ATREFERENCE MANUAL - The Rockefeller Archive Center
Contents
1. Awarded a Grant In Aid for reimbursement of up to 5000 for certain expenses related to research conducted at the RAC Reimbursement for research related expenses will be authorized upon presentation of original receipts after the completion of the research visit The following research related expenses long distance travel local transportation temporary lodging and meals are reimbursable with original receipts under the terms of an RAC grant in aid Grant recipients must commence their research at the Center within one year of being notified of the award Grant recipients are requested to submit a short report on their research at the Center Edited versions of or excerpts from these reports may be used in the Center s publications Recipients also are asked to provide the Center with a copy of any publication resulting from research conducted as a result of the grant 2 Publications Record of publications produced by the patron as an outcome of research conducted at the repository The only required field for a valid publication record is Publication Title 20 AR Publications Publication Type Publication Title Publication Date Publisher Collaborators Publication Author Serial Title Location Of Publication PO Issue Volume Page Numbers Url Date Accessed C Copy Received Other Subjects Subject Edit Name Link Add Name Link Remove Name Link A First Previous Next Last Cancel Publication Type A contr2. citation 255 string salutation f 2550 string o ooo o o o y o contactAddress 2550s string contactAddress2 2550s string contactCity 255 string d contactRegion 2550s string y o contactCountry 255s string o S O contactMailCode 2550s string o y oO contactPhone 2550s string o y o contactFax 2550 string PP y o contactEmail f 2550 string PP yo contactName 255 string o y O familyName 2550 tiago familyNamePrefix 255 strings J p O corporatePrimaryName 255 string o y o corporateSubordinatel 255 string o y o corporateSubordinate2_ 255 strings o y O personalPrimaryName 255 sf string o y o personalRestOfName 255s string o y o personalPrefix 2550 sf string PP y o personalSuffix 2550s string o y o personalDates 2550s string o y o 255 string O y O personalTitle 2550s string o o o y o personalDirectOrder booleana o yo topie Bag oo o o y o awardDetails 2550s string FP y o fundingType 2550 tiago fundingDate 2550 tiago publicationDate 2550s string o yo publicationTitle f 2550 sf string o y O 3 N ATReference Element Field Length DataType Rule Note publicationType 255 string d O 255 E S y O collaborators 255 string ss subjectTerm 255 _ string Jooo S O subjectTermType 255 _ strings ss subjectSource 255 string ss namelinkRole 255 string d O namelinkForm 255 _ string ss nameType 255 string
3. iii Select iv Select to return to the Resources Used tab Subjects and Mames Resources Used User Defined Fields Resource Identifier Resource Title Paul Hibbet Clyde and Mary Kestler fa Add Resource Reomve Resource i i Remove Reseach Purpose v To delete a link to a resource highlight the resource and select vi Details on Resources Used A free text field used to manage any additional information about the resource User Defined Fields The Patron Visits User Defined Fields tab is an area in which repositories can create and define custom fields to capture any information relating to patron visits that are not otherwise captured by other patron visit fields These fields can be configured to the needs of your repository in the same way as the User Defined Fields in the Accessions Module of the Archivists Toolkit Follow the instructions in Chapter 15 Customizing the Archivists Toolkit in the Archivists Toolkit User Manual to configure user defined fields Subjects and Names Resources Used User Defined Fields User Defined Stringh User Defined Boolean _ Option User Defined Text 17 2 Forms Record of which repository required forms have been read and signed by the patron The only required field for a valid form record is Form Type AR Completed Forms Form Type IN y Date Completed 4 27 2011 L Completed Notes Ae wt i it First Previous N
4. Research Purpose and Topic but with the current day s date select the visit you wish to duplicate and press the button To delete a previously recorded visit press the _ Remove Visit_ button c Forms Click on the Visits and Forms tab To add a new form press the button To delete a previously recorded form press the button d Funding Click on the Funding and Publications tab To add a new financial award press the Add Funding Jo utton To delete a previously recorded financial award press the button e Publications Click on the Funding and Publications tab To add a new publication press the Add Publications button To delete a previously recorded publication press the button To add subject links within Visits or Publications component records a Click the button or the button b Ifthe desired subject term or name already exists click it and press the Lit button c If the desired subject term or name does not already exist press the Create Subject Je tton or the button as necessary d When creating a new name authority i Select name type from the drop down menu What type of name record would you like to create ii Enter Primary Name Rest of Name and or Family Name as applicable iii Source or Rules are mandatory fields Select the appropriate choice from the drop down menu iv Pressthe 9K button e When creating a new subject authority i Enter Subject Term ii Inthe Type field select
5. remains a text string 24 GUIDE TO SEARCHING PATRON RECORDS The ATReference provides support for searching Patron records All data fields in these records can be searched including linked Visits Publications Funding Addresses and linked Names and Subjects FILTERING PATRON RECORDS The patron list may be filtered by typing text into the filter box located 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 name Montgomery on the list of patrons will reduce the list to those records in which Montgomery appears in the Sort Name Patron Type Institutional Affiliation or Email Please note this method only works for data included in the list screen columns Which columns are included in the list screen can be customized in Configure Application as explained in the Archivists Toolkit User Manual 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 contents of the list To remove a filter simply delete the text from the filter box The list screen will revert to its prior state AR Administration Patrons 1 of 7001 Record s found for search list all Sort Name Patron Type Institutional Affiliation Email Robbins Rebecca Rockefeller Archive Center brobbins rockarch org SEARCHING PATRON RECO
