mvcis - forbes hawkins – copyright © 2004 museum victoria forbes hawkins collection systems...

Forbes HawkinsCollection Systems DeveloperMuseum Victoria - Melbourne, Australia

Museum Victoria Collection Inventory SystemKE EMu data access for handheld computers.

1. Introduction to the MvCIS

What is the MvCIS?

• An EMu “Add-On”• View & modify KE EMu data remotely

from a portable handheld device• Update records in real time• Streamlined data capture process

“Handheld” computers

Standard Pocket PC devices(eg. HP Ipaq)

Barcode scanners(eg. Symbol PDT 8100)

Note: Barcode Scanning is Optional

MvCIS can be run on

Who Uses MvCIS

Sydney, AustraliaLynne McNairn – Lynne@phm.gov.au

Pittsburgh, PAWill Real – realw@CarnegieMuseums.org

Melbourne, AustraliaNatalia Fraser – nfraser@museum.vic.gov.au

MvCIS is now a fully supported product, produced by Museum Victoria for the EMu community worldwide.

2. Technical overview

Handheld access to Data

• Limited storage capacity• Limited power• A need to remain portable

Handheld Computers have:

How can a handheld computer access all of your EMu data?

There are two possibilities…

Your EMu Server holds Thousands or Millions of records and images

Option 1: Batch Data Collection

Selection of data downloaded from server to handheld via PC docking station

Changes made to data on portable computer in isolation from data source

Collected data uploaded back to server via PC docking station. Upload process attempts to reconcile data on handheld with data on Server.

Good in theory - except for… • Risk of data loss due to handheld failure• Risk of corruption during data reconciliation • Version control between multiple devices• Expensive to maintain in long term• Special software required on scanner• Extremely limited functionality

– can only contain small subset of total data– must keep simple to avoid data reconciliation

problems– No real time validation or conflict checking

MvCIS is not a batch system!!!

Option 1: Batch Data Collection

Option 2: Wireless Networking

• Secured network access for wireless devices within range of wireless base station

• Real time data access• Real time updates• Access to all data• No limit to functionality• Cheaper than batch in the long run

MvCIS is a wireless system

Wireless Networking

3. MvCIS Applications

• Working “hands on” with collections in the store or exhibition spaces

• Look up and update data specific to objects and specimens

• Not a public access or a tour guide system

What is the MvCIS designed for?

“Core” Functions

• Query catalogue records– registration number– barcode– location

• Edit catalogue records• Relocate objects• Relocate containers (holders)• Create container records

Customised Functions

• Customise MvCIS to suit your requirements• Work remotely with any data on your EMu

system• Use it for:

– Auditing– Condition checks– New accessions– Barcode implementation– Special projects– You name it!

Query EMu when working in the store:• Conservation

– “I wonder when this object was conserved?”

• Provenance, Collection Events– “Where did we get this from?”

• Multimedia Repository– “What images do we have for this?”

• Location lookup– “What’s in those boxes on the high shelf?

… or as a reference tool

4. Location & Object View

Logging in

• Login credentials checked on EMu server and in the EMu Registry

Main Menu

Main Menu• Search by Object or

Location• Simple interface – easy to

use and learn

Search Locations

Location Search• Scan a barcode• Enter a Location Code• Browse the hierarchy

Location View

Location Details View shows…

Location View

The Location Title

The title can be customised by your MvCIS administrator. It can show

•Barcode and/or

•Code and/or

•Static title

Location View

The Location Summary

This can be customized as well. It can be reordered or abbreviate it so that it fits within the restricted screen dimensions.

If you prefer, it can appear exactly as it does in EMu.

Location View

Object/Container counts

In MvCIS, you see objects and containers together on the same screen.

Clicking on one of the headers will expand it into a list…

Location View

Object list

The object list contents can also be customised.

Here the MvCIS Administrator has prefixed the Object Summaries with Barcodes.

Location View

Click here to toggle between normal view...

Location View

… or Image thumbnails…

Location View

Container list

The container list contents can also be customised.

Here it has been configured to show a Container type and a barcode.

Location View

Click on an object to enter Object View mode…

Object View

Object Title

The title can be customised by your MvCIS administrator.

It can show

•Barcode and/or

•Registration Number and/or

•Static title

Object View

Object Location

You can Click on the location summary to go back to the Location Record

Object View

Object Fields

Fields are arranged into Tabs.

Object View

Object Fields

An MvCIS administrator can pick and choose the fields you see. The tabs can be titled anything you like.

Object View

Object Edit

Use the MvCIS to insert or update object records.

Object View

Object Edit

Use the MvCIS to insert or update object records.

5. Moving an Object

Moving an object

MvCIS guides you through a data collection process.

Starting from Object View…

Moving an object

Click on the object relocation button…

Moving an object

What you are doing

Moving an object

What is being moved

Moving an object

… and where it is being moved from.

Moving an object

Step 1: Enter a destination:

•Scan a Barcode

•Enter a Location code

•Browse the location hierarchy

Moving an object

Step 2: Confirm the details…

Moving an object

… and the process is complete.

Moving an object

… and the process is complete.

The object movement record is automatically user/date/time stamped.

• Process orientated• Guides you through data entry• Only see what you need to see• Validate data as you enter it• Record data in EMu at the same time

that the task is performed• Fast & accurate (especially when

you’re using barcodes)

Simplified Data Entry

6. Customised Functions

Customised FunctionsMvCIS guides the user through complex

processes...

Customised Functions… every step of the way.

Customised FunctionsData can be validated as it is entered.

Customised FunctionsMvCIS makes complex tasks simple.

Forbes HawkinsCollection Systems DeveloperMuseum Victoria - Melbourne, Australia

fhawkins@museum.vic.gov.au

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