EmbARK Cataloguer and Collections Manager Features

While EmbARK Cataloguer and Collections Manager are two distinct programs, they share many features. Below is a list common to both packages, followed by items specific to EmbARK Collections Manager.

Authority Control
You can include choice lists, which are the means for controlling the vocabulary in EmbARK, in over 400 fields in the data entry and modification screens. In order to keep control over authorities, only users who are granted permission by the System Administrator can modify choice lists.

Circulation Module
EmbARK provides a tool for visual resource librarians to manage and track their collections, using histories of Surrogates, Copies and Circulation. EmbARK is bar code compatible, making it possible to check materials in and out as easily as if they were books in a library. A touch of a button presents a list of materials that are in circulation or overdue.

Customization
The EmbARK structure consists of more than 80 related tables and over 1700 fields. More than forty files, 1000 fields and most of the program menu items can be renamed and redefined to suit your standard vocabulary. You can also include field definitions for access by on-line users.

Data Entry
You can create customized, task-specific data entry and modification layouts for Object, Artist and Agent records. EmbARK also allows you to specify the fields that you want to use, and arrange them in a single list, which you can place in any order you like.

• Historical Dates: Historic date fields accept a vocabulary of more than twenty words (e.g., “circa,” “started,” “finished,” and “between”), allowing you to enter ranges and eras in natural language. You can also set exact ranges for the term “circa,” which is used for searches and sorts throughout EmbARK.
• Dimensions Conversion: EmbARK gives you control over how dimensions (including distance, weight, area, volume and duration) are displayed. Enter measurements in any format, and EmbARK automatically converts the data to the specified display format.
• Choice Lists: Choice lists are standardized terms accessible either through pop-up menus or EmbARK’s “look ahead” feature, which allows you to enter just a few letters then press the tab key — EmbARK fills in the rest. Some choice lists allow you to specify more than one level of information (e.g., locations — United States, New York State, New York City, Manhattan, Central Park, the Ice Rink), in just a few keystrokes.
• Global Search and Replace: Global Search and Replace allows you to find all instances of a particular value in a field and to substitute a different value with only one command. The function also lets you perform batch data entry by selecting a group of records, and then filling in the designated field with a new value.
• Duplicate Objects: When many objects need to be catalogued with the same field data, you can enter the details for a single record, then create as many duplicates as you need in a single click of your mouse.
  

Documentation
On-line manuals with clear hyperlinks are provided on CD-Rom with the software. The purchase price also includes one (1) set of printed documentation; additional sets are available for a fee.

Imaging
Images serve as visual references throughout EmbARK, allowing you to identify objects immediately, without having to search through pages of text. Images can be linked to display a reproduction or preparatory study of the object, its components or its maker. EmbARK can handle any image file format supported by QuickTime.

EmbARK includes a Source Management module, which lets you manage your digital image files from within the database. You can use this module to move, copy or rename images that are linked to EmbARK records, or even to open images in an editing program like Photoshop.

Import/Export Capabilities
EmbARK has powerful and flexible modules for importing and exporting data. The import module updates existing records in a datafile and creates links between related files, such as Objects, Agents and Moves. This makes it easy for you to perform your own data conversions, without the need for complicated programming, and provides another way of updating EmbARK records in large batches. The ASCII export module can be used to enhance the integrity of your data or to allow broader access to your collection.

Public Access
EmbARK features a built-in, read-only, Public Access Mode, suitable for use in gallery and educational environments. The Public Access layouts, designed to be used with a touch screen, displays information about your objects and artists. You can designate six object and six artist fields for simple searches; and you can create Portfolios (groups of object records), organized in a hierarchical Index Tree, to simulate a virtual tour of your collection.

EmbARK’s public acces mode provides a quick and effective means for internal users to navigate through the program and to make selections (using the Thumbnails, Index Tree and Portfolios layouts); and it can also serve as the primary interface for visitors.

EmbARK Web Kiosk provides even more powerful public access capabilities.

Reports & Labels
With EmbARK, you can create documentation that is both attractive and functional. You can print from all public screens, list views and data entry layouts or create your own reports with the flexible report and label editors. The program comes with more than 40 pre-formatted reports, such as exhibition lists, slide labels, etc. All reports can contain information from linked files, as well as from images attached to records.

Searching
EmbARK provides a wide range of options for searching your database — from a simple accession number search to complex cross-table, multiple line Boolean queries. You can use one of several search interfaces to search accurately, quickly and easily. It is also possible to speed up searches by adding indices to those fields queried most frequently.

In order to prevent broken, lost or deaccessioned objects turning up in a search, an “inactive” mark excludes it from search results (unless specifically requested).

Security
EmbARK maintains the security of your information by providing a comprehensive system of password-protected access levels to your database. You can easily specify read-write, read-only or restricted (invisible) access to individual files, fields and object records. This protects sensitive data from being displayed or modified without authorization. EmbARK also allows you to designate records for Objects and Agents as confidential, which restricts access to specially authorized users.

EmbARK’s Public Access mode allows only limited, read-only access to information. This lets you make your data available to the public safely. EmbARK Web Kiosk provides even more flexibility and control over security.

Thesaurus
You can attach keywords to any object in EmbARK, using a hierarchy of descriptive terms that can be up to 16 levels deep. It is also possible to construct your own hierarchy, or to import existing thesauri such as the Getty Art & Architecture Thesaurus (AAT) or Chenhall’s Nomenclature. Both EmbARK and the EmbARK Web Kiosk have a separate search tool that lets you locate objects using their keywords.

EmbARK Collections Manager Only

Exhibitions Management
The Collections Manager has extensive functionality for exhibition planning. The program helps you to manage the objects, loans, shipments and personnel associated with an exhibition, and to track venues. The Exhibition Venue layout specifies each locale, and creates lists objects organized by venues, traces shipments (including crate lists), coordinates loans and documents all agents involved. A single layout shows data relating to the exhibition. You can enter and modify information easily, and EmbARK updates all related files and views automatically.

Locations/Moves Module
EmbARK allows you to specify a list of locations in your organization, and you can use this to assign each object a location. This feature makes tracking movements easy and always accurate.