The Victorian Local History Database requires each entry to include a Museums Code field.
The Museums Code is the unique identifier for an organisation participating in a regional project.
Many years ago the National Library of Australia allocated National Union Catalogue Symbols to libraries and other collecting bodies who might participate in national and regional networks, particularly the Australian National Bibliographic Database. Additional information about this is available at http://www.nla.gov.au/ilrs/about.html.
Many societies have these codes which can be used as the Museum Code in the Victorian Local History Database.
The code, for Victorian institutions begins with the letter V followed by three or four letters from the alphabet. Examples of these codes are VBXH, VDTH, VNHS, VWMR
If your society does not have a code and wishes to contribute entries to the Victorian Local History Database contact the co-ordinator of the project to be allocated a unique code for the project.
In the Victorian Local History Database the Museum Code appears in each entry to identify the society contributing the record. A list of codes and full contact details for the organisation is available from a link on the search screen of the database. The Museum Code field and the Registration Number field together provide the uniquie identifier for each record in the regional database.
Sunday, November 22, 2009
Registration Number
The Registration Number (registration no in Small Museums Cataloguing Manual) can also be referred to as the accession number or record number.
It is a unique number used to identify an item.
There are many different ways to number items. Whatever method is chosen, be consistent.
Items can be numbered numerically - 1, 2, 3, 4, 5 etc
Zeros can be added before the numbers - 0001, 0002, 0003, 0004, 0005 etc
Collections may be divided into sections - photographs - books - documents - artefacts - and a letter indicating the section used before the sequential number - P0001, P0002, P0003, P0004, P0005 etc A0001, A0002, A0003, A0004, A0005 etc
Collections may be divided into subject categories - schools - families etc - and a letter indicating the subject category used before the sequential number - S0001, S0002, S0003 etc
Barcode numbers can be used
If the records are to be included in a regional database a code indicating the name of the organisation may be required before the sequential number - W0001, W0002, W0003 etc or VKHS0001, VKHS002, VKHS0003 etc whatever type of code is decided by the regional database co-ordinator. This ensures individual numbers for all items in the regional database.
In the Victorian Local History Database both the Registration Number field and the Museum Code field are combined to create the individual number so any existing system used by organisations in recording record numbers can be accepted.
Some organisations have devised more complicated numbering systems representing, for example, name of organisation, type of item, subject category and numerical sequence, for example DD5AF1D3
If an item has multiple parts they can be distinguished using subdivisions such as WH0404.1, WH0404.2
Note it is advisable not to use the slash (/) sign to indicate the subdivision of a number as some database programs use this symbol as a Boolean search operator resulting in confusion when searching for Registration Numbers if used.
Whatever numbering system is chosen it must be provide a unique number for each item.
If Registration Numbers have not already been allocated for items and cataloguing is starting from scratch some programs provide the option of automatic numbering systems. Make sure that the number allocated is then recorded on the item.
It is a unique number used to identify an item.
There are many different ways to number items. Whatever method is chosen, be consistent.
Items can be numbered numerically - 1, 2, 3, 4, 5 etc
Zeros can be added before the numbers - 0001, 0002, 0003, 0004, 0005 etc
Collections may be divided into sections - photographs - books - documents - artefacts - and a letter indicating the section used before the sequential number - P0001, P0002, P0003, P0004, P0005 etc A0001, A0002, A0003, A0004, A0005 etc
Collections may be divided into subject categories - schools - families etc - and a letter indicating the subject category used before the sequential number - S0001, S0002, S0003 etc
Barcode numbers can be used
If the records are to be included in a regional database a code indicating the name of the organisation may be required before the sequential number - W0001, W0002, W0003 etc or VKHS0001, VKHS002, VKHS0003 etc whatever type of code is decided by the regional database co-ordinator. This ensures individual numbers for all items in the regional database.
In the Victorian Local History Database both the Registration Number field and the Museum Code field are combined to create the individual number so any existing system used by organisations in recording record numbers can be accepted.
