Instruction for entering data into Access Database
Open database
Get to Access
Start – Yale Library Staff Workstation – MS Access 2003
In Access
File – Open – scroll down to network drive for mass dig project
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Select and open the file folder massdigdatabases
Open the proper database according to the item/picklist location
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Select Open from this Security Warning message
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The Tables tab should be highlighted on the Objects panel on the left hand side of the
screen
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SMLY Candidate Records—ALL should be highlighted. Double click to open it.
MUDD Candidate Records—ALL should be highlighted. Double click to open it.
Enter pick list info into database
The database contains full biographical information about the books. However, the only
information the LSDP staff need to enter are the Project Status, Date Pulled and Review
Notes.
The database should be sorted by call number when it opens. If not, position and click the
cursor anywhere in the column named NORMALIZED_CALL_NO. Once the cursor is in
that column, go to Records – Sort – Sort Ascending. Be patient, it will take a while for
Access to run the query.
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
Project Status
Project status is not broken down to either accept or reject. However, the only
accepted one will be marked as Kirtas. The rest are rejected with codes associated
with specific reasons.
Project Status can be selected by clicking the drop down menu, type in the code
name (for most of the condition ones) or the first letter of the code (as underlined)
except for the duplicate copy. Du should be typed to represent duplicate copy.
Access will automatically fill in the rest to complete the record.
Condition
C=
rejected because of poor condition overall/ fragile
CB= loose boards (book covers)
CC= book has many uncut pages
CF= book has more than 10 foldouts
CG= text is too far into the gutter
CL= more than 5 pages are loose or detached
CP= pages are stuck or otherwise too damaged for scanning
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CT=
CS=
CW=
CX=
book is too tight (will not open to 120 on cradle)
text box has split
book is severely warped or deformed
brittle pages/oversewn binding which is damaging the book
Date – book selected should be prior to 1923 due to copyright issue.
Duplicate Copy – only one EXACT book can be digitized.
Not on Shelf – as for that moment, it is considered not on the shelf either the book
is missing or charged out or misplaced somewhere. Revisiting or searching will
be needed later on.
Oversize – oversize and regular size books are listed together on the picklist.
Often time, they are not on the same floor or section the staff works on. Revisit
will be needed it later on to retrieve these books. Therefore, date information is
not needed at that moment.
Kirtas – the item meets all the criteria and will be digitized.
Size – either the book is smaller than 5 ½’ x 7’ or larger than 11’ x 14’. It is
measured the actual page size instead of the cover of the book.
Report Error – it is used for incorrect book in the database, mostly used to
indicate that the book is in non-English language or the wrong type of book.

Date Pulled
Date can be selected by clicking the drop down menu or simply enter it by typing.
Be aware of the date format when typing. The date range is grouped by weekly
bases starting on Monday and ending on Friday.
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Review Notes
Review notes are used for additional information regarding the item. It is used
mostly for the situation:
Bound with – several titles are bound together as one book. There are many issues
associated with bound with books that need to be solved before sending these
books to be digitized. Cataloging management team needs to review them first. In
this case, the project status should be left blank.
However, notes are used even though the bound with are rejected.
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Volume number – picklist does not always list out all the volumes in the serials or
not list volume number at all for some reasons. Inserting new record is not the
current practice for the project. Review notes is the place to store all the
additional information.
Pamphlet – it is hard to identify pamphlet from book from the picklist. It might be
helpful to record that on the note field for later use.
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