Chapter 4: Managing the Archivists` Toolkit
Contents
1. 3 Enter a User Name 4 Press Change Password to assign a password a A window will appear asking you for the old password If this is a new user leave the field blank and press OK a 6 h akshsesS Sx Old Password a a Cancel b A window will appear asking you for the new password Enter a password and press OK 39 Archivists Toolkit User Manual EE OC New Password c To verify the password a window will appear asking you for the new password again Enter it and press OK O x New Password again ooo Cancel 5 Save the user record by pressing the OK command button at the bottom right corner of the window Caution If the record does not include the required elements listed above the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not completed The uncompleted fields will be listed in the error message These fields must be completed in order to save the record User record data elements Elements Required by the Archivists Toolkit 1 User Name Create a user name for the user to enter when logging into the Toolkit 4 Password Use the Change Password button to assign a password for the user as previously described Additional Elements You can extend the minimum user record by recording data for any of the following data elements 1 Full Name The user s complete name Examples 40 Chapter2. 4 John Depp Marie Smith Title The user s position title Examples Head Archives and Special Collections Project archivist Department If your repository is organized into departments you may wish to record the user s department here Examples Technical services Public services Email User s email address Access class The access classes ranging from zero to five correspond to the following permissions 5 All read write and functional permissions for all repositories sharing the installation Superuser 4 All read write and functional permissions for a single repository Application manager 3 Read only permissions on repository and user records all other read write and functional permissions for a single repository Project manager 2 No application or project management customization permissions Unable to read or write name contact information Advanced data entry staff 1 No application or project management customization permissions Unable to read or write name contact information Read only access to accession digital object name subject and location records Read write permissions on resource and component description records Beginning data entry staff 0 May search accession and description records May not enter any data Reference staff Repository Use the drop down box to assign the user to the appropriate repository 41
3. Chapter 4 Managing the Archivists Toolkit Overview The Archivists Toolkit has an administrative menu with options for configuring the connection to the database creating a repository record establishing users and assigning permissions generating reports importing data and customizing the application interface Some tasks such as configuring the connection creating a repository record and establishing users should be done before entering other data into the Toolkit Others such as customizing the application interface may be done after becoming with familiar with the application or not at all See Chapter 16 for details on customizing the application interface Note Once you have completed the process of establishing your repository record and any necessary user accounts you may wish to enter location records for your repository Creating location records at once before they are assigned may result in more consistency among the records and the Toolkit provides a Batch Add feature for efficient creation of multiple location records For details on creating and assigning location records see Chapter 13 Creating the repository record Overview Once you have installed the Archivists Toolkit you must create a repository record before the application can be used The repository record serves two basic purposes It stores information such as your repository s contact information and identifying codes so that it can be out
4. bottom right corner of the window Caution If the record does not include the required elements listed above the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not completed The uncompleted fields will be listed in the error message These fields must be completed in order to save the record Repository record data elements Elements Required by the Archivists Toolkit 33 Archivists Toolkit User Manual 1 Repository name Enter the name of your repository as you would like it to appear on administrative reports and descriptive outputs Examples University of Massachusetts Amherst Special Collections and University Archives Scripps Institute of Oceanography Archives Short name Enter an abbreviated version of your repository name as you would like it to be displayed in the AT interface Examples UMass SCUA SIO Archives Additional Elements You can extend the minimum repository record by recording data for any of the following data elements None of these data elements are required to create the repository record but many of them may be desirable For example your institution will likely want to include contact information that can be exported with any descriptive outputs that will be shared with researchers 1 34 Address The Toolkit offers three address lines for the repository s address All three need not be used Examp
