Inventory Database Schema
Table of Contents
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Diagram of Database
Tables and Relationships |
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TABLES AND TABLE FIELDS
A: Institution TableDescription: The Institution Table will provide information on all institutions and institutional offices included in the database. Sometimes these institutions will appear in the data as repositories, other times they will appear as institutions that provided the major financial backing and/or staff to complete a project. This table will provide basic information on the institutions such as their address and relevant contact people. Related to: · (2) Collection Table: 1:many · (7) Project Table: many:many · (5) Person Table: many:many · (1) Collection Survey Log Table: 1:many Fields: · Full Name: Data Type = text. The institution’s full name. · Abbrev: Data Type = text. Abbreviation for each institution. · Office: Data Type = text. Name of the office within the institution serving as a contact for CDI. · Street 1: Data Type = text. Street address of institution. · Street 2: Data Type = text. Street address of institution. · City: Data Type = text. City where institution is located. · State: Data Type = text. State where institution is located. · Zipcode: Data Type = text. Zip code of institution. · Contact Person: Data Type = text. The main contact person at the institution that CDI should contact in order to schedule visits, see materials etc. · Office Hours: Data Type = text. Hours when the contact person/persons is/are available. · Phone: Data Type = text. Phone number of contact person or persons. · Fax: Data Type = text. Fax number of contact person(s) or office. · Email: Data Type = text. Email address of contact person(s) or office. ·
URL: Data Type = text. URL of institution or office. Description: The Collection table will contain all the basic information on the materials to be analyzed/recorded at each repository institution. Collections will be defined as one grouping of material within one office or division of one institution (repository). For example, the Papers of Neil Judd in the National Anthropological Archives will constitute one collection. Hopefully, most collections will have finding aids created by the repository institution. Whether or not this is the case, and if so, where and in what format CDI has obtained the finding aid will also be included in the database. The collections table Related to: · (2) Institution Table: many:1 · (4) Storage Unit Table: 1:many · (6) Person Table: many:1 · (8) Project Table: many:many · (3) Collection Survey Log Table: many:many ·
(9) CDI
Accession Table: 1:many Fields: · Title: Data Type = text. Reference name for the particular collection assigned by CDI. In cases where a finding guide is available, the name offered by the repository institution will be used to promote standardization. · Short Title: Data Type = text. A shortened version of the title. · Number: Data Type = text. A unique identifier assigned to each collection by CDI. · Finding Aid Available: Data Type = Yes/No. A yes or no field indicating whether or not a finding aid for this particular material set is available. · Finding Aid Notes: Data Type = text. Text field with notes on finding aid. · Other Data Source: Data Type = text. Any other information produced by the repository institution that offers information/organization about the collection. · Types of Material: Data Type = text. Text field indicating what types of material are in the collection. See Data Objects list for all the different types of material that could be entered into this field. · Extent of Material: Data Type = text. Indicates how much material is in the collection. In some cases this may be very general information and in others it may be quite specific. · Recorders Comments: Data Type = text. Offers room for more comments, if necessary. · CDI Analyst Recorder: Data Type = text. Indicates which CDI staff member recorded the information comprising the record. · Date Entered: Data Type = Date/Time. Indicates date on which the record was included in the database.
