Explanation of items and codes in "Printed Material" database file, revision 2.1, 1997 Jan 08 General notes: "Printed Material" list includes all papers, articles, books, photographs, and special promotional items including those that are 3-dimensional. Most 3-dimensional non-promotional items are on the "Miscellaneous Random Items" list, rather than in "Printed Material." This file is in DBASE IV format. I enter it in Lotus Approach version 3. New files will be released in their entirety and will NOT be available in incremental format. Fields may not appear in this order, but I will put them in this order and try to avoid modifications as soon as a stable release version is ready. This file is subject to additions, record updates, and sorting at any time! If you use another program (such as Microsoft Excel) to open this file, you need to tell it to open files of type *.DBF, and after loading, you need to highlight the columns, right click, choose Alignment, and check the Wrap Text box so the multi-line entries can appear on more than one line. You then need to adjust the document's row height and also each column width individually for proper formatting. Note that when the column widths are set properly, the tallest entry will occupy exactly two lines, except for Authors and Photographers, which can be three lines. Title: title of document; "(Promotional)" or "(Unknown)" or other identification as needed. If known, the issue number is included. This is the title of the magazine, not the title of the article. Title sort: title of document which the database will be sorted on. This is the primary sort key and will remove any extraneous text such as parentheses and leading "The" which might be needed in titles. Issue numbers are NOT included in this field unless ALL issues of that title have them, because they cause incorrect secondary sorting (the issue number sorts instead of the date). P (photographs): if item is acquired or the information is known, a number indicates how many photographs exist in the item in which DH appears, or "Y" if there is one or more which are relevant but DH does not appear, or "N" if there are no photographs at all. If item is not acquired, a "Y" or "N" is entered, if known, to indicate the presence or lack of photographs. This was formerly the only field for photograph counts. Additional information is now added in the PDH and PXX fields (see below). Currently this is the total number of photographs in the item (total of all relevant, even the ones Debbie isn't in). Description: a brief comment on what the item is, and, if acquired or known, a code describing the item according to the following rules: c: indicates all or part of the document is in color m: indicates all or part of the document is monochrome (black and white) l: indicates all or part of the document has been produced by a lithographic or other high quality printing method on a good medium n: indicates all or part of the document has been printed on newsprint or a similar texture or quality paper or process p: indicates that a photograph, or a photograph and caption, is being qualified t: indicates that text beyond a caption for a photograph is being qualified. r: indicates the item has some indirect relevance (drawings, cartoons, and simple references fall into this category). A "-" is used to separate items of a mixed nature. "fc" means front cover. Examples: cmnpt means there are both color and monochrome photographs and text and that both are printed on a newsprint-type paper. mlpt means there is at least one monochrome photograph and some text and that both have been produced with a high-quality process. clpfc-mlpt means the front cover is a color lithographic photograph and there is lithographic text with at least one monochrome photograph elsewhere. clp-mnt means the relevant portion of the document consists of one or more color lithographic photographs, and monochrome newsprint text only. Date.: date printed, manufactured, released, or copyrighted; identification number as applicable. Dates in this field are in U.S. (mm/dd/yy or mm/yy) format. On rare occasion, an identification number might be in this field, such as #1 for a magazine that has no date anywhere at all. Date sort: date in "yyyy mm dd" format to be used as secondary sort key. All three parts (year, month, and day) will be entered even if the item doesn't have all three. Missing fields will be "00" (July 1980 is entered as 1980 07 00). Exceptions: 1. If item is a bi-monthly magazine where the date is, for example, March-April 1979, the field is one more than the last day of the first month: 1979 03 32 2. If item is a season, field is one more than the number of days in the month the season starts in. Spring, summer, fall, winter are (respectively) 03 32, 06 31, 09 31, and 12 32. Pages: the relevant part of the "title." An unqualified "+" suffix means there is more than what precedes it, but additional information is not available. "fc" means front cover. "n/a" means a page identification is not relevant. CC: country code. All entries use the ISO 3166 