Basic Archivists' Toolkit Manual - Blogs
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1. 7 4 Searching Name Subject and Digital Object Records 1 Searching name subject and digital object records works the same way 2 Make sure you are in the appropriate section of the database and use the search editor to conduct your search 3 Remember the Filter in the upper right corner of the primary database window is a great way to search name and subject terms DUASC Basic Archivists Toolkit User Manual 18 8 0 Finding Materials in the Stacks Note This section of the manual provides instructions on how to find the physical location of materials described in the Archivists Toolkit The best place to start looking for the physical location of materials is the Resources module If the materials are unprocessed you can check the Accession records Note that the Archivists Toolkit has far greater control over the physical location information than the previous Accessions database Location information is provided at the individual box folder level rather than the fonds level 8 1 Find Physical Location of an Individual File 1 Navigate to the Resource Record for the item s you are trying to find in the Archives Stacks This can be done by searching see Section 7 0 or by browsing the database see Sections 4 0 5 0 and 6 0 2 The Box Folder information is contained in the Instance section of the screen Instances Instance Type Instance Label Tet Box folder SF 15 add nstance 32. Double click on the Instance A new window will open up al Resources Analog Instance Record 1 of 1 Container 1 Type Box folder E Container 1 Indicator SF 1 5 Container Barcode Container 2 Type Z Container 2 Indicator Container 3 Type v Container 3 Indicator Location Killam Memorial Library 5th Floor Archives Range A76 First Previous Next Last Cancel OK DUASC Basic Archivists Toolkit User Manual 19 4 The physical location information is contained at the bottom of the window 5 Note that this process should be repeated for each file requested at the Reference Desk Some types of material e g photographs oversized items etc may not be stored in the same Range as the textual records 8 2 Find Physical Location for All Items in a Resource or Accession Record 1 If you need to quickly find the physical location information for all items in a fonds or collection click on the Manage Locations button This could take a while for large fonds ae First Previous Next 2 Anew window will open with the location information for all files in the fonds or collection Resources Assign Locations Containers Box folder SF 1 1 Killam Memorial Library 5th Floor Archives Range A76 Box folder SF 1 10 Killam Memorial Library 5th Floor Archives Range A76 Box folder SF 1 11 Killam Memorial Library 5th Floor Archives Range A76 Box folder SF 1 12 Killam Memorial Library 5th Fl
3. resource record There are four tabs for Resource records i Basic Description contains title date language extent and box folder number if applicable li Names and Subjects lists the names and subject terms associated with the resource record Names and subjects are pulled from the authority files in the Names and Subjects modules lil Notes and Deaccessions etc Contains all additional notes about the resource i e Section 1 8 of RAD Also contains information about any deaccessions associated with the resource record deaccession records can also be associated with individual accessions iv Finding Aid Data Only appears at the highest level of a resource record Contains information about the finding aid e g title and author of document status of finding aid location i e URL of finding aid etc Hierarchical List Also called a Component List This area provides a tree view for the entire fonds or collection Open and close folders to expand or collapse the hierarchical structure of the fonds Use this area to browse within a resource record Data Entry View Area This area contains the form fields for entering and viewing information about a Resource The form fields will change slightly depending on which level of the Resource you are viewing At the highest level of a Resource Record this area also shows links to Accession Records associated with the Resource Navigation Buttons These
