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2 – Cataloguing

Data Content Overview

This chapter examines the steps required to enter data into the various fields of the database and ‘link’ that information together – into a workflow.

 Although the Form View layout of a record may appear to require a substantial amount of information; some information can be leveraged from existing records and previous data entry.

For an explanation of the data type and standards required for any particular field please refer to the Data Dictionary in Chapter 3.
       manufacturer

The Tab key order is set to move you thru the fields from top left to bottom right, then bottom  left.

Typing aids in the form of drop-down lists are provided for various fields. These appear as downward pointing arrows on the right-hand end of the filed when the field is selected.

Media, such as images, generally apply to only one record although there is the exception that sometimes there may be several individual items which utilise a common image for example NoPhoto.jpg or a conservation illustration.

In the on-line version it is not possible to insert images directly onto the server. But please do enter the file name and intended path to aid in the loading of the image to the correct directory on the web server when it is submitted for inclusion.

 

Data Content Descriptions

The Form view records the item’s key identification information in conjunction with additional technical documentation on requirements, conservation, storage, access and reformatting information. Most of these data fields are plain text fields but some require more specific information types such as Date fields or Number fields. These exceptions are listed in the Data Dictionary Section and noted in the data entry guides.

 


Holotypes

The Holotype module records unique physical media carrier descriptions which may exist in a multitude of variant flavours from a number of suppliers. The key though is that the physicality of those variants are the same as that of the Holotype and hence point back to a common parent Holotype record. Often the development and licensing of physical media carriers includes specifications Standard to enable the manufacture of not only the carrier but the equipment required to access its content.

 

Basic Info

basic info

Figure 2.1: Form View – Basic Info

Note: The Tab key order is set to move you thru the fields from top to bottom or you may click on a field to enter or edit data in it.

 

Holotype ID

The Holotype ID is automatically generated by the Mediapedia database in order to maintain its uniqueness and hence is not modifiable by the user.

Carrier Type 

The Carrier type is a categorisation of the carrier(s) of a resource, reflecting in general terms the format of the physical storage medium which when in combination with the type of intermediation device enables accessing the resource content.

Record the type of carrier used to convey the content of the resource using one or more of the terms listed in the accompanying Classification Glossary, as applicable.

e.g. film reel, tape reel, tape cassette, video disc, etc.

Process Type

The Process type is a categorisation to record the type of process used to record the information on the physical media.

Record the composition of the process of media used to record the content of the resource using one or more of the initial list of terms below (or an equivalent code), as applicable.

e.g. photo chemical, magnetic, optical, etc.

Medium Type

The Medium type is a categorisation of the recording medium, reflecting in general terms the instance of the form of the underlying recording medium.

Record the type of the recording medium to convey the specific instance of the recording media which may be available in one or more forms.

e.g. ½” tape, 35 mm film, 2” open reel tape, etc.

Name

The Name of carrier is a categorisation of the common name, registered trademarked or a defined Standard name of the physical media carrier utilised to store a resource. The registered trademarked name may be misleading to its actual classification due to it being a marketing name. For example, a product marketed as a Jaz disk is in fact, within the definitions of the Mediapedia, a ‘Disk Cartridge’.

Record the registered or common name of the carrier including any identifying features as applicable.

e.g. Zip disc., Kodak Ektachrome 64 film ER 5031 [Rendering Intent - (Photographic)], etc.

Standards

As note above, often physical media carriers are named by a defined standard for manufacture or are eventually categorised by an international standards body.

Enter the name of the standard used to define the name and dimensions of the physical media carrier.

e.g. SMPTE, ISO, ICA, etc.

Dimensions:

NOTE: The proposed convention for specifying the dimensions is to first record the original imperial or metric size followed by the alternative unit in brackets. eg.  ½” (19mm)

Height

The physical measured height of a physical media carrier.

Width

The physical measured width of a physical media carrier.

Diameter

The physical measured diameter of a physical media carrier.

Depth

The physical measured depth of a physical media carrier.

Status.

This field’s proposed purpose is to indicate to genre contributors the level of standing of the currently catalogued item.

Note: Related Variants will appear as ‘line items’ once their Holotype ID is set to the same Holotype ID of the selected Holotype.