standard Internet country codes which can be found at http://bamboo.anu.edu.au/~visavis/CountryCodes.html Some common codes are: AU Australia CA Canada DE Germany ES Spain FR France GB Great Britain (UK) JP Japan UK United Kingdom US United States Condition: condition of the article on a linear scale from 01 to 99 indicating the overall physical quality (age, deterioration, damage). Items without a value are known to exist only and are not acquired. The following codes and rules apply, and are cumulative: o: indicates original. It is to be replaced only if a * follows, or if an x code is present. c: indicates photocopy. It is always to be replaced by an original unless a ; follows. m: indicates microfilm, not necessarily the original form of the item. d: in combination with another code, it indicates the acquired item is a detached page or only part of a document. A new original is only required if an x code is also present, or if a * exists in the code. x: in combination with another code, it indicates the acquired item is a cut out part of a page of some document. A new original is always required unless a ; exists in the code. n/a: not applicable. exp: the item is expected, or has for some reason been located or purchased but is not yet in my actual possession. Comments: any other relevant information. Owner: initials of the person who owns this item, if I do not. Date entered: date the record was created or modified in the database; set automatically by the program. SS: Scan Status. Blank or 0=not started; 1=scanned as image; 2=OCR not proofread; 4=OCR final. These can be added together. Filename: filename of the scan. Authors, Photographers: names of the authors of the article and photographers whose work appears in it. Engl.: "N" if the item is not in English. Blank or "Y" if in English. PDH: number of photographs that Debbie herself is in. PXX: number of photographs that are relevant that Debbie is NOT in. Keywords/names: words or proper names that do not appear in the title or comments field that reflect information about items in the article that would be useful to search on. Article Title: the title of the article within a periodical, if it actually has a title. Group code: field indicating the class of the item in the database creation history. 1=imported from old database; 3=new entry by B.L.K.; 4=imported from a file entered by someone else. Look at items with Group Code=3 for examples of recently entered records. Image: pointer to a scan of this item; not currently exportable. ------- the following has not been updated yet Explanation of items and codes on "Video Material": [revision 2, 11/28/89]: General notes: list is in no order at this time. Title: program name, and name of episode or title of performance as applicable. If the title is enclosed in parentheses, the name was assigned to best represent a whole tape, which is described in detail on a separate list because its individual components are too numerous or complex to be explicitly included on the main list and it was judged best to place them elsewhere. In general, this is done for tapes containing only segments, or for tapes where most of the material is third or higher generation. Description: description of item. S (status): normally a one letter code describing the nature of the material form of the item, if it has been located, according to the following chart: E: extracted/edited from a more complete version, for example, only the DH performances from a variety show (rather than all of it) A: all, fully complete in the sense of an entire program, even though, for example, there may be irrelevant sections D: damaged and in need of replacement M: imperfect, but not on highest priority for replacement X: poor quality and in need of replacement exp: the item is expected, or has for some reason been located or purchased but is not yet in my actual possession. Date: date as best describes the item with possible qualifiers: m: manufactured b: broadcast r: rebroadcast u: unconfirmed. Length: length of program or relevant segment in mm:ss or hh:mm:ss. A "~" indicates the figure is an approximation. Cond.: condition of the article on a linear scale from 01 to 99 indicating the overall physical quality (age, deterioration, damage). Items without a value are known to exist only and are not acquired. The following codes and rules apply: o: indicates original. It is to be replaced only if a * follows, or if commentary suggests it is somehow defective. c: indicates a copy. The generation number of the copy, or a best guess, is to follow the code. A generation number of 1 means the tape is a copy of an original, whether the original is a commercially released tape or a recording of a broadcast. Copies are always to be replaced by an original unless a ; follows the number. If a period follows the generation number, it represents an estimate and is not verified. In addition, a tape number may be given as well as a condition code in the standard "Videotape Quality Control Classification Procedures" system (version 5.0). Comments: any other relevant information.