Suburban Library Cooperative | Serving Macomb County, Troy ...



Tips for using the Local History Digital Collection for library staff in the upper right-hand corner:You should have your login/password. If not, ask your director or Amy at SLC – amy@ .To create a new record (item), click on the blue “New” icon at the top (it will show up once you login):**It is strongly recommended you use the “Local History” level the majority of the time, in keeping with how we archived items in the Sirsi product. In the example below, I clicked on the arrow next to Local History (you can scroll to find your library), clicked on the arrow next to Armada—clicked on the arrow next to Armada Photographs. I would then click on People and then enter a title and click save.You can also: But don’t do this until you understand why you would need to do this. This is a bit more advanced so you may want to contact Amy at SLC before you add a level if you are new to adding records/items.Below shows where you will enter your metadata following Dublin Core standards. Refer to the handouts that show examples as to what metadata to include into a complete record. When in doubt, follow what MTC has done. You can easily look at other library records, which I’ll show you shortly how to do:If there is a red asterisk * in the field, it means it is required you enter data in this field (which is most fields). If you do not have the information to enter, be sure to enter (in caps): NAJust to view part of the template larger:This archive company is currently working on a bug fix so that the rights statement is auto-generated for you, meaning you won’t have to re-enter it. But, until that is accomplished, you will HAVE to enter the following for every record:All rights reserved. This image may not be sold, published or redistributed in any form without written permission from the owner and/or copyright holder.**Also, the: Library Generated ID (last entry in the template) is where you will enter the source you use to identify your photo, etc. For example, MTCdoc85. This is also a searchable field. If you have questions about this, please let Amy at SLC know.Be sure to save your work.As far as the status and access level, keep the status as Approved and the access level as Guest (the defaults). If you do make any changes, YOU will have to go back and manually correct every new record you enter. Guest allows patrons to view the collection. When you change it, only a few will be able to see the record. VERY IMPORTANT: do NOT touch another library’s collection without talking to that library’s director first. Do NOT delete any library’s but your own items/collection. Once deleted, the information is gone for good. SLC cannot get it back for you.While creating your new record/item, it will ask you to add a New file:When you click on Select file, it will bring up your computer’s files window so that you can choose your image(s), etc to upload. Follow the prompts and always remember to save.Later, when you go back into the item record, there are always helpers to let you: edit, hierarchy, copy, add new file, delete:If I wanted to search by the Library Generated ID for MTCdoc85 (staff will know these codes), you can enter in any of the search boxes. For example:(*please note, I am logged in as an admin account, so that is why my screenshot shows the Administration tab)As well as archives, which is at the top next to Brows Collections. Of course, you can search for any of the data you have entered in the templates when you created your records/items. This is where you can search to see how other libraries created records/items (MTC) ;)If you click on any of the above records, you can see the metadata (again, do NOT edit or touch another library’s information, other than view it).There are many ways to view collections. I won’t spend much time as the idea behind this document is a short tutorial to the product. If you’d like more information, please contact Amy at SLC.Just a few ways you can view collections is right from the home page by clicking on Open or View entire collection:If you clicked Local History and View entire collection, you can see:Be sure to click more in the search facets on the left-hand side. The libraries are not alphabetized, but put in order by how large the collection is. You can also sort (upper right-hand side).In Browse Collection, you can click on the arrows, like I did earlier, or click on the folders to view all, or edit, etc.In Archives you can search by alphabet, as well as sort. Explore allows you many options:It is fun to see all your options hereAdvanced search lets you build queries as well as save suggested searches. --11/1/2019Latest email I sent out a few days ago:Hello,Here is the latest update from the new archiving company!***Please note: Library Generated ID (which is searchable) will be the place you always enter your library’s code, just as we did in the Sirsi system (i.e. MTCdoc85). It will also show the previous IDs that were transferred over from the Sirsi system (Portfolio).I have restored the database this morning and your libraries can start using the system. ??I did not make the Other Date or Library Generated ID a mandatory field.? There are two problems that still need to be corrected but they are software related and will not prevent libraries from entering data.Default Copyright statement.? There is a bug in the system and default txt is not being added.? Libraries will have to manually enter a copyright statement.If we make the Library Generated ID a mandatory field, then libraries cannot save any records even if they entered data in the field.? There is a bug in the validation which needs to be corrected.At this time, I don’t have?a date on correcting the above issues but as soon as I get one I will let you know.Reminder: The Rights statement you are to enter EVERY TIME (until, hopefully, the bug is fixed) is: All rights reserved. This image may not be sold, published or redistributed in any form without written permission from the owner and/or copyright holder. ................
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