6. subjects to visits Linking names and subjects to publications Linking names and subjects to accessions Linking names and subjects to resource and resource component records Linking locations to containers Editing lookup lists Linking names and subjects to visits Not Viewable Any records excluding name and subject records for any repository to which they are not assigned Configure application Date format setting Generate repository profile 34 Linking names and subjects to publications Advanced Data Entry Staff Class 2 Beginning Data Entry Staff Class O Patron Accession records Digital object records Location records Resource records Resource component records Instance records Name records Name contact records Subject records Patron records Resource records Resource component records Accession records Digital Object records Name records Subject records Personal patron record only limited to adding new Visits Publications and Funding but not editing or deleting existing Personal patron record Forms Linking names and subjects to resource and resource component records Linking locations to containers Linking names and subjects to resource and resource component records Linking names and subjects to visits Linking names and subjects to publications Linking names and subjects to visits Linking names and subjects to publications Data
7. If you enter a date in the wrong format the ATReference may try to convert that date to the appropriate format leading to an unexpected search To ascertain the appropriate format for a date search put any character in the search field and press the Search button The ATReference will return an error message giving the proper date format 5 Enter or select a search term Options are dependent upon the type of field being searched and in some cases the operator 6 Check the Include Inactive Patrons box if you would like to include these records in your search 7 Press the button 8 When you are done with your search results to return the List screen to the full list of patron records press the button SEARCH By LINKED RECORDS The Search Editor also provides the ability to retrieve records by searching for related information In the case of patron records this includes linked Visits Funding Publications Addresses and linked Names and Subjects Press the button in the bottom left corner of the Patrons window Select the Search By Linked Records tab Populate the field s you wish to search Entering data into more than one of the following areas will create a Boolean and search of the values entered 4 Check the Include Inactive Patrons box if you would like to include these records in your search 5 Press the button 6 When you are done with your search results to return the List screen to the full list of patro
8. Person Family Corporate Body number 255 string qualifier F255 string o o d O nameSource 255 string d O O Ap em Biography descriptionNote 2550s string o y citation 255 string o ooo o o y o salutation f 2550 gs contactAddress 255 string J p o contactAddress2 2550s string o yo contactCity 111025522 tiago contactRegion f 2550s string O y O contactCountry 255 string o y o contactMailCode 2550s string o yo contactPhone 2550s string o y o contactFax 2550 string o oo o o y o contactEmail 125522 tig familyName 2550 string JJ familyNamePrefix 255s string o y o corporatePrimaryName 255 string corporateSubordinatel_ 255 string o y O corporateSubordinate2_ 255 string o yo personalPrimaryName 255 sf string o y o personalRestOfName 255s string o yo personalPrefix 2550 sf string PP y O personalSuffix 2550s string PP y o personalDates 255 string o personalFullerForm__ 1255 string personalTitle 2550s string o o o y o personalDirectOrder booleana dateCompleted date o o o motes 255 string o o o yo formType 552 completed boolean S y O W APPENDIX B USER PERMISSIONS ATREFERENCE The ATReference provides the means to assign a user to one of six classes or groups of users The groups represent an expanding sequence of functionality and access For example Class 5 represents access to all the functionality
9. rules defaults User records Repository records Patron records Any records other than their own patron record User Defined Fields Tab 35 APPENDIX C RECORD VALIDATION RULES ATREFERENCE This table lists rules used to determine if a record is valid in the ATReference Valid records are those that satisfy the minimum data requirements for the record type Listed are the combinations of mandatory fields required to save a record along with any content rules Patrons PatronAddresses PatronPhoneNumbers PatronVisits PatronForms PatronFunding PatronPublications Mandatory Fields patron lD sortName primaryName restOfName email1 addressID addressType address1 city mailCode country patronPhoneNumberld phoneNumber phoneNumberType patronVisitlD visitDate patronFormld formType patronFundinglD fundingType patronPublicationld publicationTitle Other Rules Or PatronPhoneNumbers phoneNumber is mandatory 36 APPENDIX D LOOKUP LISTS Three basic types of lookup lists are supported in the Archivists Toolkit deleted and replaced without impacting operation of the application ATREFERENCE prohibited as values are necessary for correct operation of the application Not applicable to ATReference Lookup lists in which all values can be modified Lists of this type will ship with selected values However all values can be Lookup lists in which all values cannot be modified Lists of
