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Archaeology Database Management: A Case Study in the Solution

1. Figure 4 3 6 Saving the File in CSV Format The proper save as type needs to be selected from the drop down menu for this case CSV comma delimited format Click the save button which will open a prompt window explaining that the 2000 and archaeology template csv may contain features that are not compatible with CSV comma delineated Do you want to keep the workbook in this format figure 4 3 7 2010 Archeology Template UMADC template csv may contain features that are not compatible with CSV Comma delimited Do you want to keep the workbook in this format To keep this format which leaves out any incompatible features dick Yes To preserve the features dick No Then save a copy in the latest Excel format To see what might be lost dick Help Figure 4 3 7 Keeping the Workbook in CSV Format Click yes The saved file will now be seen on the desktop and can be moved so it can be put into the proper file for conversion 4 4 UM ADC Conversion Program Instructions Now that the information has been moved from the first excel workbook to the properly formatted archaeology template it is time to run it through the conversion program so it will be compatible with ICMS during the import process The following process will explore how the data needs to be formatted and how to go about it while using the data conversion program created with cooperation with the University of Montana s Computer Science Department and
2. In this case click the red triangle in the navigation bar labeled MY 10 cultural resources After this is done a new screen will appear which will be labeled collections MY 10 cultural resource figure 5 3 8 Navigator rar Home Page 31 Global Search Results Re Management Reports Re Collections bA mrio Cultural Resou S5 Catalog Records i HEH My Tags EJ Shared Tags gt Built In Filters 1 Accession Nu j Catalog Num gt Controlled Pr j gt Count Fix H ba Draft Records i 1 i gt NAGPRA o nn Collections MY10 Cultural Resources SS MY10 Cultural Resources Conservation 1 Exhibits g Loans out BB Loans In x Maintenance D Deaccessions QQ Restrictions Se Management H i H H I i Lead Locality os Names Y Artist Maker Eminent Figure Yas Names and Addresses ew Custom i i a Inventory Control Page i gt Inventory Random Sample l 47 Inventory Controlled Property Ha Inventory Accessions LS Field Properties 3 Public Search Configuration Le Table Sharing Configuration Figure 5 3 8 Selecting the Catalog Records Step Three Now you want to select the catalog records which is located one down from the red triangle located in the navigation window This can be done also in the home window which is to the right of the navigation plane After catalog
3. Fs 1 Only indude rows where the joined fields from both tables are equal 2 Indude ALL records from 48YE1556 FS Log and only those records from 48YE 1556 Lithics where the joined fields are equal 3 Indude ALL records from 48YE1556 Lithics and only those records from 48YE 1556 FS Log where the joined fields are equal ok me me Figure 3 2 8 Selecting the Joint Properties between the Tables in the Query Design Window Step seven After the joint property options are selected the next step is to gather the required information that needs to be pulled from both tables In the query window two windows should be open the ES log table and the lithics table At the bottom of the window there are a number of rows and columns that contain the words field table sort show criteria and or This is where the selections will appear after they have been selected for the two tables Each selection is made by double clicking the required label in the drop down menu of both tables For this example the following information will be pulled from the FS log table FS number Northing Easting TU level and comments In the case of the lithics table the selected information will include count weight class code and material code After each title has been selected it ll appear on the bottom of the page below where the FS log and lithics table are open After all information is selected apply the run com
4. 13 Figure 3 2 9 Selecting the Desired Information from the Tables to Design the Query Parameters A os ata 14 Figure 3 2 10 The Information Displayed after the Query Command Has Been Selected 15 Figure 3 2 11 Selecting an Opening Microsoft Excel for data import From Access 0 16 Figure 3 2 12 Creating the Excel Workbook viii nal 17 Figure 3 2 13 Inserting the Access Data ts 18 Figure 3 2 14 The 2010 Archaeology template Spreadsheet Format cooocnnccnnocinocccinannnannonncnncnnns 20 Figure 4 3 1 viewing to workbooks that once nase eines 26 Figure 4 3 2 Selecting a Worker Column for the Copying of Information 26 Figure 4 3 3 Selecting the Data Copy in e ina 27 Figure 4 3 4 Selecting the Paste Command nee eG 27 Fig r 4 3 5 Saving the Template 232 2 22 29 Figure 4 3 6 Saving the File in CSV Format vinil di 30 Figure 4 3 7 Keeping the Workbook in CSV Format 22002200n20osnnonsennnnsonnenonnnonsennnnsonnnn 30 Figure 4 4 1 Running the Converter Program Sana 31 Figure 4 4 2 Moving the Excel File into the Original Files Folder of the Converter Program 32 Figure 4 4 3 Confirming the Excel File has Been Moved uuussnersnnesnnesnnnensnersnnennnennnnen nn enn 33 Figure 4 4 4 Starting the Converter Program 2 une een 33 Figure 4 4 5 The Main Screen of the Converter Program cooooocncccnononooncnoncnonnnonn non nono nonanncnna cono ncnns 34 Figure 4 4 6 The Workspace of the Co
5. 9 YFIL 2779 204287 48YFN380 4 M lithics list other samples types list 2010 Archeoloav Template Compatibility Model Figure 4 3 2 Selecting a Worker Column for the Copying of Information Step two After the desired information has been selected right click within the block of selected information to select the copy command figure 4 3 3 FO TI rie E Home Insert Page Layout Forme D E aaa Page Page Break Custom Full I Gridlir Layout Preview Views Screen Workbook Views B2 E fe 204280 2010 ICMS list a A _ 1 Accession No Catalog No Site No YELL 2729 YELL 2729 YELL 2729 YELL 2729 YELL 2729 YELL 2729 YELL 2729 Figure 4 3 3 Selecting the Data Copy Now scroll down to the column title in the archaeological template and click directly below that title Then right click and select the paste command figure 4 3 4 A Home Insert Page Layout Formulas Data Review View tB EE 3 e Y Ruler I Formula Bar Q La Page Page Break Custom Full Y Gridlines Y Headings Zoom 100 Layout Preview Views Screen Workbook Views Show Zoo 82 ME fe 204280 2010 ICMS list Site Name Es u AN S Bae d IB Z o A ERE alaouvrnneon Inkatnden Daneg House 204 s ip House YELL 2729 2042 A Copy Ip House YELL 2729 42 I Paste Options ip House _9_YFIL 2799 E in House meo Lf lithics list fal Paste Special 2 Figur
6. archaeologists began to look at the idea of combining the excavated archaeological data into a mapping GIS database The major reason for this was that archaeological inventories were traditionally recorded as a simple data only database however with the creation of GIS it was seen that this data did not represent the archaeological landscape context Some excavation databases of the 1990s began to move away from the simple data records and began to integrate computer aided design plans but they archaeological finds in the field During the 1990s archaeologists began to bring forth a new discussion of using archaeological databases for the recording monuments both regional and national for cultural resource management purposes The main idea that this discussion brought forth was archaeological databases can be used by a large group of researchers to gain access to information that spread all over the world For archaeology the computer revolution has created an explosion in the data being recorded and stored for archaeological investigations For the archaeologists a database is considered to be a pool of information that has the ability to supply the user with information for the use of making educated decisions interpretations and test hypotheses A database tends to have two ways to modify the data input and output In the case of input archaeologists often ask questions add new information and modify existing data On the other
7. 2 48YE0380 Lake Lodge Pump House 44 1 3 3 4933743 548532 surface Uniface chert 3 48YE0380 Lake Lodge Pump House 46 1 0 3 4933743 548532 TU 2 Level 1 Debitage obsidian 4 48YE0380 Lake Lodge Pump House 47 1 0 7 4933743 548532 TU 2 Level 2 Debitage chert 5 48YE0380 Lake Lodge Pump House 47 9 3 6 4933743 548532 TU 2 Level 2 Debitage obsidian 6 48YE0380 Lake Lodge Pump House 43 6 10 8 4933743 548532 TU 2 Level 3 Debitage obsidian projectile 7 48YE0380 Lake Lodge Pump House 70 1 5 3 4933786 548541 surface point chert 8 48YE0380 Lake Lodge Pump House 75 1 7 8 4933751 548542 surface Biface obsidian 9 48YE0380 Lake Lodge Pump House 76 1 0 9 4933751 548542 TU 3 Level 2 Debitage obsidian 10 48YE0380 Lake Lodge Pump House 78 1 1 6 4933751 548542 TU 3 Level 3 Debitage chert 1 48YE0380 Lake Lodge Pump House 78 6 4 2 4933751 548542 TU 3 Level 3 Debitage obsidian 12 48YE0380 Lake Lodge Pump House 79 3 4 4 4933751 548542 TU3 Level 4 Debitage chert 13 48YE0380 Lake Lodge Pump House 79 10 5 4933751 548542 TU 3 Level 4 Debitage obsidian 14 48YE0380 Lake Lodge Pump House 81 1 4 1 4933751 548542 TU 3 LevelS Biface obsidian Figure 3 2 13 Inserting the Access Data Note that not every column can be filled from the information gathered in the created access query Catalog number accession number site number and site name have remained blank Since a query will have to be designed for each site located in the database certain information needs to be added after
8. Import File Columns Catalog Accession Class 1 Class 2 Class 3 Class 4 Object Location Object Status Item Count Storage Unit Description Measurements Other Mumhere Material Conditian Identified Rv Field Site Within Site Skate Site Site Mame IITM FEIN HickiCilt Dar Field mapping MoveUp Move Down Insert Append Delete Rediscovery Field Append data for import Save Template J Use this template Figure 5 3 16 creating a field mapping for the new template 1 Hist Cult Per 13 Storage Unit 2 UTM Z E N 14 Item Count 3 Site Name 15 Object Status 4 State Site 16 Location 5 Within Site 17 Object 6 Field Site 18 Class 4 7 Identified by 19 Class 3 8 Condition 20 Class 2 9 Material 21 Class 1 10 Other Numbers 22 Accession 11 Measurements 23 Catalog 12 Description after all the fields have been entered it should be in reverse order Or to put it another way catalog will be on the top and Hist Cult Per on the bottom figure 5 3 17 Z Import Export Records Create a New Template Enter properties information for your template and map the incoming fields to Rediscovery fields For fields you do not want to import select Skip For data in specific fields that you want to append to existing catalog records memo fields only select Append data for import for that field Template Name MYAP 2010 Description 8 Allow others to view my template Allow only me to vie
9. Last Modified on Import File Columns Catalog Accession Class 1 Class 2 Class 3 Class 4 Object Location Object Status Item Count Storage Unit Description Measurements Other Numbers Material Condition Identified Ru Field Site Within Site Skate Site Site Mame IITM 7IFIN HickiCiult Der Field mapping Move Up Move Down Rediscovery Field Fl Save Template Use this template Figure 5 3 15 Building the Template in ICMS After the template has been named we need to select the field mapping in order to map the imported records into ICMS This is done by selecting a box located under the rediscovery field tab The field names in the Excel 2010 archaeology template must match exactly to the labels which are the column names in the spreadsheet that will be selected in the rediscovery field In this case we will start from right to left from the 2010 archaeology template workbook Figure 5 3 16 Rei Import Export Records Create a New Template Enter properties information for your template and map the incoming fields to Rediscovery fields For fields you do not want to import select Skip For data in specific fields that you want to append to existing catalog records memo fields only select Append data for import for that field Template Name MYAP 2010 Description Allow others to view my template VU Allow only me to view my template Created by Last Modified by Created on Last Modified on
10. Pictures UMAD Converter Converted Files 6 9 2012 12 45PM Shortcut 1KB H Videos 2 UMAD Converter Original Files 6 9 2012 12 44 PM Shortcut 1 KB UMAD Converter 6 9 201212 46 PM Shortcut 3 KB 3 Homegroup CF UMartifactDataConverter 6 9 2012 1 37 PM ClickOnce Applica 2KB UMArtifactDataConverter 6 9 20121 37PM Application 152 KB A Computer UMArtifactDataConverter exe 1 22 201212 19 AM XML Configuratio 1KB fi Local Disk C UMArtifactDataConverter exe manifest 6 9 2012 1 37 PM MANIFEST File 7KB FreeAgent Drive E UMArtifactDataConverter pdb 6 9 2012 1 37 PM PDB File 60 KB E Removable Disk F ZP UMArtifactDataConverter vshost 6 9 2012 1 37 PM ClickOnce Applica 2KB E UMArtifactDataConverter vshost 6 9 2012 1 37 PM Application 12 KB Gia Network E UMArtifactDataConverter vshost exe 1 22 201212 19 AM XML Configuratio 1KB A NTG PC UMArtifactDataConverter vshost exe ma 6 9 2012 1 37 PM MANIFEST File 7KB Figure 4 4 4 Starting the Converter Program After the application has been selected a new window should appear with the University of Montana logo that allows you to select the file desired to be converted Then select the open file button which is in the upper left hand corner of the window figure 4 4 5 lt The University of Montana Figure 4 4 5 The Main Screen of the Converter Program A new prompt window will appear allowing the selection of the file that needs to be converted In this ca
11. database Ruggles 1992 Up to this point most archaeological inventories were traditionally implemented into simple data only database however with the advent of GIS archaeologists now see the inadequate representation of archaeological landscapes contained in the traditional database structure Richards 1998 Because archaeologists have seen inadequacies in the representation of archaeological landscapes the excavation databases of the 1990s began to move away from simple data records towards the integration of computer aided design plan data with archaeological finds in contextual data Richards 1998 An example of an integrated database is the one used by the Scottish urban archaeological trust This database represents one of the most complete examples about computerized databases can integrate basic archaeological finds contextual records using single digitized context plans photographs and other archaeological information Raines 1995 The 1990s have also brought in another discussion into the mix of archaeological databases being used for recording monuments both regional and national for cultural resource management purposes Archaeological databases can enable a large group of researchers to gain access to information that is dispersed all through the world Woosley 1992 An example of a database is that of the United States National Park Service is National Archaeological Database which holds inventories of over 120 000 diffe
