Adlib Lite User Guide

Robin Patel (2012)

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Contents

1. Background p.3

2. Starting Adlib p.4

3. Searching and Sorting p.5

3.1 Basic Search: Object Number p.6

3.1.1 Navigating the Results p.6

3.2 Basic Search: Object Number (truncated) p.7

3.3 Basic Search: Object Name p.7

3.4 Basic Search: Category p.8

3.5 Basic Search: Acquisition Source p.8

3.6 Basic Search: Description p.9

3.7 Advanced Searching : Combined Searches p.9

3.8 Sorting the Results p.10

4. Editing & Creating Records p.11

4.1 Editing Records p.11

4.2 Creating a Record p.12

4.2.1 Searching for the Next Number p.12

4.2.2 Opening up a Blank Record p.12

4.3 Identification / Production p.13

4.4 Physical Characteristics / Condition p.16

4.5 Documentation p.18

4.6 Reproductions (Scanned / Photographed) p.19

4.7 Object History / Field Collection p.20

4.8 Acquisition / Value / Location p.21

4.9 Numbers / Notes Field p.24

4.10 Management Details p.24

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1. Background

Adlib is a computer database designed to help manage museum collections.

The software can be used as a tool for the museum to capture the core units of information required in order for a museum to manage collections effectively. It has been developed to work alongside the SPECTRUM documentation standard. It also brings various elements of museum documentation together into a single database, offering functionality in the following areas:

Object Entry. Acquisition. Cataloguing. Indexing, classifications and thesauri. Inventory. Loans-in / out. Digitisation. Location control. Auditing.

Although Adlib is powerful as a museum catalogue and information management tool, it is not designed to be a replacement for paper trail as established by procedures such Object Entry, Acquisitions, Object Exit, Loans-In/Out and Disposal, but rather as a means to bring together the information gathered by these procedures into a single database.

Prerequisites

Please note: this manual has been developed as a general introduction / technical guide to the use of Adlib. Please refer to your Documentation Procedural Manual and any other associated policies and procedures you may have in place prior to creating new records.

Conventions: Certain standards and conventions have been applied throughout this guide as part of examples / exercises. This applies to the following types (units) of information:

Object names Object categories / classification Object materials Names of people, organisations and places Object locations Object Conditions Dates (Adlib requires the ISO convention YYYY-MM-DD)

It's really important that you have agreed conventions and processes in place when searching for or inputting these units of information into Adlib. For assistance with conventions and standards refer to SPECTRUM for guidance.s (http://www.collectionstrust.org.uk/spectrum)

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2. Starting Adlib

Logon to Windows as normal. Double-click on the Adlib icon:

Selecting the Database

Once Adlib has loaded, the user is presented with the following screen:

This is the ‘Access Points ’ screen. This screen shows us the various types of information Adlib can hold about each object and can be used a starting block for Searching for Objects (section 3) and Inputting Records (section 4)

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Section

3: Searching and Sorting

This section is designed to help you search for objects recorded in Adlib. Although all of the Access Points mentioned above can be searched under, there are five main areas which can assist you in finding the object that you are looking for. These are:

Object Number (Specific) Object Name Acquisition Source Category Description (Broadest)

As a general rule-of-thumb, if searching under one area does not bring satisfactory results, then try a more broader search.

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3.1 Basic Search: Object Number

Let’s perform a quick search which should return a specific result from the information we give to Adlib.

From the ‘Access Point’ screen, select ‘Object Number’ and then click Next

Click in the ‘Enter your search key here’ field and enter the Object Number you wish to search for, then click next to view the result.

Hint: As a guide, some museums use the following numbering format for objects in the collection.

YourMDACode.Year.XXX(X denoting a running number zero padded to two)

Note: for the purposes of this general guide, a random MDA prefix has been applied.

Example: GARHC.2012.004

3.1.1 Navigating the Results

Have a look at some of the icons (buttons) at the top of the screen. The layout and design of icons will vary slightly depending on the version you are using.

If you hover your mouse over them individually, a tip will come up telling you the function of that particular button. Some of the more important ones are:

Home: Takes you back to the Select Database Screen.

Back: Takes you back to the previous search screen.

Print: Prints the record!

Navigation Arrows (from left to right): First Record, Previous Record, Next Record, Last Record.

The other buttons are used for advanced searching and creating / editing records. We will return to these later.

Click the back button located at the top of the screen to take you back to the previous search screen.