10. this type will ship with the required values Modification will be Lookup lists comprised of both required and modifiable values Lists of this sort will ship with all required values and selected modifiable values Modification of the required values will not be permitted Attempts to modify them will prompt an error message explanation Name of Lookup List Patron type How did you hear about us Address type Phone Number type Visit type Publication type Funding type Form type Type of Lookup List 1 All values can be modified 1 All values can be modified 1 All values can be modified 1 All values can be modified 1 All values can be modified 3 Combination of required and modifiable values 1 All values can be modified 1 All values can be modified Used in AT Record Types Patron Records Patron Records Patron Records Patron Records Patron Records Patron Records Patron Records Patron Records Please note that ATReference supports the first and third type of lookup list Used in AT Fields patronType howDidYouHearAboutUs addressType phoneNumberType visitType publicationType fundingType formType Values academic appointment doctoral candidate donor representative grade school student graduate student non academic undergraduate student colleague referral donor referral publication citation union catalog web search workshop conf
11. ATREFERENCE MANUAL Version 1 0 INTRODUCTION TO THE ATREFERENCE The ATReference is an extension of the source core code of the Archivists Toolkit that supports the management of reference related activities in an archival setting including registering patrons recording visits and topics of research and tracking researcher Statistics and research products The new module and its source code are freely available to the archival community For details on the ATReference software license and use please see the section below The ATReference License SYSTEM REQUIREMENTS The system requirements for the client application which runs the interface to the Archivists Toolkit database have not changed For the original specifications see the Archivists Toolkit User Manual available through the Archivists Toolkit website at http www archiviststoolkit org OVERVIEW OF FEATURES FEATURES e Recording patron information e Designating preferred address and phone number e Recording visits and topics of research e Tracking signature of required forms e Recording funding awarded to patrons e Recording publications generated from patron research e Assigning name and subject authorities to research visits and publications Outputs PDF AND HTML e Patron record s complete record e Patron Mailing List e Patron Email List e Reference Report statistics on the numbers and types of researchers e Bibliography of pub
12. RDS The Search tool provides the ability to search within a specific field apply specific search operators and create Boolean queries when searching any type of record The search editor is divided between two tabs Simple Search and Search by Linked Records 25 AR Patrons Search Editor Search patron records Select a field Contains v and v Select a field Contains v SIMPLE SEARCH Press the button in the bottom left corner of the Patrons window The Search Editor defaults to the Simple Search tab 3 Select a field to search Fields included in the search editor by default e Created e Created By e Institutional Affilitation e Last Updated e Last Updated By e Patron Notes e Patron Type e Primary Name e Repository e Rest of Name e Sort Name 4 Select a search operator Options are dependent upon the type of field being searched Options for text fields include Contains Begins with Equals Is Not Equal to Is Empty e Is Not Empty Options for fields associated with lookup lists include e Equals e Is Not Equal to e Is Empty e Is Not Empty Options for integer and date fields include e Equals Is Between Is Greater Than Is Greater Than or Equal To Is Less Than Is Less Than or Equal To Options for Yes No fields include only true or false search options Note Date searching requires that the date s entered be in the format established for the application
13. a new database for use with the AT page http archiviststoolkit org support InitializeOverview Please note that these steps assume that you have already downloaded and installed the ATReference client here http www boswyckfarms org consulting RAC Web _Installers install htm Please note that if you choose to use MySQL Administrator for database management Step 3 in the Archivists Toolkit Maintenance Program User Manual you may obtain the free download at http dev mysql com downloads gui tools 5 0 html When launching the MySQL Admin program use the following to connect to the MySQL server instance Server Host your server name Username root Password initial password set during install ACQUIRING AND INSTALLING THE ATREFERENCE Follow the instructions in Chapter 2 Acquiring and Installing the Archivists Toolkit in the Archivists Toolkit User Manual These instructions refer to the Archivists Toolkit throughout the documentation however the same principles and steps apply to the ATReference You can download the ATReference client application here http www boswyckfarms org consulting RAC Web Installers install htm ESTABLISHING THE DATABASE CONNECTION AND LOGGING IN Follow the instructions in Chapter 3 Archivists Toolkit Basics in the Archivists Toolkit User Manual to launch the ATReference establish the database connection and login to the ATReference The instructions r
14. and Forms Funding and Publications User Defined Fields Funding Date Funded Funding Type Publications Publication Date Publication Title Publication Type Add Publications Remove Publication NN 8 8 Biel ee First Previous Next Last Reports Close Save 1 Funding Record of funding awarded by the repository to the patron in support of their research The only required field for a valid funding record is Funding Type AR Funding Funding Type Topic Award Details E Ee oa First Previous Next Last Cancel OK e Funding Type A controlled list of types of funding available to the patron for their research The list is fully customizable The following options are included by default Option s grant 19 internship scholarship f Date Funded Date the funding is officially awarded to the patron recorded in YYYY YYYY MM or YYYY MM DD format Example s 2001 1999 01 1996 11 23 g Topic A detailed free text description of the patron s research topic for the specific grant being recorded Example s The social aspects of the hookworm campaign in the Caribbean specifically how those working for the Rockefeller Foundation perceived their roles within the social and cultural contexts in which they worked h Award Details Additional information regarding the nature of the funding awarded to the patron including award amount timeframe and any stipulations on expenses covered Example s