12. files and double click to access the folder figure 4 4 2 Include in library y Share with v Burn New folder 3X Favorites Name Date modified EE Desktop de Converted Files 6 2 56PM File folder d Downloads de Data Files E M File folder Y Recent Places Je Original Files File folder Le Partially Converted Files 2012 File folder A Libraries de Source Code 6 2 V File folder 4 Documents LumenWorks Framework lO dil 2 201211 19 AM Application extens a Music LumenWorks Framework JO 2 2012 11 19 AM XML Document E Pictures UMAD Converter Converted Files 6 Shortcut H Videos UMAD Converter Original Files 6 M Shortcut UMAD Converter 6 9 M Shortcut 3 Homegroup CF UMArtifactDataConverter 6 9 2012 V ClickOnce Applica 13 UMArtifactDataConverter 6 2137 PM Application ME Computer B UMArtifactDataConverter exe XML Configuratio ls Local Disk C UMAntifactDataConverter exe manifest 6 2 M MANIFEST File FreeAgent Drive E UMArtifactDataConverter pdb 6 2 M PDB File E Removable Disk F BE UMArtifactDataConverter vshost 6 9 37 PM ClickOnce Applica 7 UMArtifactDataConverter vshost 6 9 2012 1 37 PM Application Gy Network 3 UMArtifactDataConverter vshost exe 22 2012 12 19 AM XML Configuratio E NTG PC L UMArtifactDataConverter vshost exe ma 6 9 2012 1 37 PM MANIFEST File Original Files State B Shared Shared with Homegroup Filefolder Date modified 6 9 2012 1 55 PM Figure 4 4 2 Moving the Exce
13. for cataloging objects using discipline specific and unit specific fields It allows for the easy search of objects by using a word search function It allows the creation reports track loans exhibits and the deacessioning of artifacts 5 2 ICMS History This idea of a collection management system as developed over many decades The basic idea of the ICMS database started back in 1988 when the first system to manage archaeological collections was created Following that in 1989 the company began to consult with museum professionals to develop a total museum information system whose goal was to integrate all relevant data for object collections archives reference libraries and archaeological sites on one platform In 1993 the Re discover database software was converted for use with Microsoft Windows As a result of the databases ability to run on Windows in 1997 the software was released as a web application that allowed the public to search museums and archival collections That same year the National Park Service contacted rediscovery in order to provide a collection management system throughout their many departments In 2000 The Canadian Heritage Information Network accredits the database software as a collection management system that successfully meets collection management standards As a result of accreditation in 2003 the Gen services administration awarded a contract to rediscovery to provide software s
14. from the field differentiated by the year being imported This is done by clicking the tools tab and selecting create new directory figure 5 3 3 Navigatio Y Redlassiy and Sweep Words scovery for the U S De 3 Home Page J Words to Exclude from Word Search me RED ORe System A OHR Global Search Re Re Management Rep Create New Directory Re Collections Delete a Directory lace to begin S mr 0 Culture BD Catalog Re results Image Conversion GEH My Tags User Security sports i om Shared System Options 9 Built In iral Resources ae My Filter Fiscal Year Summary Report a gt Shared Catalog Comparison Z My Quic TTS tables Update Software Updates eo Accessions amp Conservation a Figure 5 3 3 Creating a new director in ICMS After clicking on the create directory command a new window will appear titled Create New Directory This box will allow you to enter a directory name that consists of 3 to 5 characters with no spaces or symbols For this example we will enter MY 10 for the directory name representing the 2010 artifact collection database It also allows the creation of a directory type and a model type In this case you will want to select cultural resources from the directory type After you selected directory type click the box located underneath the directory type selection area and click use DOI or NPS center model directory After the boxes have been checked new c
15. hand output can be considered as the answers to the questions asked from the data the updating of data already existing or the updating of the entire database As a result more complicated questions are being asked of the data However since each archaeological project is governed by the goals of the project the way the information is classified and recorded also differs This can create problems for information to be transferred to other researchers to conduct their own research from the recovered data For example this project collected the information in a database built for its needs However as part of the agreement the National Park Service all the data needed to be transferred into their database Unfortunately neither database program has the ability to communicate with one another As a result the information needed to be reclassified and converted in order to be transferable This is just one small example of a problem that archaeologists face using different research methods data collection and database programs during the conducting other field research Due to the fact that the information was not in the proper format a large amount of time had to be spent converting each record This becomes a monumental task as the size of the project grows For this project the first attempt at the conversion of data was done by exporting the information into the spreadsheet where it would be changed line by line into the proper template
16. of creating a bridge program between Microsoft Access and ICMS and possibly modified to meet the needs of archaeologists dealing with incompatibility of data between databases and organizations Anytime information can be shared in academia it can allow us to have a more complete picture of the world taken from the archaeological record Cited References Banning E 2000 The Archaeologist s Laboratory The Analysis of Archaeological Data Kluwer Academic Plenum publishers New York Bernard 1991 Analyzing Information For Database Design an introduction for archaeologists Ross S Moffett j and Henderson J editors computing For Archaeologists Oxford University committee for archaeology Monographs number 18 Oxford PP 99 109 Dibble Harold and Shannon P McPherron 1988 On the computerization of Archaeological Projects Journal of Field archaeology 15 431 440 Gains Sylvia 1981 Database Applications in Archaeology Tucson University Of Arizona Press Hoopes John 1997 The Future of the Past Archaeology and Anthropology on the World Wide Web Archives and Museum informatics 11 87 105 Myers John 2000 The Use of Computers in Cultural Resource Management In Williamson Ray and Nickens Paul editors Science and Technology in Historic Preservation Kluwer Academic Plenum publishers New York Raines 1995 towards a computerized desktop Integrated Archaeological Database System In Huggett J and Ryan N e
17. that the first record has been converted the above process need to be repeated until all records have been converted In order to continue to the next record you need to click the next button which is located to the right of the record number figure 4 4 8 Note after you completed the first record and move on to the second a new button will appear which will allow you to also go back to the previous record This button is located to the left between the save and close button and record number Save and Close 1 of 24 Next gt Original Info Converted Info Original Info Converted Info Original l 1 Catalog Number 9 Object Status 17 Identified By LL 2729 YELL 2729 _ 2 Accession Number 10 Item Count 18 Field Site IYFI1 20428 YFI 1 20422 h E laayFoasn Figure 4 4 8 Selecting the Next Record You continue this process until you have processed all the records In case you need to stop and go back later and close button Click the save and close button This will allow you to save the converted records up to that point and when you reopen the program it should start where you left off It should be noted that when you save and close the program it will make the changes so that the workbook contains exact template that is needed for the ICMS import and saves it in the CSV format Then the program terminates In order to start the program again you need to select the converter application and open the file th
18. the access database and the Excel workbook Within Site Enter the test unit and level where the artifacts were recovered from State site Enter the assigned state site number This number will be the same as the field site number Site Name Enter the assigned site name if given one If no name is given just insert the field site number UTM Z E N Enter the UTM Universal transverse Mercator grid coordinates for the collection site The field is formatted to accept two digits a slash six digits a slash and seven digits as follows UTM zone 2 numbers UTM X Easting 6 numbers UTM Y Nothing 7 numbers In this case would look like XX XXXXXX XXXXXXX Lat Long N W Either latitude longitude or UTM coordinates are required for every specimen For MY AP UTM coordinates will be used and the Lat Long column will be left blank After the conversion has been done the converter program will remove this column in the final template to be inserted into ICMS Hist Cult Period if this information is known identify the period that the artifact 1s associated with For example you could enter archaic Paleo Indian etc For help referred to the Museum part 2 handbook 4 3 The Process of Moving Data from the first workbook to the ICMS import template Now that each column has been discussed the information needs to be moved from the first excel template created to contain the query data obtained from the access d
19. the file C Documents and Settings XPMUser Desktop MYAP 2010 Database ICMS Conversion option b csv Figure 5 3 23 are you sure you want to import the file After some time a new window will appear saying that the number of records is processed this number depends on the number of entries in the Excel file Click okay figure5 3 24 Re discovery for the U S Department of the Interior ICMS X 1 1500 records processed Figure 5 3 24 Showing that the process is complete Another window will appear which will display the number of records that have been imported into the database Click finish figure 5 3 25 Z Import Export Records ala Import Process Reporting Click Start Import to import the data from the external file Import File Records Read 1500 Records Added 1500 Records Updated 0 Records Skipped 0 1500 records processed Figure5 3 25 Showing the Number Records Added If everything import successfully the next step is to save the catalog records into a zipped folder that can be e mailed to the register at Yellowstone National Park First select file and scroll down to the transfer command Second select the transfer records to disk option figure 5 3 26 Z Re discovery for the U S Department of the Interior ICMS Ele Edit View Record Tools Help Import Export gt MEINER uu as E a ST Ed Print Preview 3 Collections MY10 Cultural Resources Catalog Records E
20. the query information has been copied to the spreadsheet In this case the catalog and the accession number will be assigned by the park s registrar and should be added to the spreadsheet before the numbers have been assigned to the corresponding artifacts The only information that truly needs to be added to the spreadsheet are the site number and site name This information is found in the navigation window that contains all the table names So the site number would be 48 YE0380 and the site name would be the Lake Lodge pumphouse This process needs to be completed for each site in the selected years database and the information exported into the Excel spreadsheet After the information from the query is exported to Excel workbook some of the information needs to be combined in order to fit the Excel template In this case the test unit and level columns must be combined and put into the spreadsheet column labeled location within site For example say the test unit is in column K the level is in column L we need to combine the information into another cell in this case column J The following formula is created to do such that and is as follows K2 amp amp L2 The following formula changes incrementally as you move down the columns As a result the next line of the formula would be K3 amp amp L3 and so on After information is converted it needs to be carried over to the I CMS template Excel workbook Befor
21. the year that need to be converted into the proper format for ICMS After the desired database file has been found you need to open it in Microsoft access to gather the required data In this case the 2009 MYAP database will be selected figure 3 2 1 Lo 2009 curation CD UM Yell Lake Organize v A Open y Share with w Burn New folder x en Name Date modified Type Size BZ Desktop de 2009 MYAP photo downloads 12 12 2011 5 15PM File folder B Downloads de garmin gps downloads 09 riyap 12 12 2011 5 12PM File folder Recent Places de MYADOS Botanical Survey 12 12 2011 5 12 PM File folder 3 2009 MYAP database 8 13 2012 8 59 AM Microsoft Access 16 880 kB T Libraries amp 2009 myap ICMS upload spreadsheet 5 19 20111 32PM Microsoft Excel W 477 KB E Documents TE Yell ake 09 10 North Shore report VINAI 7 8 2011100PM Adobe Acrobat D 45 121 KB d Music E Pictures E Videos A Homegroup Figure 3 2 1 Choosing the Database to Open In Microsoft Access Step two double click the desired file to open Access When Access opens you should see located on the left hand side of the screen displaying the different field site FS logs of that year s projects figure 3 2 2 Hame Creste Ederral Data Database Tools Acrobat t yr ala Zr selectio gt mF Nev Totais A a Replace ao la Copy 41 9 ed Save YF Spelling F Forma Painter MO ove Sort W Toggle Fiter Ayo XK Delete gt R