4. 14 71 Fenno INE LIST DISDIAY Alea criti ciicnt aie i a eee 14 7 2 Searching Resource Records i e Finding AICS cccsecesseeeeeeeeeeeeeeeeeesseeens 15 7 3 Seal ChiING ACCESSION RECO S macnn aaa 17 7 4 Searching Name Subject and Digital Object Records cccceeceeeseeeeeeeeeeees 18 8 0 Finding Materials in th Stacks ixes c2 c5 cio tedests hedeste edie baanieiaderie adele 19 8 1 Find Physical Location of an Individual File cccecsecceseeeeeeeeeeeeesneeeeeeeeeseeeens 19 8 2 Find Physical Location for All Items in a Resource or Accession Record 20 8 3 Create List of All Materials in a Particular LOCAtION ccccseceseeeeeeeeeseeeeeeeeeens 21 9 0 Printing and Exporting Record Lists and Other Information cccccccseeeeseeeeeees 23 9 2 Printing and Exporting Search Results and Record Lists cccccseceeseeeeseeeees 23 9 3 Printing and Exporting Other Reports seriea 23 DUASC Basic Archivists Toolkit User Manual 1 1 0 Introduction The following manual provides instructions on how to use the Archives and Special Collections DUASC Archivists Toolkit database It is not intended to replace the full user manual available at http archiviststoolkit org http 3A 252Farchiviststoolkit org support AT1 5 User 20 Manual Rather it is intended to show how to perform basic tasks such as Logging into database Searching and viewing the finding aids Searc
5. Dalhousie University Archives and Special Collections Basic Archivists Toolkit User Manual Table of Contents TO 1619 Veh o g emer serene ameter ern te ineten tenn nee ney reneniny a mere te er eC rere enn cr ener cere tence 2 20 LOG IMO Database osre re ea eoero desea 3 3 0 Archivists Toolkit User Interface 00nannannnnnnannannnnnnnnnnnnnnnnnnnnnnnnnnnrnnnnnnnnerennnnen 4 Sal odepar NAVIG QNON ANCA eienen e a a aa 5 IZ NENUNG T n eee a ee eee 6 SOEST DISDIAY ATOA aioe oprano p apop PICON PII ESOPE PICIO I SIRES 6 4 0 Browse the Database cccccccccccsececeeeseeeceeeeseeeseeeceeeseeeseueesueeseeeseuetsueeseeeseeesaes 7 Aem WSU RECO Co peee tne ene rree eetenite Rope nee enone eet er cn enn eee nee A Rare tee Reentry eee eer 7 42 SOMMGARCCOM LISTS prne aai 7 5 0 Opening and Viewing Finding Aids and Accession RecordS cccscceseeeeeeeeeeeees 8 5 1 Basic Components of a Resource Record i e Finding Aid cccsseeeeeeeeeeeeees 8 5 2 Basic Components of an Accession Record ccceccceeeeeeeeteeeeeaeetaeesaeeetaneeeas 10 6 0 Opening and Viewing Name and Subject RecordS cccccceseeeeeeeeeeeeeeeesaeeeesaees 12 6 1 Basic Components of a Name Record ccceccceeeeeeeeeeeeeeeeeeaeeeeeseeeesaeeeesaneeeeas 12 6 2 Basic Components of a Subject RECOMIC ccccceecceceeceeseeeeeseeeesseeeeeseeeeeseeeeeeas 13 7 0 Searching Ine DalabaSCeraxanesicnca T E E eeeee
6. Digital Objects Title C Navigation s IE IE DEn D Dor First Previous Next Last Reports Save DUASC Basic Archivists Toolkit User Manual 13 7 0 Searching the Database Note This section of the manual provides information on how to search the database General searches can be conducted in each module but the search options and results will vary depending on which module you choose Make sure you are working in the section that contains the information you are looking for e g you cannot search the Names section for file titles The best way to search for processed archival materials is to search the Resources Module i e Finding Aids 1 Determine which section of the database you need to search Double click that section to list all records in the List Display Area 2 Click on the Search icon in the Horizontal Menu Area 3 A search box will appear in a new window Your search results will appear in the List Display Area 4 See the instructions below for each section of the database 7 1 Filtering the List Display Area 1 Record lists from all sections of the database can be filtered using the Filter search Results box in the upper right corner of the primary database window ic ea Filter search results i _d 2 The filter will only search data that is displayed in the List Display Area a For example when you are displaying the complete list of resource records the f