15. and information present in the programs while Class 1 represents access to only very basic data entry functions The access classes are defined in the table below with each subsequent class inheriting any restrictions from the classes above Access Level Title Level Superuser Class 4 Repository Manager Class 3 Project Manager Read Write All for all repositories using a single implementation For only the records of the repository to which they are assigned User records Repository records Data rules defaults Lookup lists Location records Accession records Resource records Resource component records Digital object records Instance records Name records Name contact records Subject records Patron records Data rules defaults Location records Accession records Resource records Resource component records Digital object records Instance records Name records Name contact records Subject records Patron records Read Only All for all repositories All records for the repository to which they are assigned Repository records User records Perform Function All functions For only the records of the repository to which they are assigned Editing lookup lists Linking names and subjects to accessions Linking names and subjects to resource and resource component records Linking locations to containers All reports outputs Creating editing users Class 4 or below Linking names and
16. ch the patron is located Example s United States Canada h Preferred Address A designation to indicate to the repository which address is preferred for contacting and sending material to the patron Only one address can be marked as preferred 14 Phone Numbers Telephone numbers for contacting the patron including home work and cell There is no limit to the number of phone numbers that can be recorded Enter at least the minimally required fields for a valid phone number record Phone Number Type and Phone Number AR Fhone Numbers Phone Number Type Preferred Phone Number EEEE E First Previous Next Last Cancel a Phone Number Type A controlled list of descriptive labels for the type of phone number being recorded The list is fully customizable The following options are included by default Option s beeper fax home mobile work b Phone Number Telephone number for contacting the patron Example s 312 555 2453 44 34521 554 644 12 15 16 c Preferred Phone Number A designation to indicate to the repository which number is preferred for contacting the patron Only one number can be marked as preferred Repository The name of the repository which has administrative responsibility for the patron records To change the selected repository press the PRUE INA DAA A button Click to highlight the repository you wish to connect to in the f Select pop up list and press the b
17. d ATReference fields These fields can be configured to the needs of your repository in the same way as the User Defined Fields in the Accessions Module of the Archivists Toolkit Follow the instructions in Chapter 15 Customizing the Archivists Toolkit in the Archivists Toolkit User Manual to configure user defined fields AR Patrons Patron Information Visits and Forms Funding and Publications User Defined Fields User Defined Date User Defined Text User Defined Date Po User Defined Boolean C User Defined Boolean User Defined Integert po User Defined Real User Defined Real User Defined Strings User Defined Texti User Defined Text4 HEEE a First Previous Next Last Reports Close Save CUSTOMIZING THE ATREFERENCE MODIFYING THE DATE FORMAT SETTING Follow the instructions in Chapter 15 Customizing the Archivists Toolkit in the Archivists Toolkit User Manual to modify the date format setting Patron date fields affected successfully by this date format setting modification are as follows Patron Visit Date Patron Form Date Completed Patron Publication Date Accessed Patron User Defined Date 1 and Patron User Defined Date 2 Patron date fields not affected by this date format setting modification are as follows date funded remains in ISO date format valid formats are YYYY YYYY MM YYYY MM DD and publication date
18. d in as Staff classes 1 5 from the Main Screen select Patron Records on the Tools drop down menu File Import Setup Reports Tools Help Search 28 List All O New Re Assessment Records Merge Locations A E Patron Records Subjects subject Ref Patron Records Accessions Patron Visit Summary Resources loso Digital Objects From the Patron Records list screen a Click on the button at the bottom of the window to add a new patron record b To open and edit an existing patron record click on the button at the bottom of the window Double click on the patron name to open and edit an existing patron record Administration Patrons O Record s Sork Mame Patron Type Institutional Affiliation Email1 Enter at least the minimally required fields for a valid record Primary Name Rest of Name and at least one phone number or email address Optionally also add edit the following component records a Addresses and Phone Numbers To add press the A9 Address button or the button To remove select the address or phone number and press the button or the Remove Number button To set a preferred address or phone number select the address or phone number and press the respective A b Visits Click on the Visits and Forms tab To add a new visit press the Add visit_ button If you would like to copy the details from a previously recorded visit same Contact Archivist
