Managing the Classification Scheme
The storage of records (or archive items) is done within the context of the Classification Scheme. This hierarchical tree specifies categories of information. All your records are stored within Folders at the end of the tree. The record content takes the form of components. These can be any number or combination of files (documents, MS Office, pdf etc.), images, multimedia, web pages or structured datasets from spreadsheets or databases.
These concepts will be explained in greater detail in subsequent sections.
Introduction to Classes
The classification scheme contains ‘Classes’ which are related in a hierarchical manner. In other words it is a tree of categories with the most general near the base, and the most specific at the ‘leaves’.
For example: Ecclesiastical records > baptisms > Little Wallop
The classification scheme view (as shown above) can be reached by using the Browse Records menu to the left of the screen, which shows the first 2 levels of the scheme. To view the whole scheme click on the top-most link in the menu which is the archive name – SOG in the example above.
This view allows you to access and create folders and records within the tree as well as edit the scheme itself. When you are logged in as an administrator, the ‘Admin Actions’ menus appears at appropriate positions on the screen. These are used to create and edit content within the Frontis system.
Any class which shows a folder against it contains records and can be clicked on to view those records. A folder with small user icons on them mean that these folders are owned by a non-administrator user who has edit rights over that folder, but not over other parts of the system. This can be used to give members of Societies and Associations their own folders in which they can publish information. This is then ‘ring-fenced’ from any other part of the archive but is yet searchable as part of the whole.
Editing the Scheme
The Classification Scheme editing tool can be accessed from a number of different screens depending on the task you are carrying out at the time.
- The tool can always be accessed from the administrator menu which is displayed by clicking on the ‘Admin’ link in Main Menu on the far left-hand side of the Window. This will open the administration menu which contains the Edit Classification Scheme option. The Admin menu only appears when you are logged in with sufficient access rights.
- If you are already browsing the classifications scheme you can access the editing tool directly by clicking on the edit button at the top left of the screen.
- Or if you are viewing records or components, then the Context/Category box contains an edit button in its top left corner.
The Classification Scheme Editing Tool allows you to configure your scheme. The buttons on the left allow you to create, edit, or delete classes. ‘Dragging and dropping’ allows you to move Classes.
Create/edit a class
The edit button allows you to edit the properties of an existing Class. These are the Class name and short name, the description, the access level and if relevant the Class owner.
Insert new class
The insert Class button will add a sub-class to the Class. Once all the information for the new Class has been added, the user can either press OK to return to the original screen, or press ‘Add Another’ to add another sub-class to the same Class. To create a new top level Class, use the Insert Class button at the top of the tree, next to the Archive name.
Pressing this button deletes the current Class. The user will be asked for confirmation.
Moving a Class
In order to move a Class from one parent to another, move the mouse pointer over the Class you want to move, then click the left mouse button and drag it over the Class you want to be the new parent then release the button. The screen will refresh and the Class will have been moved.
When you create a new class or edit an existing one, you are presented with a screen similar to the one above. This screen allows you to provide the following information:
- Short Identifier
- Optional. This is optional and is usually a File plan ID, a Series or Bookshelf Number from an existing catalogue.
- Class Name
- This is mandatory and is the usual name for the class that users will see. Examples could be: Maritime Records, Photographs, Parish Registers.
- Class Description
- Optional. An optional text description of the class.
- Class Access Level
- Allow access to the class to certain groups of users. E.g. publicly available, members only or subscribers only.
- Class owner
- Optional. The class owner is a current user of the system who is not necessarily an administrator. This gives them edit rights over this folder only. For example, this can be used to give all members of a society their own folder where they can publish their own archives and research results, but not give them overall administrator rights for the system. If the folder is going to be administered by one or more of the records managers or administrators, then leave this blank.