1. KE EMu Cataloging Training Page 1 KE EMu for Cataloguers www.kesoftware.com

2. KE EMu Cataloging Training Page 2 Unit One Objectives 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 At the end of this unit you will understand :

3. KE EMu Cataloging Training Page 3 What is the Catalog module? A Catalog record includes basic object information such as: Accession number Object title Number of items or parts Brief physical description The Catalog module is the starting point for recording information about all objects owned by or in the care of an institution.

4. KE EMu Cataloging Training Page 4 What are the Catalog support modules? The following diagram displays how the Catalog attaches to the Catalog support modules.

5. KE EMu Cataloging Training Page 5 What is the collection management modules? The following diagram displays how the collection management modules link to the Catalog and to each other.

6. KE EMu Cataloging Training Page 6 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 access to large and diverse collections. The KE EMu elements that combine to provide a powerful and flexible system are its: Modular system Hierarchical multi-discipline catalog Multiple-discipline searching Tab switching Multimedia repository Registry

7. KE EMu Cataloging Training Page 7 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.

8. KE EMu Cataloging Training Page 8 What is a hierarchical multi-discipline catalog ? KE EMu can support multiple disciplines within one Catalog.

9. KE EMu Cataloging Training Page 9 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

10. KE EMu Cataloging Training Page 10 What is the multimedia repository? The multimedia repository contains the 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.

11. KE EMu Cataloging Training Page 11 What is the Registry module? The Registry is a module on the KE EMu server. It is used to define many of the site-specific configuration parameters of KE Emu. The KE EMu Registry provides a mechanism for configuring and extending KE EMu without having to re-program the application.

12. KE EMu Cataloging Training Page 12 What is an object? An object is a physical item such as a specimen, fossil, mineral, photograph or preparation. Objects can be related to each other. For example, if a parasite was found on a plant, each of these items would be recorded in individual Catalog records. To record their relationship, each Catalog record is related to the other.

13. KE EMu Cataloging Training Page 13 Unit Two Objectives 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 At the end of this unit you will be able to:

14. KE EMu Cataloging Training Page 14 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.

15. KE EMu Cataloging Training Page 15 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.

16. KE EMu Cataloging Training Page 16 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

17. KE EMu Cataloging Training Page 17 What is the List view? 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.

18. KE EMu Cataloging Training Page 18 Unit Three Objectives What is an attachment What is the Summary Data field How to link a record to another record How to view and delete an attachment How to perform a search for a record in a linked module using an attachment field How to navigate from a target record back to the source record How to view the current attachments to a record How to change the tab view to view current attachments How to perform a search using attachment fields At the end of this unit you will understand:

19. KE EMu Cataloging Training Page 19 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

20. KE EMu Cataloging Training Page 20 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.

21. KE EMu Cataloging Training Page 21 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.

22. KE EMu Cataloging Training Page 22 How to perform a search in an attachment field There are a three 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 attached module.

23. KE EMu Cataloging Training Page 23 How to navigate from a target record back to the source record To navigate back to the main 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. A green icon indicates that one or more records are currently linked to this record. 3.To view the linked record, click on the field name in the Field column and click View.

24. KE EMu Cataloging Training Page 24 How to navigate to the target record from within a source record To find the target record Click View Attachments. 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:

25. KE EMu Cataloging Training Page 25 How to change the tab view to view current attachments 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 source module. There are several different display options to show or hide attached tab displays.

26. KE EMu Cataloging Training Page 26 Unit Four Objectives How to record new objects What is the Accession Lots module What is the Collection Events module What is the Sites module What is the Gazetteer module At the end of this unit you will understand:

27. KE EMu Cataloging Training Page 27 What is the Accession Lots module? PurposeAttachment field in the Catalog Record details Used to record groups of objects that have been brought into the institution. Objects do not necessarily need to be obtained on the same date. For example, objects collected by the same collection team over a period of months may be grouped into the same accession lot. Accession Lot field on the Collection tab. Summary information regarding the objects in the accession lot Acquisition and accession details, including method, source, authorization, dates Purchase details including actual price paid, initial valuation and individual funds used Taxation details, receipts Lists of tasks completed or tasks to be performed

28. KE EMu Cataloging Training Page 28 What is the Collection Events module? PurposeAttachment 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

29. KE EMu Cataloging Training Page 29 What is the Sites module? PurposeAttachment field in the Catalog 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)

30. KE EMu Cataloging Training Page 30 What is the Gazetteer module? PurposeAttachment 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 a Site record. Geographic or political place names Type of place (e.g. lagoon, ford, homestead) Latitude/Longitude and UTM

31. KE EMu Cataloging Training Page 31 Unit Five Objectives Taxonomy module Rights module Bibliography module Narratives module At the end of this unit you will know how to use the:

32. KE EMu Cataloging Training Page 32 What is the Taxonomy module? PurposeAttachment field in the Catalog Record details Used to record nomenclature (systematic names) relating to the collection Taxon field on the Identification tab This tab is only available for Zoology records. Classification, including scientific name, author, etc Higher classification (including Suborder, Subphylum, Phylum and Kingdom) Common and informal names and related taxonomy Bibliographic references, e.g. protologue Locality, conservation status by region Descriptions

33. KE EMu Cataloging Training Page 33 What is the Rights module? PurposeAttachment field in the Catalog 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

34. KE EMu Cataloging Training Page 34 What is the Bibliography module ? PurposeAttachment field in the Catalog 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.

35. KE EMu Cataloging Training Page 35 What is the Narratives module? PurposeAttachment 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

36. KE EMu Cataloging Training Page 36 Unit Seven Objectives At the end of this unit you will know 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

37. KE EMu Cataloging Training Page 37 What are the 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

38. KE EMu Cataloging Training Page 38 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: 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.

39. KE EMu Cataloging Training Page 39 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

40. KE EMu Cataloging Training Page 40 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

41. KE EMu Cataloging Training Page 41 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 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 Catalog records can also be viewed Search options include using the Basic, Detailed or Advanced search forms

42. KE EMu Cataloging Training Page 42 What are the available 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 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 the user to refine the search The Detailed search form allows the user to specify search terms in one or more fields in the Catalog module There are three search forms:

43. KE EMu Cataloging Training Page 43 What are the 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: