Chapter 3: Archivists` Toolkit Basics
Contents
1. 284 linear feet 290 NAU MS 83 Barbara Ann Cleary paper 325 85100 AA Barnett papers 1 box 2 5 linear in 39 MS 0771 Benjamin Sumner Papers 2 boxes 145 MS 968 Bennett Family Papers 1 manuscript box 65 MC48 Berry Betty Blaisdell Papers of NOW officers 13 file boxes 1 folio folder 1 oversize fold 261 MC 506 Bevolkingsregister en Burgerlijke Stand va 38 6 linear feet or 86 inv nrs 303 B24051 Bill Belknap collection manuscript 1869 8 5 linear ft 317 NAU MS 280 Bits of Old China 1 volume 120 MC 037 Black History at Noon oral history series so 6 cassettes 395 aarl82 001 blah 351 blah Board of Regents Records three record center cartons 52 UA017 Boston Mass to Harmanus Bleeker Alba 1p 1 leaf 25 x 40 cm folded as envelo 349 mss834422 Bruce M Knauft Papers 2 archives boxes 224 MSS 31 Bud Foote Papers 4 0 linear feet five document cas 192 MS 311 ca 1930s 1970s 239 NYU MC 26 Carden Maren Lockwood Papers 1969 1 7 1 2 file boxes 42 MC 504 Carll Johanna Papers 12 cartons 28 scrapbooks 16 volumes 3 263 88 M123 Carnegie Cal Tech Expedition Collection 2 archival boxes 80 MS 293 Cecil Earl Cram Collection 1870 1940s 8 interviews 293 NAU OH 10 Chalmers W Alexander Papers 2 boxes 114 AC 007 Chandler and Company records 1 box 109 MC 036 Characters and mascots 1 document box 43 HUG 3273 2 Charles Atwood Kofoid Papers 12 record center cartons and 2 oversize b 133 MC24 Charles Elliot Fox Papers2. in all of the descriptive outputs for example EAD and printed finding aids for resources linked to the subject The Toolkit will not indicate to you which linked records are affected by the modifications or prompt you to update any descriptive outputs affected by the change in subject It is possible however to search for the term to find the records linked to it Repositories implementing the Toolkit should establish procedures and 27 Archivists Toolkit User Manual workflows for updating information in one record that may affect linked records Deleting a record To delete a record 1 Locate the record s to be deleted by using the filter box in the main screen or the search tool described in Chapter 15 Once you see the record s you are interested in editing click on the record entry in the list screen 2 Press the Delete button The Toolkit will ask if you are certain that you want to delete the record s 3 Press Yes to delete the record s 4 The record will be deleted Caution Deleting a record may affect outputs from linked records For example deleting a subject term will remove the link to that term from any accession or resource records linked to the record The Toolkit will not warn you that linked records will be affected It is advisable to search accessions and resource for any linked records before deleting any subject name or location records Linking records The Toolkit all
3. 2 archives boxes 223 MSS 18 Charles Newton Collection 1 box 108 MSS 140 Charles V Minott Records 1855 1917 incl 63 v 6 boxes 101 Mss 733 1855 1892 M666 Chinua Achebe papers 2 cartons 257 MS Eng 1406 Chipman Union Mill Inc Photograph Colle 104 VAM155 Class Book iv 140 HUD 237 714 F Class of 1926 Freshman Banquet Program 05 linear feet one archival folder 190 MF 004 Colecci n de Clara Col n 1 44 pies c bicos 3 cajas 373 1983 02 Cnlerri n de Rafael Annlada 15 69 nies r hirns 3a raias Ad 19R9 N3 All the records for the active functional area will be listed in the right hand display zone of the window The total number of records listed will be posted to the right of the filter frame just below the title bar for the area The list can be navigated through by using either the scroll bar at the right side of the window or by using the up and down arrow keys on the keyboard Sorting record lists Once it is retrieved every list may be sorted in multiple ways For example to sort the list of resources double click on the Title heading at the top the title column This will establish the column as the active sorting column Click once on the Title heading to change the sort order of the titles either in ascending or descending order An arrow will appear after the column label and will point upward for an ascending sort and downward for a descending sort Levels may be added to the sort by selecting an additional column s to
4. Chapter 3 Archivists Toolkit Basics Overview This chapter will introduce you to the Archivists Toolkit interface and basic features It describes starting and logging into the application and working with the Archivists Toolkit records Getting started Getting started Starting the Archivists Toolkit Launching the Archivists Toolkit depends upon where you chose to locate Toolkit shortcuts during the installation process The following options are possible 1 Double click the Toolkit icon on your desktop 2 Open the Toolkit from the folder in which you installed it 3 In Windows a Select the Toolkit from within your Programs menu b Select the Toolkit from your Start menu c Double click the Toolkit icon in your Quick Launch bar Establishing the database connection The first time you start the Toolkit a window will open requesting connection information for the database which must be completed for the application to fully load This information should be provided to you by the person who installed the Toolkit s database 19 Archivists Toolkit User Manual Administration Connection Settings Database Properties Connection User Name Password Enter the following information 1 Connection URL The network address of your database 2 User name The user name established for the database installation 3 Password The valid password for this username Note The userna