7. List Display Area 1 The list display area is where database records are displayed 2 Again the records displayed depend on which section of the database you are working with For example if you double click on the Names section it will display a table with the names and other information contained in the database 595 Record s found for search list all Sort Name Name Type Source A M Smith and Company Corporate Body Local Sources Acadia Coal Company Corporate Body Local Sources Acadia Fisheries Corporate Body Local Sources Acadian Supplies Company Acadian Holdings Limited Corporate Body Local Sources Adams and Knickle Limited Corporate Body Local Sources But if you double click on another section the List Display Area will show different columns of information DUASC Basic Archivists Toolkit User Manual 6 4 0 Browse the Database Note This section of the manual provides instructions on how to browse each module in the database See Sections 5 0 and 6 0 for instructions on opening and viewing individual database records 4 1 Listing Records 1 Double click on any of the icons in the sidebar to show all the records contained in that module hisis Tod kbt WO ilai 10 K B Resun RSE CACO fad foreach iit alr f zi Tite Proper Formal or Suncikect Ponds or Collection Number Eeten Humber Erien Maa IneMenE Created RAD 1 10 The formal or sup
8. appraised mig Resource Type 4 Use the Drop Down menu to select a search field For general keyword searching the Scope and Content field is recommended 5 Use the second Drop Down menu to put an operator on your search not usually necessary 6 Enter your search term and click Search 7 The search editor will close and your results will appear in the List Display Area E Accessions 13 Record s found for search Scope and Content Contains theatre Accession Number Title Proper Formal or Supplied Exte 0000 033 Whitelaw Marjorie MS 2 79 1971 138 Neptune Theatre MS 3 1 1972 020 Heinish Mrs Sarah MS 2 160 1972 033 LeBlanc Yuan MS 7 168 1972 102 Heinish Mrs Sarah MS 2 160 1978 031 Neptune Theatre MS 3 1 1980 068 Neptune Theatre MS 3 1 1986 077 Allen W Graham MS 2 96 1992 058 Hillis J Stanley MS 2 645 1994 034 Theatre MS 3 1 2002 016 mare heatre MS 3 1 2008 012 Neptune Theatre MS 3 1 2011 051 Theatre reference material MS 3 Ref 8 You will see the Accession Number Title Proper extent information and the Scope and Content note DUASC Basic Archivists Toolkit User Manual 17 9 Simply double click on a search result to open the Accession Record The Accession Record will open in a new window 10 Remember that the Scope and Content note is found under the Accession Notes tab not the Basic Information tab
9. ber Baird Rev Dr Frank MS 2 5 1971 061 Corkum Leo P MS 2 15 1971 062 Blackbum Family MS 2 10 1971 060 Sons of Temperance Columbia Division No 24 MS 2 14 1971 056 McLelan Archibald Woodbury MS 2 87 1971 068 Gould Capt Alfred MS 2 86 1971 067 DUASC Basic Archivists Toolkit User Manual 22 9 0 Printing and Exporting Record Lists and Other Information Note This section of the manual provides instructions on how to print record lists and other information in the Archivists Toolkit The Archivists Toolkit has many options for generating and printing reports record lists and other kinds of information Some reporting options are only available to database administrators This section does not provide comprehensive coverage of the database s reporting functions Check the full Archivists Toolkit User Manual for additional information 9 2 Printing and Exporting Search Results and Record Lists 1 Any information in the List Display Area can be printed or exported as a report 2 Oo o1 A Q Make sure the List Display Area contains the information you want e g search results filtered accession or resource list etc Click on the Reports Icon in the Horizontal Menu Area Select Print Screen Choose the desired output format Click on Print or Save 9 3 Printing and Exporting Other Reports 1 Each section of the database can generate a number of sp
10. buttons are for navigating records in a list The buttons allow you to switch Resources i e to browse between from one fonds to another The buttons cannot be used to browse within a Resource record use the Hierarchical List for this Save Close Buttons These buttons are for saving and closing the form It is very important to save your work frequently Use the Close button rather than the Red X in the top right corner DUASC Basic Archivists Toolkit User Manual 9 5 2 Basic Components of an Accession Record Note Archivists Toolkit Accession Records are linked Resource Name and Subject records They also contain links to digitized case files with further documentation about the accession This section of the database has replaced the old Microsoft Access database 1 The following screenshot highlights the basic components of an Accession Record You must become familiar with the tabs and location of key information such as scope and content and physical location Note that the fields in the data entry view area change depending on which tab you select A Title Bar B Tabs al Accessions Title Madden Dr Andrew MS 13 75 Basic Information Accession Notes User defined fields Names amp Subjects Acknowledgements Restrictions amp Processing Tasks Record 8 of 515 Accession 0000 007 ACCE sion Number 0000 007 Date Expression 1847 1849 Accessi
