Linking to files from database record

This example is using a DB/TextWorks database but there should be ways to also do this in other databases.

As well as being able to link database records to images, DB/TextWorks has the ability to link from a field in a database to another file such as a word document, spreadsheet, html file etc.

A number of steps are required:

1. To activate the facility to create the link
Open DB/TextWorks and go to the Tools menu then select Options and then Display.
Tick the box Detect URLs, EMail links, etc. and convert to hypertext links then click OK

2. A field needs to be added to the database to include the link directly to a word document, spreadsheet, pdf , html file etc which will open in a new window.

In the data structure include a field called (for example) File Name. It is a normal text field.
Go to the Maintain menu, select Edit Textbase Structure then Edit Fields
Type the name of the new field (for example) File Name and then click Add. Use the Close button to close the box and then OK.

3. If basic forms are not being used it will be necessary to alter edit and display forms to include the new field.
Go to the Display menu and then select Design form. Choose the form to be altered.
Click Add form box icon, select the name of the required field (for example) Field Name and then click the Add button

When designing the Display report form added text is required
Display - Form Designer - click required field eg Field Name - Tools - Box Properties - Format - Added Text - In the Beginning text box type file:// then click Apply

5. In the Edit form, if linking to an item is required, put in the full path to locate the item - C:\database\test.doc

6. View the record in the display form.

The result is that the display report form then allows the inclusion of a link to the required document in a new window.

The Maxus website contains a technical tip providing information on Live Hypertext Links in DB/TextWorks which also refers to linking to documents etc.

Access 2007

I recently had an query about using an Access 2007 database after being used to using an Access 2003 database.

There are a number of online resources, both specific and general, that can be located online.

Two that may be helpful are:

Getting started with Access 2007
http://office.microsoft.com/en-us/access/HA100646161033.aspx

Moving from Access 2003 to Access 2007
http://www.liv.ac.uk/CSD/acuk_html/097.dir/097.pdf

Scanning images

Increasingly members of historical societies are scanning their images and linking the image to the catalogue record. Those with museum collections often use a digital camera to take photographs of objects to link to the database record.

Before beginning to digitise it is important to develop a digitisation plan to establish why images are being digitised, how will the the digitised image be used, which images will be digitised.

Detailed information on digitisation and digitisation plans can be found on the blog Information technology and local history. Select the Digitisation link to view relevant articles.

Backing up images

Once again a disaster has illustrated the need for members of historical societies to regularly back up their data, including any images that they have scanned. The recent bushfires in Victoria have resulted in the loss of a number of collections including the collection and building of the Marysville Historical Society. Realistically, as virtually the whole town of Marysville was destroyed, it is unlikely that the collection could have been saved, however fortunately events such as the destruction of Marysville are very rare.

Digital image collections can be backed up on to CD-Roms or DVDs. USB drives are also useful for backing up files. Portable hard drives are another useful medium for backing up files.

It is important to remember that all of these devices, like floppy disks which preceded them, may fail so do not rely on one source for backing up files.

More than one back up should be made.

At least one back up should be stored off site.

In the future it will also be easier to store images online - a number of sites are already providing this service for a fee and no doubt there will be further developments in this area.

Including records in online image databases such as Picture Victoria, as well as making the images available to the public and promoting your collection, also serves as a way of backing up low resolution copies of digital images.

Cataloguing postcards

Towards the end of the nineteenth century and the early twentieth century postcards were a popular method of communication providing a wide range of images of places, people and events. Reduced postage and several deliveries of mail a day made postcards a quick and efficient way to relay business information and to send messages to friends and family. Indeed postcards functioned more like faxes or emails and during their heyday, between 1901 and 1915, people interchanged several messages a day.

Many historical societies have collections of postcards - some showing scenes of their town and surrounding area while others were collected by families in the area and can be a valuable source of social history.

The RHSV has a collection of more than 3,000 postcards. Some of postcards produced prior to 1955 can be found online in the Postcards Online database.

