eClimateNotebook™ Professional Level Benefits

The eCNB user survey reinforced the fact that few Professional level subscribers take full advantage of the information management and advanced analysis features included in the site. Professional levels of eCNB not only allow a larger number of location datasets, they also include key collection and data management functions designed to help users consolidate, track, and quickly reference information associated with all monitored locations. The primary benefit of these features is the ability to organize, search, compare and analyze data based on criteria set by the user. We realize that it can be time consuming to set up the fields the way you want them and to enter the information, but it is a great way to consolidate useful background information that you can access whenever you use collected data. If you want to know more about using the Location Dataset Hierarchy and the Information Database to your advantage, please read on!

Step One: Develop consistent terminology for each level of the hierarchy in advance.

eCNB Hierarchy Example

This improves structure and functionality as well as search capability. For example, will you use the term Second Floor, 2nd Fl., Two or 2? They all mean the same thing but will be considered different floor levels in the tree structure. Library Annex, Library Extension, and Annex may all refer to one space but will be seen as three separate buildings in the tree.  Determine which terminology is preferred and use it consistently.

The hierarchy or tree structure narrows the geography of your institution's collection and exhibition spaces from the top level or site to the location being monitored. The hierarchy is populated by the entries you make on the Manage Hierarchy page within the Data Management tab for each uploaded dataset. You can use the structure to analyze locations based on physical location, such as:

  • Compare all the environments in a particular building
  • Compare environments on a specific floor level
  • Compare all exhibition spaces
     

Step Two: Enter information into the required database fields.

The process begins when you upload and name a Location Dataset. Once you have done this, the Location Dataset appears in the Hierarchy under the “Unassigned Locations” group at the bottom. We suggest that as you upload datasets, you click on the Manage Hierarchy page within the Upload Data section. Find any unassigned location in the table and click on the folder icon. Here you can assign the required hierarchy fields using the drop down list of existing terms or by adding new terms. These entries will automatically populate both the Hierarchy and the View and Edit section of the Information page.

Required fields cannot be eliminated from the system. These fields include:

  • Location Dataset – the unique name you assign to each Location Dataset is automatically linked to the Information page and appears on the View & Edit page.
  • Site / Building / Floor / Room – the number of Hierarchy levels is fixed and cannot be changed but the names for each level can be changed. The names assigned to each level will apply globally to all Locations within the account for your institution.
  • Data File – often the serial number or some other identifier for the datalogger which is automatically populated during data upload.

Once you have entered the required fields, the Information page for that location will look something like this:

eCNB Information page

 

Step Three: Customize the fields and search terms in the Information database to meet your needs.

You may need to develop consistent terminology in advance.

A. Manage Fields – By default, all fields are organized into groups. Additional fields of information can easily be added to any of these groups:

  • Location Information – includes the required Location Dataset name, Site, Building, Floor and Room fields as well as fields for links to Maps and Photos associated with the location. Other fields associated with Location such as function (storage, exhibit, etc.), built or use dates, etc. could be added.
  • Datalogger Information – fields assigned to this group could include datalogger type, logger placement information, download dates, etc.
  • Administrative Information – could include fields for department or division names, collections or facilities contact information, etc.
  • Mechanical System Information – could include AHU or BMS identification numbers, system capabilities, etc. This information can be important when working with Facilities staff to understand or improve mechanical system performance.

Click on the Manage Fields heading within the Information tab to add additional fields to any group. Fields will apply globally to every Location Dataset. You can also edit or delete optional fields from this page.

B. Manage Materials – Materials are defined as the component substances from which collection objects are made. Material entries are more specific than Collection Search Terms, which are described below. These entries are important because they are linked to eCNB risk analysis functions. 

Click on Manage Materials to review the default material terms included in the eCNB program. You can add, edit, or delete from this list to customize the terms that apply to your collection.

Click the info icon to include descriptive information, such as particular vulnerabilities, environmental requirements, or to explain why specific risk ratings were chosen.

Materials

Each Material entry is linked to an Environmental Risk Rating derived from the preservation needs of the material. These ratings are based on each materials vulnerability to specific forms of deterioration, including natural aging or chemical decay, mechanical or physical decay, mold growth or biological deterioration, and corrosion. Information available in the Storage Planning section of eCNB can be used to guide you in selecting the environmental requirements for any new materials you add to the site. GOOD, OK, and N/A options refer to the environment required for each material.

 

C. Manage Collection Search Terms – are the categories used to physically and/or intellectually organize collection objects into groups. This includes categories like Archaeology, Rare Books, Paintings, Furniture, Zoology, or names associated with a specific donor, creator, region, or event such as Audubon, Prehistoric, or Civil War collections. Entry of consistent terms for collections associated with each monitored location allow you to search, analyze preservation quality, and develop reports based on a broad range of factors.

Click on Collection Search Terms to review the default terms included in the eCNB program. From this page you can add, edit, or delete terms from the list to meet your needs. Click the edit icon to include descriptive information such as a description of what the collection group includes, what particular vulnerabilities may be included in the group, etc.

Collection Search Terms

Environmental risk ratings for each primary mode of decay are not included for Collection Search Terms since the range of materials included in the collection and their vulnerabilities can vary considerably.

As you populate the Information page for a Location, the terms you have entered will be available in a drop down list, reinforcing the use of consistent terminology.

Step Four: Search, compare, and analyze the preservation quality of monitored locations.

All of the fields and terms discussed above populate the drop down lists in the Search page of the Information section. To conduct a broad search, enter a term into the Search For box and click the search button. To narrow your search, use the various drop down boxes in the Search By section. You can narrow the search by hierarchy (building, floor, etc.), by field, material, or collection search term. Your selection criteria will be displayed above the results.
 

Information Search

 

You can choose to save your results as a list, which you can assign a name to. The list will be accessible above the Location Hierarchy that appears on the left side of the Graphs, Analysis and Information pages.

If you subscribe to the Professional level of eCNB and need advice or assistance please feel free to contact IPI for help.