11. e search editor will close and your results will appear in the List Display Area 45 Resources 455 Hits s in 19 Resources found for search Title Proper Formal or Supplied Contains theatre Component Title Resource Title Resource Identifier Theatre and dance performances Janet Leffek fonds textual records MS 5 13 Sir James Dunn Theatre Dalhousie University Miscellaneous programs Janet Leffek fonds textual records MS 5 13 Dalhousie University Arts Centre Miscellaneous theatre related programs Janet Leffek fonds textual records MS 5 13 Memorandums from Robert T Merchant regarding Neptune Theatre Subscripti Oland and Son and Affiliated Companies fonds textual rec MS 4 135 Photographs of a model wearing a costume for Oland s MGM Theatre of the Ai Oland and Son and Affiliated Companies fonds textual rec MS 4 135 Neptune Theatre Foundation Oland and Son and Affiliated Companies fonds textual rec MS 4 135 Neptune Theatre Foundation Oland and Son and Affiliated Companies fonds textual rec MS 4 135 DUASC Basic Archivists Toolkit User Manual 15 8 You will see the Component Title i e the title proper the title of the fonds or collection to which it belongs and the Resource Identifier i e fonds or collection number 9 Simply double click on a search result to open the Resource Record The Resource Record will open in a new window Notice that the window opens up the specific f
12. ecialized reports For NO CON O1 A O i NS N N N Sl example the Names section can generate a report of Names and linked records e g Accessions Resources Digital Objects The Resources section can generate a report of resources with restricted materials Navigate to the section of the database that contains the information you want to print or export If desired perform a search or filter to narrow the data in the List Display Area Click on the Reports Icon in the Horizontal Menu Area Select the report you wish to print or export Choose the desired output format Click on Print or Save Note that some reports may take a while to generate DUASC Basic Archivists Toolkit User Manual 23
13. hing and viewing the accession records ws Finding the physical location of an item Detailed instructions on how to perform data entry can be found in the Archives and Special Collections Policies and Procedures Manual DUASC Basic Archivists Toolkit User Manual 2 2 0 Log into Database Note Contact the Archives Specialist if you do not have an Archivists Toolkit account Your username and password should be your Dalhousie NetID and password If you change your NetID password you will have to manually change your password in the Archivists Toolkit database 1 Double click on the Archivists Toolkit icon on your desktop or start menu al Archivists Toolkit 2 Enter your Username and Password and click on the Login button Copyright 2010 by Archivists Toolkit version 2 0 0 update 10 View lcense aereement User logon Usernames are not case sensitive Passwords are case sensitive 3 If you do not wish to login click cancel to close the database DUASC Basic Archivists Toolkit User Manual 3 3 0 Archivists Toolkit User Interface Note This section of the manual provides information on the general layout of the Archivists Toolkit See Section 4 0 for information on browsing the database and Section 5 0 for information on opening and viewing records in the database 1 Once you re logged in you will see a blank Archivists Toolkit screen The primary screen has t
14. hree main areas a Horizontal Menu Area b Sidebar Navigation Area c List Display Area mm Src dake if he 7 iip Fin seach ALDE 4 T i Tools a Me hevi Sep Repo Bd E By ne EE Subjects E Access ets ia Resources E pigital objects List Display Area See the Official Archivists Toolkit User Manual for more information on each module DUASC Basic Archivists Toolkit User Manual 4 3 1 Sidebar Navigation Area 1 The Nav Area sidebar on the left side of the screen contains icons for the five different sections of the database a 1 Names authority file Contains the name authority file personal corporate body or family and can be used to show which accessions and or resources have been associated with a particular name The records serve as name headings in database exports e g MARCXML Subjects authority file Contains the subject authority file i e topical terms geographic terms etc and can be used to show which accessions and or resources have been associated with a particular subject term Subject terms are primarily taken from LCSH The subject records serve as subject headings in exports such as EAD MARCXML and MODS Accessions all archival holdings Includes accession records and basic collection data Resources i e Finding Aids Includes finding aids for processed and partially processed archival fonds and collections Each resou