Some organisations have devised more complicated numbering systems representing, for example, name of organisation, type of item, subject category and numerical sequence, for example DD5AF1D3
If an item has multiple parts they can be distinguished using subdivisions such as WH0404.1, WH0404.2
Note it is advisable not to use the slash (/) sign to indicate the subdivision of a number as some database programs use this symbol as a Boolean search operator resulting in confusion when searching for Registration Numbers if used.
Whatever numbering system is chosen it must be provide a unique number for each item.
If Registration Numbers have not already been allocated for items and cataloguing is starting from scratch some programs provide the option of automatic numbering systems. Make sure that the number allocated is then recorded on the item.
Friday, November 13, 2009
Victorian Local History Database
The Victorian Local History Database is a regional database containing cataloguing records from participating societies affiliated with the Royal Historical Society of Victoria.
The database can be access on the RHSV website either from the Local History Online page or the Affiliated Societies page.
The records in the database describe non-0bject items held in collections. Only the fields describing the item are used in the regional database.
Societies involved in the project export the required fields for each record and email the file to the RHSV to be imported into the regional database.
Societies do not need to have direct access to the Internet in order to be involved.
Although the database at the RHSV used in this project is DB/TextWorks, records from other databases and catalogues such as those created by File Maker Pro, Access and Excel can be included provided that the records can be exported as Ascii or comma delimited files. Field names of exported records need to be the same as the field names used in the Victorian Local History Database.
Advantages for societies in being part of the Victorian Local History Database project include:
The database can be access on the RHSV website either from the Local History Online page or the Affiliated Societies page.
The records in the database describe non-0bject items held in collections. Only the fields describing the item are used in the regional database.
Societies involved in the project export the required fields for each record and email the file to the RHSV to be imported into the regional database.
Societies do not need to have direct access to the Internet in order to be involved.
Although the database at the RHSV used in this project is DB/TextWorks, records from other databases and catalogues such as those created by File Maker Pro, Access and Excel can be included provided that the records can be exported as Ascii or comma delimited files. Field names of exported records need to be the same as the field names used in the Victorian Local History Database.
Advantages for societies in being part of the Victorian Local History Database project include:
- Societies not involved in other regional database projects can have their records included in a state-wide local history database.
- Regional Internet databases promote the organisations contributing records.
- Collections in historical societies form part of the Distributed National Collection. Participation in regional databases promotes the important and often unique items held in collections.
- Regional Internet databases allow researchers from anywhere in the world to locate material held in collections.
- Using regional local history databases can allow researchers to follow new research threads in collections they may not have originally considered searching.
If researchers are interested in items located via the Victorian Local History Database held in a society collection, they contact the society directly to find out how they can obtain a copy. A list of contact details for each participating society is provided.
For further information on how societies can become involved in this project email the RHSV at office@historyvictoria.org.au.
Small Museums Cataloguing Manual
The 4th edition of the Small Museums Cataloguing Manual is now available online on the Museums Australia (Vic) website - http://www.mavic.asn.au/.
The manual is a guide to cataloguing object and image collections. The third edition of the catloguing manual was published in 1996 and although the information provided on cataloguing objects in particular was excellent it made little reference to the computer cataloguing of collections. The new edition assumes that computer catalogues are being created to record information about collection items.
There has been a substantial revision of the fields included in the 4th edition of the manual.
Sections provided in the new edition are:
Registration No
Object Name
Title
Description
Keywords
Inscriptions and Markings
Size
Makers Details
When Made
Where Made
When Used
Where Used
Acquisition Details
Condition
Storage Location
Current Location
Supplementary File
Restrictions
Notes
Cataloguer
A number of sections are no longer included in the new structure. The most notable field omitted from the new structure is classification.
When cataloguing objects I always recommend to societies that they follow the guidelines in the Small Museums Cataloguing Manual.
However when cataloguing items to be used specifically for information / research such as books, photographs, maps audio visual material, documents, ephemera, newspapers etc. some modifications to the structure make the cataloguing of these items easier to catalogue and to use.
Future posts will contain suggestions for cataloguing non object collections.
The manual is a guide to cataloguing object and image collections. The third edition of the catloguing manual was published in 1996 and although the information provided on cataloguing objects in particular was excellent it made little reference to the computer cataloguing of collections. The new edition assumes that computer catalogues are being created to record information about collection items.