19. efer to the Archivists Toolkit throughout the documentation however the same principles and steps apply to the ATReference IMPORTING DATA THE XML SCHEMA Legacy patron data can be imported into the AT Reference Module through the use of an XML file based on the XML schema included in the in the AT This schema named patronImport xsd can be found in the conf directory located in the directory where the AT program and associated files are stored Patron data will need to be mapped to this XML schema This process is very similar to the process of mapping accessions data to the accessions XML schema More information on how to map data can be found in the Appendix Preparing XML Files section of the Archivists Toolkit User Manual When mapping data to the Patron Import schema it is important to keep in mind that the resulting XML file must e Validate against the patronimport xsd schema e Meet the minimum data requirements for import DATA IMPORT PROCESS Once the data has been mapped to the Patron Import schema it can be imported into the AT 1 Select Import gt Import Patron Records gt Import Patron Records XML File Import Setup Reports Tools Help o Import Accessions Tab delimited m CE E PO eports elete y Merge d Import Accessions XML FLA Import EAD JL Names Import MARC o Record s Import Digital Object Tab delimited C Import Patron Records i Import Patr
20. erence other please specify billing mailing billing mailing other beeper fax home mobile work onsite offsite Article book film thesis dissertation other please specify grant internship scholarship Rules Governing the Use of Manuscripts Request for Copies Permission to Publish 37
21. ext Last Cancel a Form Type A controlled list of types of forms required by the repository for the patron to sign in order to conduct research The list is fully customizable The following options are included by default Option s Rules Governing the Use of Manuscripts Request for Copies Permission to Publish b Date Completed Date the form is signed by the patron recorded in MM DD YYYY format Example s 11 23 1999 c Completed Checkbox to indicate if a form has been completed This functionality is somewhat redundant but is in place to enable legacy data or institutions who may wish to record that a form was completed but not the exact date it was signed d Notes General note field for capturing information that cannot be appropriately accommodated by other fields May be used to provide a summary as to the nature and need for the form being recorded Example s Rules Governing the Use of Manuscripts form details the policies and procedures patrons must follow when handling archival materials and conducting research in the Reading Room All patrons must read and sign the form in order to conduct research at the repository Special Permission form is required to access the Paul Ehrlich papers Any patrons wishing to conduct research in that specific collection must read and sign the form in addition to other repository required forms 18 FUNDING AND PUBLICATIONS TAB AR Patrons Patron Information Visits
22. g 4 Press the Select button 5 A pop up window will ask you if you are sure that you want to perform the merge and delete the other patron records Are you sure you want to merge 2 Patrons s into Robbins Rebecca This will delete the other Patrons s One patron record will now contain all of the data managed in addresses phone numbers visits forms funding and publications tables from all of the records involved in the merge The fields in the patron information tab excluding date from the address and phone number tables and user defined fields tab will retain only the original data from the patron record before the merge DATA EXPORT PROCESS Data can be exported from ATReference to an XML file 1 From the Patron Records list screen perform a filter or search to display only the patron records you wish to export You may select all of the records or only those that you wish to export 29 AR Administration Patrons 4 of 7000 Record s found for search list all Sort Mame Patron Type Institutional Affiliation Email1 eth Marisa Rockefeller Archive Center eth rockarch org Montgomery Laura Rockefeller Archive Center Imontzomery rockarch org Robbins Rebecca Rocke feller Archive Center brobbins rockarch org Sibyl Schaefer Rockefeller Archive Center sschaefen rackarch org Press the Export button Enter a location to save the file file name and select xml as file type An export log will appear
23. he minimally required fields for a valid address record Address Type Address 1 City Mail Code and Country 10 AR Fatron ddresses Address Type Address1 Address2 Address3 City Region Mail Code Country Preferred Address First Previous Next Last Cancel Address Type A controlled list of descriptive labels for the type of physical address being recorded The list is fully customizable The following options are included by default Option s billing mailing Use when the billing and mailing address are the same billing Use when entering a billing address that is different than a mailing address mailing Use when entering a mailing address that is different than a billing address other Use when entering an address type that cannot be captured with the previous options Address 1 Street or postal address for the patron Example s 112 Main St P O Box 27 Address 2 and Address 3 Additional address information needed to record the address of the patron Example s Unit 2 City Town City or town in which the patron is located Example s New York Ottawa State Region State province etc in which the city is located The choice of whether to use a mailing code NY or full name New York is determined by the repository Example s 11 NY Ontario f Mail Code Zip code or other postal code used in the address Examples 10118 K1R 7A8 g Country Name of the country in whi