5. ertain users access to some of the information or features of the application The Toolkit provides the means to assign a user to one of five access classes The classes represent an expanding sequence of functionality and access Class 5 for instance represents access to all the functionality present and information stored in the AT for all repositories while Class 1 represents access to very basic data entry functions for describing already accessioned resources and their components Note Class 5 permissions are analogous to what are often referred to as superuser permissions As with other systems it is not recommended to do daily work in the Toolkit while logged in as a superuser Therefore the Toolkit s administrator may wish to create and use two accounts one as the superuser and one with Class 4 or Class 3 permissions For more information on permission designations see the User record data elements section Basic steps for creating a user record 37 Archivists Toolkit User Manual 1 From the Admin menu select the option to View Edit Users Edit Users 38 Chapter 4 2 Press Add Record al x Administration Users User Name o O Full Name Eoee Title O O Department eee Email lt lt lt _____ ________ _ Access Class b Repository University of Massachusetts Amherst xl Change Password BE BE IS f First Previous Next Last amp Cancel OK OK 1
6. les W E B Du Bois Library 154 Hicks Way City The town or city in which the repository is located Examples Amherst New York Region The repository s state province or other region Examples MA Ontario Country Enter the country in which your repository is located Examples 10 11 Chapter 4 U S A Canada Mail Code Zip code or other mail code Examples 01003 K1A ON4 Telephone Repository telephone number Examples 21255521212 Fax Repository fax number Examples 212 555 1213 Email Repository email address Because this will be exported into descriptive outputs for long term use a general contact email may be desirable rather than a specific staff member s email Examples askanarch library umass edu URL URL for repository web site Examples http www collectionscanada ca Country code The code for the country in which your repository is located The country code should follow the ISO 3166 1 alpha 2 standard Examples US United States CA Canada Agency code The institutional code should follow the ISO 15511 standard The purpose of ISO 15511 2003 is to define and promote the use of a set of standard identifiers for the unique identification of libraries and related organizations Many U S institutions already use an appropriate code assigned by the Library of Congress in their catalog records The Library of Congress can also assign c
7. odes for institutions in the U S that do not already have one 35 Archivists Toolkit User Manual Examples US MaNoSCA US CaLjSIOA 12 Branding device The URI for a repository logo Examples http www collectionscanada ca seal gif 13 Descriptive language The primary language used for description by the repository Examples eng fre Default Values The repository record also contains a Default Values tab where you can establish default values for data elements and notes within the Toolkit This is one of the Toolkit s customization features and is described in detail in Chapter 16 Notes The repository record also has a Notes tab for recording any narrative information about the repository itself This might include the collection development policy details about operating hours etc This information will be output in the repository record but not in descriptive outputs 1 Label A header or brief explanatory statement of what the note is A few examples are provided in a lookup list that can be edited Examples Reading Room Hours 2 Note Text Content of the note itself Examples Open Monday through Friday 9 00 5 00 Managing users Overview 36 Chapter 4 Once the repository record is completed the Toolkit is ready to be used by anybody with access to the machine servers on which the application is installed It is likely that most repositories using the Toolkit will want to control c
8. put in administrative and descriptive reports For example this information serves as the source for content in the headers for EAD and METS Recording and storing it in one place at the repository level of description alleviates the need for repetitive data entry at the resource level and makes revision easier The repository record has a second purpose in a multi repository implementation of the AT It serves to distinguish one repository s records data rules and project definitions from those of another repository using the same AT implementation Basic steps for creating the repository record 31 Archivists Toolkit User Manual 1 From the Admin Menu select the option to View Edit Repositories sts Toolkit Libraries 32 Chapter 4 2 Press Add Record Administration Repositories Repository Info Default values Notes Repository Name eoo a Short Name ee Address1 Be O O Address2 Po Address3 o O O City E U Region EEO O IIU O O O Country fC O Mail Code PC O Telephone O O O Fax E y y Email AA url lt ees Country Code fC O Agency Code PC O O Branding Device EE o Descriptive Language oo gjalle AS Z First Previous Next Last Cancel OK OK 1 3 Enter your Repository name 4 Enter the Short name for your repository which will appear in all AT displays 5 Save the repository record by pressing the Save command button at the
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