15. ile in which the search term was found In this example the Oland and Son MS 4 135 Resource Record is opened to a file of photographs in which theatre appeared in the title Title Oland and Son and Affiliated Companies fonds textual records and other materials Basic Description Names amp Subjects Notes Etc Resource Identifier M Marketing and Advertising Photographs Aerial photographs of Keltic Lodge for Nova Negatives of advertisements that were publ Photograph Canadian Vickers Limited box ci Photograph of 11 unidentified people standi Photograph of 26 people playing broom ball Photograph of Assocaited Tavernkeepers co Photograph of Bruce Oland standing at a cor Photograph of Comema Collection Exhibited Photograph of helicopter taken by Dell helic _ Photograph of house on 5660 Young Street i 7 Photograph of Joe Pitt distributor agent a Photograph of R D Mussett standing next t Photograph of Transport and Merchantile Lt Level file A Persistent ID ref3079 Component Unique Identifier Other Level Title Photographs of a model wearing a costume for Oland s MGM Theatre of the Air campaign Wrap in tag v Date Expression 1952 Photograph of Victor at the Canadian Touris Date Instances Photograph of Victor Oland with 13 unidenti Photograph of Victor Oland witnessing a gif a e Insta
16. ilter can be used to search for Title Proper and or Fonds or Collection Number b When you are displaying the complete list of accession records the filter can be used to search for Accession Number Title Proper and Scope and Content 3 Simply double click on the record to open it in a new window 4 The filter is the best way to locate materials by accession or fonds number DUASC Basic Archivists Toolkit User Manual 14 7 2 Searching Resource Records i e Finding Aids 1 Double click on the Resources Icon in the Sidebar Navigation Area 2 Click on the Search Icon in the Horizontal Menu Area 3 This will bring up a search editor in a new window Notice that it is specific to the Resources section of the database al Resources Search Editor Search Search By Linked Record Search resources m r Select a field 3 Contains X and Created Contains v Created By i Finding Aid Note Fonds or Collection Number Last Updated By Repository Title Proper Formal or Supplied 4 Use the Drop Down menu to select a search field For general keyword searching the Title Proper field is recommended a Note searching the Title Proper field will bring up results for fonds series and file level descriptions 5 Use the second Drop Down menu to put an operator on your search not usually necessary 6 Enter your search term and click Search 7 Th
17. ject record you want to view double click on the table row to open the record in a new window You can also right click and select Edit from the drop down menu that appears 2 The new window will have different fields depending on whether you are viewing a name or subject record Person name records will have a slightly different window than Corporate Bodies or Families 6 1 Basic Components of a Name Record 1 The following screenshot highlights the basic components of a Name record A Title Bar al x Names Record 7 of 296 Adams Frank Dawson 1859 1942 Details Non Preferred Forms Accessions Resources amp Digital Objects Contact Info Name Identity Record Person prefix rnan Name Adams aes of Name Frank Dawson Title Suffix eee Number B Sc at McGill University in 1878 where he graduated with First Rank Honours earned a Masters degree from McGill in 1884 and later completed a PhD at Heidelberg University In 1892 he married Mary Stuart Finlay Adams died in Montreal on 76 December 1942 D Navigation First Previous Next Last Reports Created May 19 2011 by archives Modified Aug 31 2011 by archives Record Number 370001 DUASC Basic Archivists Toolkit User Manual 12 a Details Basic information about the name authority record including the name fuller form of the name if applicable source of authority e g Library of Congress Subject Headings biographical
