Plimpton MS 0406 Plimpton MWS O40H Plimpton MS 059 Plimpton MS 059 Plimpton MS 072 Plimpton MS 072 Library Shelfmark Mickname E Composite T TotalFolios
94. up to you to go back to that record and manually change the image s status to Complete You ll be glad you did when you re assessing current levels of work on your DS project you ll be glad you did when you need to predict work left to accomplish or when you re writing progress reports 3 Editing Reassigning and Deleting 3 1 Editing at the Three Uppermost Levels By now you ve encountered the various Edit buttons that bedeck the various title bars Edit Manuscript Edit Part Edit Text To edit the images the process has a slightly different appearance so we ll discuss that separately On the three upper levels of the description hierarchy this is the manner for proceeding Bring the manuscript description that you re working on up to the surface in the Synopsis View Bring the part and the text up to the surface Click on the relevant Edit button make whichever changes or additions you planned on click on the Close button If you haven t respected the same laws for required fields and field data types as you did for the New Manuscript Part Text the database police will sprint into action and forbid your illicit behavior There all done it s as simple as that Except that is for one point if you find that your revisions are sufficiently beyond the correction of a typographical error if they warrant a memory of your action upon them and the choice is entirely up to you you may use the Reviser and ReviserDate fields at the Manusc
95. uscript Library Plimpton MS 279 Pp lRare Book and Manuscript Library smith Western MS 06 k R a DF a 5 ie a n a g l ee Fj om me Legacy Images isn t a new concept to you either you read about it above The report gathers your checked boxes for Legacy Image Yes throughout your entire database and puts the information right into your hands Pretty good yes pretty good 10 7 Export Digital Scriptorium DS Access lt General Manuscript Views Reports and Data Settings Maintenance Manuscript gt MS ID 35 Revisit New MS Edit MS Add Part Print Full MS List Images Close Shelfmark Plimpton MS 0404 Suppress _ Nickname Provenance Notes Intended for use of the secular canons of the congregation of 5 Giorgio in Alga for their Brescian house commonly called S Pietro in Oliveto Piao mia 4 ME Composite _Bibliography De Ricci p 1760 G Mariani Canova I manoscritti miniati in tll Serr Physical Issues Total Folios Binding Notbound E Source C W Dutschke in house description Acknowledgments I Export Close Part Standard Export for Website Part Ei Support Parchment Country italy Cardinal Point Custom Export Full To Dated 7 Date f AVESAR YearMon Scripts Gothic liturgical book hand Artist Master of the Barbo Missal of Scribes Rep Decoration B line historiated initial Layout lines of text and music the former ru
96. utogeneration by the computer with its various components or you chose to hand insert the D O ID into the field on the Image form and then to depend upon autogeneration for the rest of the URL s formation This is more fully laid out in the section on Settings You ll see the empty fields and the relevant buttons on the Image forms though the New Image and the Edit Image forms both of them hence the quick hint and the cross referencing link right here Again for the sake of completeness at this point we repeat that some institutions will use the Capture ID instead of the Digital Object ID Functionally these two are the same for purposes of generating the individual image s URL 2 7 Digression on Legacy Image and on Status The universally useful bits in the tab headed Technical Metadata are intended to help workflow especially for the ever fragile link between bibliographic and photographic progress I refer to the two last items in this tab Legacy Image Status Lens Focal Length Scene Illuminant Legacy Image F 1024 Patio 1052 Team Y at Image ID aA i a OO E F aas t par pmr Sim P aa Legacy Image should be checked if the image in question was not captured specifically for DS but 1f it was inherited from another project or campaign whether digital or via film intermediary This will allow your institution at any point to tally up the count of images produced to a standard other than DS s since your
97. ve the power here to resize the individual columns and to resize the entire Datasheet Even more handy is that you can use Datasheet View to reorganize the data for editorial purposes To make the context menu visible and functional for any particular column put the cursor in that particular column and right click The menu that will thereby appear offers more than the usual choices viz e Sort Ascending Sort Descending Freeze Columns Unfreeze All Columns Hide Columns Unhide Columns Find Replace Cut Copy Paste 9 1 Sort 47 Datasheet Paper J Paper Parchment A Parchment g Parchment Parchment Paper B Paper J Parchment J Parchment J Parchment Faner er Unidentified coa ff 1 S4y Unidentified coa ff 1 G4y f Trev f Trev 1 tem 1 item ACiseaux simi ff 1 12 iLettres asserr ff 1 30 1 tem f Trev i 1 py epa ji ie ae 164 164 115 2r 220 453 215 140 420 261 215 145 po s Pm C ath ambe a a F 105 105 40 201 aU 146 144 108 110 152 144 107 Iceland Iceland Icelnad Ireland Italy Italy Italy Italy Italy Italy Italy tak in Close i je Support Watermark SpanFolios Height Width Country Cardin i r central southea 4 E central j t J j a L eatin ol Put the cursor in the desired field column do not highlight it first then right click This produces the context menu with the option to Sort Ascending or