There has been a substantial revision of the fields included in the 4th edition of the manual.
Sections provided in the new edition are:
Registration No
Object Name
Title
Description
Keywords
Inscriptions and Markings
Size
Makers Details
When Made
Where Made
When Used
Where Used
Acquisition Details
Condition
Storage Location
Current Location
Supplementary File
Restrictions
Notes
Cataloguer
A number of sections are no longer included in the new structure. The most notable field omitted from the new structure is classification.
When cataloguing objects I always recommend to societies that they follow the guidelines in the Small Museums Cataloguing Manual.
However when cataloguing items to be used specifically for information / research such as books, photographs, maps audio visual material, documents, ephemera, newspapers etc. some modifications to the structure make the cataloguing of these items easier to catalogue and to use.
Future posts will contain suggestions for cataloguing non object collections.
Wednesday, November 4, 2009
DB/TextWorks versions
The most recent version of DB/TextWorks is version 12 (2009).
Maxus website contains a list of the features added to each new version of DB/TextWorks from version 3 to the latest version. The first version of DB/TextWorks was version 2.
http://www.maxus.net.au/features.htm
Maxus website contains a list of the features added to each new version of DB/TextWorks from version 3 to the latest version. The first version of DB/TextWorks was version 2.
http://www.maxus.net.au/features.htm
Sunday, November 1, 2009
DB/TextWorks and Vista
Later versions of DB/TextWorks - versions 11 and 12 - should run on Vista with minimum problems.
The following posts may help.
Installation
Windows Vista users may need to right–click on the DBTextWorks exe file and select "Run as Administrator" to install the software.
How to Install Inmagic DB/TextWorks on Vista
http://www.andornot.com/about/developerblog/2007/06/how-to-install-inmagic-dbtextworks-on.aspx
Storing Files
A warning not to install database files in the Programs folder - set up a new folder for storing database files. This has always been the recommended practice but it is important to ensure that this is done when using Vista:
Inmagic DB/TextWorks and Vista Virtualization - http://www.andornot.com/blog/post/Inmagic-DBTextWorks-and-Vista-Virtualization.aspx
Help
Unfortunately the Help function does not automatically work in Vista. The following may rectify the problem.
Textbase Help Won't Work in Vista
http://www.andornot.com/about/developerblog/2007/04/textbase-help-won-launch-on-vista.aspx
Error Opening the .CHM Help File in Vista
http://support.inmagic.com/dbtw-wpd/exec/dbtwpub.dll?AC=GET_RECORD&XC=/dbtw-wpd/exec/dbtwpub.dll&BU=http%3A%2F%2Fsupport.inmagic.com%2Fsupbase3.htm&TN=kbase&SN=AUTO12261&SE=1262&RN=0&MR=20&TR=0&TX=1000&ES=0&CS=1&XP=&RF=Brief+by+TITLE&EF=&DF=Full+Article&RL=0&EL=0&DL=0&NP=2&ID=&MF=&MQ=&TI=0&DT=&ST=0&IR=585&NR=0&NB=0&SV=0&BG=&FG=&QS=&OEX=ISO-8859-1&OEH=ISO-8859-1
Compatibility Mode
In Vista older programs may run using XP Compatibility Mode. In theory if it worked in XP it should operate using this option.
Using Windows 7 or Vista Compatibilty Mode
http://www.howtogeek.com/howto/windows-vista/using-windows-vista-compatibility-mode/
The following posts may help.
Installation
Windows Vista users may need to right–click on the DBTextWorks exe file and select "Run as Administrator" to install the software.
How to Install Inmagic DB/TextWorks on Vista
http://www.andornot.com/about/developerblog/2007/06/how-to-install-inmagic-dbtextworks-on.aspx
Storing Files
A warning not to install database files in the Programs folder - set up a new folder for storing database files. This has always been the recommended practice but it is important to ensure that this is done when using Vista:
Inmagic DB/TextWorks and Vista Virtualization - http://www.andornot.com/blog/post/Inmagic-DBTextWorks-and-Vista-Virtualization.aspx
Help
Unfortunately the Help function does not automatically work in Vista. The following may rectify the problem.