Description: The information contained in the Storage Units Table will pertain to the individual boxes, containers, sets or lots etc. that the repository institution has arranged and stored the collection in. For instance, the papers of Neil Judd are contained within boxes that are listed in a finding aid. In this case, each box is a storage unit and will be assigned a unique identifier called the CDI Storage Unit Designation. Storage units comprise collections, which are located within institutions. Related to: · (4) Collection Table: many:1 · (16) Object Table: many:many · (10) Collection Survey Log Table: many:many Fields: · Institutions Catalog No: Data Type = text. The number or identifier, if any, provided for this particular lot by the repository institution. · Institutions Catalog Descriptions: Data Type = text. Any textual description pertaining to the lot provided by the repository institution. · CDI Storage Unit Designator: Data Type = text. A unique identifier given by CDI to each storage unit examined. This field will provide a relationship to the Collection Survey Log Table and the Objects Table. · CDI Description of Materials: Data Type = text. General textual description of the materials in a storage unit. · Other Description): Data Type = text. Description of any other important information pertaining to the storage unit. · Actions Needed: Data Type = text. Describes any immediate actions needed for this lot. For instance, items judged to be of particular importance to CDI staff and/or in need of immediate preservation could be flagged for special attention such as immediate scanning, photography etc. · Action Date: Data Type = Date/Time. Date of any action taken on this storage unit. D:
Object Table
Description: The objects table will contain the most specific information on materials viewed by the CDI staff for the inventory process. Much more specific information on each individual object of interest will be obtained in later phases of the project. An object is one particular item contained within a storage unit, which is contained within a collection which is held by a repository institution. An object could be an excavation report, a photo, a piece of pottery etc. Related to: · (16) Storage Unit Table: many:many · (14) Project Table: many:1 · (13) Site Table: many:many · (15) CDI Accession List Table: 1:many Fields: · Institutions Object Designation: Data Type = text. Any unique identifier given by the repository institution to the object. · CDI Object No.: Data Type = text. Unique identifier given by CDI to each object viewed. · CDI Object Type: Data Type = text. Object type designation provided by CDI. See controlled vocabulary list for all object types and their descriptions. · CDI Description: Data Type = text. A textual description of the particular object being examined provided by CDI. · Comments: Data Type = text. Offers room for more comments, if necessary. · Published: Data Type = Yes/No. Indicates whether or not the object has been illustrated or described in a publication. · Publication Description: Data Type = text. If the “Published” field indicates “yes” then this field will provide any textual details available on the publication—what it is, where it’s located etc. · Scanned: Data Type = Yes/No. Indicates whether or not the object has been scanned. · Scan Description Notes: Data Type = text. If the “Scanned” field indicates “yes” then this field will provide any textual details regarding the scan. Who scanned it? Where is the scan? Do we have it? What is the file name/number? · Photographed: Data Type = Yes/No. Indicates whether or not the object has been photographed. · Photo Description Notes: Data Type = text. If the “Photographed” field indicates “yes” then this field will provide any textual details regarding the photograph. Where is it? Is it included with an excavation report or separate etc.? · Copyright: Data Type = Yes/No. Indicates whether or not the object is protected by copyright. · Copyright Information: Data Type = text. Includes any details regarding the copyright. Who holds the copyright? · Extent: Data Type = text. “Amount” of the object. For documents, extent is generally thought of as how long the document is, or how many pages. For a collection of photos, we would want to know how many photos are included in the object. · Actions Needed: Data Type = text. This field allows CDI to flag any very important objects that might require immediate attention for various reasons including preservation concerns. · Copy Requested: Data Type = Yes/No. Indicates if CDI has requested a copy of the item from the repository institution. · Copy Requested Date: Data Type = text. Notes the date when CDI requested a copy of the item. ·
High Priority: Data Type = text. Indicates whether or not an object is
considered to be of high priority by ·
Indicated By: Data Type = text. Name of the · Priority Notes: Data Type = text. Notes on the ranking of the object. This could inlcude comments made and questions asked by steering committee members.
E:
Collection Survey Log Table Description: This table will provide information regarding activities conducted on every visit to every institution by every CDI staff member. A visit is defined as one trip (regardless of how long) to one institution by one CDI staff member for the purpose of recording information in one collection. In other words, if two CDI staff members are working on the same materials, this work will be recorded in two separate log entries (one for each person), each with their own visitation number. The log is intended to track what collections and storage units have been assessed and what should be done on the next visit to a particular institution, collection or storage unit.
Related to: ·
(1)
Institution Table: many:1 · (3) Collection Table |