22. wee Miro Seco Do HRC S EA eee O Core 0 39 46 1 u HRC S EA D 0 7947 C ne HRC Sas EA D 3 69 47 Om Cao Mace bar Tan es lao e u HRC 5 EA Did 48 1 1 wee HRC 5 EA u 5 3g 70 Late ud Figure 5 3 13 import text Delimiter When the next button is clicked another prompt will appear asking you to select a template It gives you the option to open existing template or create a new template In this case we will create a new template which can be saved for later use or be modified so it doesn t be entered each time Select create new template and click the next button figure 5 3 14 SE Import Export Records Select a Template Do you want to use an existing template or create a new one O Open an existing template Create a new template Figure 5 3 14 Selecting Create New Template First a template name needs to be created For this example MYAP 2010 will be entered figure 5 3 15 Import Export Records Create a New Template Enter properties information for your template and map the incoming fields to Rediscovery fields For fields you do not want to import select Skip For data in specific fields that you want to append to existing catalog records memo fields only select Append data for import for that field Template Name MYAP 2010 Description Allow others to view my template D Allow only me to view my template Created by Last Modified by Created on
23. Archaeology Database Management A Case Study in the Solution of Incompatibility Issues between Different Archaeological Databases By Nathaniel Matthew Scherr B S Anthropology University of Montana Missoula MT 59812 Professional Paper Presented in Partial Fulfillment of the Requirements for the Degree of Masters of Arts Anthropology The University Montana Missoula MT Fall 2012 Approved by Sandy Ross Associate Dean of the Graduate School Graduate School Dr Douglas H MacDonald Chair Department of Anthropology Dr John Douglas Department of anthropology Michael O Connor Department Of Computer Science Table of Contents 1 Chapter 1 Introduction dur herent een esterases 1 2 Chapter 2 The Trend of Archaeological Computerized Databases nu en 3 2 1 Archaeological Computerized Databases anne 3 2 2 The History of Archaeological Databases ooonoccnnccnocococcnnonnnonnnooncnnnn noma nono ncnonnnnnnnnnnnons 3 2 3 The Issues of Archaeological Databases viii 5 24 A Solution to the Prol 6 3 Chapter 3 Phase 1 Exporting Data Into Excel Workbook oooonoccnnnnnnocinocccnoconacncnannononcnnns 7 3 1 Introduction A nT AEEA aao aah 7 3 2 Moving Data from Microsoft Access to Microsoft Excel ooooocccnccioccnooccconccannnnnnncnnnnnn 8 4 Chapter 4 Phase 2 Moving the Data to the Excel Template coccion 21 Ni A nee er 21 42 Cataloging with the Proper Export Fomat een 21 4 3 The Process of Moving Data fro
24. If your incoming data file is formatted correctly the data will import successfully creating NPS museum catalog records in ICMS If you data is formatted incorrectly it will be returned to you for corrections
25. MS provided by YNP museum staff This template includes all mandatory data fields and will be emailed to you with your museum accession number If you need another copy of this database template please contact the museum registrar at 307 344 2267 If you are cataloging other artifacts or specimens contact the Museum Registrar for a different template Do not use the archaeology cataloging template to catalog biology or paleontology specimens If you have data that requires additional fields contact the Museum Registrar to discuss additional needs and a new export template will be emailed to you Do not add your own fields without discussing it with the Museum Registrar The export file is an Excel worksheet called archaeology template xls If you have already created databases in Excel or Access you will have to modify them to successfully import your data into ICMS The Catalog number must be the first column in your file The catalog number is the unique key that ICMS uses to match up existing records with the incoming data so records can be updated as well as added to the database The catalog numbers are assigned by the Museum Registrar Please contact YNP s registrar for catalog numbers do not make up your own e The column headers in your file must match the fields in the provided template The easiest way to accomplish this is to start with a template exported from ICMS e The columns must be in the same order in you
26. Print List Drag a column header here to group by that column Launch E Mail FAT mE Catalog o Backup Data F YELL 204280 E Restore Full System Backup m YELL 204281 D Data Updates formerly Laptop Copy gt VEU 204202 Di Loadto Empty Direckory Transfer b Transfer Record s to Another Directory E Images Multimedia Log on as different user Transfer Record s to Disk PE A Exit Alt F4 Transfer Record s From Disk Catalog N TOETER Lokace l i i H Controlled Figure 5 3 26 Transferring to disk A prompt window will appear asking you to verify the options transferring records to disk You have the option to select either the current record or to save the total number of records that have been imported into ICMS Select the total number of records and set the location to transfer the zip file to the desktop Next select the use default transfer zip file name option which will suggest the default transfer zip file name Then click start transfer figure 5 3 27 ZB Transfer Records to Disk Catalog Records Transfer Records to Disk Verify options and click Start Transfer to create a transfer zip file You can use the resulting zip file in another system or directory by utilizing the Transfer Records from Disk menu option what to transfer Location to save the transfer zip file C Documents and Settings XPMUSser Desktop Browse lv Use default transfer zip filename Defaul
27. The following labels need to be created in the columns to be compatible with the information necessary for the MPS database Accession Catalog Site Site Name FS Number Count Weight Northing Easting Location Within Site TU Level Class material Age and comments There should be a label in columns A through O figure 3 2 12 Kl d gt iS ccess to first Excel template Microsoft Excel ro 14 Insert Page Layout Formulas Data Review View Developer Acrobat oQosR Cut v I Gnosis ao Calibri url V Siwrap Text General E BA yy 7 2 Ay a Ba Copy sel 5 G Z Paste Bi Y BBB ESE DiWergeicener 88 Conditional Format Cell Insert Delete Format Sort amp Find amp GF Format Painter u ira SSS FS p LI Formatting gt as Table Styles le Filter Select t t t Mi t Al y fx Accession No 3 B c D E F G H i J K L M N O p Accession No Icatalog No Site No Site Name FSNumber Count Wei N E Location Within Site TU Level Class Material Age ro NoU wN Figure 3 2 12 Creating the Excel Workbook If you are creating the workbook from scratch you must save the file when done click file save as and enter the filename as 2010 ICMS list Now that the Excel spreadsheet has been created or selected from the included file it is time to move the information gathered from the query design and move it to the working Excel template For example consider
28. a query created with the 2010 artifact database the information needs to be moved to the corresponding columns on the template In this case for example we would move the information from the access query pertaining to the FS log select the column containing FS number copy and paste that information and then move it to the Excel workbook This is done by selecting the column you re working on then right click in the blue area and select the copy command Now select the Excel workbook that you opened and paste the information into the corresponding column This step is repeated until all the information the query is moved to the corresponding Excel columns It should look similar to figure 3 2 13 Wi ra cess plas ic lt PSUS to te Microsoft Excel WN Een Ho Insert Page Layout Formulas Data Review View Developer Acrobat ol Y Cut el l Fa 7 AutoSum gt Ap Calibri u AN Ea V EiwrpTet General E i 197 5 x a Za Copy 7 a i F Fi gt Ag aA Paste A E wi dy RC SN 9 99 Conditional Format Cell Insert Delete Format Sort amp Find amp J Format Painter B 7 U EA zn Eid Mespe Center 9 wes Formatting as Table Styles D Clear Fitter Select Clipboard Font d Number tyles Cel Editing 01 v f Age wi A B c D E F G H 1 J K L M N A Jaccession No Catalog No Site No Site Name FS Number Count Weight N E Location Within Site TU Level Class Material e
29. at you been working on It s important to state that this file will be moved into the partially converted files automatically when you hit save A window will appear where you select the partially converted file and select the file you need to continue working figure 4 4 9 E Open csv Fil Organize New folder d Downloads 2 Name E Recent Pi Converted Files Le Data Files Le Original Files Le Partially Converted Files de Source Code UMAD Converter Converted Files A Libraries 3 Documents a Music fe Pictures B Videos UMAD Converter Original Files e Homegroup E Computer ly Local Disk C DVD RW Drive D _ 4 File name v esufiles es X Figure 4 4 9 When Saving Your Work the File Will Be Moved into the Partially Completed Folder At any point you have the ability to jump to any record This is done by entering the record number on the bottom right of the program and click jump to record For example you want to jump to record 12 enter 12 in the jump to record box and click it Record 12 in this example of 24 will be displayed When all records have been completed and you are on the last record a new title will appear under the record number prompting to click save and close to finish figure 4 4 10 24 of 24 Click Save and Close to finish Original Info Converted Info Original Info Converted Info Original Info 1 Catalog Number 9 Ob
30. atabase to the ICMS transfer template In this case this is the file named the 2010 archaeology template xlsx In order to complete this operation both the Excel workbook created from the query data and the 2010 archaeology template need to be opened at the same time After both workbooks are open go to the view tab and then click the view side by side figure 4 3 1 Wa Home Insert Pagelayout Formulas Data Revi Ho UU abre coe 219 SOS AS am View Developer Acrobat of Hide Layout Preview Views Screen Giidines BZ Headings Zoom 10 Window AN Panes C Unhide BIB Reset Window Poston workspace Windows Workbook Vieves Show Zoom Window Macros cs CA 2010 ICMS list 1 Accession No Catalog No Site No Site Name S Nur Ee in u teve y steril 2 YELL 2729 204280 48YE0380 Lake Lodge Pump House aa 4933743 surface surface Uniface ichert 3 YELL 2729 204281 48YE0380 Lake Lodge Pump House 46 1 0 3 4933743 548532 TU 2 Level 1 TU 2 Level 1 Debitage lobsidian 4 YELL 2729 204282 48YE0380 Lake Lodge Pump House 47 1 0 7 4933743 548532 TU 2 Level 2 TU 2 Level 2 Debitage ichert 5 YELL 2729 204283 48YE0380 Lake Lodge Pump House 47 El 3 6 4933743 548532 TU 2 Level 2 TU 2 Level 2 Debitage jobsidian 6 YELL 2729 204284 48YE0380 Lake Lodge Pump House 48 6 10 8 4933743 548532 TU 2 Level 3 TU 2 Level 3 Debitage obsidian 7 YELL 2729 204285 48YE0380 Lake Lodge Pump House 70 1 5 3 4933786 548541 surface s
31. c artifacts ALL XRF AMJ1 24YE0186 Wilson Spring FS Log AMJ1 24YE0186 Wilson Spring lithic artifacts Cinmabar 24YE0355 FS Log sia Figure 3 2 5 The Show Table Window The tables are listed in the drop down menu For this example we will only be using the tables tab The desired tables are located and double clicked In this case two windows will appear in the middle gray workspace portion of the open database figure 3 2 6 Figure 3 2 6 The Selected Database Tables appear in the query design workspace Step five After the desired tables are selected the tables must be joined together to allow for the FS numbers to correspond with the open tables This is done by clicking and dragging the FS number located in the drop down menu of the FS log table and placing it on top of the FS label in the lithics table After this is done a line should appear between both tables showing that the tables are linked by the common FS number figure 3 2 7 Home Create External Data DatabaseTools Acrobat Design Q E 1 el 0 Aupsste CD union hal Z Insert Rows y yy Parameters gt ad E Crosstab Pass Through gt j OF Property Sheet View Run Make Append Show Totals Table Delete 3 Data Definition Table gt AH Return Al gt Results Query Type Query Setup Show Hide Tables E 48ye1553 lithics E 4sversss FS tog BD Quen o 1 EE 45YE1554 titres E 48ve1556 FS Log EE ssre1556 u
32. cess workbook listed only the numbers and did not put the required grams behind the number This program is designed to insert the g behind the value so you don t have to Box 14 other numbers Box 15 material this box should already be filled out since we exported the material information from the database In this case it is classified as chert Box 16 condition for the most part we would select COM GD complete good or found artifacts from the MY AP project As you can see the drop down menu gives you other options which include complete fair fragment good and fragment fair Box 17 identified by enter the full name of the person last name first we discover the specimen In this case we would enter MacDonald Doug Box 18 field site this information should already be displayed It should be in the format YE format Box 19 within site this box will already be filled displaying the information that we took from the two columns and combined into one spreadsheet This box should stay the way it is Box 20 state site if not otherwise stated this box contains the same information displayed in box 18 above It should follow the same format Box 21 site name if the site worked on has a site name that site name will be taken from the Access database and be imported into the access template In this case record one has the site name of Lake Lodge pumphouse If not stated the field site number ca
33. conversion To run the program click on the icon named UMartifactDataConverter under the type application Appendix B Appendix B consists of the National Park Service s Museum handbook part two appendix E This describes the proper format that the 2010 archaeological template must be in an order for proper importation into ICMS Catalog associated arche ological field records as archival and manusenpt collections Process them according to the procedures in Appendix D of this handbook Cross reference the records and objects Be consistent when naming objects Consistency will give you and others better access to the data in your collection Appendix C Cataloging NPS Archeology Specimens 2010 Appendix C consists of a help document for cataloging archaeological specimens that was created by Bridgette Guild the registrar of the Yellowstone National Park Museum collections Researchers contract catalogers or others who collect and document artifacts in Yellowstone National Park need to prepare data files that can be imported into the Interior Collections Management System ICMS the museum collection management system for the Department of the Interior and the National Park Service If you are cataloging archaeology artifacts for National Park Service collections this document will help you Formatting Your Data File Start with the archaeology export template created from IC
