...
DA
I must have
overlooked this email when you first sent it. I am really puzzled why
you are telling us about F7 and the Authority file. We all know that.
Did you just find that out when you wrote this e-mail? I am sure
Dorothy and Diane know about it. This is correct as is most of
you letter except that we are adding unauthorized Authorities and the
PastPerfect is aware of what we are doing. We are adding
Authorities from files in the program that have been established
however they have been disconnected because of name change as
you mention in e-mail. We lost this connection on a good
portion of our authorities.
You write
"sometimes the original authority name used before the files were
standardized is being placed back into the authority file."
We are doing that
when we add the old Authority so as to call them up in one group and
edit them so they will be attached to the previous Authority as you
spoke of in the next paragraph. This is correct.
You write
"In some cases, the standardized list
has been changed which
disconnects
the catalog files that have been correctly cataloged into the
computer."
This is true and many have
been disconnected. I would think we had only 20
% connected or less. We are concerned that this is what may have
cause our computer to crash. PastPerfect thinks we may have it good
enough to go back to work. It may also be that someone
Restored a previous backup
that wiped out about 50 or more hours of work that caused our crash.
This my thinking. PastPerfect has stated we could send files over
night to be checked. They have one now that we can add to
computer today when it comes back or calls and says it is OK You are
concerned about putting duplicates in the in the Authority
file. You can put in a
almost duplicate however if it is a duplicate it will
be the same authority. If you put in a extra space or one
less, it is a different Authority. Some one may be typing in the
location or source and not establishing a true Authority.
We are trying to
find a home for each item that lost their home Authority. We are
not entering this many item is the computer. we are making
corrections. When someone added the name behind
like (Railroad). this was also a changes the Authority. this may
have been the cause for a lost all our error warnings in the past.
Example - AB Archive
Storage Box 6 ) to Box 006 ) or Box # 006 .
We have other numbers we do not know as yet where they go. I have
been told we could send them file to PastPerfect over night to
be updated and have it back in the morning. I have sent files to them
several times during this ordeal. We are trying to
get the items re-connected not establish duplicates. we can
join 100 or 500 with the click of button if we have them in the
authority know where they go.
I have place
password protection on the computer and made backups each day so we
will not have this trouble in the future.
Some of the
Authorities have gotten too long and can not fit on some of the print
outs like the barcode. We need to talk about this at a board
meeting. I do not want to be responsible for another crash and that is
what happens when you do things yourself.
The PastPerfect
organization has been a big help. I even got to speak to the Vice
President. Dorothy, Lillian and Diane were there to witness
this. I invited him here to play Goff.
ken
|
Below is Email 2 to DarlAnn from Ken |
Ken Stallbaumer <kenstall@yahoo.com> wrote:
Date: Sun, 22 Apr 2007 21:28:37 -0700 (PDT)
From: Ken Stallbaumer <kenstall@yahoo.com>
Subject: Re: Humanities Grant
To: DarlAnn Rial <albert.rial@sbcglobal.net>
What do you mean by loosing standardization of our authority files on Past Perfect?ken.
Email from DarlAnn -below
DarlAnn is explaining below how to add authoirty files by "Press F7 to view Authority Files"Dorothy, Diane and I have been do in this for some time correction the files that have been lost because of name change by DarlAnn as instructed by Jennessa Reed and then by Brian Gomez. Dean was present when Brian explained this.
DarlAnn Rial <albert.rial@sbcglobal.net> wrote:
Authority Files:Please note that as we backed up the computers, we found that we are losing the standardization of our authority files on Past Perfect.Authority files are available whenever you are adding or editing catalog records. When the cursor is in a field with an authority file, a reminder on the bottom of the screen says “Press F-7 to View Authority File”. A window will open displaying a list of common entries. From here, you may add to the list, edit the list or select an item to put in your catalog record by double-clicking on the selected item.Please be cautious about adding a variation or making a duplication of the entry already in the file. Our PP authority files are being corrupted with double entries of the same entry, or a variation of the entry (sometimes the original authority name used before the files were standardized is being placed back into the authority file.) In some cases, the standardized list has been changed which disconnects the catalog files that have been correctly cataloged into the computer.Letha suggests that we adhere to our agreement and put all archives into the Past Perfect program, including the library and the archives in Annex II before editing. By setting September 1st as our target date to finish the inputting, we can begin editing all the Past Perfect files at one time with the same standards.Thank you,DarlAnn
Ken Stallbaumer
109 North Eleventh St.
Seneca, KS, 66538
Web-page at http://www.seneca-ks.com/