Omeka: Creating a Box record: Difference between revisions

Revision as of 10:09, 24 February 2026

Archive Boxes have their own Omeka entry. They do not have accession numbers; they have a Table of Contents describing what is in the box.

Updating an existing Box record[edit | edit source]

This is very easy. However, you must first have a login to Omeka-S, our archiving software; and you must know how to access it and log in. Talk with the director if you are not that far yet!

Find the Box record. The easiest way to do this is to search for a box number using quotation marks, like this: "Box 12".
Edit the record. In the search result, click on the pencil icon to the right of the title. If you are already looking at the Box record, click the “Edit Item” button in the top right corner.
1. Typically, the only edits you will make are to the Table of Contents.
2. Use a separate line for each entry, and start each line with a hyphen.
3. The Table of Contents does not necessarily list every item. The TOC of a typical box containing numbered folders and other items might look like this: – Folder 1: WH Deaton pictures – Folder 2: WH Deaton receipts – Folder 3: WH Deaton papers – Ledger from WH Deaton store – Fan from WH Deaton store Some boxes contain only a single item (e.g., a scrapbook) and the TOC would only have a single entry with that scrapbook, not all the contents of the scrapbook (it should have its own Omeka entry with details about it and what's in it).
Save the record with the “Save” button in the top right corner.
Update the Box label. Put an X in the "Table of Contents" item on the Box label, if it is complete.

Creating a new Box record from scratch[edit | edit source]

This should only be done by those certified to do accessions.

Add the Box to the official Box spreadsheet record. If you don‘t know what that means, don‘t do anything and talk with the director.
Add a new item.
Set the Resource template: in the first field, drop down and select “Archive Box Record.”
Set the Class: in the second field, select “Collection.”
Set the Title: This should always be in the form "GHM Archive Box __."
Set the Description: This should always match the spreadsheet title and printed label.
Add the Table of Contents: Use a separate line for each entry, and start that line with a hyphen. If you do not have time to fill out the TOC, that's okay.
Save and verify.
1. Save the record with the “Save” button in the top right corner.
2. After saving the entry, verify that the Box entry is correct as shown.
Update the Box label. Put an X in the "Box in Omeka" item on the Box label. Add an X to the TOC item if it is complete.