34. design by Mark Daniels from the University of Montana Step one select the file that we saved under the name 2010 ICMS UMADC right click and select the copy command Next we want open the UMADConvter folder which will be located on the desktop figure 4 4 1 2 Homegroup A Computer nA Local Disk C lt FreeAgent Drive E A Removable Disk F Ga Network A NTG PC 8 UMAD Converter CY UMArtifactDataConverter E UMArtifactDataConverter B UMArtifactDataConverter exe UMArtifactDataConverter exe manifest UMArtifactDataConverter pdb CY UMArtifactDataConverter vshost UMArtifactDataConverter vshost B UMArtifactDataConverter vshost exe UMArtifactDataConverter vshost exe ma Figure 4 4 1 Running the Converter Program Sy Organize v Include in library Share with Burn New folder Ev g Q Xx rn Name i Date modified Type Size E Desktop Le Converted Files J Downloads de Data Files Recent Places Le Original Files de Partially Converted Files A Libraries de Source Code Documents LumenWorks Framework 1O dll KB d Music LumenWorks Framework JO KB E Pictures a UMAD Converter Converted Files B H Videos f UMAD Converter Original Files KB Note If this program is not a computer it must be taken from the CD enclosed with this document Instructions on installation are provided in the appendix labeled converter program installation Step two select the folder labeled original
35. different needs for the software For cost efficiency of a project it is better that the databases serves present needs rather than a more general set of operations Williamson 2000 From a cost point of view this describes that most databases are designed to meet the needs of each individual project 2 4 A Solution to the Problem The University Montana s archaeological database was developed by using Microsoft Access for the needs of the MY AP project Montana Yellowstone Archaeological project As part of the agreement with the National Park Service all retrieved information is to be given to the Yellowstone cultural heritage department Unfortunately the National Park Service uses a different database software program ICMS created for their needs and does not have the ability to communicate with Microsoft access This has caused great amounts of time in the converting of time to be spent converting the data to import it into the Park Service s database The following project used a bridge program between Microsoft access and the Park service s database program which helped to streamline the process of data conversion This project describes the incompatibility issues between University of Montana s archaeological database and the National Park Service s data I will also provide a solution by converting the data into a format that is compatible between databases The process described herein greatly facilitates communication between th
36. ditors Computer Applications and Quantitative Methods In Archaeology 1994 BAR international series number 600 Oxford PP 207 210 Richards Julian 1998 Recent Trends in Computer Applications In Archaeology Journal of Archaeological Research 6 331 382 Richards J D And N S Ryan 1985 Data Processing Archaeology Cambridge Cambridge University Press Ruggles C L N 1992 Abstract Data Structures for GIS Applications in Archaeology In Lock G and Moffett J Editors Computer Applications And Quantitative Methods in Archaeology 1991 BAR international series no 577 Oxford PP 107 112 Ryan 1992 Beyond the Rational Database Managing the Variety and Complexity Of Archaeological Data In Lock G and Moffett J Editors Computer Applications And Quantitative Methods in Archaeology 1991 BAR international series no 577 Oxford PP 1 6 Seely Amber 2005 Digging up Archaeological Information Behavioral And Social Science Library 24 1 1 20 Smith D 1991 Database Fundamentals for Archaeologists In Ross S Moffett j and Henderson J editors computing For Archaeologists Oxford University committee for archaeology Monographs number 18 Oxford PP 111 125 Williamson Ray editor 2000 Science and Technology in Historic Preservation Kluwer Academic Plenum publishers New York Wilcock J D 1992 On the Importance of high level communication formats in world archaeology In Riley P And Raht
37. do you want to do if a matching record is found On Screen Keyboard 0650 OO DATO E Figure 5 3 20 Ignoring Duplicate Records A new window should appear labeled import process reporting A new window will appear asking you to click the start import to import the data from the external file Now click start import 5 3 21 Z Import Export Records Import Process Reporting Click Start Import to import the data from the external file Start Import Import File Records Read Records Added Records Updated Records Skipped Figure 5 3 21 import records window At this time a tracking changes window will appear In this example we are are only testing to see if it can import data into the ICMS software so we do not need to update any of the changes Then click okay which is located in the lower right hand corner of the track changes screen Figure 5 3 22 Z Track Changes Enter verify values to help track changes Entries will apply to all applicable records CONDITION REPORTS Supplemental Information a Do Not Update LOCATION Supplemental Information i Do Not Update CATALOG NOTES Supplemental Information wlio Figure 5 3 22 The Track Changes Window A prompt will appear asking you if you are sure you want to import the file at the given location Click yes figure 5 3 23 Re discovery for the U S Department of the Interior ICMS DY Are you sure you want to import
38. e 4 3 4 Selecting the Paste Command Now select the accession number column repeat steps one and two in paste information in the accession column The above steps need to be repeated until all the pertinent information has been selected and moved into the appropriate columns in the archaeology template Moving from left to right through the Excel workbook created from the access query using the above steps the following column information refers to how the information is moved to the 2010 archaeology template under this filename which is a new Excel workbook that needs to be opened This file is saved on the CD accompanying this document For example as seen in table 4 3 1 Access to Excel Workbook Accession No Catalog No Site No Site Name FS Number Count Weight Northing Easting Location Within sight TU Level Class Material Age Comments Corresponds to 2010 Archaeology Template ICMS Accession Catalog Field site amp state site Site Name Does not carry over Item Count Measurements Northing Easting The combined TU and level Combined with level by formula Combined to TU by formula Object Material Hist Cult Per Description The remaining columns are blank until they are converted into the proper ICMS format by the UM Artifact Data Converter program After the above information has been moved to the proper columns the changes to the template need to be saved Thi
39. e 5 3 5 The Confirmation Window That You Have Selected Is Correct After clicking yes another window will appear that will state that the CR MY10 MY10 cultural resources directory was created successfully Then Click the OK button figure 5 3 6 Re discovery for the U S Department of the Interior ICMS E 1 The CR MY10 MY10 Cultural Resources directory was created successfully Figure 5 3 6 Confirmation that the new directory was Successfully Created After you click okay the ICMS workspace window will appear You will see that in the navigation plane window located on the left hand side of the workspace that the new directory was created and can be found underneath the collections drop down menu You will also see that new directory can also be seen on the homepage under the heading please select a place to begin Gaining access to directory can be done from either screen figure 5 3 7 Re Re discovery for the U S Department of the Interior ICMS Navigator fa Home Page Re System GG Global Search Results Re Management Reports ore Collections LA MY1O Cultural Resources Re Archives Re discovery for the U S Department of the Interior ICMS 2 Welcome RED I Global Search ults Res Management Reports Re Collections LA WY10 Cultural Resources Re Archives Figure 5 3 7 Selecting the New Created Directory
40. e Converter Program The following will show how the rest of the of the file conversion As you can see the catalog number and accession number have already been carried over and converted to the proper format The next step is to move down and select the proper class terms This program allows the user to select the information required in those boxes from either the drop down menu or allow to type it in manually As you can see if we start on class I which is a third box the title explains where the information can be looked up in the Museum handbook appendix E It also says to refer to box 12 which is labeled description since the class categories are also dependent upon what is in that box Below I discussed the process from box 12 to box 23 It should be noted that when everything is been completed and saved the output file will be in the correct format for ICMS As you ll see below some of the columns will be combined or be removed from the final saved template Box 1 and 2 As as stated above these numbers were assigned by the Park service and inserted into the first spreadsheet At this point all you need to do is confirm that they are indeed in the proper format As stated in the beginning of this document the catalog number is in the form YELL 1234567 it could be up to seven digits Accession number was also provided by Yellowstone National Park staff and should follow the following format YELL 12345 C
41. e for each specimen Note if you have any questions please refer to Appendix E of the Museum handbook part 2 This can be found on the Internet www npsgov museum publications handbook html Class 2 Enter the material type for each specimen This requires choosing one of the following HISTORIC PREHISTORIC For this case the lithics will be classified as prehistoric Note that if you have any questions refer to Appendix E of the Museum handbook part 2 Class 3 Please refer to the Museum Management Handbook Il appendix E Class 3 will be determined from the description column Class 4 Please refer to the Museum Management Handbook II appendix E class 4 will be determined what was selected in class 3 Object It s important to use the standardized terms that are available in part from appendix E of the Museum management handbook part I Location Enter the physical storage location of the specimen In this case since the specimens will be returned to Yellowstone National Park for storage in the immediate future we will enter HRC Heritage Resource Center into the location column Object Status Enter the word STORAGE for each record Item Count Provide the item count for individual specimens for example if you have four flakes and you would type 4 into the box Storage Unit Enter EA for each record Description Enter a description of the artifact The description should provide enough informatio
42. e popular Microsoft access an Excel with and National Park Service s proprietary database It will be of great value to consultants SHPO THPO and other federal agencies 3 Chapter 3 Phase 1 Accessing the Microsoft Database for the Exporting of Data into an Excel Workbook 3 1 Introduction As a requirement of the MYAP Montana Yellowstone Archaeological Project project the National Park Service requires that all artifacts and data be given to the museum collections of Yellowstone National Park As part of the requirement all the data have to be converted into a proper format for the ability of integration with the Park service s database collection management system Unfortunately Microsoft Access does not have the ability to communicate with the Park service s database program In order to successfully convert the data a multi step process has to be undertaken This process includes 1 the moving of data from Microsoft access to an Excel workbook 2 the use of a program designed by the University Montana to help convert the data in a user friendly format 3 and the final import into ICMS for confirmation of proper data configuration I describe those three steps in this paper Before this process of data configuration was streamlined the process was not automated and had to be done line by line Not only was this time consuming the workbook was so large that there was no way to see all the information on one screen As show
43. e the information can be fully converted into the ICMS format information needs to be transferred to the final ICMS transfer template which is named the 2010 archaeology template figure 3 2 14 This template can be found included in the accompanying CD This process will be explained in the next chapter Page Layout For Data Review View joper Acrobat 5528 3 erT myY 242 AAA E Refresh From From From From Other Existing z4 Sort Filter Tetto Remove Data Consolidate What lf Group Ungroup Subtotal Access Web Tet Sources Connections Ally Edit links Y Advanced Columns Duplicates Validation gt Analysis Get External Data Connections Sort amp Filter Data Tools Outline a J Catalog lAccession Class1 Class2 Class3 Class4 Object Location ObjectStatus ItemCount StorageUnit Description Measurements Other Number Material Formulas Acrobat je Insert Page Layo Ba amp BT co a e Y Od Bo From From From From Other Existing Refresh 2 Sort Filter Tetto Remove Data Consolidate What Group Ungroup Subtotal Access Web Text Sources Connections All Edit Links Advanced Columns Duplicates Validation Analysis Get External Data Connections Sort amp Filter Data Tools Outline amp Hist Cult Per Lat Longn W Figure 3 2 14 The 2010 archaeology template Spreadsheet Format 4 Moving the Data to the Excel Template 4 1 Introduction T