18. nce Type Instance Label Photographs of Maritimers get together ir Bulk Dates i 3 Photographs of Sydney Millionaires hockey Bulk Date Besi Bulk Date End a peace eee Photographs of a house before and after the Beg E of a model wearing a costume Photographs of a sawmill Language Code Photographs of Agricola Street office Rennositorv Processing Note 10 The arrangement information i e series Sub series etc is displayed in the Sidebar Navigation Area 11 The Box Folder information can be found under the Instance section on the right side of the screen Additional information can be found under the Names and Subjects and Notes Etc tabs 12 If the item in the record is not of interest just close the window and go back to your search results DUASC Basic Archivists Toolkit User Manual 16 7 3 Searching Accession Records 1 Double click on the Accessions Icon in the Sidebar Navigation Area 2 Click on the Search Icon in the Horizontal Menu Area 3 This will bring up a search editor in a new window Notice that it is specific to the Accession section of the database ir Accessions Search Editor Search Search By Linked Record Search accessions Selecta field i Contains si and Last Updated Contains X Last Updated By Monetary appraisal completed Repository E l I1 Scope and Content Title Proper Formal or Supplied i To be
19. on Date 1970 10 15 Date i Resources Linked to this accession Begin 1847 End 1849 Resource Identifier 4 Resource Title Bulk Dates MS 13 75 Andrew Madden fonds textual recor Begin End Deaccessions I Ta Deaccession Date Extent Extent Measurement Resource Type MS 13 Medical Records l itle Proper Formal or Supplied i Madden Dr Andrew MS 13 75 C Data Entry View Area amp z Extent Extent Number 5 leaves iy im Container Summary 7 A el General Accession Note c vl Print inventory gives its original accession number as 3 70 but that number is assigned to Robert Weil materials Repository DUASC Change Repository First Previous Next Last Reports Close Save a Title Bar The title bar indicates the type of record i e Accesssions and the title and accession number of the materials described in the record b Tabs The tabs organize different kinds of information about the Accession record There are five tabs for Accession records DUASC Basic Archivists Toolkit User Manual 10 i Basic Information Contains accession number title date of accession date range extent and physical location information The Basic Information tab also shows if the Accession record is linked to a Resource record or Deaccession record li Accession Notes Indicates the type of accession e g donation purchase etc and contains a Sco
20. oor Archives Range A76 Box folder SF 1 2 Killam Memorial Library 5th Floor Archives Range A76 Box folder SF 1 3 Killam Memorial Library 5th Floor Archives Range A76 Box folder SF 1 4 Killam Memorial Library 5th Floor Archives Range A76 Box folder SF 1 5 Killam Memorial Library 5th Floor Archives Range A76 Box folder SF 1 6 Killam Memorial Library 5th Floor Archives Range Box folder SF 1 7 Killam Memorial Library 5th Floor Archives Range A76 Box falder SF 1 8 Killam Memorial Library 5th Floor Archives Range A76 Box folder SF 1 9 Killam Memorial Library 5th Floor Archives Range A76 3 Alternatively you can create a report with the location information 4 Navigate to a Resource or Accession record and click on the Reports button DUASC Basic Archivists Toolkit User Manual 20 ogc G First Previous Reports 5 Select Resource s and Location s from the drop al a Resources Reports cket Report Header Finding Aid Ti Resource record s Select Output Resource s and location s Report Description Resource s and subjects and name s linked as subjects M ins title Resource s restricted 6 Choose the desired format for the report a Send directly to printer b PDF c HTML d RIF e Excel or CSV 7 Select Print or Save to create the report It will contain an itemized list of all physical locations for the resource or acce
