A CollectiveAccess Community

User-generated tips, tools, and shared strategies for using CollectiveAccess

Archive

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guides and workflows

Cataloger’s Manual from the Archives of La MaMa Experimental Theatre Club

Read the manual here: http://collectiveaccesscommunity.org/wp-content/uploads/2016/10/2016-LaMaMa_CA-Manual-5.pdf

guides and workflows

Queens Memory’s Cataloging Workflows for Image + Oral History Records

This cataloging workflow was created by the Queens Memory Project, a collaboration of the Archives at Queens Borough Public Library and the Queens College Department of Special Collections and Archives. The Queens Memory Project site uses CollectiveAccess for displaying its collection of items. The Queens Memory team created a simplified version of its full cataloging […]

quick tips

Batch Editing in CollectiveAccess

Reasons to Use Batch Edit Use batch edit if you need to change, add, or remove the same piece of metadata on a large number of records. For instance, at one point during La MaMa’s 2015 cataloging push, the built-in LCSH and naming authorities lookup function in our CA back-end broke. Once we got it […]

news and events

Announcing collectiveaccesscommunity.org

We are excited to announce the launch of collectiveaccesscommunity.org, a new resource for users of CollectiveAccess. Information on this website is drawn from the collective wisdom of the CollectiveAccess user community, and is meant to to foster collaboration and contribute to users’ ability to better deploy the software to make their collections accessible. The site […]

user interviews

Seven Questions for: Karma Foley, Smithsonian Channel

This interview with Karma Foley, Director of Library and Archives at the Smithsonian Channel, is part of an ongoing series of interviews with CollectiveAccess users. Foley got her start in media as a production assistant to ethnographic filmmaker John Marshall, and later worked as a stock footage and archival researcher. Realizing that archives was where she […]

quick tips

Providence: Sorting Entities by Last Name

By default, Providence displays lists of entities by first name. But there are times when you need to see a list of entities sorted by last name. To do this, you need to create a new “display” and then filter a later search using that display.   First, you’ll need to create a customized “display” […]

quick tips

Providence: Searching for all records created by a specific cataloger

A handy tool for project managers who wish to review catalog records created by students or new hires. Also useful for catalogers who wish to edit or review the records they have created recently. Before beginning your search, be sure you know the cataloger’s user name as defined by CA. This information can be found […]

quick tips

Providence: Exporting + downloading specific datasets in spreadsheet format

There’s a comprehensive guide to exporting data on the CollectiveAccess wiki, here. But here’s the quick and dirty version: Let’s say you want to export data about a set of Objects. Create a set out of the pertinent objects. Go to the Find” menu, and click on Objects. In the left sidebar, under “search by set,” […]

quick tips

Providence: A Few Error Messages

This is a guide for CA users who might not have direct access to the hardware on which their database is set up. If you work with a large collection or your organization’s structure doesn’t allow you direct access to your server, these are some tips for the types of problems that can occur and […]