Textbase Help Won't Work in Vista
http://www.andornot.com/about/developerblog/2007/04/textbase-help-won-launch-on-vista.aspx
Error Opening the .CHM Help File in Vista
http://support.inmagic.com/dbtw-wpd/exec/dbtwpub.dll?AC=GET_RECORD&XC=/dbtw-wpd/exec/dbtwpub.dll&BU=http%3A%2F%2Fsupport.inmagic.com%2Fsupbase3.htm&TN=kbase&SN=AUTO12261&SE=1262&RN=0&MR=20&TR=0&TX=1000&ES=0&CS=1&XP=&RF=Brief+by+TITLE&EF=&DF=Full+Article&RL=0&EL=0&DL=0&NP=2&ID=&MF=&MQ=&TI=0&DT=&ST=0&IR=585&NR=0&NB=0&SV=0&BG=&FG=&QS=&OEX=ISO-8859-1&OEH=ISO-8859-1
Compatibility Mode
In Vista older programs may run using XP Compatibility Mode. In theory if it worked in XP it should operate using this option.
Using Windows 7 or Vista Compatibilty Mode
http://www.howtogeek.com/howto/windows-vista/using-windows-vista-compatibility-mode/
Monday, August 3, 2009
Classification
Classification is simply grouping similar items together.
A simple form of Classification of Information items would be keeping books and reports in one place, keeping photographs together, storing all maps in the map cabinet etc.
Anyone who uses a public library in Victoria will be aware of the Dewey Decimal Classification system used for cataloguing books. More than a century ago Dewey divided knowledge, as known then, into 10 broad subjects including Religion - 200, Language - 400, Science - 500, Literature - 800, History - 900 etc.
Each broad category was then subdivided into 10 sections. For example in Science, Mathematics - 510-519, Astronomy - 520s, Physics - 530s, Chemistry - 540s etc.
Each of these branches of Science was then subdivided into 10 sections. For example in Mathematics, Algebra - 512, Arithmetic - 513, Geometry - 516 etc.
Each subject can be subdivided by ten as required. The result is the longer the number - the more specific the subject; the shorter the number - the broader the subject.
A brief introduction to the Dewey Decimal Classification System
Objects
Many museums in Victoria use the classification system provided with the Small Museums Cataloguing Manual. This system divides objects into Primary Categories and Secondary Categories. An example would be Photography as a Primary Classification with Photographs as a Secondary Classification. This classification works well for objects but not so well for Information items. When cataloguing objects use this classification which is often included as a validation list in the Museums data structure available for some computer programs including DB/TextWorks.
Information items
For Information items - books, photographs, maps, vertical file items, documents, manuscripts, audio visual items etc - the Museums data structure is too restrictive - 1000 photographs with the same classification (Photography - photographs) is not particularly helpful.
Some societies decide not to use classification at all but most do. Some use classification for some groups of items but not others. If, for example, all the photographs are stored in filing cabinets according to their accession (or registration) number classification would not be used.
For items stored in folders in filing cabinets where each folder has a heading, societies usually use the heading on the folder as the classification eg Sunshine Primary School, Houses, Chandler family etc.
Creating a classification system for books
For books, some societies including the RHSV which has a large comprehensive collection use Dewey Classification. However this is not recommended for a small local history collection as most of the books will have the same number eg 994.51 if the society is in a suburb of Melbourne.
Groups can create their own classification relevant to their collection. One way of doing this is to put all the books on a table and sort them into groups - books on schools, churches, cemeteries, industry, sport, families etc and then gave each set of books a number (or if you prefer, a letter of the alphabet)- 1,2,3 or A,B,C etc representing each major subject grouping. If subdivisions within a subject are required, letters of the alphabet (or numbers) can be used for each subdivision - eg if 2 is used for government and the society has a number of books on this subject, 2A might be used for books relating to federal government; 2B might be used for books relating to State government while 2C could be used for books relating to local government.