24. ication citation union catalog web search workshop conference other Sort Name The complete concatenated version of the name containing all individual elements This is the form as it will be shown within ATReference displays and is exported in reports By default the Sort Name is automatically generated as content is entered into the record This feature can be activated or turned off through the Create Sort Name Automatically check box If the box is selected the Sort Name will be automatically generated as the record is created or edited If the Sort name is not automatically created as you wish the feature can be turned off and the Sort name can be edited manually If you select the Create Sort Name Automatically check box again the software will overwrite the manually edited Sort Name and enter the system generated name once again Example s Ackerman Michael D Patron Notes General note field for capturing information that cannot be appropriately accommodated by other fields Example s Patron will be in Stockholm doing research during June and would like photocopies requested during their most recent visit sent to their hotel Email s Electronic mail address by which the patron can be reached Up to two email addresses can be accommodated Example s tgarner ufl edu Addresses Physical addresses of the patron including mailing and billing There is no limit to the number of addresses that can be recorded Enter at least t
25. lications and other research products THE ATREFERENCE LICENSE ATReference TM Copyright O 2011 Rockefeller Archive Center All rights reserved This software is free You can redistribute it and or modify it under the terms of the Educational Community License ECL version 1 0 http www opensource org licenses ecl1 php This software is distributed in the hope that it will be useful but WITHOUT ANY WARRANTY without even the implied warranty of MERCHANTABILITY or FITNESS FOR A PARTICULAR PURPOSE See the ECL license for more details about permissions and limitations ATReference TM https github com RockefellerArchiveCenter ATReference wiki TEST FROM THE SANDBOX To download a test version from the sandbox to beta test please follow the instructions on the ATReference Wiki ATREFERENCE MAINTENANCE PROGRAM To initialize a new database instance upgrade an existing database instance to a new version of the ATReference or to run routine repairs follow the instructions as outlined in the Archivists Toolkit Maintenance Program User Manual available on the Archivists Toolkit website http archiviststoolkit org support MaintenanceProgram These instructions refer to the Archivists Toolkit throughout the documentation however the same principles and steps apply to the ATReference Maintenance Program Follow the steps 1 5 to initialize a new database for use with the ATReference found on the Overview Initializing
26. mber ss userDefinedReal2 realnumber S o y O userDefinedString 255 string ss userDefinedString2 255 string Jo ooo S O userDefinedString3 255s string o O userDefinedTextl 255s string S O userDefinedText2_ 255 string S O juserDefinedText3 255s string userDefinedText4 255 string o y O paddresstype 2550 string S O paddresst 255 string G O paddress2 255 string G O paddress3 2550 string d O pcity PEC string O d O regi n GB string ss county PEC string O d O pmailcode 9552 string d O preferredAddress boolean S O phoneNumber 255 string ss phoneNumberType 255s string S O preferredPhoneNumber boolean o O 3 HE ATReference Element Field Length DataType Rule Note contactArchivist 255 string S O researchPurpose 255s string o O 255 E G y O pvisitDate a G O pvisittype F255 string d O detailsOnResourcesUsed S O detailsOnResourcesUsed 255 string ooo S O juserDefinedBooleant boolean S O userDefinedStringl 255s string S O juserDefinedTextt sf text o O subjectTerm 255 string d O subjectTermType 255 _ string ss subjectSource 255 _ string ss namelinkRole 255 _ string S O namelinkForm 255 _ string ss namelype 255 string Person Family Corporate Body oO qualifier F255 string d O mameSource 255 string S O pnameRule 255 string d y O Po A Biography descriptionNote 2550 string
27. n records press the button 27 AR Patrons Search Editor Search Search By Linked Records search by linked record Visits Visit Type Visit Date Contact Archivist Research Purpose Visit Topic Funding Funding Date Funding Topic Funding Type Publications Publication Date Publication Title Publication Author Publication Type Addresses Country Region Address Type MERGING PATRON RECORDS Two or more patron records can be merged into one patron record 1 From the Patron Records list screen select the records that you wish to merge Aa Administration Patrons 6 of 7002 Record s found for search list all Sort Mame Patron Type Institutional Affiliation Ermail1 Hudspeth Marisa Rockefeller Archive Center mhudspeth rockarch org Montgomery Laura Rockefeller Archive Center Imontgomery rockarch org Pos Rockefeller Archive Center beccarabbins rockarch ore A Rockefeller Archive Center beckyrobbins rockarch org Pos Rocke feller Archive Center brobbins rockarch org Rockefeller Archive Center sschaefer rockarch org esco 2 Press the Merge button 3 Select one patron record to merge into Select a Patron record to merge into Sort Mame Patron Type Institutional Affiliation Email Robbins Becca Rockefeller Archive Center beccarobbins rockarch org Robbins Becky Rockefeller Archive Center beckyrobbins rockarch org Robbins Rebecca ss Rockefeller Archive Center brobbins rockarch or
28. of American History Location of Publication The place of publication distribution or printing of the publication Example s New York N Y 22 Issue Volume The number or symbol assigned to one publication of a series usually covering one calendar year Example s 3 IV 49 Page Numbers Alphanumeric characters representing page s of the publication title within the serial Example s li V 14 18 80 URL Uniform Resource Locator The address of a web page on the world wide web Example s http www nytimes com 2006 04 23 books review 23kamp html Date Accessed The date the web page was accessed Example s February 28 2010 20 Apr 2009 Copy Received A checkbox used to track receipt of a copy of the publication Other General note field for capturing publication information that cannot be appropriately accommodated by other fields Example s The archives received three signed copies of the publication from the author Subjects Links to authorized subjects describing the content of the work being cited including topical terms geographic terms and names Example s Bearn Alexander G 1923 2009 Charitable uses trusts and foundations Education Southern States History 20th century Entebbe Uganda 23 USER DEFINED FIELDS TAB The User Defined Fields tab is an area in which repositories can create and define custom fields to capture any information not otherwise captured by standar
