RefNo Tree
The RefNo Tree is one of the two tree views available for Archive records in the Catalogue database; it is accessible under the Tree menu button in the Side button strip.
The RefNo tree is created by the contents of the RefNo field in the catalogue records. The RefNo field uses forward slashes (/) to create the archival tree hierarchy which represents the structure of your collections.
To access the RefNo Tree:
- In the side button strip, click the
Button - Click the
Button
The RefNo tree will appear to the left of the current record
Creating RefNo Trees
There are a number of ways to create new records in a RefNo tree hierarchy.
When adding a Collection to the catalogue the records can
be added in any order. However it is preferable and most straightforward to
build a collection starting with the record which will sit at the top of the
hierarchy, and working down through to the lower levels. Generally, you will use a Collection record type for the
record at the top (collection or Fonds) level and the Component record type for
all subsequent levels.
To start building a collection in the Catalogue
database, you will need a new record to sit at the top of the tree. This may be
created by Adding an Accession Record to
the Catalogue or by Creating a New Catalogue
Record in the Catalogue database.
Complete your record by filling in the basic fields. NB: the mandatory field is Title. Any record which contains a RefNo field may be added to a collection in an archival tree hierarchy.
Records may be added to a collection either by using buttons in the side button strip to Add Below or Add above, or by right clicking in the tree itself and using options from the Tree Menu.
You can add a record below the current one i.e. one level down in the hierarchy, at the same level, or one level above.
Calm refers to records which are a level lower than another record as “child” records.
Calm refers to records which are at the same level as each other as “sibling” records.
Use the menu options on the left to explore the different methods of creating archival tree hierarchies in the Catalogue database.