NOTE: If you want to bring up all of the objects in the collection, leave the object number field blank and click ‘next’.

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3.2 Basic Search: Object Number (truncated)

If you wanted to bring up all of the Objects that were entered within a specific year or range of numbers then we can do this as per the following examples:

GARHC.2012 (would bring up all of the objects entered in ‘2012’)

Let’s ask Adlib to retrieve all of the objects entered with a ‘2012’ number.

Type in: ‘GARHC.2012’ and click ‘next’ or press enter.

click ‘All Keys’ to display the set of retrieved records. You will see that the objects are presented by their number, name and photograph. Scroll down to GARHC.2012.040 and double-click on it. Have a look around the record, by navigating using the tabs at the top of the screen.

Use the navigation buttons to explore the records in the set.

Click the back button located at the top of the screen to take you back to the previous search screen.

3.3 Basic Search: Object Name

If you have a specific (or presumed specific!) object name you would like search for then select this option. Be careful, as this technique sometimes provides inaccurate results depending how the name was allocated in the first instance. As such, it is vital to assign a simple object name from an agreed thesaurus in order to maintain consistency.

From the ‘Access Point’ screen select ‘Object Name’ and then click ‘next’.

Search for an object and see what results come up. If there is more than one result, you can either click ‘all keys’ to bring up all of the results or you can select each object individually and click ‘show’.

It is important that we assign objects with a simple name or name that is most appropriate to the understanding behind the object. In order to maintain consistency and indexing, descriptive information should never be included as part of the object's name.

3.4 Basic Search: Category

A useful feature in Adlib is the ability to assign objects with an object category and theme, allowing for different types of objects to be grouped together beyond simple object name. This is an effective way to index the collection and can greatly assist in bringing objects together that would otherwise be considered separately.

The 'category term' is retrieved from a term list that has been agreed by the museum. This can include terms derived from off-the-shelf indexes such as Social History and Industry Classification (SHIC), as a way to make connections between objects through various contexts.

SHIC uses an indexed list of terms running from broad to specific in order to group objects together

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by the sphere of human activity that can be associated with an object, regardless of the name of the object or any other differing physical characteristics.

From the ‘Access Point’ screen select ‘Object Category’ and then click ‘next’.

Leave the field blank to see what categories have been previously been recorded. Click 'next'

From the resulting list, choose a category or theme. Click ‘next’ to view the results of objects with that category. Scroll down to an object and select it, have a look at the record.

Click the back button located at the top of the screen to take you back to the previous search screen, and then again to take you back to the Access Point screen.

3.5 Basic Search: Acquisition Source

If we know where an object or collection has come from then we can bring all the related records together by searching under Acquisition Source. This can be particularly useful with visitor enquiries or simply when it is necessary to gain a quick overview of what an individual has given to the museum either through time or by multiple deposits.

From the ‘Access Point’ screen select Acquisition Source’ and then click ‘next’.

This is dependent on the agreed standard format for names you use. For the purposes of this guide we can use this format: [ Surname., Forename ].

Don’t type anything in yet, just click next to bring up names held in the database.

Click the back button located at the top of the screen to take you back to the previous search screen, and then again to take you back to the Access Point screen.

3. 6 Basic Search: Description

The broadest and simplest way to search for objects in Adlib is to perform a search under ‘Description’. However, this relies on assumptions on how particular objects are described.

From the ‘Access Point’ screen select ‘Description’ and then click ‘next’.

This box is a free text and non case sensitive field meaning anything can be typed and Adlib will return records with the closest match.

E.g. type in chair and then click ‘next’. The results will show a number of records with the term ‘chair’ in the description. Note that different types of objects are retrieved.

Scroll down to the bottom of the results. You can use the Page Down and Page Up keys to navigate quickly.

Click the back button located at the top of the screen to take you back to the previous search screen, and then again to take you back to the Access Point screen.

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3.7 Advanced Searching : Combined Searches

A useful feature of any database is the ability to search and group objects together according to a specific query. The standard operators of ‘And’, ‘Or’ and ‘Not’ are used in this instance.

From the ‘Access Point’ screen select 'material' and then click ‘next’.

Type in 'silver' and click next. This will retrieve all of objects that are made from or contain silver.

Once the records are retrieved. Look at the top icon bar and try to locate the following buttons:

= ‘And’ : This button tells Adlib to narrow the initial set of records retrieved by only displaying records that share two or more specific characteristics or terms.

