For

the discussion this week, please create a context ERD. In your initial post, write a
brief summary of the scenario.

I certify that:
This paper/project/exam is entirely my own work. I have not quoted the words of any
other person from a printed source or a website without indicating what has been
quoted and providing an appropriate citation. I have not submitted this paper / project
to satisfy the requirements of any other course.

Signature Barbara Taranto Date 08/23/2012


Context ERD for Photography Collection Digital Permissions

Scenario

Sara is the Archivist of a Historical Society in a small wealthy upstate New York
community. For the past 10 years she has managed paper collections but has recently
become interested in creating a digital presence for the archival collections. At the
recent Annual meeting of the Historical Society Sara spoke about her interest to one of
the more generous members of the Board. Considering this an excellent opportunity the
Board member pledged monies to support the digitization of a medium size
photography collection and the creation of a website to showcase the digital content.
Sara is overwhelmed by the generosity but faces a quandary. The Archives collections
are organized according to the principles of provenance and original order. Photography
collections per se do not exist as discreet entities in the Archive but are held as series
within collections.

Sara decides that the best option is to select five collections with photographic series
and use these as the material for the project. Since photographs in a series can have
different creators, different publish dates and different access attributes Sara knows
that she will have to create a database to house these data to manage the project. Sara
knows that the she will be showing these photographs as a digital collection and not in
the context of a traditional hierarchical finding aid with the Collection Name being the
primary organizing feature. She also knows that this information is important to anyone
using the collection so the archival context data must somehow be associated with
the items. Sara decides that the important entities are:


The data model includes the following:

Entity occurrence table

Context ERD diagram with cardinality
Relationship table
Table of entities with attributes

Entity Occurrence Table

Entity
Name
Item

User

Version

Entity

Document

Right

Description

Occurrence

Term used
to describe
the general
concept of
an object in
the
database.
Term used
to describe
the person
who is
entering
information
into the
system.
Term used
to refer to
the
instances of
given
database
records.
Term used
to refer to a
person with
IP or
Conditions
of Use
influence.
Term used
to describe a
form
pertaining to
rights
permissions.
Term used
to refer to a
type of
permission
in the rights
database.

An
An
An
An

item
item
item
item

must have one or more versions.

may be listed in one or more user queues.
may have one or more entities.
may have one or more associated rights.

A user may create one or more versions of other objects.

A user may manage one and only one queue.

A
A
A
A
A

version
version
version
version
version

must be created by one, and only one user.

may describe one and only one item.
may describe one and only one entity.
may describe one and only one document.
may describe one and only one right.

An entity may relate to one or more items.

An entity is described by one or more versions.
An entity may sign one or more documents.

A document is described by one or more versions.

A document grants one or more rights.
A document is signed by one and only one entity.

A right is described by one or more versions.

A right may belong to one or more items.
A right is granted by one or more documents.

Context ERD

Note: Items can be at any level in a hierarchy. Some items such as a photo album for
example may be identified in the database as an item with children. The diagram does
not indicate super and sub entities.

Relationship Table


Entity
Item
Item
Item
User
Entity
Entity
Document
Document
Right

Relationship
Described by
Has
Relates to
Creates
Described by
Signs
Described by
Grants
Described by

Entity
Version
Right
Entity
Version
Version
Document
Version
Right
Version

Cardinality
1:N
M:N
M:N
1:N
1:N
1:N
1:N
M:N
1:N



Table of Entities with Attributes

Item Attributes

Description

ID

Unique Identifier

Date Created

Date item was created

Title

Title, description, or caption for photo.

Collection Title

Title of Collection item belongs to

Collection Donor

Name of donor

Accession Number

Unique number given item when acquired

Photographer

Authorized Name of Primary Creator

Creator, Other

Authorized Name of other Creator

Location

Physical location

Acquisition Method

Notes on provenance

In Copyright

Copyright date

Term of Copyright

End date

Copyright Ownership

Type of entity owning the copyright of item

Copyright Notes

Notes on the copyright

Copyright Verso Note

Copyright Unknown

Whether there exists a note pertaining to copyright on the

opposite side of the item
Orphan work

Credit Line

Line to use to provide credit when using the item

Credit Line Notes

Notes related to the credit line

Published

Whether the item has been published

Pub Country

Country published in

Pub Country Notes

Notes related to the country in which the item was published

Publisher

Name of publisher of item

Source Title

Title of the journal or book item was published it

Date Published

Date item published

Digitized

Whether the item has been digitized

Permission to Digitize

Whether the item can be digitized

Digitized By

Operator Name

File Format

Format of digital file

Resolution

Resolution of master digital file

File location

URL or path to digital file

Content - People

Are there people in the photo

Content Prominent People

Are there prominent people in the photo

Content - Children

Are there children in the photo

Content Misc.

Are people in compromising positions in the photo

Releases

Are there signed releases for photographs

Release document number

Number assigned at time of acquisition

Number of Releases

Number of signed documents

Third Party Notes

Notes relating to third-party licenses

User Attributes

Description

ID

Unique Identifier

First Name

Users first name

Last Name

Users last name

Position

User's title

Email

Users email address

Phone

Users phone number

Role

Users role in the system

UName

Users login name

PWord

User's password

Version Attributes

Description

ID

Unique Identifier

Created DT

Date version created

Version ID

ID of versioned object

Versioned Creator

ID of user

Changes

Changes made to object

Number

Version number

Entity Attributes

Description

ID

Unique Identifier

Type

Type of entity

Affiliation

Organization or Professional affiliation

Email

Email address of entity

Name

Name of entity

Entity Status

Alive/Deceased

Phone

Entitys phone number

Address

Entitys address

Address_2

Entitys address, line 2

City

Entitys city

State

Entitys state

Zip code

Entitys zip code

Notes

Notes related to the entity

Document Attributes

Description

ID

Unique Identifier

Entity ID

ID of Entity Related to the Document

Filename

Filename of scanned document

Location

Location of digitized document

Doc Type

Type of instrument - legal, ad hoc, form, etc.

Document Number

Number assigned at time of acquisition

Signature Legible

Is signature legible

Signature Relationship
Digital Copy

Relationship of the person providing the signature and the

entity related to the document
Does a digital copy exist

Location of Digital Copy

URL or path to digital file

Notes

Notes related to the document

Right Attributes

Description

ID

Unique Identifier

Name

Text description of Right

Category

Category of Right

Footnote

My scenario is based on a real event that occurred in Connecticut. At the time I had a
friend who volunteered at the Historical Society and relayed this story to me. I thought
it made an interesting case for this assignment. I do not know if they succeeded in
creating a digital collection. To date I have not been able to find them on the web.