 

Genre and Notes

genre and notes

Figure 2.2: Form View – Genre and Notes

Basic Genre

This field is used to record the specific genre for which the carrier was originally developed. eg. Magnetic tape initially used for sound recording were subsequently utilised for data storage by the IT industry.

Often physical media carriers initially developed for a specific media genre is ‘repurposed’ by manufacturers or consumers for other purposes including other genre. Those other genre uses are entered in the following fields.

Additional Genre (2)

This field is used to record a secondary genre.

Additional Genre (3)

This field is used to record a tertiary genre.

Additional Genre (4)

This field is used to record a forth genre.

Notes

These fields in the initial template have yet to have a defined use, suggestions welcome.

 

Image Management

Image 1 Label

This field enables associating a label with Image #1 which can be utilised to describe the image on the web site both in terms of display as well as in terms of a tooltip for audio playback systems used by sight impaired users. Th e current list options are Top / Obverse and Bottom / Reverse.

image label

Figure 2.3: Form View –Image Management

Filename (Image 1)

Enter the file name for image 1, this along with the selection of the path in the following field will enable rendering of the image when it is added to the web server.

File Path

Select the appropriate genre folder path, from the drop-down list, for the image to enable correct loading and display of the image to and from the web server.

Note: The same Filepath is utilised for all images associated with this record.

Image 2 Label

as above

File Name (Image 2)

as above

Loading Images

As noted above, the images need to be loaded onto the web server before they are viewable both within the Mediapedia database and the Mediapedia web site. Therefore, defining the appropriate File Path and supplying the image filename within the databse will enable smoother loading of the submitted images.

Variants

The Variant module records multiple instances of a Holotype carrier. These instances are related to the parent Holotype via the Holotype ID.

variants

Figure 2.4: Form View – Basic Info

 

Basic Info

Variant ID

The Variant ID is automatically generated by the Mediapedia database in order to maintain its uniqueness and hence is not modifiable by the user.

Holotype ID

To To associate a Variant to a Holotype, select the appropriate Holotype record from the drop-down list for this field. The corresponding Holotype ID will then be inserted into the filed and a relationship with that Holotype parent record will be initiated. This also enables the Variant to appear in the Holotype’s associated Variant Line Items table at the bottom of the Holotype Form View screen. 

Note: Carrier Type, Process Type, Medium Type, Standards and Dimensions (with the exception of Running Length) will all be inherited from the selected Holotype record.

Running Length

The The Running Length field records the length of time based media.

Product Name

The Product Name of the Variant is the brand name or inscribed name of the physical media carrier utilised to store a resource.

Record the brand or inscribed name of the carrier including any identifying inscriptions as applicable.

e.g. Zip Disc 100Mb., Kodak Ektachrome 64 film - 36 Exposure, etc.

Product Code

The Product Code of the Variant is the Manufacturer’s stock code which identifies a specific product. This enables carrier variants manufactured over an extended period of time to be differentiated by process or batch changes which could be significant for their conservation assessments.

Manufacturer

The Manufacturer field also includes a drop-down list linked to the Manufacturer module. If the manufacturer you wish to enter is not within the list, a new entry in the Manufacture module is required.

Open the Manufacture module by Alt + Clicking on the Manufacturer menu butoon at the top of the screen. Create a new Manufacturer stub record with a status of ‘Incomplete’ until that record is completed.

This field features an auto complete function which is activated by typing the first character of the manufacturer which then restricts the list, hence choices, to only those manufacturers with that initial character.

Marketed Capacity

The Marketed Capacity field records storage capacity marketed for this item. In some instances depending on the associated drive mechanisms this capacity may vary. In such cases of multiple capacities record each capacity along with the name of the required drive name in parenthesis.  

e.g. 20/40 GB (DLT4000), 35/70 GB (DLT7000), 40/80 GB (DLT8000)

Market Capacity

The Market field indicates the targeted user. The only two options are Professional market and Consumer market. Either or both these options are selected by checking the tick boxes provided.

Distinguishing Features

The Distinguishing Features field records specific features that would greatly aid in the identification of a specific variant.