5. all relative terms and are determined by how the list is sorted Command buttons Buttons for printing a record canceling a record or saving a record Tracking bar Located at the bottom of the record Indicates the record id when the record was created and by whom and if applicable when the record was last modified and by whom This information is searchable using the search tool described in Chapter 13 and will assist in tracking record creation and editing activity 23 Archivists Toolkit User Manual Basic characteristics of Toolkit records A record in the Archivists Toolkit may contain any number of data elements fields Each element will require either alphanumeric Boolean yes no date or numeric data to be entered Some alphanumeric fields have pull down lists called lookup lists containing predefined terms for use in the field Most of these lists can be modified by the repository by redefining the lookup list see Chapter 16 the application configuration module however some of the lists may not be modified as correct operation of the application depends on the values in the lists The list of note types in the resource and resource component records is an example of such a list A table with a complete list of lookup lists the field to which they are associated and whether or not the values in the list can be modified is available in the appendices Some of the records in the AT are also multi sectioned T
6. ecord information at the bottom of the screen File Admin Help Bi sercn ist ai recot EN Reports Delete H vere Menu Command Names ri J Names Zone Subjects li R Accessions Filter 0 Record s Sort Name Name Type Name Source Name Rule Resources Navigation Zone List Screen Display Working with records Working with records Overview The AT includes several kinds of records to support description and management of archival resources Most of these record types are accessible through the navigation pane 21 Archivists Toolkit User Manual on the left of the main screen Repository and location records however are available through the Admin menu Briefly the records are Accession record For recording accessions and basic collection management data Name record For recording the names corporate family or personal associated with an accession or a resource as either a creator source or subject Resource record For describing an item or collection of items in a standard multi level manner The resource record contains sub records for resource components digital objects and instances A sub record is a linked record that can only be viewed created and edited through the primary record Subject record For describing topical terms associated with an accession or a resource Repository record For identifying the repository have custody of the res
7. he individual sections of a record are represented as tabs across the top of the record Clicking on one of the tabs will bring that part of the record to the front of the display where data can then be entered into it Some of the records contain sub records that are available only through the primary record For example the container record is only available within the resource and resource component records whereas the file version record is only available within the digital object record Finally some of the records may be linked or assigned to other records as described more completely in the Linking Records section of this chapter and in chapters 10 and 11 Listing records Records from any of the four key functional areas in the AT may be listed from the initial browse screen Names Subjects Accessions Resources To list resource records for example either double click on Resources in the left column or click once on Resources and then click the zs List All button at the top of the window The bar across the top of the right hand display zone will then change to Resources Note that as you work in different functional areas the color of the header bar in the display zone changes For example in the main screen click on Accessions The bar at the top of the right hand display zone is green but if you click on Resources the bar is purple The same will be true for the headers in each of the interface windows for each f
8. is will save all the data that has been added to the record It will save all data that has been added to sub records such as a resource component record or digital object record a If you are entering multiple records the v OK 1 button will save the record you are working in and open a new record of the same type Clicking the Cancel button or closing the record using the window close button at the top right corner of the window will cause additions to the record to be discarded Most records in the AT require that data be present in certain elements for the record to be saved For instance the resource record requires an extent statement If either the extent number or extent measurement are not completed then the record cannot be saved until values are entered into both elements Trying to save an invalid record produces a validation error message to appear This message will indicate what fields need to be completed for the record to be saved Editing a record To edit a record 1 Locate the record to be edited by using the filter box in the main screen or the search tool described in Chapter 15 Once you see the record you are interested in editing double click on the record entry in the list screen 2 Make the desired changes in the record 3 Press OK to save the changes or Cancel to discard the changes Note Editing a record may affect outputs from linked records For example changing a subject term will change that term
9. me and password for the database is not the same as the username and password that you will use on a regular basis to log into the Toolkit s client application For more information on logging in to the client see the next section of this chapter Note The connection window should only appear for the first launching of the application If you wish to change your connection settings after the initial launching of the application if you are running multiple instances of the Toolkit for example you may do so by pressing the Select Server button from the login window Logging in Before the application fully loads a login screen will appear C I User Name Password Select Server Cancel Enter your username and password and press Login or press Cancel to stop the application from starting up 20 Chapter 3 Note Your username and password should be provided to you by the person who installed the Toolkit s database or by the person managing the Toolkit in your repository For information about creating new usernames see Chapter 4 Becoming familiar with the Archivists Toolkit interface The application s initial screen will appear when the launch process is completed The primary AT screen has a menu command zone at the top a navigator zone on the left and a list screen display zone on the right that occupies most of the window Some screens for individual records will have zones for navigation controls and r
10. nd Last As a whole the functionality of these buttons is determined by contents and sort order of the list that is open in the list screen If resources are listed then the navigation buttons will move through the list of resources in the order displayed in the list screen Referring to an example of a list of resources sorted in descending order the First button would open the record at the top of the descending title list in effect the last title alphabetically whereas the Last button would open the last title in the list or the first alphabetically The Previous button will open the record that occurs in the list just before the record that is opened whereas the Next button will open the record that occurs in the list just after the record that is opened To reiterate what records will be opened by the navigation button depends on how the list of records is sorted If the primary sort of resource records is on repository id then the navigation buttons will behave quite differently that how they are described behaving for resources sorted by title in descending order 29
11. ources described Location records For indicating the location s at which a resource is or may in the future be located Location records may be defined in advance and then linked to a resource as it is processed and then shelved at the location Each of these records and their sub records is described more fully in the following chapters Basic components of a record 22 Chapter 3 Title Accession Basic Information names amp Subjects Collection information Accession Number Accession Time Em mjm oj ggZ Reports First Previous Nert Last Cancel OK Kel Command Buttons Appears at the top of the record with the title of the record type e g Resource Accession etc at the extreme left The title bar for each record type has its own color scheme Title bar Component list buttons Appears only with resource resource component and digital object records Lists hierarchically the components comprising a resource or digital object The component buttons support adding additional components either children or siblings or deleting components The order of components may be modified using the drag and drop feature Data entry window The window where data is entered to create a certain kind of record Navigation buttons Buttons for moving to the next or previous record in a list of record or to the first or last record in the list Next previous first and last are
