Information Technology and Historical Societies Report

In 2010 the Royal Historical Society of Victoria surveyed affiliated societies to investigate how they were using technology to help manage and promote their collections in Victoria.

Part of the report focussed on cataloguing software used by historical societies, small museums and allied collections.

The report also compared the results from a similar survey conducted in 2003.

A copy of the report is available on the RHSV website:
Information technology and historical societies report (2010) (pdf)

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?
  

Examples of Collection Management Systems

Databases

(Collection Management Systems)
A selection of programs used in Australia for managing small collections

Access
Database part of Microsoft Office suite - used by some organisations as catalogues.

(When designing data structure need to determine required size of fields).

Collections Mosaic
Software providing a datastructure for managing museum collections.

The runtime program was designed using Microsoft Access but Access is not required to operate the database.

The datastructure and forms cannot be altered and amount of date that can be entered and displayed in fields is restricted.

The software is used by many societies in Western Australia.

http://www.istechnology.com.au/

DB/TextWorks
DB/TextWorks is a general database.

It is used throughout the world for managing small and medium sized collections.

A museums datastructure is available from Maxus for use with the software

but the structure can be modified to suit individual collections or

datastructures can be constructed for projects as required.

Windows 2000 is required for versions 8 onwards.

The software is used by many societies in Victoria.

DB/TextWorks replaces Inmagic Plus which is still used by some societies.

http://www.maxus.net.au/textworks.htm

Excel
Excel is not a database - the program is a spreadsheet - but it is used by a number of organisations to record collection information.

The records can be imported into databases.

FileMaker Pro
A general database which can be used for cataloguing collections.

Datastructures, forms and report screens need to be constructed.

A number of societies are now using this software.

http://www.filemaker.com.au/

Heritage V
Program can be used on computers with Windows 98 operating system onwards, does not use fields and is often used for indexing projects.

Records can be transfered to Microsoft Word.

Heritage V is the Windows version of Heritage IV.

http://home.vicnet.net.au/~wdhs/whshrtiv.html

Microsoft Works database
A basic general database which can be adapted for cataloguing collections though the input options and report and search capabilities are limited.

Tabularium
Tabularium is a structure designed for use with Access for managing archive collections.

Access has to be installed on the computer for Tabularium to operate

http://tabularium.records.nsw.gov.au/

Collection Management Systems

Why catalogue collections?

Record information about items in a collection

Sort the information in a variety of ways

Share information thereby providing greater access to the collection

What is a database?

A structured set of data held in a computer, especially one that is accessible in a variety of ways

(from The Australian Oxford Dictionary)

How is information stored?
Information in databases is stored in fields
Indexes are used to retrieve the information

For example - Word indexes; Term indexes

How is information displayed?
Report forms are used to display the information contained in fields

Considerations when choosing a database 4

Costs

What is the cost of the database software?
What computer hardware and software is required for the database to work?
Recent versions of databases often do not run on Windows 98 operating systems.Computer hardware costs may need also to be considered.

Support for the software

Are other similar groups using the software?
Does the company manufacturing the software offer support with forums, support section on website etc?
Does the company selling the software provide support for database users?
Is there a support group of users of the software?
Does the software company have a test version of the program that you can download and practise on for a short period?

Considerations when choosing a database 3

Presentation of data

How easy is it to design a report form?

Can report forms be designed to include images?

Can a set of data be easily sorted in a report form?

Can report forms be easily designed to include only a selection of fields? - for example

• Records for public access
• Inventory list
• Donor information
• Fields to transfer to a regional database

Search capabilities

What is the range of search options for the database?
Can search screens be designed to enable searching a number of fields at once?
Does the database software include Boolean search options for advance searching of the database?

Transferability of records

Can the database records be shared with other database programs - especially if there is opportunity to include records in a regional online database?
Can read only copies of the database be created for public use at the society or at another organisation?
As computer software and hardware changes rapidly, are the records in the database saved in a standard format allowing records to be transferred to another database if necessary in the future?

Considerations when choosing a database 2

Flexibility

Databases need to be flexible

Database structure
Can the database software be used to create different databases? - for example

• Catalogues
• Membership databases
• Newspaper and other indexes
• Policies, procedures database
• Full text database

Can a standard database structure for cataloguing specific collections be incorporated as the database structure?

Is there a restriction on the number of fields in the data structure?

Is there a restriction on the amount of data that can be added in each field?

Can a database structure be easily modified if required?

Report forms & search screens
Can search screens and report forms be easily modified if required?
Can only selections of records in the database be made accessible for projects if required?
Can images, documents and websites be be linked to database records?

Considerations when choosing a database

Ease of use

As the software is going to be used by volunteers, often with limited computer experience, the database needs to be user friendly.

Is it easy to set up a database?

How easy is it to enter data?
Can edit forms be tailored to the needs of those working on the database?
Can instructions for entering data be included on the form?
Is it possible for only a selection of fields to appear on the edit screen for a specific project?
Is it easy to edit database records?
Can batches of records be modified?

Validation
Can validation lists be created for specific fields?
Can other validation options be applied to fields?

Record skeletons
Can record skeletons be used for use to save time when creating entries with common data in some fields?

Report forms
How easy is it to set up report forms and search screens for different situations?

Search screens
How easy is it to search for information in the database?

Help files
How easy are the help files to use?

Backing up
Can databases and records be easily backed up and exported?