44. ed as mineral from the drop down menu Class 4 is dependent on the classification located in box 3 In this case since we re dealing with a stone artifact and classified as mineral It s important to point out that this information is provided on in the Museum handbook part two appendix E As a result a stone artifact will be classified as stone Box 7 the object name is dependent upon using the proper terminology found in appendix E Museum handbook as well as the information contained in box 12 or the description In this case the description explains that it is a Uniface which is the object name you type in Box 8 location this is where you enter the physical storage location of the specimen For artifacts collected through MY AP you would type HRC into the box Box 9 object status for the MYAP project the object status would be entered as STORAGE Box 10 item count this category contains the item count which was moved from the access to Excel workbook This box should only contain numbers Box 11 storage unit again for the MYAP project you would enter EA for each artifact Box 12 description this box should contain the description of the information was taken from the Access and then moved to the Excel template and the fact this information is required in order to be able to fill classes 1 through 4 Box 13 measurements for the MYAP project measurements are given in grams As you can see earlier the ac
45. ewarding career in the field of archaeology would also like to thank Dr John Douglas for bringing in is real world experience into the classroom His insights in archaeology help me choose a direction that truly excites me would also like to thank Mike O Connor for his help on this professional project His help in finding Mark Daniels to write the conversion program allowed a dialogue to be created between computer programmers in archaeology Not only will this be used by the map program this project is a possibility to aid others when facing similar issues of database incompatibilities ABSTRACT Scherr Nathaniel M A Fall 2012 Anthropology Archaeology Database Management a Case Study in the Solution of Incompatibility Issues between Different Archaeological Databases Chairperson Dr Douglas H MacDonald Archaeologists tend to use computerized databases to record data recovered from excavations These databases contain large collections of information that can aid archaeologists in making educated decisions interpretations and test hypotheses from the recovered data As time passed databases became bigger and varied in the information that can be stored As a result more data could be recorded from the field that in turn can be used to ask more complicated questions of archaeological remains However the use of computerized archaeological databases does not come without its own problems For example since each archaeologica
46. format For the 2010 MY AP field season over 10 000 artifacts were recovered and recorded This was a very time consuming process that took away from other archaeological research The University Montana s archaeological database was developed using Microsoft Access to meet the research needs of the MYAP project The collected archaeological information needs to be transferred to the Yellowstone Cultural Heritage Department as part of the working agreement As stated above the first way this was done was converting each entry line by line to the proper National Park Service classification The goal of this project was to decrease the amount of time needed for the conversion of data automate the process as much as possible explain in an easy to follow step by step process of the data configuration create a computer program to simplify the process and help create a dialogue between departments to allow a program to be designed with the knowledge and needs of an archaeologist This collaboration allows for a program to be designed that makes sense for the goals of the project This conversion was done using a three phase process that allows data to be moved from Microsoft access converted into a final Excel template for importation into ICMS This helps to explore one of the main problems faced by archaeologists today with the collection interpretation and storage of data recovered during archaeological excavations Perhaps this project goal
47. gether in an internal automated process Most databases share two kinds of information input and output Users of databases this case the archaeologists ask questions add new information as well as modify existing data which is considered to be an input On the other hand the output can be thought of as the answers to the questions asked of the data updating data that is already existing or updating the database As Banning 2000 64 states For example an archaeologist input into a database by consistent typing description of that feature in the fields of a record resulting in an updated database Later another archaeologist may make a query of the database input by asking which it feature in the database were found to have contained charred plant remains and the output would be a list of those pit features that the computer generates The following will explore how one particular archaeological database works 2 2 The History of Archaeological Databases Archaeological computing has developed for the most part in Western Europe and North America It developed out of the statistical approaches used in archaeology in the late 1950s and early 1960s Richards 1998 In the 1980s the statistical approach began to wane Grains 1981 Richards and Ryan 1985 Dibble and McPherron 1988 and the discussion became dominated by database design Bernard 1991 Richards 1998 Smith 1991 As Richards 1998 explains this discussion went through a
48. he following will explain how the database information is converted in order for 1t to be imported into ICMS The information needs to be converted to be compatible with the data transfer Yellowstone National Park Museum collections heritage and research Center 2012 The Excel workbook template consists of 25 mandatory fields Formatting the data file starts with the moving of the created query Excel spreadsheet into the template created by the Yellowstone National Park Museum staff As a caution do not add your own fields without first discussing it with the Museum registrar The final export file will be called archaeology template xls It is important to point out that the catalog number has to be the first column in this file This is done because the catalog number is unique key that ICMS uses to match up existing records with the incoming data so records can be updated as well as added to the database The catalog numbers are assigned by the Museum register Is is also important that each column header be the exact match of the fields provided in the ICMS template Fields provided in the ICMS template If the file contains any extra columns or missing any columns the template import process will not be able to match the fields and ICMS import will fail 4 2 Cataloging with the export format The following provides information on the fields that are required for each catalog record to be considered complete It s important to note that if
49. hics 48YE1559 FS Log 48YE1559 Lithics IEBEBEBEHHHHHHHHHHH Figure 3 2 3 Creating a Query In Microsoft Access Step four When the query design button is pressed a window will appear to allow you to select the ES logs data In this case 48YE1556 ES log table and 48YE 1556 lithics table will be selected figure 3 2 4 This figure just shows where the FS logs are located Home Create External Data Database Tools Acrobat a SEO RAPEROS poli on Table Table SharePoint Query Query Form Form Blank s Design Lists Wizard Design Design Form E More Forms template Tables Queries Forms 1 EE 2sverss umics E 48YE141 Swan Lake FS Log E5 48ye141 umics E 48YE143 FS Log EJ severas um cs ES 48ve1553 FS Log E 48ye1553 lithics E 48YE1554 FS Log E 48YE1554 lithics 48YE1556 Lithics 48YE1557 FS Log 48YE1557 Lithics 48YE1558 FS Log 48YE1558 historic artifacts 48ye1558 lithics 48YE1559 FS Log E 48YE1559 Lithics EI 48ve1561 FS Log Figure 3 2 4 Selecting a Site Data Table to Create a Query The query window will pop up labeled show table with three tabs tables queries and both figure 3 2 5 2007 projectile points 2008 projectile points 99YP66 24YE0185 Reese Creek FS Log 99YP66 24YE0185 Reese Creek lithic artifacts 99YP66 Stermitz Ranch historic artifacts Airport Rings 24YE0357 Faunal Analysis Airport Rings 24YE0357 FS Log Airport Rings 24YE0357 historic artifacts Airport Rings 24YE0357 lithi
50. hoices will appear in the model type window in this case you select cultural resources DOI figure 5 3 4 Re Create New Directory OBS Create a New Directory Enter a name for the directory Select the directory type Check the box for Use DOI or NPS Center Model Directory to create a standard DOI directory or NPS Center directory Then click Create Directory Directory name mio 3 to 5 characters no spaces or symbols Directory Type Model Type Cultural Resources DOI Natural History Cultural Resources Center Archives 4 level Cultural Resources Center Archives Item Cultural Resources Center Cultural Resources Center iZ Use DOI or NPS Center Model Directory Figure 5 3 4 the property window of the new directory After the selections have been made in the creating directory window click create directory which is located in the bottom right hand lower corner of the window the create directory command is in blue text and underlined After the create directory is clicked a prompt will appear asking if you are sure you want to create a cultural resources cultural resources DOJ directory named CR MY10 MY 10 cultural resources If this is correct click the yes button figure 5 3 5 Re discovery for the U S Department of the Interior ICMS 2 Are you sure you want to create a Cultural Resources Cultural Resources DOI directory named CR MY10 MY10 Cultural Resources Figur
51. ible hammerstone 1 che 19 6 2 80 U 6 4933887 0548203 0 3 ob flakes 1 clear glass shar 115 1 10 D 6 4933887 0548203 0 3 ob flakes 1 clear glass shar 1 1 1 10 D 6 4933887 0548203 0 3 ob flakes 1 clear glass shar 1 0 3 1 10 D 7 4933894 0548213 0 2 ob flakes 1 white chert flak 1 0 4 3 31 D 7 4933894 0548213 0 2 ob flakes 1 white chert flak 2 0 3 1 20 D 8 4933906 0548199 0 1 chert flake 10 3 2 60 D 9 4933931 0548193 0 3 chert flakes 1 ob flakes 21 9 3 21 D 9 4933931 0548193 0 3 chert flakes 1 ob flakes 20 1 1 20 D 9 4933931 0548193 0 3 chert flakes 1 ob flakes 11 1 1 10 D 10 4933924 0548206 0 1 ob flake 1 chert flake 10 1 2 81 D 10 4933924 0548206 0 10b flake 1 chert flake 10 9 1 10 D 11 4933932 0548219 0 1ob flake 10 1 1 20 D vi Record M 4 10f161 gt gt i K No Filter Search Figure 3 2 10 The Information Displayed after the Query Command Has Been Selected If all information looks complete the next step involves moving the desired information into an Excel spreadsheet In this example the information located in the new window needs to be moved to the corresponding cells in the export Excel spreadsheet Please note that the material code has a number followed by decimal point and class code contains letters A key for this information is located in the table menu of the enclosed database CD Please refer to these tables to find the corresponding term used To open the spreadsheet go to the start menu Select al
52. ior ICMS File Edit View Record Tools Help Import Export gt Import Export Selected Fields p gt a gt Print Preview Export List to Excel urces Catalog Records ES Print List Export List to HTML Launch E Mail Export List to PDF ob 3 Backup Data Export List to Text Restore Full System Backup Export List to XML Data Updates formerly Laptop Copy Load to Empty Directory A Transfer gt Object Information Supplemental Information Images Multimedia Log on as different user Ress as Exit Ak F4 egistration Catalog Prov Manf gt Catalog N Controlled Class 1 yj Class 2 amp Count Fix Class 3 Class 4 I Nraft Dan Fr Figure 5 3 10 Selecting the Import Export Command Click on the import export selected fields which will display a window that asks you Do want to import or export data In this case records are being inserted into ICMS Click import records and click next which is located at the bottom right of the window figure 5 3 11 X Import Export Records BE x Do you want to import or export data Export Records Figure 5 3 11 Selecting the Input Record Option Now another prompt window will appear asking that you choose the file type you want to import and the path and file name of the file being imported The path and filename can also be found by clicking the browse button which is located to the left of the label import file In this case the file type is
53. ith data for the use of making educated decisions interpretations and test hypotheses As a result more complicated questions are being asked of the data and databases However since each archaeological project is governed by the goals of the project the information is classified and recorded differently This can create problems especially when the information is being transferred to other researchers conducting their own studies For example the Montana Yellowstone Archaeological Project MY AP collected and recorded archaeological data using a database built for its needs However as part of the agreement with the National Park Service all recovered data needs to be transferred to their database program Unfortunately these databases are incompatible with each other As a result the information needs to be and entered into two different databases This is just one small example of a problem that archaeologists face using different research methods data collection and database programs during the field research Due to the fact that the information was not compatible a lot of time had to be spent converting each record This can become monumental task as the size of the project increases For the MYAP project the first attempt at converting the data was done by exporting the information into a spreadsheet where it would be changed line by line into the proper format For the 2010 MY AP field season over 10 000 artifacts were recovered and
54. ithics E 48181557 FS Log E 48YEL557 lithics E 4sveisss FS Log EM 48v 155s historic artitacts 48YEL5S6 FS Log 48YELSS6 Lithics FS Number ki Northing Easting Elevation stp surf fs Count Size Weight Material Code Class Code E 48ye1558 lithics E 48ve1559 FS Log EI 487 1559 Lithics EI 48ve1561 FS Log El 48V 1561 lithics la Figure 3 2 7 The Creation of a Link between Tables in the Query Step six Now that the tables are joined together the join properties must be selected This can be in one of two ways either by right clicking the line or by double clicking the line No matter which way you select the join properties the following window will appear figure 2 2 8 The join properties window contains four drop down menus with three options underneath For this example the left table name will be 48YE1556 FS log and the left column name will be FS number The right table name will be labeled 48YE1556 lithics and the right column name will be labeled FS After the table name and column names are selected option number two needs to be selected located below the four drop down menus This option is labeled include all records from 48 YE1556 FS log in only those records from 48 YE1556 lithics where the joined fields are equal then click OK figure 3 2 8 Left Table Name Right Table Name 48YE 1556 FS Log 48YE 1556 Lithics Left Column Name Right Column Name FS Number
