Memorabilia database instructions

ACCESSING THE DATABASE:

Use opener, "Open MemorabiliaTracker.fp7" found in G:\SCHLES\COLLECTION SERVICES\MANUSCRIPTS\Memorabilia or click here
For read only access, select guest account radio button, the click ok
For data entry, the account name is "staff." See Johanna for the password

There are 4 layouts: Collections, Items, Enter New Item, Proofreading. Data entry should occur in the Collections and Enter New Item views only. The Items view should only be used for viewing and the proofreading view should only be only be used for printing.

Click arrow next to "Layout:" on toolbar
Select desired layout from list

OR

Select "view" from the toolbar
Move mouse to "Go to layout"
Select desired layout from list

COLLECTIONS LAYOUT:

Collections will show all objects associated with a collection.

Search for your collection. Please note that names of organizations may have been entered as acronyms instead of the full name of the organization (e.g., NOW instead of National Organization for Women). If there isn't a record for your collection, create a new record.

Collection Name:

Collection name must match the 1xx field in HOLLIS and the collection name in the finding aid. This is a change in practice, so names may have to be changed in existing records.

Do NOT use abbreviations or acronyms. Use proper name capitalization rules.

Collection Title:

Collection title must match the 245 field in HOLLIS and the collection title in the finding aid.

Call No./Accession No.:

Make sure there is a space between "MC" and number (MC 653, not MC653). Make sure "MC" is capitalized

Finding aid:

Enter the urn for the finding aid (http://nrs.harvard.edu/urn-3:RAD.SCHL:schxxxxx)

Earliest Item Date/Latest Item Date:

If dates given for items, make sure the collective date range for all items is correct. If no known dates, leave blank, DO NOT write n.d.

Collection id:

System generated, do not touch

Full 9-digit HOLLIS number:

Copy from HOLLIS number

ENTER NEW ITEM LAYOUT:

Enter new item shows record for individual items and includes instructions for fields.

Search for your collection. Please note that names of organizations may have been entered as acronyms instead of the full name of the organization (e.g., NOW instead of National Organization for Women). You may still duplicate records for items belonging to other collections, but you must be sure to update all collection information, including the collection id number.

If you just created a new collection record, the easiest way to create new item records is to enter information into the green and white item information window in the collection record. List out your items here by number, fill in the other fields, and click the green Items button at the top. This will bring you to your set of item records and you can continue editing.

Collection name:

Collection name must match the 1xx field in HOLLIS and the collection name in the finding aid. This is a change in practice, so names may have to be changed in existing records.

Do NOT use abbreviations or acronyms. Use proper name capitalization rules.

Call No./Accession No.:

Make sure there is a space between "MC" and number (MC 653, not MC653). Make sure "MC" is capitalized

Collection id:

The collection id number (MBxxxx) must match the collection id number for the collection in the collections layout.

Item Seq. Number:

Required by system. Number all items attached to a single collection sequentially (01, 02, 03, etc.). Assign numbers based on order in which they appear in the finding aid. This number does NOT relate to the file unit number. It is used solely to create a unique id number for the record. Please use 0s in front of numbers less than 10 so that data will sort correctly.

FA Unit ID:

"Folder" number assigned to object in finding aid (examples: 1.1m, 5.5-1m, Mem.1).

Container:

Box number or drawer where object is stored. Make sure location is correct:

Folio, Folio+, Oversize, Supersize Drawer

Box # (box should be numbered within collection). Do NOT enter the file unit, just the box number. In other words, for an item numbered "19.3m," enter "Box 19."

Items filed in memorabilia boxes/cartons:

In trays: Memorabilia Carton # Tray #-section number (example: Memorabilia Carton 2 Tray 5-05). Make sure formatting, including capitalization, spacing, and dashes match the example. The section number should be formatted as 01, 02, 03, etc.

In other boxes: file boxes (Memorabilia Box #), folio boxes (Memorabilia Folio Box #), folio+ boxes (Memorabilia Folio+ Box #), oversize boxes (Memorabilia Oversize Box #), supersize boxes (Memorabilia Supersize Box #)

For cloth items added to temporary box, write “Banner Box”

Item ID:

The stem of the collection id number (MBxxxx) must match the collection id number for the collection in the collections layout. The database will automatically add the item number to create the item id number, which will appear in this format: MBxxxx.x.