= ‘Or’ : This button tells Adlib to add to (broaden) the initial set of records retrieved.

= ‘Not’ : This buttons tells Adlib to exclude objects from the according to a specific characteristic or term.

For now, click the ‘And’ icon. This will return us to the previous ‘Access Point’ screen.

Type in the category (SHIC example: 'SERVING, EATING AND DRINKING' or '2.66' ) and then click ‘next’.

This will retrieve all of the silverware with that would have been used for 'SERVING, EATING AND DRINKING'.

3.8 Sorting the Results

Once we have asked Adlib to search out a group of objects, we can then influence the results further by asking it to sort and display the results in an order of our choosing. This can be useful when using Adlib as a reporting tool or simply to make more sense of the results.

Search for a collection of objects. e.g. uniform under 'description' Click the ‘Sort’ icon at the top of the screen. You will be presented with the following screen:

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This window allows us to sort the set of records retrieved by any attribute that is recorded about the item.

Click on the small arrow next to ‘Acquisition’ – this will expand the table. Scroll down to ‘Source’ and then highlight it.

Click the button to send your chosen field to the ‘Sort Field Properties’. By default the order will be selected as Ascending. Click on it to change to Descending, if you wish. Click sort. The records will now be sorted according to donor.

Multiple sorts can also be performed e.g. Object Number with Object Name and Acquisition Source.

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Section 4: Editing & Creating Records

Thankfully, the screens we encounter when searching or browsing records in Adlib are exactly the same as when we are creating or editing them.

Assess whether the object to be entered as a New Acquisition, Loan-in or a Backlog Item. It, is important to ensure that any necessary procedures are carried out in accordance with your Documentation Procedural Manual (e.g in the case of a newly acquired object: Object Entry Acquisitions Cataloguing), before inputting into Adlib. The data inputted into Adlib should reflect and extend the information gathered by the Object Entry / Acquisition process and any other associated correspondence / research.

Adlib uses controls known as Restricted Fields and Free Text Fields. The Restricted Fields are those which are linked to a pre-defined (but editable) thesaurus. When these are mentioned in the manual / encountered, the user should select the relevant term from the subsequent list. If a term is inputted, and varies from the original, then the consistency of the index will be broken, affecting the ability to accurately search and retrieve records.

Free Text Fields, are exactly what they say - any relevant information can be inputted as long as it doesn’t deviate from the fields original definition, also in order to maintain consistency and accurate search results.

4.1 Editing Records

Open the record you wish to edit. From the main menu, click ‘Record’ then ‘Edit’ or press Shift-F1. Note: Remember to follow the relevant conventions for each table as covered in the next section.

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4.2 Creating a Record

Before we create a record we first have to see which number is available next in the database. This is vital to prevent duplication of numbers, especially during Accessioning.

4.2. 1 Searching for the next available number

From the ‘Access Point’ screen select ‘Object Number’ and then click ‘next’.

Type in ‘GARHC : ’ and click ‘next’. Click ‘All Keys’. This will bring all of the records with the ‘GARHC’ prefix.

Now we need to ensure that Adlib has sorted all of the records in ascending numerical order. It usually does, but this is dependent on the order in which records were entered.

4.2.2 Opening up a Blank Record

From the ‘Access Point’ screen click ‘file’ from the main menu bar and then click ‘New Record’ or, as a shortcut press ctrl-n.

You are then presented with the following blank record, ready to be populated.

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4.3 Identification / Production

1 : Institution Name

This is a controlled field, meaning data is retrieved form a thesaurus. If you want to, you can create a new entry here by right clicking on this field and selecting make / edit linked record. Once you've inputted your institutions details, close the window to save. Next time you are creating a record you will just have right click and select 'search linked field'.

2 : Object Number

Enter the next available number to be assigned to this object. Remember to enter it in the format reflective of the agreed standard you have in place e.g: ‘GARHC.Year.XXXX’.

If the object is part of a group, set or has separable parts the number can be continued with a further decimal point and then a sequential part number zero padded to one is added e.g GARHC.2012.008.03. Again, this will depend on the standard you have in place.

If the object concerned is part of a group or a set and required to be broken down further according to separable parts then it can be decimalised again using a sequential alphabetical assignment. e.g. GARHC.2012.008.03.a

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Refer to the Documentation Procedures Manual; 'Catalogue Procedure' for guidance.