A sample Classification List for local history collections could be:
13. General
13A. Suburb / Town 1
13B. Suburb / Town 2 etc
The above is just an example only and would be varied according to the collection. Categories can be removed. Additional categories can be added as required. The important thing is to remember why you are classifying the books - to group books on the same topic together making it easier to locate items and therefore making the collection easier to use. If you have a large number of books on one topic then subdivide the category. If you have, and are likely to have, only one or two books on a topic you might decide to combine topics if it is logical to do so - otherwise just leave the one or two books in the category.
The basic principle is to make whatever classification system that you choose work for your collection.
A simple form of Classification of Information items would be keeping books and reports in one place, keeping photographs together, storing all maps in the map cabinet etc.
Anyone who uses a public library in Victoria will be aware of the Dewey Decimal Classification system used for cataloguing books. More than a century ago Dewey divided knowledge, as known then, into 10 broad subjects including Religion - 200, Language - 400, Science - 500, Literature - 800, History - 900 etc.
Each broad category was then subdivided into 10 sections. For example in Science, Mathematics - 510-519, Astronomy - 520s, Physics - 530s, Chemistry - 540s etc.
Each of these branches of Science was then subdivided into 10 sections. For example in Mathematics, Algebra - 512, Arithmetic - 513, Geometry - 516 etc.
Each subject can be subdivided by ten as required. The result is the longer the number - the more specific the subject; the shorter the number - the broader the subject.
A brief introduction to the Dewey Decimal Classification System
Objects
Many museums in Victoria use the classification system provided with the Small Museums Cataloguing Manual. This system divides objects into Primary Categories and Secondary Categories. An example would be Photography as a Primary Classification with Photographs as a Secondary Classification. This classification works well for objects but not so well for Information items. When cataloguing objects use this classification which is often included as a validation list in the Museums data structure available for some computer programs including DB/TextWorks.
Information items
For Information items - books, photographs, maps, vertical file items, documents, manuscripts, audio visual items etc - the Museums data structure is too restrictive - 1000 photographs with the same classification (Photography - photographs) is not particularly helpful.
Some societies decide not to use classification at all but most do. Some use classification for some groups of items but not others. If, for example, all the photographs are stored in filing cabinets according to their accession (or registration) number classification would not be used.
For items stored in folders in filing cabinets where each folder has a heading, societies usually use the heading on the folder as the classification eg Sunshine Primary School, Houses, Chandler family etc.
Creating a classification system for books
For books, some societies including the RHSV which has a large comprehensive collection use Dewey Classification. However this is not recommended for a small local history collection as most of the books will have the same number eg 994.51 if the society is in a suburb of Melbourne.
Groups can create their own classification relevant to their collection. One way of doing this is to put all the books on a table and sort them into groups - books on schools, churches, cemeteries, industry, sport, families etc and then gave each set of books a number (or if you prefer, a letter of the alphabet)- 1,2,3 or A,B,C etc representing each major subject grouping. If subdivisions within a subject are required, letters of the alphabet (or numbers) can be used for each subdivision - eg if 2 is used for government and the society has a number of books on this subject, 2A might be used for books relating to federal government; 2B might be used for books relating to State government while 2C could be used for books relating to local government.
A sample Classification List for local history collections could be:
- General works (encyclopaedias, dictionaries, directories)
- Government
- Collection Management and Managing the Organisation
- Schools
- Churches
- Cemeteries
- Agriculture
- Industries
- Sport
- Home Life
- Health and Medicine, Hospitals
- Ethnic groups
- Local Histories*
- Family Histories (then filed alphabetically by surname)
- History (other localities, history of Victoria, Australia etc)
- Transport
- Essential Services (police, SES, CFA)
- Communication (postal services, newspapers, radio stations)
- Arts, Music etc
- Hotels
13. General
13A. Suburb / Town 1
13B. Suburb / Town 2 etc
The above is just an example only and would be varied according to the collection. Categories can be removed. Additional categories can be added as required. The important thing is to remember why you are classifying the books - to group books on the same topic together making it easier to locate items and therefore making the collection easier to use. If you have a large number of books on one topic then subdivide the category. If you have, and are likely to have, only one or two books on a topic you might decide to combine topics if it is logical to do so - otherwise just leave the one or two books in the category.
The basic principle is to make whatever classification system that you choose work for your collection.
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