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Update help


 

As an online contributor to RAAM you have access to four update options:

Add a record

Use this option to add a new record to RAAM.

Edit a record

Use this option to find and edit records that you have already added to RAAM when there is a need to enhance or correct the record.

Delete records

Use this option to find and delete records for collections or items that you no longer hold.

Logoff

Use this option to exit the update process and return to the RAAM home page.

On all RAAM update forms there is a navigation bar which allows you to return to the Update Menu or to select the "Add a record" or "Edit a record" options directly, without having to return to the Update Menu. However, in the current version of RAAM you will need to return to the Update Menu to logoff.

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Adding a record

When you select the "Add a record" option, RAAM will present you with a form that will enable you to record details of a collection or item by inputting data into the following fields:

Each of these fields is described in detail in the Database description. If you need help while inputting data, there is a direct link from the field name on the form to the database description. Some Sample records have also been provided to assist you in constructing your entries.

Entering information

Position your cursor in any of the field boxes in which you need to enter or amend information.

You may insert or delete the existing text using any of the standard text manipulation techniques which your user interface and/or web browser support, e.g. delete, backspace, copy, cut, paste.

Formatting of the text (such as bold, italics, underlining) or indentation with tabs is not possible and text within multi-line boxes will be treated by RAAM as a single paragraph.

You can move to the next field box by using the Tab key.

Single line text boxes may contain more characters than are displayed - simply keep entering the information and it will scroll horizontally. Similarly, multi-line text boxes may contain more lines than are displayed.

Repeatable fields

Repeatable fields (Creator, Occupation, Name and Finding aid URL) are displayed in the Add a Record and Edit a Record forms as follows:

Name:
Name:

To add a new occurrence of the field, press the "Add" button. RAAM will display another field box:

Name:
Name:
Name:

To delete an additional value simply press the delete button.

"Office use only"

The current date is displayed in the date created and last updated fields in an "office use only" part of the form, ready for storing as part of the record when it is added to RAAM.

Submitting a record

Below the form fields are two buttons:

  • Submit - submits the record for review by the RAAM administrator
  • Reset - cancels any changes made by you and restores the form to its original state.

When you submit a new record

  • The system checks to see if a Title is present.
  • A message is presented letting you know that the record insert has been successful.
  • Your location details are added automatically to the record.
  • A RAAM number is generated by the system.
  • The record is sent for review by the RAAM administrator.

As soon as your contribution has been reviewed, it will become visible through the standard RAAM search interface.

Use the "Back" button to add a new record; or select a new activity from the navigation bar.

You may stop adding the record at any time by selecting a new activity from the navigation bar without using the "Submit" button.

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Editing a record

Searching for a matching record

When you select the "Edit a record" option, you will first be presented with a version of the Advanced Search form that will enable you to find records to edit. See the general Help page for help on using this form. In edit mode, your NUC symbol will be placed in the first input box when the form is loaded. To limit retrieval to your own records, use the second and third input boxes for your search.

If there are records in RAAM that match the terms you have entered, you will be presented with a numbered Record List (ten at a time) with the following fields displayed for each record:

  • Title
  • Creator
  • Format
  • NUC symbol
  • Date created
  • Record modifier

Select "Next records" to view more records or use the "Edit" button in the Operation colum to edit a particular record. (Note that new or updated records that are still under review will have "Update Pending" in the Operation column and you will not be able to edit them.)

Note that in this version of RAAM it is possible for you to edit the records of another repository. When the record is sent to review, the RAAM Administrator will check that the Record modifier and NUC are the same before approving the change. In a future version of RAAM you will only be able to edit your own records.

The "Edit a record" form

When you select the "Edit" button you will be presented with a form enabling you to amend the record. This form is identical to the Adding a record form except that:

  • A "Previous Form" button is provided to let you return to the Record List.
  • The following details stored on RAAM about your repository are displayed:
    • NUC symbol
    • Location name
    • DAA entry (URL of the repository's entry in the Directory of Archives in Australia).
  • There is an option to add another set of location details.

Since most RAAM entries have only one location , we have made the adding of additional locations a task "for office use only". If you need to add another location to one of your records, please contact the RAAM Administrator by email at raam@nla.gov.au.

Submitting an update

To submit the updated record, select the "Submit" button. This will submit the changed record for review by the RAAM administrator with a message letting you know that the record edit has been successful. Use the "Back" button to return to the Record List; or select a new activity from the navigation bar.

Depending on which buttons you use to return to the Record List, you may need to "reload" or "refresh" the screen to view the current status of changed records. If you re-edit a record that has already gone to review, you will get an "Unable to perform this action" message when you try to submit the record for the second time.

As soon as your update has been reviewed, it will become visible through the standard RAAM search interface.

If you decide in the middle of editing a record that you do not wish to proceed, either select the "Previous Form" button to abandon the edit, or select a new activity from the navigation bar.

To cancel any amendments in order to start again, use the Reset button.

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Deleting records

The process for deleting records is similar to that for Editing a record. When you select the "Delete records" option, you will first be presented with a version of the Advanced Search form. If there are records in RAAM that meet the search criteria, you will be presented with a numbered Record List.

Instead of the "Edit" button in the Operation column, you will find a "View" button and a "Delete" button. As with edit, new or updated records that are still under review will have "Update Pending" in the Operation column and you will not be able to delete them.

Select "View" to confim this is the record you want to delete.

Select "Delete" to delete the record.

When you delete a record the system will present you with a message letting you know that the record delete has been successful. Use the "Back" button to return to the Record List; or select a new activity from the navigation bar.

The deleted record will be removed from the database as soon as the RAAM Administrator has approved the deletion.

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Logging off

Logging off is encouraged, as it tells the system to close your update session, but it will not hurt RAAM if you forget to logoff. Your update session will remain open until the allowed period of inactivity has expired.

Return to RAAM Home Page

Use your browser back button to return to the previous form

Comments on any aspect of the Register are welcome and may be sent by email to: raam@nla.gov.au
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Last updated Monday 26-Mar-2007
http://www.nla.gov.au/raam/updatehelp.html