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-'''''There are multiple kinds of Omeka records. These instructions are how to create a place record of city geographic information, which will appear on the public site here. Place records are not specific to an individual artifact or document; they are an information record only. As such, they do not have an Accession Number.'''''
+'''''Archive Boxes have their own Omeka entry. They do not have accession numbers; they have a Table of Contents describing what is in the box.'''''
-'''''Place records can refer to a variety of information, including lots, buildings, streets, landmarks, labeled points on a map, etc. This is why the category is named broadly as "City Information."'''''
+== '''Updating an existing Box record''' ==
+''This is very easy. However, you must first have a login to Omeka-S, our archiving software; and you must know how to access it and log in. Talk with the director if you are not that far yet!''
-'''''This page will gives two different areas of instruction:'''''
+# '''Find the Box record.''' The easiest way to do this is to search for a box number using quotation marks, like this: "Box 12".
+# '''Edit the record.''' In the search result, click on the pencil icon to the right of the title. If you are already looking at the Box record, click the “Edit Item” button in the top right corner.
+## Typically, the only edits you will make are to the Table of Contents.
+## Use a separate line for each entry, and start each line with a hyphen.
+## The Table of Contents does not necessarily list every item. The TOC of a typical box containing numbered folders and other items might look like this: – Folder 1: WH Deaton pictures – Folder 2: WH Deaton receipts – Folder 3: WH Deaton papers – Ledger from WH Deaton store – Fan from WH Deaton store Some boxes contain only a single item (e.g., a scrapbook) and the TOC would only have a single entry with that scrapbook, not all the contents of the scrapbook (it should have its own Omeka entry with details about it and what's in it).
+# '''Save the record''' with the “Save” button in the top right corner.
+# '''Update the Box label.''' Put an X in the "Table of Contents" item on the Box label, if it is complete.
-* '''''Updating an existing place record'''''
+== '''Creating a new Box record from scratch''' ==
-* '''''Creating a new place record from scratch'''''
-== '''Updating an existing place record''' ==
-''This is very easy. However, you must first have a login to Omeka-S, our archiving software; and you must know how to access it and log in. Talk with the director if you are not that far yet!''
-# '''Find the place record.''' There are several ways to do this, but the easiest is entering a building name, street name, or address in the Search box at the top of the left column.
-# '''Edit the record.''' In a search result, click on the pencil icon to the right of the title. If you are already looking at the place record, click the “Edit Item” button in the top right corner.
-## '''Text''' edits, including all descriptive information, occur in fields on the first screen.
-## Add '''photographs''' or other media using the “Media” tab at the top of the record.
-## Assign the place to an '''item set''' like “GREER: city information” if it has not already been added, using the “Item sets” tab at the top of the record. If it is not in an item set, it will not show up in our records.
-# '''Save the record''' with the “Save” button in the top right corner.
-== '''Creating a new place record from scratch''' ==
+'''''This should only be done by those certified to do accessions.'''''
-''Though the instructions look daunting, this full process is pretty easy and will take about 5 minutes once you are familiar with it. You must first have a login to Omeka-S, our archiving software; and you must know how to access it and log in. Talk with the director if you are not that far yet!''
-# '''Create a new item''' using the “plus sign” to the right of the Items category, under “Manage Resources.” Alternatively, in the left menu, click on Items. That screen has an “add new item” button in the top right corner.
+# '''Add the Box to the official Box spreadsheet record.''' If you don‘t know what that means, don‘t do anything and talk with the director.
-# '''Set the Resource template:''' in the first field, drop down and select “Geographic Place.”
+# '''Add a new item.'''
-# '''Set the Class:''' in the second field, drop down and find the category “GHM Terms.” In that category, select “Geographic Place.”
+# '''Set the Resource template:''' in the first field, drop down and select “Archive Box Record.”
-# '''Set the Title with the name of the place:''' This varies widely based on the type of place you are entering. It is often a street address, but can also be a range of addresses (encompassing a plot that was later subdivided), the name of a building, street, place, landmark, or geological feature.
+# '''Set the Class:''' in the second field, select “Collection.”
-# '''Save the item''' to make sure you don’t lose your work; click the “Add” button in the top right. After it’s saved, click on the “Edit Item” button in the top right to continue editing.
+# '''Set the Title:''' This should always be in the form "GHM Archive Box __."
-# '''In “Subject,” enter the type of place record.''' Most common is “Building/business history,” or similar entries (Street name history, lot history, etc).
+# '''Set the Description:''' This should always match the spreadsheet title and printed label.
-# '''Fill any other fields for which you have information.''' This might include current street address of the location, architect or architectural styles (particularly valuable when reflecting National Registry buildings). If the place is on the '''National Registry''' of Historic Buildings, enter its Registry ID number in the field “National Register Information System ID.”
+# '''Add the Table of Contents:''' Use a separate line for each entry, and start that line with a hyphen. If you do not have time to fill out the TOC, that's okay.
-# '''Enter a “Description.”''' This should be a “biographical” entry about the business, who was associated with it, where it was located, etc.
-# '''Save the item''' to make sure you don’t lose your work; click the “Add” button in the top right. After it’s saved, click on the “Edit Item” button in the top right to continue editing.
-# '''Add the item set.''' This is critical or the entry will not show up in our records. Click on the “Item Sets” tab near the top. On the right side, underneath GHMadmin, choose “GREER: city information.” In some cases, a second item set can be selected as well; for example, a place could also be included in the set “GREER: African-American history.” If this page is empty and there are no options for you to choose on the right side, then your login account privileges are set incorrectly. Talk to the curator or registrar to get that fixed.
-# '''Add media (photographs).''' Click on the “media” tab near the top, then click on the “Upload” button on the far right. Click on it multiple times to add multiple images. Select the files you want, give them a Title, and save.
-# '''Verify the site is set.''' Click on the “Sites” tab near the top. Make sure “Greer Heritage Museum” is listed.
-# '''Link related items.''' If there is one or more other items in our database — a person, business, artifact, archival document, etc. — that are associated or related to this individual, add a link.
-## In the “Relation” field, click on the “Omeka Resource” button, then on the “Items” button.
-## A column will open to the right, where you can search for the existing item. When you find it, click on the title; then click “Select Resource” at the bottom of the column.
-## You can repeat this process to associate multiple items.
 # '''Save and verify.'''
 ## Save the record with the “Save” button in the top right corner.
-## After saving the entry, go to https://greerheritage.com/omeka-s/ to verify that the item appears in the list, the images are showing, and the data is correct.
+## After saving the entry, verify that the Box entry is correct as shown.
-# '''Geotag the location.''' This is critical or the entry will not show up on the map. One powerful Omeka capability is displaying all places on a map. Doing so requires that you tell Omeka where to place the map pin.
+# '''Update the Box label.''' Put an X in the "Box in Omeka" item on the Box label. Add an X to the TOC item if it is complete.
-## Edit the record.
-## Click on the “Mapping” tab.
-## Pinch/zoom the map to find the location where the pin should be.
-## Click the pin icon on the left edge of the map to create a pin location, which will appear in the center of the displayed map.
-## Drag the pin to the best precise location. See other place pins for examples.
-## Save the record.
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 [[category:Omeka]]