12. ows you to link information found in different types of records This provides consistency of repeated data such as names linked to multiple description records and allows you to establish relationships between records such as accessions and resources that they are part of The following linkages are possible in the Toolkit e Accession records may be assigned to resource records e Location records may be assigned to accession and resource records e Name records may be assigned to accession and resource records e Resource records may be assigned to project records e Subject records may be assigned to accession and resource records Navigating records Records may be navigated using the list screens or the navigation buttons at the bottom of each record screen To navigate records using the list screen 1 Close all open record windows and return to the list screen 28 Chapter 3 2 Select the functional area containing the records to browse and the click the List All button 3 Sort the list as desired Once the display screen is populated and sorted you can use the scroll bar to move forward and backward in the list until the record desired is found or use the up and down arrow keys to move forward or backward one record at a time 4 Double click on any record to open it 5 Navigate through the sorted list of records using the set of four navigation buttons located at the bottom of the record First Previous Next a
13. sort on after the first column is selected and set Simply click once on the heading for another column then click again to toggle between an ascending or descending sort To clear the existing sort settings simply double click on the column that is to be the basis of the new sort For instance to sort resources by resource identifier double click Archivists Toolkit User Manual on the Resource Identifier heading at the top of corresponding column and then indicate if the sort should be in ascending or descending order Other columns may be added to the list screen using the Application Configuration commands Filtering record lists Every list may be filtered by typing text into the filter frame placed above the sort columns The filter process takes into account the values in all the columns that are present in the list screen display For example filtering on the number 9 on the list of resources pictured above will reduce the list to those resources in which 9 appears in the title repository container summary resource id or resource identifier Filtering on the number 94 will limit the list to only those resources in which that numeric expression is contained in the data of the list screen fields This example indicates another characteristic of the filter feature the filter is applied anew as each character is added or removed Thus adding or deleting a character from the filter expression will likely change the conten
14. ts of the list To remove a filter simply delete the text from the filter frame The list screen will revert to its state it had before the filter text was entered Note You can also use the search tool to narrow down the list of records displayed in the list screen Unlike the filter feature the search tool allows you to limit your search to a specific field See Chapter 15 Printing record lists Records lists can be printed in a table similar to their appearance on the screen The current record list is also the set of records that will be output in reports For more information about printing records lists and other reports see Chapter 14 Creating a new record To create a new record 1 Select the functional area for the new record Names Subjects Accessions or Resources 2 Click on the o New Record button on the top of the window A new accession name resource or subject record will open on top of the main window Most of the records are multi tabbed with each tab opening a different part of the record Simply click on a tab to open that part of the record 26 Chapter 3 3 Enter data into the fields in any of the tabbed sections Data in one section will be retained while opening another section of a record Note See Chapters 4 13 for specific instructions on creating various records in the Toolkit Saving a record To save a record simply click on the v OK button at the bottom of the record screen Th
15. unctional area 24 Chapter 3 i Qisix File Filter 296 Record s Title Agnes Smedley Collection 46 bound volumes with encapsulated pages 117 MSS 122 aj Alexander Dolores Papers of NOW officer 10 file boxes 2 folio plus folders 2 oversiz 251 Mc 499 Alexander Tharpe Fund Records one archival folder 57 Us056 Amy Roberts Jones Papers 3 boxes 56 MS 0770 Andrea Callard Papers 20 linear feet in 17 boxes 346 MSS 156 Ann Arbor Symphony Orchestra records 41 8555 Bp 2 Anthony Forge Papers 39 archives boxes 5 records cartons 1 ca 220 MSS 411 Archief van het Ministerie van Algemene Z 2 25 meter or 320 inv nrs 307 A254 Archivists toolkit test gripes 1 record carton 111 UAV 156 888 888 Arizona River Runners Incorporated 1969 0 5 linear feet 218 NAU MS 30 Arnold Leonard and Trude Scarlett Epstein 26 archives boxes 12 oversize folders 222 MSS 22 Arthur Adel Collection 1909 2000 2 linear ft 292 NAU MS 334 Arthur J Marder papers 18 3 linear feet 40 boxes 368 MS FO2 Athletic Association Records nine document cases two half sized docu 54 UA300 Atlanta Chapter Report American Red Cross one archival folder 191 MF 005 Atlanta LifeInsurance Company records 215 5 linear ft and196 volumes 396 AccessionNo 98 016 Authors Collection 11 boxes 4 volumes 4 5 linear ft 361 MS 443 Autograph File S Guide 15 5 boxes 131 Autograph File S Babbitt Brother Trading Company 1880 19
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