98. vel The sequence number directs the order of display whether online or in hard copy as per the Print Full Manuscript button we mentioned 38 above Because of the importance of display order the sequence numbers are required Please read instructions in the Data Dictionary on assigning sequence numbers Nota Bene The Manuscript level doesn t have a sequence number you might say that the manuscript s call number or shelfmark constitutes a sequence number in that you can produce alphabetically arranged lists of the shelfmarks At the Part level the Part Number constitutes a sequence At the Text and Image levels the Sequence number does indeed bear that name 6 7 Suppress Manuscript P HS ID 1348 Revisit New HS Edit Ma d leather te We address this last because it s the last action you might take in a start to finish soup to nuts inputting of a complete description The action takes place at the Manuscript level where there is a check box for Suppress it s set by default to No When you check it as Yes please do suppress this description you are informing DS Central that you do not want that particular description uploaded to the web at that moment It may be woefully incomplete you may be waiting for the world s expert to respond to your question about it whatever When you check the Suppress box its label in the Synopsis View turns a violent angry red to remind you to come back at some point to fix or finish
99. vidually you may need to construct separately formed image URLs Press Setup you find yourself with the form for Digital Object ID and Image URL Autogeneration make changes close the Autogeneration form now press Generate URL for this image and the changed building materials will show up instantly Let s make the assumption that your institution has determined that image URLs shall be identical to the number originated by the photographic process 1 e the Capture ID On the Autogeneration form under Settings you therefore uncheck the box for autogenerating the Digital Object ID number in the second area of the Autogeneration form you choose from the drop down offerings Capture ID as the source for the image s ID Then you go to the Synopsis View and click on Add Image Missing Capture ID x A The settings For generating the URL require a Capture ID Nervously the program reminds you of the need to hand insert the Capture ID OK OK I get it I won t forget Up pops the Add Image form and both slots the one for Digital Object ID and the one for the URL are empty Before you forget tab to the Technical Metadata and enter that image s very own Capture ID Tab back to the Manuscript Metadata for the image and click on Generate URL And there it is in all its glory with the Capture ID embedded in the URL Add Image Revisit ABC 123 Save amp Close Cancel iL 4 Digital Object ID missal omet Director
100. ways in which you want your result set limited Then choose Query on the upper task bar and from its drop down menu choose Run or the exclamation mark 69 ae italianMSSpaper Select Query of Shelmark Country BeginDate Title GenericTite Plimpton MS 114 Italy 1300 Motarial register Montgomery MWS 16 Italy 1300 Account books J Plimpton MS 170 Italy 1350 Computus solaris et lunar J Plimpton MS 171 Italy 1350 De latitudinibus formarum E Plimpton MS 187 Italy 1350 Almanach for 1363 1381 3 XB7OS HG Italy 1350 Ovidius moralizatust F X870S HG Italy 1350 Allegorie super fabulis Oy r E Plimpton MS 171 Italy 1350 De primo et ultimo instant pN xB7OS HG Italy 1350 Super tragedias Senece E Plimpton MS 171 Italy 1350 tRequlae solvendi sophisrr d WE Plimpton MS 171 Italy 1350 Tractatus de proportionibe 1 J Lodge MS 04 Italy 1390 Pharsalia glossed j Lodge MS 04 Italy 1390 De disciplina scholarium 4 z Flimpton MS 051 Italy 1400 0ecem magistre que mar 2 Med Ren Frag Ub4 Italy 1400 Account book je o Plimpton Wis 051 Italy 1400 Exemplum on the Name of Jesu Plimpton MS 081 a Ital 400g spistol persuasoria ad tie nain ian UN eee eae ae pistol persuasona 8 DP if The results of the query are in datasheet view which means that you could hide columns that are now superfluous Of course these manuscripts are on paper that was one of my criteria I don t need to display Support any more you hi
101. where you wish to paste it Browse MS1D 168 Part ID 190 TextiD Image ID gt Plimpton MS 179 Reassign Text ID 25 Reassign The 10 booklets of which the nol Plimpton MS 180 Plimpton MS 181 Formerly bound at the beginning 3 Glick on Plimpton MS 182 f 1 A Flimpton MS 183 i 35 i has been Reassign Plimpton MS 184 fk 21 i entered Bi Plimpton MS 185 f B i Plimpton MS 186 fit 22 Plimpton MS 187 ff i 259 i Plimpton MS 188 HF 236 gt Plimpton WS 189 fr 320 e gt Plimpton MS 190 fr 96 Confirm Reassign Text Plimpton MS 191 fh i 115 ii gt Plimpton MS 192 ff 111 re vou sure you want Co reassign Text Plimpton MS 193 fh a43 Plimpton MS 194 fF i 190 Range Folios FF 32 43 Plimpton MS 195 ff iii 181 Author Confirm EA Dy J Title 7 1 ff 1 12 ltal n task T a lle talp RES ORS 3 fF 32 43 Part Number 2 4 ff 44 51 A z IH Span Folios FF 13 31 FFF 52 63 P i a x Country Italy B ff 64 73 9 Choose gt 1 fh 13 37 new Part c irculitt arv anonymous treatise fh 27w 31 Campanus da Noval T gt q err a 7a ee R S Now that the ID of the record segment that you intend to move is entered into the slot for it go find the Manuscript Part Text or however deep you need to go to which you ll move that particular Image Text Part or however high you re located Highlight the new parent
102. you have obtained this copy of DS Access as a formal partner of the consortial project you ll see that the default values are already populated on the left side of each form The right side of each form is what you ll be checking and possibly editing at this point The plan is to always bundle the records from your institution as a unit under one behind the scenes code or name the left side while still allowing the institution freedom to change its public moniker as often or as drastically as it wants the right side Settings fnafviturions Code Institution Columbia Columbia University frstivutions Close Code Institution Columbia Columbia University inthe City of Mew York 1 Go to Settings on the topmost menu bar from its pull down menu choose Institutions You ll observe that the field to the left contains what is to all intents and purposes an inalienable Code for your institution it s meant to be eye legible so it may look like a Name to the right however is the form that will display Change it if necessary Repositones Close Institution Rep Code Repository m Columbia University MNBA darnard College Library Columbia University MAC L Arthur VW Diamond Lavy Library Columbia University MMC Augustus T Long Heath Sciences Library Columbia University MMC MUS Gabe M Wiener Music and Arts Library Columbia University Mh REML Rare Book and Manuscript Library Columbia University MMC T

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