1. KE EMu for Cataloguers www.kesoftware.com

2. Unit objectives: Introduction to KE EMu KE EMu terms and definitions What are the KE EMu modules What is Catalogue module What are the Catalogue support modules What are the Collection Management modules How the Catalogue support modules and Collection Management modules attach to the Catalogue In this unit we will learn :

3. Catalogue module A Catalogue record includes basic object information such as: Unique identifier Object title and type Number of items or parts Brief physical description Category, discipline or department to which the object belongs The Catalogue module is the starting point for recording information about all objects owned by or in the care of an institution.

4. Catalogue support modules The following diagram displays how the Catalogue attaches to the Catalogue support modules.

5. Collection management modules The following diagram displays how the collection management modules link to the Catalogue and to each other.

6. Unit objectives: Advanced searching Use Boolean operations in a search including Text retrieval Pattern matching Range searches Proximity searching Select and create a List view In this unit we will learn how to:

7. Boolean operators Boolean operators can be used when searching within a field: If two terms are entered on the same line in a field, the Boolean operator and applies, e.g. bookkeeping [and] sales If two terms are entered on different lines in a field, the Boolean operator or applies, e.g. bookkeeping [or] sales If an exclamation mark (!) is entered before the search term, the Boolean operator not applies, e.g. [not] !Bookkeeping.

8. What are the text retrieval options? Many of the fields in KE EMu are text fields, e.g. names or addresses. KE EMu’s advanced text retrieval function allows you: To find records using a phrase search, type the search terms within quotation marks in the search field, e.g. "inventive ideas". To run a stem search, type a ~ (tilde) directly before the search term, e.g..~system will find records containing both system and systems. To perform a phonetic retrieval type the @ symbol before the search term, e.g. @krystal will find records containing both crystal and krystal.

9. Other advanced search options KE EMu also has the following advanced search options: Pattern matching use ^ at the start of the field Use $ at the end of the field Use * for any number of characters at that position in the term Use ? for any single character at that position in the term Range queries—type a relational operator before the search term in the search field, e.g. >=30, <26/01/1988 Proximity searching—Type a relational operator (i.e., >=, =, <>) a number or range, and unit of proximity, e.g. sales management) <= 5 words Note: Searches that contain spaces must be enclosed in single quotes

10. Customised List views Each List view can be configured to: Display one or more selected fields Sort data in a specified sort order Be shared between other KE EMu users or groups KE EMu can maintain a number of different List views from which you can select.

11. Unit objectives: Attachments What is the attachment process What is the Summary Data field How to attach a record to another record using the Attach button How to attach a record to another record using the Drag and Drop method How to view and delete an attachment How to navigate back to a primary record from an attachment record How to run a search in an attachment field What is a reverse attachment At the end of this unit you will understand:

12. Overview of the attachment process An attachment is an association between a record in one module and one or more records in the same or another module The module to which the attachment is made is called the primary module The module from which the attachment is made is called the primary module The field in which the connection is made is called the attachment field. It can be identified by the Add and View Attachment buttons next to the field

13. Attaching records If an attachment field is blank a specific link to a record has not yet been made. There are two ways to attach a record to another record: Using drag and drop method Using the Attach button

14. How to view an attachment After an attachment has been made, the summary data of the linked record or records displays in the attachment field and the View Attachments button becomes active. To view an attachment click View Attachments.

15. How to navigate back to a primary record To navigate back to the primary record : 1.Select View>Attachments>Current or View>Attachments>Selected. 2.The modules that can be attached to this module are displayed in the Attachments box. 3.A green icon indicates that one or more records are currently linked to this record. 4.To view the linked record, click on the field name in the Field column and click View.

16. How to run a search in an attachment field There are a four ways to perform a search in an attachment field: 1.Type search terms in attachment field and click Search. 2.Type search terms in attachment field, click Attach (F11) to search summary data of attached module. 3.Place cursor in attachment field, click Attach (F11) and run search on any field in attachment module. 4.Use the drag and drop method to attach a record into an attachment field and run a search

17. Reverse attachments A reverse attachment field displays the attachments that have been made to a record from another module. When in Display mode, a reverse attachment can be easily identified because the field and Add button have been greyed out.

18. Show/Hide Tabs Show all tabs — tabs for all attaching modules are shown whether filled in or not Show filled tabs — tabs for attaching modules are shown only if they contain at least one entry. (This is an inefficient option.) Hide all tabs — do not show any tabs for attached options. To display the filled tabs for specific records on demand, select View>Show Attachments (F4). This is the most efficient option. For all modules other than the Parties module, KE EMu can display a tab containing a summary of all attached records for each module that attaches to the primary module. There are several different display options to show or hide attached tab displays.

19. Parent/child and related objects All the child objects that reference a single parent object can be viewed on the Associations tab A graphical representation of all objects attached to a object hierarchy can be view on the Parts tab Objects can be recorded as independently moveable so that a child object can be located in a different location than that of its parent object An object can be related to one or more other objects even if they do not have a parent/child relationship. This is done on the Associations tab. The KE EMu Catalogue allows objects to be attached in a hierarchy to represent parent/child relationships. Each child object can be referenced to one parent object.