55. ject Status 17 Identified By YELL 2729 YELL 2729_ 2 Accession Number 10 Item Count 18 Field Site 112000 YELL 2040 a avec Figure 4 4 10 Finishing the Final Record Please note that when you click save and close on the last record the file will be moved from the partially converted folder into the completed folder After it has been saved the program will terminate At this point if everything is formatted correctly the file in the completed folder is set to be imported into ICMS database these instructions for that process are described in the ICMS chapter 5 Importing the Data into ICMS 5 1 Introduction ICMS is the Interior Collection Management System ICMS This database is a collection management system for museum collections from all bureaus and units of the US Department of Interior This program is used to catalog all objects specimens and archival materials in their collections ICMS was developed from a previous database known as ANCS 8 0 which the National Park Service has used this program prior to 2006 This database program was later modified in order to accommodate the needs of all Department of Interior departments ICMS is a customized version of Re discovery Proficio which is a commercial museum collection software program that is currently in use by many museums outside of the government As stated by the ICMS manual ICMS performs many functions of collection management For example it allows
56. l File into the Original Files Folder Of the Converter Program After the new window appears right click and select the paste command in order to paste the copy of the Excel workbook figure 4 4 3 Organize v Include in library Share with w Burn New folder 0 We Favoites Name Date modified Type Size BB Desktop amp 2010 Archeology Template UMADC template 9 17 2012 12 25 PM Microsoft Excel Comma Separated Values File 4 KB d Downloads T Recent Places A Libraries Documents d Music Pictures E Videos 3 Homegroup ME Computer fila Local Disk C DVD RW Drive D A FreeAgent Drive E EE Remouahle Nirk FA Figure 4 4 3 Confirming the Excel File has Been Moved Step Three after the file has been copied the converter program application must be selected from the UMADC folder and double click figure 4 4 4 POSTOR X JE Organize v Open v Share with w Burn New folder 7 A Favorites Name Date modified Type Size BZ Desktop B Converted Files 6 22 2012 2 56 PM File folder d Downloads Ji Data Files 8 20 20121 23PM File folder E Recent Places J Original Files 6 9 2012 1 55 PM File folder 17 Partially Converted Files 6 9 2012 1 56 PM File folder amp Libraries J Source Code 6 9 20121 54PM File folder 3 Documents 9 LumenWorks Framework IO dil 1 12 201211 19AM Application extens 37 KB al Music 2 LumenWorks Framework JO 1 12 2012 11 19 AM XML Document 82 KB
57. l programs to locate Microsoft office suite You can either Select Excel to open a blank workbook or open the file included on the CD labeled 2010 ICMS list which contains the correct titles for the template figure 3 2 11 wi Microsoft Word 2010 gt NTG Documents Ax Adobe Acrobat X Pro G Pictures x Microsoft Excel 2010 gt ES Paint A Microsoft Access 2010 Music Computer Control Panel Devices and Printers 6 Dragon NaturallySpeaking 11 0 Default Programs Jabra Control Center Help and Support FE Windows PowerShell ISE 86 gt All Programs de de de h de d de s de de L de 4 Creative Dragon NaturallySpeaking 11 0 Eagle Dynamics Games HP iTunes Jabra LG Power Tools LG Tool Kit Maintenance Malwarebytes Anti Malware Microsoft LifeCam Microsoft Office Al Microsoft Access 2010 XX Microsoft Excel 2010 Ii Microsoft InfoPath Designer 2010 i Microsoft InfoPath Filler 2010 N Microsoft OneNote 2010 10 Microsoft Outlook 2010 E Microsoft PowerPoint 2010 P Microsoft Publisher 2010 S Microsoft SharePoint Workspace 201 W Microsoft Word 2010 de Microsoft Office 2010 Tools Back Figure 3 2 11 Selecting and Opening Microsoft Excel for data import From Access Music Computer Devices and Printers Default Pro Help and Support If selecting a blank workbook starting in the first row and moving from left to right
58. l project can be governed by different goals the information is often collected and classified by using different methods This can create problems with compatibility within the data set and the database program This problem is faced by many archaeologists which limits academic collaboration and use of recovered data from archaeological sites The understanding of the problems will help to create the solution The following will explore how the problem of data compatibility was solved between the University Montana s archaeological database and the National Park Service s Heritage Center Database This study presents a three phase process that allows the data to be converted from Microsoft Access to Excel and from Excel to the National Park Service s database program The goal of this project was to decrease the amount of time needed for the conversion of data to automate the process as much as possible and to explain in easy to follow step by step process of conversion process This project also led to the creation of a computer program to simplify the conversion process This program will be useful to any archaeologists working within any Department of the Interior agency 1 Introduction For archaeology the computer revolution has created an explosion in the data being recorded and stored for archaeological investigations For the archaeologists a database is considered to be a repository of information that has the ability to supply the user w
59. lass categories the National Park Service classification for archaeological objects has four lines As a requirement all for classes must be filled out completely The first class is the discipline in this case 1t will always be archaeology The second class is the time period based on European contact which can be either prehistoric historic or unknown The third class is a broad class of material such as mineral or vegetal The fourth and final class is a specific class of material that is a subset of the material in box three such as stone or wood For example looking at the first record we see the description is a uniface stone artifact In this case for the first class we would select archaeology from the drop down menu in the first box Next for box 2 we would insert the time period In this case as we are dealing with stone artifacts which generally we would classify 1t as prehistoric when you test the program the drop down menu is you three different options for this selection Since this is a stone artifact it would be classified as prehistoric which can be selected from the drop down menu Now moving on to box 3 you can use one of the following terms animal composite human remains mineral undefined material and vegetal It should be noted that if an object is made out of more one material either the predominant material or insert composite Since for dealing with stone artifact 1t will be classifi
60. m the Excel Workbook to the ICMS Template 25 4 4 UMADC Conversion Program Instructions 200224urs0esnnennnnnnnnensnnennnnnnnnennnnnn nenn 31 5 Chapter 5 Phase 3 Importing the Data into ICMS usesssssssenssnnnennnnnnnnnnnnnnnnnnnnnnnnnnnnnsnennnnnnnn 43 3 1 Introd ctON isara ai nna Ao 43 5 2 History f ICMS een 43 5 3 The Importation of Data into ICMS u 200sssssnsnsnessnnennsnnennsnonnsnnnnnnnnnnn nennen 44 6 Chapter 6 CONCIUSION cconoccccnnnocnconononcnnnnonnnonononononnnnnno nono nn nn nano nn A SiE S AAE AE Ear A Sinin raa sins raias 64 7 Referenc s Cll init da deta 67 8 APpendix Aus Renee 69 9 Appendix Bu 2 22 ine thin R 70 10 Appendix Case a ea ae Tine dis 84 Table of Figures Figure 3 2 1 Choosing the Database to Open In Microsoft Access uuersnersnnesnneennnersnnesnnennne nennen 9 Figure 3 2 2 the Main Screen of Microsoft Access uu anseananena age 9 Figure 3 2 3 Creating a Query In Microsoft Access siii 10 Figure 3 2 4 Selecting a Site Data Table to Create a Query ocoocnncconococoncconnconnnonnnonnncconocananonnnons 11 Figure 3 2 5 The Show Table Window ana 11 Figure 3 2 6 The Selected Database Tables appear in the query design workspace 12 Figure 3 2 7 The Creation of a Link between Tables in the Query oooonoccnncconocacinacconanannnonnnonnnonns 12 Figure 3 2 8 Selecting the Joint Properties between the Tables in the Query Design Window
61. mand which is found in the upper left hand corner of the screen below the file tab the icon is a red exclamation point figure 3 2 7 E Quens 48YE1556 FS Log Da a Sal Strat 48YE1556 Lithics Level Type Code al Horizon Cortex Code Begin DD Condition Code End DD Length Feat Lev Width Comments Thickness Feature XRF t Recorder v Blood F HRI Comments wi 4 a 9 S Ja Field Count Weight Northing Easting Expri Location TU A Table 48YE1556 Lithics 48YE1556 Lithics 48YE1556 FS Log 48YE1556 FS Log 4 Sort Show Y 9 Y Y cd Criteria or m r Figure 3 2 9 Selecting the Desired Information from the Tables to Design the Query Parameters Step eight After the run command has been selected a new window will appear that contains the information that was selected from both tables figure 3 2 10 ee Query8 o 5 3 Northing Easting T Lev Comments Cou Weight Matei Class Cod la 4933880 0548160 0 1 Vertebrae 2 4933845 0548198 0 10b flake 10 1 1 20 D 3 4933881 0543180 0 3 ob flakes 1 chert flake 3111 1 20 D 3 4933881 0548180 0 3 ob flakes 1 chert flake 11 5 2 60 D 4 4933898 0548169 0 2 ob flakes 112 9 1 10 D 4 4933898 0548169 0 2 ob flakes 1 1 1 20 D 5 4933909 0548177 0 possible hammerstone 1 che 1 111 4 9 0 5 4933909 0548177 0 possible hammerstone 1 che 1 1 1 20 D 5 4933909 0548177 0 possible hammerstone 1 che 1 4 1 10 D 5 4933909 0548177 0 poss
62. n be inserted Box 22 UTM Z X Y this program is designed to combine the northing Easting and automatically insert the UTM zone for you As you can see it is in the proper format the zone is 2 digits Easting UTM X has 6 and the northing UTM Y has 7 Box 23 Hist Cult Per this box remains blank unless a cultural period is known The drop down menu gives you options or you can just insert the period if known When completed the first record should look like this figure 4 4 7 Save and Close 1 of 24 Original Info Converted Info Original Info Converted Info Original Info 1 Catalog Number 9 Object Status 17 Identified By YELL 2729 YELL 2729_ STORAGE Macdonald Doug 2 Accession Number 10 Item Count YELL 20428 YELL 20428 1 48YE0380 3 Class 1 Appx E and Box 12 11 Storage Unit 19 Within Site ARCHEOLOGY surface SURFACE 4 Class 2 Appx E and Box 12 12 Description 20 State Site PREHISTORIC Uniface 48YE0380 48YE0380 5 Class 3 Appx E and Box 12 13 Measurements 21 Site Name 5 Lake Lodge Pump House Lake Lodge Pump House 6 Class 4 Appx E and Box 12 14 Other Numbers 22 UTM Z X Y 12 548532 4933743 12 548532 4933743 7 Object Appx E and Box 12 15 Material Appx G and Box 12 23 Hist Cult Per Uniface Uniface ff 8 Location Jump to Record Figure 4 4 7 The Completed First Record Now
63. n later in this document most of the information that had to be converted required the information from another column in the workbook As a result more time would have to be taken in order to scroll through the workbook to refer to the needed information Also certain information needed to be combined from different columns within the workbook In the old way this would have to be done by hand for every record This process is extremely costly in both labor and time Although information still has to be transferred to an Excel workbook the program created for the data conversion helps to automate some of the process that allows more time to be devoted to the information that needs to be converted by hand Not only did the converter program save time it allowed for interdepartmental cooperation in solving a problem that has real world application This project therefore explores one of the main problems facing archaeology and the retention of data the incompatibility of databases to communicate with each other This project shows how an archaeologist can work alongside with a computer programmer to develop a system with the proper background in computer language and archaeology that helps bridge the gap between different databases 3 2 Moving data from Microsoft Access to Excel The following will explain the steps involved in taking the data from the Access database into an Excel spreadsheet Step one selecting the artifact database for
64. n to be able to identify artifacts from one another Do not use unauthorized abbreviations or codes For help please refer to appendix E in the Museum handbook part II Measurements For archaeological artifacts weight is sufficient In this case the format would look like 0 0 g if you need more assistance see the Museum handbook part II Appendix C for instructions on additional standardized formats for recording measurements Other Numbers Enter any other reference number assigned to the artifacts in the field or other numbers associated with the artifact Material Enter the type material For example say you have a lithic you would enter the type material of that artifact For the most part you choose from the following materials obsidian chert chalcedony or quartz For historic items please refer to the reference section for the standardized terms in nomenclature in the Museum handbook part II appendix G For example metal leather others etc Condition Enter the condition of the specimen For example you can enter COM FR for complete good COM FR complete fair FRG GD for Fragment Good FRG FR for Fragment Fair which are usually acceptable for artifacts Identified By Enter the full name of the person last name first who identified the specimens For this case enter MacDonald Douglas for each record Field site Enter the number assigned to the field site This information is located in
65. nates are required for every specimen Enter both if available Enter the UTM Universal Transverse Mercator Grid coordinates for the collection site Do Not create separate columns in your table for each subfield You cannot enter characters The field is formatted to accept 2 digits a slash 6 digits a slash and 7 digits as follows a UTM Zone 2 numbers b UTM X Easting 6 numbers c UTM Y Northing 7 numbers Example 05 291000 4264000 would be the entry for UTM zone 5 291000E 4264000N Lat Long N W Note Either Latitude Longitude or UTM Coordinates are required for every specimen Enter both if available This field in ICMS contains a set of subfields for degrees minutes and seconds of latitude and longitude but all data can be entered in the template without the underscore delimiters and the data will import just fine Do Not create separate columns in your table for latitude and longitude Example 38_30_15 118_22 30 would be the entry for 38 30 15 N 118 22 30 E Hist Cult Per If known please identify the period that the artifact is associated with Archaic Paleo Indian etc Common Errors e The most frequent error is having column headers that don t match up either due to typos or due to having extra columns that don t have a match the ICMS template Do not change the column headings or order in the provided template e Incorrect formatting of the Catalog
