Proposed Documentation issues from weeks 4-5 reports

Summary / Description / Issue type / AT version / Comments
Description (Resource): Clarify difference between various processing notes / I think that certain information is being recorded at least twice in the "resources" section. For example, I think that there are two or three places to record processing information. I see that the info on the basic information tab can indicate the status of processing ("processing in progress" or "processing complete" for example) while the info on the finding aid data tab would provide the <processinfo> and <revisiondesc> information. Then why also have "finding aid status"? This may be largely a documentation / default labeling problem. The “repository processing note” on the basic description tab is an internal note for a repository to use any way it wants to. The other fields mentioned here are actually output with the finding aid. / 1.0
Description (Resource): Explain limitations of drag and drop / It is complicated to "undo" a parent-child relationship, but it is possible. Dragging and dropping is weird. For example, until one creates a child for a component, that component cannot be a "parent" and therefore other components cannot be dragged into it as children. So, if one needs to move a set of children from one parent to another, one first needs to create a child under the intended parent before one can drag the other children and drop them at the right parent. Needs to be explained in documentation. (No actual human children were harmed in the creation of this comment.) / 1.0 / Verify this – I think this used to be possible
Description (Resource): Clarify use and difference of extent and container summary / Container summary - how would you enter "1.3 linear ft. and 6 oversize volumes" Would you duplicate the 1.3 linear ft. in the container summary or just type "and 6 oversize volumes" (in other words, do these two fields merge?) It is designed that the extent is used for a statement of how much space is occupied by the resource being described and container summary is a list of the number and type of containers occupying that space. Thus, for the question above, let’s assume 6 oversize volumes equals 1 linear foot. The extent statement would be 2.3 linear feet and the container summary could be 1 records carton, 1 archives box, and 6 oversize volumes. / 1.0 / Draw upon DACS here
Description (Resource): Switching to multi-part note / One problem I had was with the multi-part note. Since I had several preliminary descriptions hat I wanted to work later on, but the moment I checked the multi-part box - all information from the note field was gone and I had to re-type it into 'text' part. If I understand correctly, this identifies an interesting problem, that of transforming a note to a multi-part note. How might that be done without requiring entering the data again?
If you uncheck the box the info will still be there and you can copy and paste. / 1.0
Description (Resource): Clarify use of “OK” button / 1.0
Adding Names: Include instructions for modifying name relationship / It would be good to have a "modify name relationship" button
This can already be done by double clicking on the record. A button can be added / 1.0
Description (Resource): Add path for EAD tag equivalents / Adding the full EAD hierarchy to the manual would be helpful. For example, instead of using EAD: <abstract>, use EAD: <archdesc<abstract>. Perhaps we should start using the XPath notation convention. It’s clear and more economical. / 1.0
Description (Resource): Create examples of completed component records / I had some trouble understanding what information should go where at the component level, especially for box and folder numbers. Some examples of completed component records would be helpful in furture manuals. / 1.0
Description (Resource): Include AT to EAD map and vice versa / It would be great to have a map from the AT to EAD. This would assist us in making content decisions for the AT, because we've already made them for EAD. / 1.0
Description (Resource): Expand and clarify instance section / We are puzzled by instances generally -- how do they relate to boxes? Are they still under development? That is why there is not much in manual yet? What are the multiple container things for (e.g. container 1 and container 2 in the instances window?) Where does a box barcode go? Is it the same as an instance barcode?
I was a bit fuzzy at first on how to use the instances, from the explanation in the text. / 1.0
Description (Resource): Correct barcode language / "3. Barcode. The number found on the barcode assigned to the materials." Don't you mean "barcode number assigned to the shelf, drawer, or other physical location"? / 1.0
Description (Resource): Clarify classification language / "4. Classification Number. ... assigned to the materials." Don't you mean "In a setting where the classification number is a device for shelving and locating materials, the classification number of materials assigned to the shelf, drawer, or other physical location." / 1.0
Description (Resource): Clarify instance, container, and location information / AT associates barcodes with instances, even though it seems not to equate instance with box (for example, we can indicate the location of a box, we don't indicate the locations of the instances). However, there seems to be no place for a box barcode, while there is a place for an instance barcode. Scenario: in our case, we sometimes store small collections (resources) together in the same document box. Each collection within these "group boxes" has a unique control number and container, and each could have its own barcode. Each box also has a unique control number. We are not sure how "instances" applies in this case. How do we manage the location of the box? Where does the barcode of the box live in AT? How do we manage the location of the resource within the box? It seems to us that the AT manages only boxes that have only one relationship with a resource. We need to associate multiple resources with a single box. It seems that the concept of instances would do this, but we are not really clear on how. This same facility would be needed for an archives that barcodes each folder, even though they would not have our scenario of each barcoded folder belonging to a separate resource with its own control number.
To summarize:
1) 1 resource in 1 box (OK in AT),
2) 1 resource in many boxes (OK in AT),
3) many resources in 1 box (not OK in AT? But what about 1 resource with 1 instance, many instances in one box?),
4) many resources sharing many boxes (not OK in AT) I think this is largely a documentation problem. We need to better explaining that instances are versions of the same content. An paper document, a tei transcription of that document, an audiorecording of that document are all instances of the same content. Instances may be housed in containers, either the same container or a different container for each instance. It does not matter. Containers may house one or more resources. There is no prohibition about putting 50 resources in fifty folders and putting the fifty folders in one box. Containers may be nested. Container two is assumed to be inside container one (e.g, a folder inside a box), and container 3 is assumed to be inside container 2 (e.g., a cassette box inside a folder). Each container may be identified with a barcode. The barcode is identification for the container, not its location. The location record is a record for a segment of space in the repository’s shelving space. A segment of space may be identified typically by a barcode. This barcode identifies a location point. One possible expression in the AT is “Box 1 with Barcode N is located at barcode nn.” This will take some getting used to as it separates content from containment from location, something that archivists have not always done. / 1.0
Description (Resource): Possible reorganization of description elements / In the "descriptive data elements" section (p.36), I think it would be better to split up the elements for the component description and the resource description. Any duplicates or repetitions, you could say "see resources description for more info.", etc. / 1.0 / Test this organization to see if it is more usable
Description (Resource): Add info about tagging within fields / Finding aid title - possible to tag <date> here? If so, perhaps add to documentation?
Good point. / 1.0
Description (Resource): Consistently use component language / The portion is clearly written, only in the introductory part - the terminology seemed a bit inconsistent. First speaking of resource records and component records and then somewhere else of resource component records. I think that component record would suffice. The problem is that we have two component records in the AT, those for resources and those for digital objects. / 1.0
Description (Resource): Expand wrap in tag documentation / The manual needs to offer more explanation on how to use the "wrap in tag" drop down menu in the manual. / 1.0