21. pe and Content note Inventory if applicable Condition note and Disposition note The Accession Notes tab also contains a link to the Case File and any other external documents e g file list database etc iii User Defined Fields Contains information about monetary appraisal if applicable and the name of the person who accessioned the materials iv Names and Subjects Contains links to name and subject authority records that have been associated with the accession record v Acknowledgements Restrictions and Processing Tasks Contains information about access and use restrictions if applicable and tracks relevant exchanges between the donor and DUASC e g deed of gift acknowledgement of receipt etc This tab also contains information about archival processing priorities and plans c Data Entry View Area This is the main portion of the Accession record window It contains data entry view fields for various information about the accession Remember this area changes based on the tab you have selected It is important to become familiar with what information is included under each tab DUASC Basic Archivists Toolkit User Manual 11 6 0 Opening and Viewing Name and Subject Records Note This section of the manual provides information on how to open and view Name and Subject authority records See Section 7 0 for guidance on searching the Archivists Toolkit 1 Once you have found the name or sub
22. plied titie of t Fonds or Collection Ha 10 metres 201 1 5 30 Bg Resources Dalhousie University Reference Collection A5 1 Rei 40 metres 21 520 iH Digital Objects Roscoe Allred Flimore fords textual r igs 5 10 1 48 centimetres 2001 8 22 John Bell fonds textual records Wa 10 2 49 pages 2001 834 Herman Chide Fillmore airpad cual record E 107 178 pages 2001 92 Tom Lackey fonds tertail records graphic MS 1i 2 centimetres PU Geg Howa Sootia Committee to id Aare ican Wi ANS 10 F 2 gentiment TE SF Eodlopy Action Centre fonds multiple medial a5 11 13 T moines 2011 5 9 Movement for Citta Vole and Action fa AYS 11 1 4 3 metei 7011 9 30 Daniel Finkayson Macionis fonds textual im MS 13 1 20 centimetres PU 2 You can also single click on the icon and use the List All button in the menu area 4 2 Sorting Record Lists 1 Record lists can be sorted by any column in ascending or descending order Simply click on the column you want to sort by This will sort in ascending order The order will be indicated by an up or down arrow next to the column header E Accessions 628 Record s found for search list all Accession Number Title Proper Formal or Supplied 0000 000 Nova Scotia Highway Workers Union CUPE Local 0000 001 Dalhousie Student Organizations Young Men s Chr 0000 002 Dalhousie Student Organizations Science Society 0000 003 Tupper Charles MS 2 75 0000 004 Dalhousie Women s Facul
23. rce record contains sub records for its components i e series sub series files etc any associated digital objects and container information referred to as instances A sub record is a linked record that can only be viewed created and edited through the primary record Digital Objects descriptive records for digital objects managed by DUASC For describing digital objects Digital object records can be exported as part of a resource record or as individual records in MARC MODS METS and Dublin Core 2 Double click on the icon to show the database records for that section of the database DUASC Basic Archivists Toolkit User Manual 5 3 2 Menu Area 1 The Menu area is the horizontal bar across the top of the database window U Archivists Toolkit 2 0 0 update 10 File Import Setup Report Tools Help Fo seat DES E new recor J repos J It can be used for basic functions such as a b C d e 2 The buttons in the menu area do different things depending on which area of the Searching different sections of the database Creating new database records Generating reports Importing and exporting database records Closing the database database you are working with For example the Search button will bring up a different search box for each section of the database 3 Make sure you have selected the appropriate section in the sidebar area before using the menu buttons 3 3
24. sketch and citations b Non Preferred Forms Accessions Resources and Digital Objects Contains alternative versions of the name if available and links to accessions finding aids and digital objects associated with that name c Contact Info Contact information for the name used only for donors d Navigation Contains buttons to scroll between name records go to first or last record generate reports save changes and close the window 2 Remember the Details screen for Corporate Body authority records is slightly different but the other tabs are the same 6 2 Basic Components of a Subject Record 1 The following screenshot highlights the basic components of a subject record all x Subj ects Record 35 of 311 Type s Term 650 vi Library of Congress Subject Headings kesh A Authority Information Accessions Accession Number Title Extent M Extent Measurement 1370 007 DeMille James MS 2 21 10 16 centimetres 1970 016 Duff Annie Prescott MS 2 22 1 volume eee 030 Herbert Mary E MS 2 32 63 centimetres Resources B Associated Resources Tite Proper Formal or Sup Fonds or Collection Nu Extent Measurement Created IC Richard Willetts fon MS 2 123 1 centimetre 2011 6 15 Herbert Leslie Stewart MS 2 45 5 5 metres 2011 5 11 My Andrew Wainwright MS 2 636 83 centimetres 2011 6 3 La e a I OE ee E Resources in Red have the subject term linked at the component level
