KE EMu for Cataloguers (Cultural History) www.kesoftware.com

Unit One Objectives At the end of this unit you will understand : KE EMu terms and definitions What are the KE EMu modules What is Catalog module What are the key features of KE EMu Modular system Discipline Hierarchical multi-discipline catalog Tab switching Multimedia repository Registry module What is an object What is a related object

What is the Catalog module? The Catalog module is the starting point for recording information about all objects owned by or in the care of the institution. A Catalog record includes basic object information such as: Accession number Object title Number of items or parts Brief physical description

What are the Catalog support modules? The following diagram displays how the Catalog attaches to the Catalog support modules.

What are the collection management modules? The following diagram displays how the collection management modules attach to the Catalog and to each other.

What are the key features of KE EMu? KE EMu is a cataloging and collections management system for museums, art galleries, herbaria and botanic gardens and historical societies. KE EMu is designed to provide comprehensive management of, and access to, large and diverse collections. The KE EMu elements that combine to provide a powerful and flexible system are its: Modular system (See also Attachments) Multiple object type catalog—Work, Frame, Crate Tab switching Multimedia repository Registry

What is a modular system? KE EMu is a modular system where the modules can reference or link to each other. Information that is stored in one module can be accessed through a field in a record in another module.

What is a multiple object type Catalog? KE EMu can support multiple object types within one Catalog. For example, an art gallery may decide to Catalog its collection according to the following object types: Work—all individual works in the collection Frame—specifications of frames used to display works Crate—specifications of crates used to house frames and works. Each object type is linked to a number of tabs and fields that display when the object type is selected.

What is tab switching? Tab switching refers to the adjustment of the tabs and fields that are displayed in a module according to the selected discipline and/or the value in one or more fields. Tab switching applies when in: Query Edit Insert Display modes

What is the multimedia repository? The multimedia repository contains multimedia resources used in KE EMu. Access to the multimedia repository is available from many modules of KE EMu, such as the Catalog, Accession Lots and Loans modules, by selecting the Multimedia tab.

What is the Registry module? The Registry is a module on the KE EMu server machine. It is used to define many of the site-specific configuration parameters of KE Emu. The KE EMu Registry module provides a mechanism for configuring and extending KE EMu without having to re-program the application.

What is an object? An object record can refer to: Real physical items such as a work, picture, or sculpture. Composite objects, such as a tea set where the individual components of the object are valuable objects in their own right. These objects are linked together in a parent-child relationship. Objects can be related one to another such as: A number of objects that were purchased together in the same auction lot A number of paintings that are part of the same collection.

At the end of this unit you will be able to: Unit Two Objectives At the end of this unit you will be able to: Use Boolean operations in a search including Text retrieval Pattern matching Range queries Proximity searching Search for a record across one or more disciplines Search for a record across all disciplines Select and create a List view

What are 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.

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.

What are the the 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

What is the List view? KE EMu can maintain a number of different List views from which you can select. 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

At the end of this unit you will understand: Unit Three Objectives At the end of this unit you will understand: What is an attachment What is the Summary Data field How to attach a record to another record How to view an attachment How to perform a search using an Attachment field How to delete an attachment How to navigate from a target record back to the source record How to view the current attachments to a record

What is an attachment? 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 target module. The module in which the target module is linked is called the source module. An attachment field is a field in a module that can be linked to another module. It can be identified by the Add and View Attachment buttons next to the field

How to attach a record to another record If a field is blank, there is no link to another record. This means that 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 Using the Add button.

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

How to perform a search in an attachment field There are a three ways to perform a search in an attachment field: Type search terms in attachment field and click Search . Type search terms in attachment field, click Attach (F11) to search summary data of attached module. Place cursor in attachment field, click Attach (F11) and run search on any field in attached module.

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

How to navigate to the target record from within a source record In some places in KE EMu, a summary of attached records is shown within the attached record, e.g. the Internal Movements involving a Catalog object: To find the target record Click View Attachments .

How to change the tab view to view current attachments 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 source module. There are several different display options to show or hide attached tab displays. 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.

At the end of this unit you will understand: Unit Four Objectives At the end of this unit you will understand: What is an accession lot? What is a pre-acquisition object? Several suggested ways to record a pre- acquisition object How to create a pre-acquisition record How to create an Accession Lots record

What is an accession lot? An accession lot is a group of objects (or a single object) that have been brought into the institution 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

What is a pre-acquisition object? An institution receives objects for its collections in many different ways. These may be by: Donation Purchase Auction Permanent (or temporary) loan. 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 Catalog record that can be linked to Accession Lot, Location and Internal Movement records.

Unit Five Objectives At the end of this unit you will know how to use the: Rights module Bibliography module Narratives module Collection Events module Sites module Gazetteer module

What is the Rights module? Purpose Attachment field in the Catalog Record details Used to record copyright or 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 Narratives module Copyright details and expiry dates Details of all reproductions and associated fees

What is the Bibliography module ? Purpose Attachment field in the Catalog Record details Used to hold bibliographic references Bibliography field on the References tab. Title, authors Bibliographic reference numbers Copyright details and expiry dates Separate information for books (e.g. editors, publisher), journals (e.g. journal name, page numbers), theses (e.g. institution, department), etc.

What is the Narratives module? Purpose Attachment field in the Catalog Record details Use to record interpretative information There is no field in the Catalog that links to the Narratives module. There is a link from the Narratives module to the Catalog 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 authorization details

What is the Collection Events module? Purpose Attachment field in the Catalog 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

What is the Sites module? Purpose Attachment field in the Catalog Record details Records information about each individual site Site 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)

What is the Gazetteer module? Purpose Attachment field in the Catalog 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 your Site record. Geographic or political place names Type of place (e.g. lagoon, ford, homestead) Latitude/Longitude and UTM

Unit Six Objectives At the end of this unit you will know how to use the: 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

What are the spell check options? Description Ignore words in UPPERCASE Spell Checker skips upper case words, e.g. STD Ignore words with numbers Spell Checker ignores words that include numbers, e.g. w3c Ignore Internet addresses Spell Checker ignores internet and email addresses, e.g. http://kesoftware.com, support@kesoftware.com Only check modified fields Spell Checker checks only fields that you have modified in this edit Spell check on save Spell checker automatically runs when a record is saved

What is the 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. This function has four elements: Select the records to replace. Select the field that contains the text to replace. Specify the text that is to be replaced. This may include wildcards. Specify the replacement text.

What is a substitution? 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

Unit Seven Objectives At the end of this unit you will know how to: Use the Basic, Advanced and Detailed search forms Run a search View record details

Overview of the Internet/Intranet interface The Internet/Intranet interface allows a standard web browser (such as Netscape or Internet Explorer) to find information in the Catalog and any of the Catalog support modules of KE EMu The Intranet interface is password protected to prevent unauthorized access Searches are by keyword only Summaries of all matching records are displayed. You can click on any of these and see their details and any cross-reference information

What are the search forms? There are three search forms: The Basic search form allows you to search for text in a specified field or across all fields at the same time. An all fields search will search all fields in the Catalog module as well as the designated fields in the records in the Parties and Multimedia modules that are attached to Catalog objects The Advanced search form allows you to refine your search The Detailed search form allows you to specify search terms in one or more fields in the Catalog module

What are the display screens? There are three 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