29. olled list of types of publications typically generated by patrons The list is fully customizable The following options are included by default Option s Article in a newspaper or popular magazine Audiovisual material Book Book review Journal article Paper presented at a meeting or conference Thesis or dissertation 21 Website Other Specify Note Any custom Publication Type added to this list will not be formatted correctly in the associated Bibliography Report Publication Title Distinguishing name of the work being cited Example s Dangerous Donations Northern Philanthropy and Southern Black Education Publication Date Date the work being cited was published Example s 11 23 1996 Spring 2008 1999 March 1988 Publisher Person company or organization responsible for publishing the work being cited Example s Chapel Hill The University of North Carolina Press History of Education Quarterly Vol 8 New York Simon amp Schuster Collaborators Anyone the publication author worked or cooperated with on creating the work being cited such as a co author Example s Rabb Catherine S Publication Author The creator of the work or in the case of multiple authors the main author of the work Example s Jones Martha Serial Title Distinguishing name representing an entire serial publication such as a newspaper magazine journal or yearbook Example s New York Times The Journal
30. on Records XML FP Resources i Impe Digital Objects 2 Select the XML import file 3 Press the Import button The data will begin importing into the AT Importing Patrons Saving record 458 Cancel An import log will appear once the import is finished The import log will inform you of the total number of records processed the total number successfully imported the total number of records that failed to import and if any data errors occurred ADO import Log Total records processed 6900 Successful records 6891 Error records 9 Record 657 Smith John E field topic had data truncated Record 1250 Record 2198 Record 3035 Record 3377 Record H 3548 Record 3705 Record 4298 Jones Marta K field topic had data truncated Doe James field topic had data truncated Stewart Johanna Lin field topic had data truncated Lynn Kelly T field topic had data truncated Italo Jeremy field topic had data truncated Powers Barbara field topic had data truncated Chung Kay J field topic had data truncated 7 gt f A ran SF or Y 7 Copy Print C Save oK J MANAGING USERS IN THE ATREFERENCE The ATReference adds a new Class O permission level to the original Archivists Toolkit access classes Class 0 Patron No application or project management customization permissions Read only access to personal patron record Forms sec
31. once the export is finished The export log will inform you of the total number of records exported the total export time and the file path of the output file 30 APPENDIX A PREPARING XIML PATRON FILES ATREFERENCE Please see the Appendix Preparing XML Accession Files in the Archivists Toolkit User Manual for guidelines on importing XML data and mapping elements The chapter also outlines constraints on legacy data and XML file examples The instructions refer to the XML accession files throughout the documentation however the same principles and steps apply when importing XML patron data Use the patronImport xsd found in the conf folder in the directory where the ATReference is stored Please note that primaryName must be included in the XML for each patron for the file to validate PATRON ELEMENTS ATReference Element Field Length DataType Rule Note patronType 255 string S O howDidYouHearAboutUs 255 string ooo o O primaryName 255 string S O 255 E d y O pprefix GB stigs ss psuffix PEC stigs O G O tte 55 Bss institutionalAffiliation 255 string d O department 1255 string ss patronNotes 1255 string ss 255 E d yO pemail2 SB string d O inactive booleana PP O userDefinedDatel ate ss userDefinedDate2_ ate juserDefinedBooleant boolean o O juserDefinedBoolean2 boolean ooo S y O integer o d y Oo userDefinedinteger2 integer o O userDefinedReall realnu
32. pic for the specific visit being recorded Example s The social aspects of the hookworm campaign in the Caribbean specifically how those working for the Rockefeller Foundation perceived their roles within the social and cultural contexts in which they worked Research Purpose A free text field used to capture reasons a patron may be conducting their research Use to capture the intended research product examples include article book film thesis dissertation and unknown Subjects Links to controlled list of subject and name records in the subject and name modules describing the primary research topic including topical terms geographic terms and names Example s Bearn Alexander G 1923 2009 Charitable uses trusts and foundations Education Southern States History 20th century Entebbe Uganda Resources Used Gu eee Subjects and Names Resources Used User Defined Fields Resource Identifier Resource Title Add Resource Reomwve Resource Details On Resources Used cool i Under the Resources Used tab select t li Select the resource you wish to link 16 AR Patron Visits Lookup Resource Double click on a Resource to select it Or hit enter if a Resource is highlighted Extent Mumber Resource Id Extent Measurement Resource Identifier 1 Cubic feet 10195 a 15 paul Hibbet Clyde 109 Cubic feet WAPOR records 35 3 Cubic feet National Academy 25 4 Cubic feet ye Link
33. raduate program or equivalent at an academic institution donor representative Use this category for anyone conducting research on behalf of a donor or donor institution grade school student Use this category for anyone enrolled in K 12 or equivalent at a public or private school graduate student Use this category for anyone enrolled in a masters level graduate program or equivalent at an academic institution non academic Use this category for anyone who is not academically affiliated undergraduate student Use this category for anyone enrolled in an undergraduate program or equivalent at an academic institution Department A division or branch within an institution or organization with which the patron is affiliated Example s History Department Office of Human Resources Title Titles and other words associated with a name It may include titles designating rank office or nobility terms of address and other words or phrases associated with the name Example s Sir Chief Emperor Institutional Affiliation An organization or institution with which the patron is associated Example s University of Chicago Acme Discount Film Works Massachusetts Historical Society How Did You Hear About Us A controlled list of ways the patron discovered the archive collection The list is fully customizable The following options are included by default Option s 10 11 12 13 colleague referral donor referral publ