25. ssion record 8 3 Create List of All Materials in a Particular Location 1 If you want to create a list of all materials stored in a particular location e g Range A 6 select Locations from the Tools menu in the upper left corner of the primary database window Archivists Toolkit 2 0 0 update 10 Search a List All 0 Assessment Records Locations In Names Serene fae Subjects 2 Anew Location Management window will appear Select the location that you want to generate a report for and click on the Reports button DUASC Basic Archivists Toolkit User Manual 21 Administration Location Management Filter E Building Floor Room Coordinates Killam Memorial Li 5th Floor Archives Range ASS Killam Memorial Li 5th Floor Archives Range A56 Killam Memorial Li 5th Floor Archives Range A57 Killam Memorial Li 5th Floor Archives Range A58 Killam Memorial Li 5th Floor Archives Killam Memorial Li Killam Memorial Li 5th Floor Archives Range A82 Killam Memorial Li 5th Floor Archives Range A95 ri pep me i ie real ri aa h a lt ee G a 3 Select the desired format for the report and click Print or Save 4 The report will contain a list of accessions and or resources stored in the physical location you selected Killam Memorial Library Floor 5th Floor Room Archives Coordinates Range A76 Accession Title Accession Num
26. ty Organization UA 27 0000 005 Bruce R P Parsons Records of Marine Brokerage 0000 006 Zive 5 P amp Sons Ltd 2 Click on the column again to sort in descending order DUASC Basic Archivists Toolkit User Manual 7 5 0 Opening and Viewing Finding Aids and Accession Records Note This section of the manual provides information on how to open and view Resource Records i e Finding Aids and Accession Records You may find it helpful to increase the size of the record window when it opens By default the right hand side of the window Is cropped See Section 7 0 for guidance on searching the Archivists Toolkit I 1 Once you have found the database record you want to examine double click on the table row to view the record in a new window 2 The window will have different fields depending on which section of the database you are working with 5 1 Basic Components of a Resource Record i e Finding Aid 1 The following screenshot highlights the basic components of a Resource Record You must become familiar with the tabs sidebar navigation and location of key information such as Box Folder numbers and physical location A Title Bar B Tabs ia ree Resour Record 3 of 150 coe Alfred Fillmore fonds lt genreform rules RAD source RAD gt textual records lt gajreform gt Resource Identifier MS 10 1 MS 10 1 Roscoe Alfred Fillmore fonds texti Basic Description Names amp S
27. ubjects Notes Etc amp Deaccessions Finding Aid Data H Clippings Leaflets and Periodicals m i a Correspondence Fonds or Collection Number MS 10 1 a Manuscripts H Personal papers Photographs graphic material Accessions linked to this Resource ID Title Proper Formal or Supplied Roscoe Alfred Fillmore fonds lt genreform rules RAD source RAD gt textual records lt genreform gt Accession Number Accession Title 1977 052 Fillmore Roscoe Alfred MS 10 1 a C Hierarchical List Extent Extent Number 48 centimetres v Container Summary al Language English eng Repository Processing Note Instance Label Add stance Repository DUASC ra Change Repository C Restrictions Apply Mm Add Add Pe a Delete Manage FA Export os Export Export opr Sibling Rapid Dat Eny a A Component uiis MARC Soni Labels First Previous Next Last Reports Close Save F Save Close Created Aug 22 2011 by archives Modified Aug 25 E Navigation DUASC Basic Archivists Toolkit User Manual 8 Title Bar The title bar indicates the type of record i e Resource and the title and identification number i e fonds number of the material described in the record Each module has its own color scheme Tabs The tabs allow you to browse through the entire
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