3 : Part Number / Total Number of Parts

Enter the part number of the object that you wish to assign to this record. For our purposes, if there are multiple parts to be held under the same number type the range e.g. ‘1-5’. Enter the total number of parts in the adjacent field. Remember, only use part numbers if:

o The object has clearly separable parts.

o There are items that can be considered as part of an intentional set.

4 : Object Category

Controlled field. (If necessary, refer to your Documentation Procedurual Manual; 'Cataloguing Procedure'). This could be revised using a pre-defined in-house list inputted previously. Press Shift-F4 to open up a list of possible categories or type it in. The category that you select / enter should have a numerical code attached. Click ‘Ok’.

5 : Object Name

Controlled field. Press Shift-F4 to open up a list of possible names or type it in. Remember to keep the name as simple as possible, and to not include any category information – this will help keep the index consistent.

6 : Title

If the object has an obvious title, enter it here.

7 : Description

Include a basic description about the object here, including its history and associations. 1.) A basic description of the object concerned including relevant object history 2.) A description of the object concerned, what the object is and a relevant associated historical /cultural contexts. Who used the object, when, why and where and in what context(s)? You don't necessarily have to include physical information such as its form, inscriptions, marking, dimensions, as these are covered in other sections of the database. If there are multiple parts, make distinctions between them.

8 : Creator

This could be a manufacturer (maker), author, publisher or any other organisation / individual that had a say in the objects production. Press Shift-F4 to see a list of previously inputted creators and see if the one you are looking for is there – if so, then select the appropriate entry. If they are not, click the ‘New Data’ button and in the subsequent window, enter the name in ‘Name’ field e.g ‘A. MacDougall & Son’ (for company names) or use the standard format for entering individuals [Forename, Surname]. Select to close the window and answer ‘yes’ to the save prompt.

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9 : Place

Place: Controlled field. Enter the name of the place the object was produced (if known). This should be geography ascending i.e. ‘Balfron, Stirlingshire’.

10 : Notes

This is where we write any additional information about the production of an object, such as how many medals were struck. It can also hold information about an object if it is a reproduction.

11: Production Dating

Date (Early) : If we know when the production started for a particular object, or objects of a very similar type, enter it here. Remember to use the standard format YYYY-MM-DD.

Date (Late) : If we know when the production ended for a particular object, (or the earliest known date, e.g. publication date) then enter it here. Remember to use the standard format YYYY-MM-DD.

12 : Production Period

Controlled field. Press Shift-F4 to see a list of pre-entered periods. For insight into the yearly range for each period (i.e. early, mid, late) the Documentation Procedural Manual; 'Cataloguing Procedure'

13: Content Description

Usually confined to works on paper or visual works. Enter any further information about the content depicted i.g. 'standing figure pointing to the right'.

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4.4 Physical Characteristics / Condition

1 : Physical Description

Enter a description regarding the physical appearance of the object here and, if necessary, make a distinction between multiple parts. Enter any inscriptions, markings, stamps and make a note of its form such as shape, colour or texture of the object.

2: Techniques

Enter the part of the object that a particular technique applies to, otherwise just type ‘whole’. In the ‘Technique’ field press shift-F4 to see a list of pre-defined techniques and select one as appropriate.

3: Materials

Enter the part of the object that a particular material applies to, otherwise just type ‘whole’. In the ‘Materials’ field press shift-F4 to see a list of pre-defined techniques and select one as appropriate. If there are multiple materials used in the objects construction press the ‘Add Occurrence Below’. button – this will bring up a new field below.

4: Dimensions

The standard format recording dimensions (in a museum context) in Height x Width x Depth in centimetres.

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Type in the dimension type (such as height) in the ‘Dimension’ field. Enter the value in the ‘Value’ field. In the ‘Unit’ press shift-F4 to see a list of pre-defined units of measurement. Select one. If the measurement is an approximation, write this in the precision field.

Press the ‘Add Occurrence Below’. button – this will bring up a new dimension field.

If it is worthwhile / adds meaning behind an object to express it in an imperial unit then add another occurrence of that dimension.

5: Condition

Enter the date in reverse order (YYYY-MM-DD). In the ‘Condition’ press Shift-F4 to see a list of pre-defined options. Make a thorough, but concise note of the condition of the object using descriptors of damage For further guidance, refer to the Documentation Procedural Manual; ‘Cataloguing Procedure'.

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4.5 Documentation

Not to be confused with Museum Documentation, this table allows you to record any research resources you may have used during cataloguing.

1 : Lead Word / Title

Linked field. Enter the title of the publication here.

