Classify Records
Use this option to tell Calm which of the record types should be available for each area of the application – Archive, Museum or Local Studies Library. This is important because the classification affects both the functions that are possible from the record, and which fields are required on those records in order for those functions to work.
You will only need to classify records ONCE, before using the system for the first time. It is advisable to plan your record type classification. You will be able to change classifications at a later stage, but this could cause confusion with fields, and careful planning should avoid this.
Note: These settings are local, which means that in a client/server setup each client can have different classifications for the same record type. Also, it is important to exit Calm via the main menu after every time you change them.
You can classify record types for the Entry/Accession database and the Catalogue database.
Records are classified as follows:
- Choose the Classify Records option on the Administration menu.
- Follow the on-screen instructions. In this example, we choose the Catalogue database.
- A dialogue box appears showing a list of record types. Choose which record types you want for Archive, by highlighting them. Click on any record types not required, to remove the highlight.
- Once you have made your selections, press OK.
- Another dialogue box appears showing a list of record types. You will notice that the record types you have just chosen for Archive do not appear in this list for Museum. Choose which record types you want for Museum, by highlighting them. Click on any record types not required, to remove the highlight.
- Once you have made your selections, press OK.
- Another dialogue box appears showing a list of record types. You will notice that the record types you have just chosen for Archive and Museum do not appear in this list for Library. Choose which record types you want for Library, by highlighting them. Click on any record types not required, to remove the highlight.
- Once you have made your selections, press OK.
- A dialogue box appears asking you to confirm your selection. It lists the record types you have chosen for Archive, Library & Museum. Any record types not chosen will automatically be shown as unused types. Click Yes to confirm. (Clicking No at this stage would return you to the Select Database dialogue to re-classify record types.)
- On the Select Database dialogue box, click Done.
The defaults initially supplied with Calm are as follows:
Entry/Accession database
Accession = Archive
ObjectAccession, ObjectEntry, LoanIn = Museum
Catalogue database
Analytical, Collection, Component = Archive
Content, ObjectCollection, Object, Photograph = Museum
Book, Serial = Library
Article, Association, Biography, Email, Vehicle = Unclassified