While looking for something else on the andornot blog I also found the following information on manual for those with recent copies of DB/TextWorks -
http://www.andornot.com/blog/post/DBTextWorks-Manuals.aspx
The andornot website and blog - http://www.andornot.com - is a useful resource to bookmark if using DB/TextWorks software.
Monday, March 21, 2011
Wednesday, December 30, 2009
Restrictions
The Restrictions field will only be used occasionally.
The Restrictions field is used if the copyright for a photograph, for example, belongs to another organisation or person or if there is a restriction placed by the donor regarding access to or copying of an item.
If a photograph has been purchased from another organisation, a person requiring a copy of the photograph will need to contact the organisation from which the photographed was purchased.
Some local history collections contain photographs donated by local newspapers. The copyright of the photograph belongs with the local newspaper.
The local history collection might contain information that is restricted as it contains details that should not be in the public domain at this time but may be a valuable resource in the future, especially for family history researchers. For example lists of names of boys who spent time at a Youth Training Centre.
When acquiring items for the collection it is important that the relevant documentation including sections about copyright and reproduction items is completed and signed by the donor.
The Restrictions field is used if the copyright for a photograph, for example, belongs to another organisation or person or if there is a restriction placed by the donor regarding access to or copying of an item.
If a photograph has been purchased from another organisation, a person requiring a copy of the photograph will need to contact the organisation from which the photographed was purchased.
Some local history collections contain photographs donated by local newspapers. The copyright of the photograph belongs with the local newspaper.
The local history collection might contain information that is restricted as it contains details that should not be in the public domain at this time but may be a valuable resource in the future, especially for family history researchers. For example lists of names of boys who spent time at a Youth Training Centre.
When acquiring items for the collection it is important that the relevant documentation including sections about copyright and reproduction items is completed and signed by the donor.
Address
In the Victorian Local History Database the Address field is used to record the full address of a building when this information is available.
A frequently asked question in historical societies is, "Do you have any information about my house?" or information about another building.
Photographs, real estate leaflets, land brochures, articles from newspapers, pamphlets and books are just some of the items which may provide information about buildings and blocks of land.
Only use the Address field if the full address is known.
The address is written in the form of Suburb or town, Street, Number
For example:
Nunawading, Whitehorse Road, 279
If using the Address field in a database it may be a good idea to change the label of the field to Address of building in order to make it clear that it is the address of a building that is required and not the address of the publisher if the item is a book.
The Address field can be a useful field for researchers using local history catalogues.
A frequently asked question in historical societies is, "Do you have any information about my house?" or information about another building.
Photographs, real estate leaflets, land brochures, articles from newspapers, pamphlets and books are just some of the items which may provide information about buildings and blocks of land.
Only use the Address field if the full address is known.
The address is written in the form of Suburb or town, Street, Number
For example:
Nunawading, Whitehorse Road, 279
If using the Address field in a database it may be a good idea to change the label of the field to Address of building in order to make it clear that it is the address of a building that is required and not the address of the publisher if the item is a book.
The Address field can be a useful field for researchers using local history catalogues.
Source
In the Victorian Local History Database the Source field is used to record information relating to a publication from which an article has been taken. The publication may be a newspaper or magazine or a book.
The Source field allows you to record all the details about the publication - title, date, pages etc - in one place.
For example if the article was from Nunawading Gazette the information in the Source field might be:
Nunawading Gazette, 6 May 1982, p5
For example if the article was from a book the information in the Source field might be:
Alves, Lesley. Suburban Voices, 2001, pp9-12
For example if the article was from an encyclopaedia the information in the Source field might be:
Encyclopaedia Britannica , 1889, vol 3, p53
When using the Source field there is no need to include information in the Date field, Place field or Publisher field.
The Source field allows you to record all the details about the publication - title, date, pages etc - in one place.
For example if the article was from Nunawading Gazette the information in the Source field might be:
Nunawading Gazette, 6 May 1982, p5
For example if the article was from a book the information in the Source field might be:
Alves, Lesley. Suburban Voices, 2001, pp9-12
For example if the article was from an encyclopaedia the information in the Source field might be:
Encyclopaedia Britannica , 1889, vol 3, p53
When using the Source field there is no need to include information in the Date field, Place field or Publisher field.
Publication details
Date
The Date field, also called Date Made field in some databases or When Made, is the field where the date that an item was made is recorded.
For books it is the publication date of the book.
The date of publication is normally found on the title page of the book or the verso of the title page.
For photographs it is the date the photograph was taken.
For other items it is the date they were published or made.
In the Date field only record the year - 1947, 2003 etc.
If only an approximate date is known use the letter c for circa in front of the date - c1947, c2003 etc.
If it is necessary to use a date referring to a decade (not recommended) do not use an apostrophe (it is plural, not possessive) - 1920s, 1960s.
Place
The Place field, also called Place Made field in some databases or Where Made, is the field where the place that an item was made is recorded.
For books it is the place where the book was published.
The place of publication is normally found on the title page of the book or the verso of the title page.
For photographs it is the place the photograph was taken.
For other items it is the place they were published or made, if known.
The term used in the Place field is the name of a city or town - Melbourne, Ballarat.
Publisher
This field is used when cataloguing books to record the name of the publisher of the book.
The name of the publisher is normally found on the title page of the book or the verso of the title page.
The Date field, also called Date Made field in some databases or When Made, is the field where the date that an item was made is recorded.
For books it is the publication date of the book.
The date of publication is normally found on the title page of the book or the verso of the title page.