In 2002 the Royal Historical Society of Victoria held an exhibition - Travellers' Tales: Photography & the Proliferation of the Postcard an exhibition showcasing the range of postcards held in the RHSV collection, particularly those produced in the second half of the nineteenth century and early twentieth century. Themes in the exhibition included Promoting regional Victoria, Promoting Melbourne, Victorian landscape, People and landscape, Pioneering life, Promenading on the pier, Sport, Hotels and guesthouses, Disasters and Decorating postcards (for Christmas). An online exhibition based on the 2002 exhibition was created in 2007.

Postcards can be catalogued in the same way as photographs. Descriptive fields can include Registration (Accession) number, Object name [Photograph], Title, Brief description, Subjects, Photographer (may include company producing the postcard), Date made, Size, Location as well as the usual fields relating to donor, condition etc.

In the brief description describe the scene in the postcard. At the RHSV we are also including a transcription of the message on the postcard.

As well as descriptive subjects for people, places, buildings, objects etc in the postcard, subjects can also include the name of the person/ people on the back postcard, if full name known, and any themes that you might like to use to group similar postcards. For example many postcards were sent home during the the First World war so World war, 1914-1918 could be a heading. Many postcards were kept in scrapbooks so if this is the case the name of the collector could be a subject heading.

If the datastructure has an Address field and the full address of a building is known this information can be included - town / suburb, street, number.

IMUG meeting June 2008

The first Inmagic Museum Users Group meeting for 2008 was held on Wednesday 11 June at the Royal Historical Society of Victoria. The theme for the meeting was using images with DB/TextWorks.

Barbara introduced the session by taking a photo using a digital camera, transferring the image to the computer and then linking the image to a record in DB/TextWorks. Susan Oliver from Werribee Park and Werribee & District Historical Society told the group about projects, undertaken at those organisations, to attach images to their catalogue records.

Approximately 40 people attended the meeting and there was much discussion about scanning and projects during the session as well as networking opportunities before and after the meeting. Networking is an important feature of IMUG meetings. In the photo Rod and Ted are busy sharing information.

Those present also had the opportunity to visit the images room at the RHSV where David showed the equipment used and some of the recently scanned images.

In her talk Barbara spoke about resolution and compression of images and different file formats. She showed how to link the image by typing the path to where the image is stored on the computer (or elsewhere) into the image field in the edit form. In the discussion a number of people said that when adding images to a batch of records they copied and pasted the path into the image field and just changed the name of the image.

From version 4 onwards it is also possible to scan a photograph and link the scanned image to the record dirctly from the database. Click in the image box on the Edit screen, go to the Records Menu and select Scan Image then follow the prompts. When the image is scanned and stored the path is added automatically to the record.

Another tip that Barbara gave us was that it is possible to specify the drive where images are stored so that the database will automatically check the drives nominated to locate the image and the drive does not have to be added in the path. This feature can be found by going to the Tools menu, select Options, select Imaging, then in the Image drives box type the letter of each drive where images are stored. Click OK to complete the action. There is additional information about this in the Imaging Tab (options) in the Help index under Image drive and path.

Barabara also showed how to add a picture box to any report form in order to view the image with the record.

The Help in DB/TextWorks is acually helpful. Searching for Image in the index should answer most questions about using images with the database.

At the end of the session Barbara showed how to make a simple lightbox for reducing the shadows and improving the quality of images when photographing small items. How to create an inexpensive photography lightbox and Do it yourself lightbox are two of the many articles available online on this topic.

Creating a Database for a Society

One of members is "a computer expert" and he / she says they can create a database for us and it won't cost us anything.

The above is a quote often heard.

Questions you should ask if you are tempted to go down this path

• Why?
  As there are a variety of programs available for cataloguing collections, why create another?
• How long has the person been a member of the society?
• Is the person likely to remain a member of the society?
• What will happen if the person leaves?
• Will there be assistance if something goes wrong?
• Does the person understand what is required for a database for cataloguing collections?
• Will it be possible to easily alter the datastructure, if required?
• Will it be possible to alter or create new search screens and report forms if required?
• Does the person understand how the society will use the database for searching?
• Can the records in the database be transferred into another database?