2 : Page Mark

Enter relevant page references here.

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4.6 Reproductions (Scanned / Photographed)

This table allows us primarily to link a digital photograph or scanned image to an object, but other digital media (such as audio and video) can be used as well.

Move the images held on the SD card into DESKTOP\CHC Inventory Working File\Inventory Photos \" folder located on the desktop.

For digital photographs / scans: Crop, colour balance and convert to .Jpg if necessary.

Rename the file with the Object Number concerned replacing the colon and full-stops with underscores. e.g: GARHC.2012.452.1 becomes GARHC_2012_452_1.jpg

If the object has separable parts, or there is more than one object within a set with the same master accession number (e.g. GARHC2012.452.1.) then the convention is as follows: GARHC_2012_452_1.jpg. If the object is within a set and then as further separable parts (e.g GARHC2012.452.1.b) then the convention is as follows: GARHC_2012_452_1_b.jpg. Multiple images of the same object are handled by using the prefix '_IMAGE2' after the main filename e.g. GARHC_2012_452_1_IMAGE3.jpg

The processed file(s) should then be placed into the DESKTOP\CHC Inventory Working File\Inventory Photos \Adlib Images\ folder

1 : Reproduction / Reference

Click the 'Reproduction Reference' field.

Click the 'finding image file' button

Browse to the processed photograph stored in DESKTOP\CHC Inventory Working File\Inventory Photos \Adlib Images\ folder. Select it and click 'OK'

The filename displayed under 'Reproduction Reference' will have changed. Rename this to match the file you originally selected e.g.

from ../images/00000xxx.JPG to ../images/GARHC_20xx_xxx.jpg

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4.7 Object History / Field Collection

1 : Object History Note

Input the history behind the object here (if required). This could be information about how the depositor received the object in the first instance, or it could be internal information such as if the object has been converted from a loan to a donation, or if it has been retrospectively accessioned.

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4.8 Acquisition / Value / Location

1 : Acquisition – Method

Either input the Acquisition Method directly into this field (such as ‘Donation’) or press shift-F4 and select the relevant method.

2: Acquisition – From

Similar to searching for ‘Acquisition Source’, it is vital that the information recorded here is in a consistent format. Firstly, press Shift-F4 to search for the name. In the ‘Find’ field of the next screen, enter the donors surname to check if they have already been listed. If they have, select it and click ‘OK’.

If the donor’s name is not listed, we will have to create a new record with their details. Click, ‘New Data’. The following table will be displayed:

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2.A : Name

Enter the name of the donor here in the standard format of [Surname., Forename]

2.B : Address

Enter the full Address here using commas to separate each part of the address. Enter the postcode in the postcode field. In the place field, enter the name of the village, town or city, followed by the region.

2.C : Telephone

Enter the full telephone number here, including area code.

2.D : Contacts

Enter further third party contact information here.

2.E : Person Details

Biographical information about the individual concerned can be entered here. Date convention is YYY-MM-DD

3 : Acquisition Date

Enter the Acquisition Date here in reverse order (YYYY-MM-DD). Note: This should not be confused with the Date of Entry into the museum, but should reflect the date the object was formally signed into the collection i.e. the date that has been recorded on the Object Entry Form, either the donor or the museum signatory – whichever is the most recent.

4: Purchase Price

If the item was acquired from a sale, enter the cost and currency here.

5 : Current Ownership

Linked field. Generally, enter your organisations name into this field (select it from the list (alt-F4)). If the item is a loan, enter the lenders name here.

6 : Insurance Value

Obtained from external parties to the museum only. If known, enter details here.

7 : Location

Enter the location start date in reverse date order.

Click into the Location field and press Shift-F4. This is a restricted field. Remember to consult the Location terminology you have in place in accordance with your Documentation Procedural Manual.

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4.9 Numbers / Notes Field

In the ‘Other Numbers – Type’ field enter the following term ‘Entry Number' (if new acquisition or ‘inventory’ if inventory.

In the ‘Number’ field enter the Form No. as it appears on the ‘Object Entry Form’

4.10 Management Details

Input : We would normally leave this section blank, but if it was a backlog item then a relevant note should be inserted here highlighting the fact. The Input Name saved will match the name of the user profile on the PC. However, if a generic account, such as ‘Documentation Officer’ is being used, and there is multiple editors using Adlib, then their name could be recorded here.

Edit: If the record is being edited, then a note of the changes made should be inserted here, in order to maintain a change log.

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