For photographs it is the date the photograph was taken.
For other items it is the date they were published or made.
In the Date field only record the year - 1947, 2003 etc.
If only an approximate date is known use the letter c for circa in front of the date - c1947, c2003 etc.
If it is necessary to use a date referring to a decade (not recommended) do not use an apostrophe (it is plural, not possessive) - 1920s, 1960s.
Place
The Place field, also called Place Made field in some databases or Where Made, is the field where the place that an item was made is recorded.
For books it is the place where the book was published.
The place of publication is normally found on the title page of the book or the verso of the title page.
For photographs it is the place the photograph was taken.
For other items it is the place they were published or made, if known.
The term used in the Place field is the name of a city or town - Melbourne, Ballarat.
Publisher
This field is used when cataloguing books to record the name of the publisher of the book.
The name of the publisher is normally found on the title page of the book or the verso of the title page.
Subjects (4)
Organisations as Subject headings - some guidelines
1. Be consistent when using the names of organisations as terms in the Subject field.
2. It is best to use only one form of the Company name as a Subject.
3. Use an Authority File for names of organisations / or companies to be used as a term in the Subject field.
4. Names of organisations change - generally use the latest names
For example:
Bayswater Primary School
Rather than
Bayswater State School
5. As churches often have common names, the place name is usually included when used as a term in the Subject field.
For example:
St Stephens Anglican Church, Bayswater
St Stephens Anglican Church, Richmond
6. Do not use apostrophes in names of organisations when used as terms in the Subject field.
Place names as Subject headings - some guidelines
1. Be consistent when using the names of places as terms in the Subject field.
2. Use only one form of the place name.
3.Use an Authority File for names of places when used as terms in the Subject field.
4. Do not use apostrophes in names of places when used as terms in the Subject field.
1. Be consistent when using the names of organisations as terms in the Subject field.
2. It is best to use only one form of the Company name as a Subject.
3. Use an Authority File for names of organisations / or companies to be used as a term in the Subject field.
4. Names of organisations change - generally use the latest names
For example:
Bayswater Primary School
Rather than
Bayswater State School
5. As churches often have common names, the place name is usually included when used as a term in the Subject field.
For example:
St Stephens Anglican Church, Bayswater
St Stephens Anglican Church, Richmond
6. Do not use apostrophes in names of organisations when used as terms in the Subject field.
Place names as Subject headings - some guidelines
1. Be consistent when using the names of places as terms in the Subject field.
2. Use only one form of the place name.
3.Use an Authority File for names of places when used as terms in the Subject field.
4. Do not use apostrophes in names of places when used as terms in the Subject field.
Tuesday, December 29, 2009
Subjects (3)
People as Subject headings - some guidelines
1. Enter Surname first followed by Given Name(s) eg. Brown, Susan
2. Only use titles such as Mr, Mrs, Miss, Ms if given names, including initials are not available eg. Brown, Mr
An exception is when the given name or initial provided for the name of a woman is that of her husband and is not her given name eg. Smith, George (Mrs)
3. Use titles sparingly. Permanent titles such as Dr or Rev are OK eg. Jones, Brian (Dr) but do not use temporary titles such as Cr as part of the Subject term
4. Occupations and / or dates are generally not necessary as part of the Subject term. In some case qualifiers such as dates may be needed to distinguish a number of people with identical names but if this is done be consistent and use the same form of the name for one person every time.
5. When two people from the same family have the same name, identifiers such as (senior) or (junior) after the name may need to be used.
6. Be consistent. Choose one form of a person's name to use in the catalogue.
For example: Smith, Susan
Not Smith, S; Smith, Suzie; Smith, Sue; Smith, Susan Mary; Smith, S M; Smith, Susan, M
7. Use the form of the person's name by which the person is generally known for the Subject term. In the catalogue entry other forms of the name, if necessary, can be referred to in the Brief Description.
8. If a woman is known by both her maiden name and married name, entries for both names can be used. (Do not use eg. Brown, Susan (nee) Smith
Instead use the two names as separate Subject terms:
Smith, Susan
Brown, Susan
9. Create an Authority file for names
1. Enter Surname first followed by Given Name(s) eg. Brown, Susan
2. Only use titles such as Mr, Mrs, Miss, Ms if given names, including initials are not available eg. Brown, Mr
An exception is when the given name or initial provided for the name of a woman is that of her husband and is not her given name eg. Smith, George (Mrs)
3. Use titles sparingly. Permanent titles such as Dr or Rev are OK eg. Jones, Brian (Dr) but do not use temporary titles such as Cr as part of the Subject term
4. Occupations and / or dates are generally not necessary as part of the Subject term. In some case qualifiers such as dates may be needed to distinguish a number of people with identical names but if this is done be consistent and use the same form of the name for one person every time.
5. When two people from the same family have the same name, identifiers such as (senior) or (junior) after the name may need to be used.
6. Be consistent. Choose one form of a person's name to use in the catalogue.
For example: Smith, Susan
Not Smith, S; Smith, Suzie; Smith, Sue; Smith, Susan Mary; Smith, S M; Smith, Susan, M
7. Use the form of the person's name by which the person is generally known for the Subject term. In the catalogue entry other forms of the name, if necessary, can be referred to in the Brief Description.
8. If a woman is known by both her maiden name and married name, entries for both names can be used. (Do not use eg. Brown, Susan (nee) Smith
Instead use the two names as separate Subject terms:
Smith, Susan
Brown, Susan
9. Create an Authority file for names
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