I will outline a few examples of when to input a child record under a primary record in the database. If you have questions along the way when working through this new process, please do not hesitate to reach out to us. Remember, we are always here to help and it is much easier to correct problems along the way.
In an individual record, the child record feature will appear as a little stick figure in the record profile at the top left of the page:
To add a child record under the primary record, click the stick figure. This will open a new record for you where you would add the accession number. The child records would be a continuation of the same accession number followed by .1, .2, etc. Then, enter corresponding information and media as per usual. The tabs on the left and forms are set up the same as the primary record. Once a child record is added, the number of components will increase in the primary record (as seen above).
The child record will open in a new window and will show the path (primary record>child record) listed under the 'Editing Artifact:" heading as seen below:
Please note that when images of the object are added under the media tab, then the primary image will appear here as well. One of our future goals is to add a hierarchical view to the child record feature so that it is easier to visualize the hierarchical structure once it is in place. So, when would you use this feature? We have been asked many times, "how do I enter photo albums and scrapbooks?" This is the perfect opportunity to use the child record feature.
Please conduct a preliminary search for your items in your database before beginning this process. If you discover that your items have not been entered, please follow the instructions below.
Instructions for Photo Albums and Scrapbooks:
Create a record for the photo album itself in CollectiveAccess, which will be your primary record. Then, enter each photo as a child record.
Primary record = Album, Photograph
Child record = Print, Photographic
Let's walk through the steps together.
In the primary record (photograph album), click the stick figure to create a child record for the first photo in the album. It will generate a blank record that has the same fields as your primary record, the only difference is that it is linked to your primary record. Fill out the appropriate fields, attach the image, save, and then repeat the process for the other photos. Each photo should have it's own child record under the primary record. Remember to go back to the primary record (photograph album) before beginning the process again.
A few notes:
Each photograph should be assigned an accession number. In theory, this number should be a continuation of the album's number. The only exception is if numbers have already been assigned to the album's contents, please use those numbers instead. Remember, we never reassign accession numbers, this can get messy.
Example:
Album = 2016.2.1
Photo 1 = 2016.2.1.1
Photo 2 = 2016.2.1.2
and so on...
Remember, it is important to look at the back of the image for notes. These notes will help enrich the record (names of people in the photograph, location, etc.). Also, scan each photograph at a minimum 600 dpi. You want to capture the image in a higher resolution.
I know this appears to be a lot of work but it is necessary in order to maintain order throughout this process.
The same rule applies with scrapbooks. Treat each item in the scrapbook as its own item and enter it in a child record under the preliminary record for the scrapbook. You may also use this process when entering fonds.
In the end, you will have multiple child records under the primary record. This can be a lengthy process so keep that in mind when you start. Try not to get overwhelmed. Keep track of our progress and take things one step at a time so that it is easy to pick up where you left off.
I invite you to watch our latest YouTube tutorial, which provides step-by-step instruction on how to enter child records in CollectiveAccess. This is a great place to start.
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