Item dates:

Can be single date or date range, use MM/DD/YEAR or 4 digit year

If no known dates, leave blank, DO NOT write n.d.

Item material:

Choose from dropdown. If there are multiple materials, select the dominant material

Item quantity:

How many of the item do we have? Records may represent several items of the same type (for example, multiple buttons bearing different slogans). The item quantity should be a total of the number of items represented by the record, whether they are multiples of the same item or different items of the same type. NOTE: Duplicates generally shouldn't be kept; exceptions to made by head of Collection Services department only.

Dimensions:

Measure items in inches, do not include " to indicate unit of measurement

L x W x H for 3 dimensional items (statues, etc.); L x H for flat items (banners, flags, buttons, etc.)

There should be a space between the numbers and "x"s

Use decimals, not fractions (3.25, not 3 ¼)

Use only quarter inch measurements (.25, .5, .75, 1) and round up to the nearest quarter inch, if necessary (.5 NOT .45)

Measure items at their longest, widest, and highest points

Loan status:

Leave as is

Item title:

Give a short description of what item is. The title should link the item to the organization, person, event, etc., it is related to. For instance, use “NOW button” instead of “button.”

Example: NOW national conference button.

Note: if you are describing the Venus/female/woman symbol, use "woman symbol." If you are describing the Venus/female/woman symbol with a fist in the center, use "woman power symbol." If you are describing the Venus/female/woman symbol with an equal sign in the center, use "woman equality symbol."

If describing uniforms, create separate entries for each part of the uniform (hat, shirt, jacket, etc.) rather than creating a single record for the entire uniform.

Do not include quantity in the title, this information belongs in the item quantity field and should not be repeated in the item title.

Item description:

Give a detailed description of its appearance. Be as specific as possible, listing the shape and color of the item as well as transcribing any text.

Example: Round pink with black NOW logo and text, "Everyday women extraordinary acts Boston national conference July 2-4, 1993"

Note: if you are describing the Venus/female/woman symbol, use "woman symbol." If you are describing the Venus/female/woman symbol with a fist in the center, use "woman power symbol." If you are describing the Venus/female/woman symbol with an equal sign in the center, use "woman equality symbol."

If describing uniforms, create separate entries for each part of the uniform (hat, shirt, jacket, etc.) rather than creating a single record for the entire uniform.

Do not include quantity in description, this information belongs in the item quantity field and should not be repeated in the item description.

Classification System:

Select "AAT." Older records were created using Blackaby's. If you are duplicating an old record, you must update the classification system to "AAT."

Item Category:

Delete information

Item Classification:

Delete information

Object Type:

Choose appropriate term from drop down; search terms in the AAT to determine correct term. If you are duplicating an old record, you must update the object type using a term from the dropdown. If no appropriate term, tell Johanna

Subject: LCSH

Must use LCSH. Use simple terms only, no strings. Can use multiple terms, separate terms with ";"

Geo. Location: LCSH

Must use LCSH. Use simple terms only, no strings. Can use multiple terms, separate terms with ";"

Do not enter United States, but make entry for any other countries

Personal Name:

Use LCNAF when possible. Use only if name or image on object or if the item is closely linked to person who is not creator of collection (example: Grace A. Johnson sash in the Woman's rights collection). Can use multiple terms, separate terms with ";"

Organization Name:

Use LCNAF when possible. Use only if name or image on object or if the item is closely linked to person who is not creator of collection. Can use multiple terms, separate terms with ";"

Occupation:

Do not use, delete data if present. If useful, include occupation in Subject field

Item Image:

Link to image TO BE DETERMINED. If "file:///" appears, delete. Field should be blank.

Item Note:

Make note of any condition issues (dirty, torn, fragile, etc.); leave blank if no issues

NOTIFICATION RECORDS ARE READY FOR REVIEW:

Once you have created all of your records, you email Johanna and ask her to review the record. Be sure to include the collection name and call number.