Materials

The Materials field also enables recording of information about the physical materials used in the manufacture of the variant which may provide clues to its identification.

Image 1 Label

This field enables associating a label with Image #1 which can be utilised to describe the image on the web site both in terms of display as well as in terms of a tooltip for audio playback systems used by sight impaired users.

Filename (Image 1)

Enter the file name for image 1, this along with the selection of the path in the following field will enable rendering of the image when it is added to the web server.

File Path

Select the appropriate genre folder path, from the drop-down list, for the image to enable correct loading and display of the image to and from the web server.

Image 2 Label

as above

File Name (Image 2)

as above

 

Loading Images

As noted above, the images need to be loaded onto the web server before they are viewable both within the Mediapedia database and the Mediapedia web site. Therefore, defining the appropriate File Path and supplying the image filename within the databse will enable smoother loading of the submitted images. 

 

Assessment Summary

The assessment summary filed provides a general  overview about the current knowledge on the risks of access, preservation and migration associated with a specific variant.

 

Variant Sub-Tabs - Common Tabs

There are several navigational Sub-Tabs which are common across multiple Genres.

Additional Requirements Tab

The intent of the information recorded on this tab is to enable the identification of additional resources required to access the content on this specific variant such as specific equipment, associated cables, software, etc.              

Required Device

The specific or generic device required to enable access to the content on this physical media carrier. e.g.  Zip drive, 35mm film projector or editing suite, ¼” audio tape recorder, Sony MiniDisc player, 2” Ampex VR-200 Video recorder, etc.

Required Accessories

The specific or generic accessories required to enable access to the Required Device such as cables, dongles, film gates, etc.

Interface

The specific or generic interface required to enable access to the Required Device.

Form Factor

The physical Form Factor of the Required Device.

Recording Format

The specific recording format and or codec the required to render the content from the physical media carrier.

Transfer Rate

The Transfer Rate the Required Device when accessing the content on the physical media carrier.

Specifications

The specifications or standards required to access the content on the physical media carrier or the Required Device.

Environment

A web reference to further information about the required Environment required to access the content on the physical media carrier or the Required Device.

Required Application

The name of the software application(s) required to maintain access to the content on the physical media carrier or the Required Device.

Required Drivers

The name of the software driver(s) required to maintain access to the content on the physical media carrier or the Required Device

 

Asset Devices Tab

The intent of the information recorded on this tab is to enable the identify known  and proven rendering paths which enable access the content on this specific variant. This information is planned to be drawn from an associated on-line resource known as the Configulator where community members can record successful rendering paths and associated information.

 

 

Materials: Tape Variants tab

·         Manufacturer (from Basic Info)

·         Product Name (from Basic Info)

·         Product Code (from Basic Info)

·         Production Start

·         Production Stopped

·         Application/Binder

·         Oxide Type

·         Base Material

·         Base Thickness

·         Oxide Thickness

·         Total Thickness

·         Back Treated

·         Coercivity

·         Coercivity KA_M

·         Retentivity

·         Retentivity mT

·         Remanence

·         Remanence SatFlux

·         Remarks

·         Manufacturers Life Expectancy

·         Community Life Expectancy

·         Materials Web Reference

 

Materials: Magnetic Disks Variants tab

·         Media ID

·         Product Name (from Basic Info)

·         Product Code (from Basic Info)

·         Production Start

·         Production Stopped

·         Capacity

·         Buffer/Cache Size

·         Spin Speed

·         Latency

·         Data Transfer Rate

·         Seek time

·         Error handling

·         Density

·         Coercity

·         Numbers of Sides

·         Tracks per Inch

·         Number of Cylinders

·         Number of Platters

·         Bytes/Sector

·         Sectors

·         Controller

·         Interface

·         Number of pins

·         Power Requirements

·         DRM

·         Write Protection

·         Remarks

·         Manufacturers Life Expectancy

·         Community Life Expectancy

·         Materials Web Reference

 

Materials Issues

·         Substrate Stability

·         Binder Stability

·         Data/Image Stability

·         Preservation image (possibly composite)

 

Reformatting Issues tab

·         Reformatting & Digitisation Issues

·         Reformatting Web Reference

·         Conservation Web Reference