The Manuscript Log is an Access database that organizes and formats information needed to produce manuscript folder labels as well as labels for: single items, boxes, spine labels, etc. It also automatically provides yearly statistics. Data is entered from the OASIS finding aid or the ALEPH record depending on whether it is a collection or a single item. The Manuscript Log will also record when the item is received, worked on, shelved, and can include notes about location. There is an "end-processing report" that can be emailed as a .pdf file to show completed work. Below, the data entry screen has been opened by clicking on "Manuscript Log" under "Forms" in the navigation panel on the left (underneath "All Access Objects").
The screen above shows a single entry on top with the database in columns beneath it. If you were to click on the Manuscript Log under "Tables" in the navigation panel, you would see only the database displayed in columns. The "table" is the primary storage area for data. One can alter data in the table, but it must be closed before changes are seen in any of the forms or reports. "Forms" are simply different ways of displaying the table to make data entry easier. The "reports" are displays of the table that can be emailed, published, or printed out, such as folder labels. One can't make any data changes in a "report". That can only be done in the "table" or "form".
"Table" view of the Manuscript Log database.
A "query" is a table composed of specific entries from the main "table". In this database, there is a query "PRINT TODAY'S WORK", for example. In the Manuscript Log, queries are paired automatically to some of the "label" reports, so they do not need to be directly accessed by the user. But one should be aware that any data changes in an opened "query" table will result in a permanent change to the data. For example, if one were to delete an entry in a query, it would be deleted in the database as well. For this reason, "query" in the navigation panel, is kept closed so the list of queries is not visible.
Once you are ready to enter data, you can close the navigation panel by clicking on the double left arrows at the top right corner of the panel that says "all access objects" to provide a bigger screen, shown below. Then search for the call number at the bottom of the screen to make sure you aren't duplicating an entry.
Everything worked on should be entered into the Manuscript Log, whether it is a collection or a single item. The call number, title, provenance, date received are taken from the availability screen in HOLLIS because the needed information is very clear on that screen. ALEPH is used, however, to pull out the accession number, since that does not appear on the availability screen. All information is cut, edited, and pasted into the corresponding fields in the Manuscript Log using the Manuscript Login macro.
After logging in a collection, since there will be multiple items, further information about those items must be imported into a separate database called the "Manuscript Folder Label database", which has a separate set of instructions. From that database, folder labels will be produced. One can then produce item record data, multiple box labels, email announcements, and keep track of bar codes, using a third simple database called the "Box Label database".
Producing labels for single items is a lot simpler. It only requires logging in the item as described above, and most of the needed labels will automatically be generated by the Manuscript Log, all of the different kinds of labels, and box labels are available.
If you know that a single item (like the one in the screen shot above) will only need a small label with the call number and the accession number, you can sometimes skip copying the description, or type in a brief description of your own. If a box or detailed folder label will be needed, the description field is important, however, and will need to be edited properly. The manuscript end-processor then fills out the rest of the form, adding zeros to the stem of the call number in the "sort as" field where needed, and recording the amount of items, labels, volumes, etc. completed. As of now, single items are not required to have a linear foot measurement entry in the database.
Raw data as in the donor/source field above can be left as it is unless it will be needed on a standard manuscript folder label. If the data in that field will be needed, the manuscript end-processor will need to edit out "Gift of", "Mr., Mrs., Prof., etc.", and shorten "Bequest of" to "Beq. ", or "Deposit" to "Dep.". Abbreviations on labels are standard procedure to save space. No matter what kind of label is needed, the end-processor will have to determine the correct information for the accession number field. If there is no accession number, then the date only should appear. If there is also no date, then either the "removed from" or the "recataloged from" or the "transferred. from" information should appear. (If it is necessary to further abbreviate, use "recat. from" or "transf. from"). If there is no source information at all, the abbreviation "n.s., n.d." (no source, no date) has been used, however, since cataloging language isn't uniform in the 541 field, this is no longer used. The information "no accession number" should not appear on the label, unless it is a standard manuscript folder label; but it is included in the record so there will be no question about whether that information was omitted. After an item is logged in, there is a list of labels to choose from in the navigation panel under "reports". These can be printed out immediately. In the cataloger's responsibilities section of this manual, a listing of information groups and customary wording in the 541 field needed for making labels, can be found.
Data can be lost if one is not familiar with Access and with the Manuscript Log database. Therefore editing of data must be done by someone familiar with manuscript cataloging language and practices. For these and other reasons, the manuscript end-processor backs up the Log regularly and oversees it. However, entry of the raw data can be done by a student, using a separate version of the log that is then edited by the end-processor and added to the main database. To do this, use the copy of the Manuscript Log in the shared student directory, that has been emptied and renamed, "student data entry". Students can then be instructed as follows, and when they are finished, the data they have entered can be edited and pasted into the Manuscript Log. This eliminates the danger of inadvertant changes to the database. The "Manuscript Login" macro assists with collecting information for logging in.