20. Unit objectives: Recording objects What is an accession lot What is a pre-acquisition object Several suggested ways to record a pre- acquisition object How to record the non-acceptance of a pre-acquisition object into the collection In this unit you will learn:

21. Accession Lots Objects in an accession lot do not necessarily need to be obtained on the same date or time. For example, objects purchased from a specific art dealer over a period of months may be grouped into the same accession lot. In some circumstances an accession lot may have more than one vendor or source. For example, if a donor specifies that an art dealer is to handle the particulars of a donation, both the donor and the art dealer are listed as the source for the accession lot An accession lot is a group of objects (or a single object) that have been brought into the institution

22. Pre-acquisition objects Donation Purchase Auction Permanent (or temporary) loan. An institution receives objects for its collections in many different ways. These may be by: Until a decision has been made to accept the object into the collection, objects are classed as pre- acquisition objects. Pre-acquisition objects are recorded in a brief Catalogue record that can be linked to Accession Lot, Location and Internal Movement records.

23. Unit objectives: Catalogue Support Modules Rights module Bibliography module Narratives module Collection Events module Sites module Gazetteer module In this unit we will learn how to use the:

24. Rights module PurposeAttachment field in the Catalogue Record details Used to record rights information including the holder or rights owner Rights field on the Coll M’gmt tab Rights type, owner, manager and conditions Commencement/Expiry dates, acknowledgment statement Copyright details and expiry dates Details of all reproductions and associated fees

25. Bibliography module PurposeAttachment field in the Catalogue Record details Used to hold bibliographic references Bibliography field on the References tab Title, authors Bibliographic reference numbers Separate information for books (e.g. editors, publisher), journals (e.g. journal name, page numbers), theses (e.g. institution, department), etc.

26. Narratives module PurposeAttachment field in the Catalogue Record details Use to record interpretative information There is no field in the Catalogue that links to the Narratives module. There is a link from the Narratives module to the Catalogue module via the Objects tab. There is also a link from the Narratives module to the Parties, Bibliography, Events, Collection Events, Taxonomy and Sites modules. Title, authors Type, purpose and intended audience Subjects and keywords of the narrative Interview details Correspondence details Related publications and documentation Verification and authorisation details

27. Collection Events module PurposeAttachment field in the Catalogue Record details Used to record details of actual collecting events, including date, time, site and expedition details Collection Event field on the Locality tab. Is also linked to the Sites module via the Site field. Collection information including the site, date, time, participants and their roles (links to the Sites module, see next) Information relating to the expedition Aquatic-specific or sighting-specific event information

28. Sites module PurposeAttachment field in the Catalogue Record details Records information about each individual site. Sites field on the Locality tab. Site-specific information, including name, jurisdiction Locality including geographic and/or political locality, elevation, size etc. Geo-spatial information (for mapping)

29. Gazetteer module PurposeAttachment field in the Catalogue Record details Used to hold geo-spatial information about place names This is a reference only module. No modules attach to it. Currently you must copy and paste coordinates into a Site record. Geographic or political place names Type of place (e.g. lagoon, ford, homestead) Latitude/Longitude and UTM

30. Unit objectives: Edit functions In this unit we will learn how to: Use the spell check function Use the Global Replace function Define a new substitution Substitute an attachment with another attachment Use wildcards in a substitution Edit an existing substitution Merge records

31. Spell check options OptionDescription Ignore words in UPPERCASESpell Checker skips upper case words, e.g. STD Ignore words with numbersSpell Checker ignores words that include numbers, e.g. w3c Ignore Internet addressesSpell Checker ignores internet and email addresses, e.g. http://kesoftware.com, support@kesoftware.com Only check modified fieldsSpell Checker checks only fields that you have modified in this edit Spell check on saveSpell checker automatically runs when a record is saved

32. Global Replace function KE EMu’s Global Replace function enables you to replace data in one or a set of records in a single operation. The global replace function requires four steps 1. Select the records to replace. 2. Select the field that contains the text to replace. 3. Specify the text that is to be replaced. This may include wildcards. 4. Specify the replacement text.

33. Substitutions KE EMu’s substitution function allows you to save substitution details for a global replace. Substitutions are only saved during the duration of the current session To replace whole words only, click in the Whole words only box To replace words of a specific case, click in the Case Sensitive box To replace only the first occurrence of the search term in the field, click in the First occurrence only box To find text using one or more wildcards or regular expressions, place a tick in the Regular expression box You can replace an attachment with another attachment by searching for an attachment in the Text to Find box and replacing with the attachment in the Replace With box

34. Merge records function The merge records function allows you to merge records together and still maintain any attachment that have been made to these records. This is a specialised form of the global replace function. To merge records: 1.Select the required records to merge. 2.Select Edit>Merge Selected. 3.Find the record that these records are to be merged into. 4.Click Attach.

35. Unit objectives: Internet interface In this unit we learn how to: Use the Basic, Advanced and Detailed search forms Run a search View record details in the Internet browser

36. Internet/Intranet interface The Internet/Intranet interface allows a standard web browser (such as Netscape or Internet Explorer) to find information in the Catalogue and the Multimedia module in KE EMu The Intranet interface is password protected to prevent unauthorized access Searches are by keyword only Summaries of all matching records are displayed Details of Catalogue records can also be viewed Search options include using the Basic, Detailed or Advanced search forms

37. Search forms The Basic search form searches for text in a specified field or across all fields at the same time. An All Fields search will search all fields in the Catalogue module as well as the designated fields in the records in the Parties and Multimedia modules that are attached to Catalogue objects The Advanced search form allows the user to refine the search The Detailed search form allows the user to specify search terms in one or more fields in the Catalogue module There are three search forms:

38. Display screens List view You can specify the number of records to display Click Next Page to view the next page of results Click New Search to run a new search Contact Sheet view Displays a thumbnail of the first image attached to each record and its Summary Data Details view To display the details of a record, click on its hyperlinked title in either Contact Sheet view or List view There are three display screens: