AMS is designed to be intuitive and user friendly, requiring little to no training. Below are some highlights of how you can drill down to a specific category of archived material.
Sections (shown in the screenshot below with a red arrow) are customizable categories to which each archived item belongs. They are the broadest organizational mechanism and distinguish the type of archived item being managed by History Factory. By default, the “All” section shows archived assets that are digital and physical, as well as assets pending addition to the archival collection. By clicking on one of these sections, you will see only that specific section.
There are three main sections:
- Digital Records: These record entries are digital files that have been archived within the catalog. They can include such assets as Word documents, PDFs, spreadsheets, images, and video and audio files.
- Physical Records: These record entries represent archived items available only in analog/hard copy formats. Physical records are maintained at History Factory’s Archives Lab facility. A “Not digitized” image indicates that a digital version of the item has not been created. Contact History Factory at [email protected] to request digitization of a physical record.
- Pending Records: These record entries are digital assets that have been uploaded by a user, but have not been checked into AMS and cataloged by an archivist. Once the item has been checked in and cataloged, it will disappear from the Pending Records section and appear in the Digital Records section.
Pins (purple arrow) are global saved search queries created by History Factory archivists or your corporate archivist, so that you can search faster for specific archived items. Pins appear beneath your Sections. Clicking a pin filters your view down to only the assets that match the saved search query. If you require a specific pin for the entire organization, please reach out to your archivist to create the pinned search filter, or ask an AMS power user within the organization to create the pinned search (see Creating Pinned Searches).
Labels (green arrow) are the archives hierarchy for the entire collection. The hierarchy is the organizational method used by the History Factory archivist to maintain structure for the archived items. Clicking on a label within the hierarchy will drill the archives view down to only the archived items that match the selected hierarchy. Labels have a vertical, nested structure that is drawn and managed by History Factory archivists.
Collections (shown in the screenshot below with a yellow arrow) are a grouping of archived items by History Factory. By default, there are two collections based on the permissions granted to the portal: the General collection that contains archived items that are viewable by the entire company, and the Restricted collection that contains archived items which are more sensitive in nature.
You can also search for specific archived items; see “Narrowing a Search” for details.