34. the appropriate Subject Type from the drop down menu as applicable iii Source or Rules are mandatory fields Select the appropriate choice from the drop down menu mi iv Press the OK button f lose Window f When all desired names and subjects have been linked press the Close Window y ton For a complete treatment of linking and creating Names and Subjects please see the chapters Managing Access Terms and Linking Name and Subject Records in the Archivists Toolkit User Manual When adding or editing any of the above individual components of the patron record at the bottom of the individual component record window press the 0K button to save the record press the 1 button to save the record and automatically open a window to add another record of the same type or press the Cancel button to exit out of the To save the overall patron record at the bottom of the record press the ae button to save the record press the component record without saving 1 button to save the record and automatically open a window to add another record of the same type or press the Close button to exit out of the patron record without saving To delete patron record s select the record s you wish to delete from the list screen of patron records and press the dito To close the Patrons window press the one tton from the list screen of patron records PATRON DATA ELEMENTS PATRON INFORMATION TAB AR Patrons Pa
35. tion Read Write access to personal patron record limited to adding new Visits Publications and Funding but not editing or deleting existing Unable to read or write patron records other than their own or Names Subjects Accessions Resources or Digital Object modules See Appendix B in this manual for detailed information on access classes REGISTERING RESEARCHERS BASIC STEPS FOR CREATING EDITING A PATRON RECORD 1 Ifyou are logged in as a Class O user before the application fully loads an additional name search window will appear Fatron Logon Prefix Last Name Family Name Surname Po First and Middle Names Po Suttix Es a If the patron has previously visited the repository and already has a patron record then search here to review and update The name entered must match exactly with the existing data and only those fields with existing data need to be populated For example if the existing record is for Albert P Farrington Jr the search must look like this Prefix Last Name Family Name Surname Primary Name Farrington First and Middle Names Rest of Name Albert P 2 3 4 Suffix Jr If the search is successful the patron will be able to access and edit their own individual patron record without being able to access any other data in the AT b Ifthe patron has not previously visited the repository press the adaratroo p utton A new record will open If you are logge
36. tron Information Visits and Forms Funding and Publications User Defined Fields Suite Po Institutional Affiliation How Did You Hear About Us Patron Notes A tt Addresses Phone Numbers Address Type Address Preferred Address Phone Number Phone Sumber Type Preferred Phone Hy hal Add Address Remove Address Set Preferred Add Number Set Preferred Repository atktest2 Change Repository _ Inactive First Previous Next Last Reports Close Save 1 Prefix Any word associated with a name that in regular use would come before the name Example s 2 Primary Name The family name surname or primary name of the individual Example s Livingston for Livingston Gilbert H 3 Rest of Name The given name of the individual along with middle name or initials if necessary to differentiate the name from other similar names Example s James Andrew for Castle James Andrew Suffix Any word associated with a name that in regular use would come after the name Example s Sr Jr HI Patron Type A controlled list of categories describing the kind of patron The list is fully customizable The following options are included by default Option s Patron Type Definition academic appointment Use this category for anyone with an active faculty position or equivalent at an academic institution whether adjunct interim tenured etc doctoral candidate Use this category for anyone enrolled in a doctoral level g
37. utton Inactive Checkbox to indicate if a patron record is inactive The archive may choose to check this box for patrons who are deceased or have invalid email address or other data 13 VISITS AND FORMS TAB AR Patrons Patron Information Visits and Forms Funding and Publications User Defined Fields Visit Dake Contact Archivist Add visit Duplicate visit Form Type Date Completed Completed First Previous Next Last Reports 14 1 Visits Information related to individual visits made by the patron to the repository to conduct research The only required field for a valid visit record is Visit Date AR Patron Visits Visit Date were Topic Research Purpose Add Reseach Purpose Edit Research Purpose Remove Reseach Purpose Subjects and Names Resources Used User Defined Fields Subjects Subject Add subject Edit Name Link Add Name ICM IATA ES First Previous Next Last Cancel a Visit Date Date the patron visits the repository recorded in MM DD YYYY format Example s 11 23 1996 i Visit Type A controlled list of types of patron visits The list is fully customizable The following options are included by default Option s onsite offsite 15 Contact Archivist The name of the archivist assisting the patron with their research Example s Agnes Booker Topic A detailed free text description of the patron s research to
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