66. ng a field mapping for the new template oooonocccnnocccnoocccooncnnnnncncnoncnonanaconns 55 Figure 5 3 17 The Final Order of the Template 200 2 a ee 56 Figure 5 3 18 confirming saving the template vicicinnsia aliada it 56 Figure 5 3 19 Confirmation That the Template Has Been Updated cooooccccnoccncnoccnonaccnonancnnnnannnns 57 Figure 5 3 20 Ignoring Duplicate Records aii BI 57 Higute 3 3 21 import records window 2 A ia 58 Figure 5 3 22 The Track Changes WindoW sei its dolce de 59 Figure 5 3 23 are you sure you want to import the file ooonconnnccnononinccnonononcnonanononcnonocann conan 59 Figure 5 3 24 Showing that the process is complete edicion 60 Figure 5 3 25 Showing the Number Records Added ooconinoniincconicconenconnacconicconrcanonnacccnnccconeanos 60 Figure 5 3 26 Transferring to disk ii ran La lack 61 Figure 5 3 27 selecting the tiles to transfer to desk re a Eu He 62 Figure 5 3 28 confirming the data is transferred correctly oooooccononocinccconononcnonanonononononannnnnnncnn cnn 62 Figure 5 3 29 the file was saved in zip folder on the desktop ooooococcnccoconaccconaccnonancnonncccnancnonno 63 Acknowledgments First would like to thank Dr Douglas McDonald for giving me the opportunity to work and learn in the field of archaeology Without his help would not have the opportunity to be part the Yellowstone field school This was a great experience allowed me to know what can do to have a r
67. nother change in the 1990s due to the fact that only a small number of database products began to be pushed aside by the creation of commercial database management systems So the discussion and the use of databases began to be seen as common practice Out of statistics in the 1980s and the database discussion in the 1990s archaeological interest began to focus on how the structure of excavated data could be successfully modeled in a relational database using object oriented design and creating a database that founded upon archaeological entities Richards 1998 It s important to note that the term relational database defines the relationship between archaeological data recorded in the structure of the database tables Or to put it another way As Richardson 1998 333 states Thus an individual grape recorded in the greatest table for example may contain several artifacts recorded in the grave goods table link to grace a unique burial reference number An object oriented analysis extends his approach by emphasizing that objects in the broader sense participate in events and so have to be defined not just in terms of what they are but what they do It extends the computer programming concept of defining variable types by allowing the designer to find archaeological variable types that reflect the behavior of reality As time passed archaeologists began to discuss the possibility of combining archaeological data into a mapping GIS
68. number and or Accession number fields If the catalog number is incorrectly formatted the imported records may not sort correctly The most frequent formatting mistake for Catalog numbers is an incorrect number of spaces between the acronym and the number The most common mistakes in Accession numbers are omitting the hyphen between the acronym and the number and failing to pad the number with zeros Additional Information You may download the pertinent chapters of the NPS ICMS User Manual by chapter at ftp ftp rediscov com ICMS ICMSmanual We recommend Chapter 2 Cataloging an Archeology Artifact http www nps gov history museum publications ICMSmanual 06 Chapter 202 20 Archeology pdf This chapter describe the mandatory and optional data fields with field by field descriptions approved values and formatting The NPS Museum Handbook Parts I III are available on line at http www nps gov history museum publications mmpbib1 html Submitting Catalog Records 1 After entering your data in the MS Excel file s save the data in acomma separated value csv or text txt format ICMS will import delimited text files txt or csv files but not Excel xls or MS Access mdb files 2 Attach your saved data file to an email and send it to Bridgette_Guild nps gov Include your museum accession number in the subject line or email text If you have unused catalog numbers please include those numbers in your email as well
69. nverter Program oooocconccnocnnonncnonnnnnnnnonanonanonncconnnnnnnnrnnnono 35 Figure 4 4 7 The Completed First Record umi da 39 Bisure 4 4 8 Selecting the Next Record 2 2222 a 40 Figure 4 4 9 When Saving Your Work the File Will Be Moved into the Partially Completed Folder ada is 41 Figure 4 4 10 Finishing the Final Ree rd al area fun 41 Figure 5 3 1 Starting ICMS from the Desktop Shortcut To run Double Click the Icon 45 Figure 3 2 2 The ICMS Logan Screen di ta ees eae 46 Figure 5 3 3 Creating a new director in ICMS rss seele 46 Figure 5 3 4 The property window of the new directory sesssesessesssesseesessresressersresreeseeseeseeeses 47 Figure 5 3 5 The Confirmation Window That You Have Selected Is Correct uu 48 Figure 5 3 6 Confirmation that the new directory was Successfully Created e 48 Figure 5 3 7 Selecting the New Created Directory 2 riada 49 Figure 5 3 8 Selecting the Catalog Records anime Ins u 49 Figure 5 3 9 The Catalog Record WindoW 2 E E A 50 Figure 5 3 10 Selecting the Import Export Command eessessssssesreesssressessrssreesersreserssresseseeesreses 51 Figure 5 3 11 Selecting the Input Record Upload 51 Figure 5 3 12 Import Record Property Window ua 52 Piste 33 13 1amporttext Delinmiter cesitsdalta diia 53 Figure 5 3 14 Selecting Create New Template a len 53 Figure 5 4 15 Building the Template in ICMS viniera 54 Figure 5 3 16 creati
70. on 0 NER Views Clipboard Sort amp Filter Records Fine Yindow Tables g 451E141 Swan Lake FS Log AByel41 LITHICS 451E143 FS Log ABYELA3 LITHICS 48YEL53 FSLog A8ye1553 lithics ABYELSS4 FSLOO ABYELSSA lithics 48YE1556 FS Luy ABYELSS6 Litnics 46YE1557 FS Luy ABYELSS Litnice 45811555 FS Luu A8YE1558 historic artifacts 48ye1558 lilhics ABYELSSD FS Log 45151559 lithics A81e1561 FS Log BEHEHEHEHEAEHHHEHE 451E1561 lilhics Figure 3 2 2 the Main Screen of Microsoft Access Step three In order to export the needed data a query needs to be created in Access This is done by clicking the create tab which is located at the main toolbar at the top of the screen figure 3 2 3 After the create tab has been selected shown by arrow number 1 a line of graphics will appear and the query design needs to be clicked The query design button is indicated by the arrow labeled 2 figure 3 2 3 AA 0 gt gt A IN Home Create ExternalData Database Tools Acrobat ES m El E EN Form Wizard ze t Table rePoint Query Query Form Form Blank ists Wizard Design Design Form More Forms Templates Queri Forms Tables J 48YE141 Swan Lake FS Log 4 yel41 LITHICS 48YE143 FS Log 48YE143 LITHICS 48YE1553 FS Log 48ye1553 lithics 48YE1554 FS Log 48YE1554 lithics 48YE1556 FS Log 48YE1556 Lithics 48YE1557 FS Log 48YE1557 Lithics 48YE1558 FS Log 48YE1558 historic artifacts 48ye1558 lit
71. other reference number assigned to the artifacts in the field or reports that need to be associated with the artifact Material For Lithics please enter the type of mineral obsidian chert chalcedony quartz etc For historic items please reference the Nomenclature for the standardized terms or the Museum Handbook Part Il Appendix G on some standardized terms Some examples would be metal leather feathers etc Link to Appendix G htto www nps gov history museum publications MHIl mh2appq paf Condition Condition of the specimen Enter either COM GD for Complete Good COM FR for Complete Fair FRG GD for Fragment Good FRG FR for Fragment Fair which are usually acceptable for artifacts If you have an artifact that does not fit these condition descriptions please contact YNP staff Identified By Enter the full name of the person last name first who identified the specimen Example Jones Sarah Field Site Within Site Enter the number assigned by the field crew Enter the level or depth artifact was recovered from Can also enter any notes regarding the site that would be pertinent Stat Site Enter the assigned State Site Site Name Enter the assigned Site Name if given one Do not assign a site name without authorization from Yellowstone Archeologist UTM Z E N Note Either Latitude Longitude or UTM Coordi
72. our use Format AAAA 9999999 A standard NPS catalog number includes a 4 letter park acronym plus a unique number of up to 7 digits spaced so the last digit is always in the 12 character space Examples YELL 1234567 Accession Enter the complete accession number provided by YNP staff for your use Note Accession numbers refer to the collection as a whole so are not unique for each catalog record Format AAAA 99999 A standard NPS accession number includes a 4 letter park acronym a hyphen plus a number of up to 5 digits padded with zeros and spaced so the last digit is in the 10 character space Examples YELL 12345 Class 1 Enter ARCHEOLOGY this is the preferred spelling Class 2 Enter the Material Type for the specimen Chose ONE of the following HISTORIC PREHISTORIC Class 3 Please refer to the Museum Management Handbook II Appendix E for the correct NPS classifications and standardized terminology for Archaeology artifacts DO NOT USE ANY OTHER TERMINOLOGY ASIDE FROM WHAT IS PROVIDED IN APPENDIX E Class 4 Please refer to the Museum Management Handbook II Appendix E for the correct NPS classifications and standardized terminology for Archeology artifacts DO NOT USE ANY OTHER TERMINOLOGY ASIDE FROM WHAT IS PROVIDED IN APPENDIX E Object Please use standardized terms in the The Revised Nomenclature for Museum Cataloging Revised Nomenclature Iti
73. r file as they are in the archaeology template xls template Your file must not contain extra columns It should also not be missing any columns that are included in the template provided Otherwise the import process will not be able to match the fields and the import will fail Cataloging with the Export Format The table below provides information on the mandatory fields and the data and format to include in each field for the catalog record to be considered complete If you do not have information for a particular field leave it blank Use a question mark after an entry to indicate data that are probable but not certain Information for every fields may not be available for all specimens If no data is available leave the fields blank Do not delete the columns from the template Note Some fields in ICMS require special formatting including the addition of spaces underscores or hyphens When entering data in ICMS the program controls the data format in these fields This control isn t available in MS Excel or MS Access so the cataloger must enter these manually Failure to use the proper formatting can cause the import to fail and your database will be returned to you for correction Mandatory Fields ICMS Field Name Description amp Format Requirements PLEASE ENTER ALL RECORDS IN ALL CAPITAL LETTERS Catalog Enter the complete catalog number from the list of numbers provided by the YNP staff for y
74. recorded in the database Therefore it took a great deal of time and money to make the data available in the proper NPS format The University Montana s archaeological database was developed using Microsoft Access As stated above the first quest for compatibility involve the hands conversion of each entry line to the proper National Park Service format The goal of the current project was to decrease the amount of time needed for the conversion of data automate the process as much as possible explain the data conversion in an easy to follow step by step process create a computer program to simplify the process this collaboration between anthropology and computer science department facilitated the creation a program that makes sense the goals the project This conversion was done using a three phase process that allows data to be moved from Microsoft access converted into a final Excel template for importation into ICMS This new process of data conversion will save Earth amounts of time and funds it will provide the NPS with the completely converted database in the proper ICMS format 2 The Trend of Archaeological Computerized Databases 2 1 Archaeological Computerized Databases A database can be thought as a pool of information that supplies users with data in order to have the ability to make educated decisions interpretations and test hypotheses Banning 2000 A database also has the ability to take the available data and put it to
75. records have been selected a new window will appear to the right of the navigation window which will be labeled collections MY10 cultural resources cultural records figure 5 3 9 Z Re discovery for the U S Department of the Interior ICMS Navigator fa Home Page Re System R Global Search Results Re Management Reports QRe Collections eam EH My Tags E Shared Tees Object Information ee oF Built In Filters Registration Catalog ProviManf Arche i Accession Catalog N 4 Controlled Class 1 g Class 2 f Count Fix L Draft Rec ea L E id 1 NAGPRA Object o Key Descript Field Help 3 ee Alternate Name kan a text box to view help f for ad at field Ctrl Prop Catalog Component Part Accession Location Object Status y Status Date Itern Count Quantity dl Storage Unit L J L l Added by Unknown on Unknown Updated by Unknown on Unknown Figure 5 3 9 The Catalog Record Window Step Four Now that the catalog records window is active the records contained in the Excel 2010 archaeology template need to be imported into the ICMS catalog records database This is done by clicking file selecting import export which asks for a choice of either importing or exporting records figure 5 3 10 Z Re discovery for the U S Department of the Inter
76. rent archaeological investigations However this project raise several key questions about the standards of archaeological data the compatibility of systems across different boundaries the variation of data the value of such indices for research purposes Wilcock 1992 Richards 1998 2 3 The Issues of Archaeological Databases The field of archaeology has been greatly aided by the use of computers with their ability to hold and manipulate large amounts of information It can be seen that archaeological projects can vary in a wide range of circumstances including the type and intensity As a result an archaeological dig generates thousands of pages of supporting documents and data from the field Hoopes 1997 Seeley 2005 Because of this most modern archaeological data is frequently held in a computer database Banning 2000 However databases and computers have created challenges as well For example databases do have the ability to help improve research management and storage of data but it has come with a cost Some of these costs become clear when we consider the situation when different agencies use diverse database programs which are incompatible with each other It can be seen that each database might have been developed using unique data structure that can make it difficult to merge or compare the data between databases Williamson 2000 Myers 2000 Further even if the same identical software was used different users have
77. s imperative to use the standardized terms a list of approved terms is also available in MMR2 Appendix E Location Enter the physical storage location of the specimen including name of institution building cabinet and drawer numbers If specimens are being returned to the YNP for storage in the IMMEDIATE future please enter HRC otherwise please enter the institution where the artifacts are stored Object Status Enter STORAGE unless the material is going to be placed in a repository other than the HRC then it will be LOAN OUT NON NPS Item Count Item Count if individual specimens Example 4 flakes 4 Storage Unit Enter EA for individual specimens corresponds with entries in the Item Count field Description Enter a description of the artifact The description should provide enough information to identify the artifact from others Do not use unauthorized abbreviations or codes Measurements Enter the dimensions and or weight of the specimen if appropriate Use metric measurements Examples H 15 0 W 8 9 L 5 6 cm H 10 3 W 6 8 D 4 5 cm or 0 05 g For archaeology artifacts weight is sufficient See the Museum Handbook Part Il Appendix C for instructions on additional standardized formats for recording measurements Link to Appendix C http www nps gov history museum publications MHIl mh2appc pdf Other Numbers Enter any
78. s is done by going to file and selecting save as figure 4 3 5 Home Insert Page Layout Formulas Data Review View Developer Acrobat q Information about 2010 ICMS list BL Save As C Users NTG Desktop 2010 ICMS list xisx Save as Adobe PDF BF Open ae Permissions i Close a Anyone can open copy and change any part of this workbook Protect Workbook Recent New Prepare for Sharing iA Before sharing this file be aware that it contains z Document properties printer path author s name and related dates Print Check for BETEN i Is E Content that people with disabilities find difficult to read sues Save amp Send Help F Versions e A There are no previous versions of this file 3 Options Manage Exit Versions Figure 4 3 5 Saving the Template A prompt will appear to ask for the desired filename and location of where the file will be saved In this case the file name will be 2010 Archaeology Template and it will be saved onto the desktop figure 4 3 6 gt L s EZ Organize v New folder gt X Microsoft Excel m gt Libraries iam System Folder 4 Ft Favorites HZ Desktop IB Downloads E Recent Places Homegroup System Folder NTG System Folder 4 Libraries gt Documents Computer D d Music System Folder Filename 2010 ICMS list UMADC Save as type CSV Comma delimited Authors Douglas MacDonald Tags Add a tag Hide Folders Too
79. se the file we copied and pasted is found in the original files folder Double click the original files folder and then select in this case the file named 2010 archaeology Template UMADC template which will start the interface of the program figure 4 4 6 1 of 24 Converted Info Original Info Converted Info Original Info 1 Catalog Number 9 Object Status 17 Identified By a YELL 2729 YELL 2729 __ 2 Accession Number 10 Item Count 18 Field Site YELL 20428 YELL 20428 1 l48YE0380 48YE0380 3 Class 1 Appx E and Box 12 11 Storage Unit 19 Within Site 4 Class 2 Appx E and Box 12 12 Description 20 State Site 48YE0380 5 Class 3 Appx E and Box 12 13 Measurements 21 Site Name 33 Lake Lodge Pump House Lake Lodge Pump House 6 Class 4 Appx E and Box 12 14 Other Numbers 22 UTM ZNUY 121548532 4933743 12 548532 4933743 7 Object Appx E and Box 12 15 Material Appx G and Box 12 23 Hist Cult Per Uniface Uniface chert 8 Location 16 Condition Jump to Record a m Figure 4 4 6 The Workspace of the Converter Program As you can see in figure 4 4 6 the converter program has accessed the information that was taken from the 2010 archaeology template where it had been inserted and converted into the proper format Now the process needs to be completed so the ICMS import will succeed Running th
80. selected as ASCII CSV from the options located from the down arrow to the left of the file type label and the import file location The file location will vary but for this example the Excel file 2010 archaeology template will be selected from the desktop where this file has been saved After everything has been selected click the next button which again is located on the bottom right of the window figure 5 3 12 X Import Export Records Import Records Choose the file type you want to import and then enter the path and file name to be imported or click Browse to locate the import file File Type ASCII CSV V Import File C Documents and Settings XPMUser Desktop MYAP 2010 Database ICMS Con Figure 5 3 12 Import Record Property Window Step Five Now that the next button has been clicked another window will appear which will ask about the import text delimiter This automatically shows the format of the CSV file being imported Click the next button figure 5 3 13 X Import Export Records Import Text Delimiter What field delimiter and text qualifier are used in your data Select the appropriate options and watch how your data is affected in the preview below Note the first column must contain the Record ID Catalog Number or key field e g Name in Artist Exhibit ID in Exhibits etc Field Delimiter Text Qualifier Sample Size 10 3 1 i f t 7 aon 1 i t i 1 7 7 7 7 7 j j t j 1 coe Von
81. t transfer zip filename Transfer Objects 9 5 2012 zip Figure 5 3 27 selecting the files to transfer to desk A window will appear describing that the operation is in effect displaying the number of collections collection records it is going through If all goes well a window will appear saying the data was successfully transferred to the location selected in the previous step Click okay figure 5 3 28 Re discovery for the U S Department of the Interior ICMS Figure 5 3 28 confirming the data is transferred correctly Now the zip file located on the desktop can now be e mailed to the register at Yellowstone National Park In this case the file is located on the desktop figure 5 3 29 fo fe E le fe fen Figure 5 3 29 the file was saved in zip folder on the desktop 6 1 Conclusions Historically the use of computers to aid the field of archaeology developed mostly in Western Europe and North America Computers were used for statistical analysts during the late 1950s and early 1960s However in the 1980s the use of statistics began to wane and discussions of computer databases began enter into the conversation As the years passed the discussion of databases in the 1990s began to focus on how the structure of excavated data could be successfully modeled in a relational database using object oriented design and creating a database that was founded upon archaeological entities During the mid to late 1990s
82. upport and other services to federal government agencies In 2005 the company becomes a certified Microsoft partner In 2006 the database technology software was released in Microsoft Visual Studio 2005 which allowed it to be powered using the net language In 2009 the company created the Department of Interior system that is known as ICMS 5 3 The Importation of Data into ICMS After the Excel workbook has been converted to the 2010 archaeology template and has passed through the UMAD converter it is time to import the finished Excel workbook 2010 archaeology template into ICMS If everything is been formatted properly the conversion should take place without any errors being displayed Step one Look for the Rediscovery ICMS shortcut on the desktop and double click figure 5 3 1 Figure 5 3 1 Starting ICMS From the Desktop Shortcut To run Double Click the Icon After a few moments the logon screen will appear This screen will ask for a user ID and a password For this copy of ICMS the user ID is red spelled out and the password is also red After they were entered click the logon button figure 5 3 2 uy Please enter your User ID Please enter your Password Version 8 10 2009 Re discovery Software Inc Figure 5 3 2 The ICMS Logon Screen Step Two After the login screen has disappeared the main ICMS program workspace will open Next you need to create a new directory which will contain the data
83. urface projectile point ichert Lat 8 YELL 2729 204286 48YE0380 Lake Lodge Pump House 75 1 7 8 4933751 548542 surface surface Biface obsidian 9 YFIL 2779 204287 ARYFO38O Lake Lodee Pumn House 76 1i N9 4933751 5485472 TU 3 Level 2 TU3 Level Dehbitage obsidian M 4 gt h lithics list other samples types ist Sheet3 PJ 2010 Archeology Template Compatibility Mode o 8 g A B D E F G H 1 J K L M N o p a R s T E 1 Catalog Accession Class1 Class2 Class3 Class4 Object Location Object Ste Item Cour Storage Ui Descriptic Measuren Other Nur Material Condition Identified Field Site Within Sit State Site Site 2 Pi 3 4 u Es I l Figure 4 3 1 viewing to workbooks that once Step One first select the catalog number column in this case in the workbook labeled 2010 ICMS list For this example we will select the first 10 rows in the workbook This is done by clicking the line below the catalog number title then click and while holding move the mouse down the column to select the desired information figure 4 3 2 XA EM E tone Insert Page Layout Formt og as Page Page Break Custom Full Y Gridlir Layout Preview Views Screen Workbook Views V Ruler 81 ro fe Catalog N 2010 ICMS list i A c Accession No Site No 2 YELL 2729 204280 48YE0380 3 YELL 2729 204281 48YE0380 4 YELL 2729 204282 48YE0380 5 YELL 2729 204283 48YE0380 6 YELL 2729 204284 48YE0380 7 YELL 2729 204285 48YE0380 8 YELL 2729 204286 48YE0380
84. w my template Created by Last Modified by Created on Last Modified on Import File Columns Catalog Accession Class 1 Class 2 Class 3 Class 4 Object Location Object Status Item Count Storage Unit Description Measurements Other Mumbhers Material Canditinn Tdentified Rv Field Site Within Site Shake Site Site Mame IITM 7IFIN HicHiCult Per Field mapping Movelp Move Down Insert Append Delete Skip for import Append data for import BEBEBEBEEE BBEEBBEBEE ad iZ Use this template Figure 5 3 17 The Final Order of the Template When all proper mapped fields are labeled click the save template button A prompt window will appear asking Do you want to save changes Click yes figure 5 3 18 Re discovery for the U S Department of the Interior ICMS DY Do you want to save your changes Figure 5 3 18 confirming saving the template A final window will appear describing the template has been updated Now click okay figure 5 3 19 Re discovery for the U S Department of the Interior ICMS ES 1 Template MYAP 2010 updated Figure 5 3 19 Confirmation That the Template Has Been Updated Next a duplicate target record window will appear asking what you want to do if the matching records are found For this example click ignore duplicate option data is skipped if the matching record is found Now click next figure 5 3 20 Z Import Export Records OBS Duplicate Target Record What
85. you don t know certain information or what s needed in a particular field leave it blank Do not delete columns from the template Failure to use proper formatting can cause import to fail and the database to be returned for correction Before you begin it s important to understand what each mandatory field means and the format that must be followed Open the 2010 archaeology template to see all the mandatory fields which we will look at each of the fields from left to right Catalog Enter the complete catalog number from the list of numbers provided by the Yellowstone National Park staff The catalog format will look like for example AAAA HHHHHHE This is the standard National Park Service catalog number which includes a four letter park acronym plus unique number of up to seven digits In this case the catalog number will look like YELL 1234567 Accession Enter the complete accession number which again is provided by the Yellowstone National Park staff The accession referred to the collection as a whole as a result they are not unique for each catalog record The accession number format will look like for example AAAA This is the standard National Park Service accession number format which includes the four letter part acronym a hyphen plus up to five digits In this case the format will look like Y ELL 12345 Class I Enter the word ARCHAEOLOGY This Is the Preferred Spelling This will be the sam
86. z S editors Archaeology in the Information Age a global perspective Routledge London and New York PP 69 80 Woosley Anne 1992 Future Directions Management Of the Archaeological Database In Wandsider LuAnn editor Quests and Quandaries A Vision of Archaeology s Future Center for archaeological investigations Southern Illinois University Carbondale Appendix A Installing the UMADC Converter Program to install the converter program first inserted CD included with this document look for the zipped file labeled UMADC converter Right click and select the copy command Second while on the desktop right click and select the paste command After the command has been selected the files should be copied onto the desktop Third right click on the converter program folder and select extract all command After the extract all command has been selected a window will appear asking you to select a destination and extract files You ll see a label called files will be extracted to this folder Select the browse button then select the desktop After you selected the file destination make sure that the show extracted files when complete box is checked Then click the extract button located at the bottom right hand side of the window Lastly a new folder should appear on the desktop without the zipper logo with the same filename Double click the file this new window should contain the application and folders needed during data

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