





                               USER'S MANUAL FOR

                             THE PHOTOARCHIVIST II

                   (C) 1990, 1991, 1992 CULTURAL SOFTWARE


                                  PO Box 15191
                          Rio Rancho, New Mexico 87174
                                  505-891-0438






















                              Ŀ
                                  UNLICENSED    
                               EVALUATION COPY  
                              




















                                    Page -1-









                             The Shareware Concept

             THE PHOTOARCHIVIST II is distributed as shareware.
         Shareware is commercial software distributed in an
         unconventional manner.  Microcomputers copy information very
         easily. Instead of implementing copy protection, shareware
         takes advantage of this capability to reach as many users as
         possible at the lowest cost.  Shareware allows you to
         evaluate the product before you decide to purchase it.  The
         price is lower, as well, because advertising, packaging, and
         distribution costs are lower.

         However, shareware isn't free software.

             Anyone may copy and distribute this shareware program,
         provided they do not charge a service fee higher than $10 or
         alter it.  Our shareware is as polished as any conventional
         commercial product, and represents thousands of hours of
         design and programming effort.  Your registration fees permit
         us to support the program and offer updates and improvements.

              Shareware can only work with your support.


































                                    Page -2-









                          Ŀ
                           REGISTRATION INFORMATION  
                          

         If you find THE PHOTOARCHIVIST II(tm) useful, your support
         through registration fees would be appreciated.

         We want THE PHOTOARCHIVIST to become the affordable "best
         friend" of serious photographers and photo librarians.

         Future upgrades will be feasible only through the support of
         users paying license fees, as well as their comments and
         suggestions.

         Full registration ($69) brings:

         (1) our heartfelt thanks
         (2) a disk with the latest registered version of the system,
         (3) a printed manual with illustrations,
         (4) cheerful assistance by mail or phone (we reverse the
             charges-after all this is shareware), and
         (5) notices of program updates


































                                    Page -3-










                               REGISTRATION FORM

         Please send check or money order payable in U.S. Dollars to:

         CULTURAL SOFTWARE
         PO BOX 15191 Rio Rancho, NM 87174

         THE PHOTOARCHIVIST II                       Registration Form
         ------------------------------------------------------------
         Qty

         __  Diskette, Manual & Support        @ $69 each       $_____

         
         __ Multiple User License or Departmental User License
            @ $15 each additional computer or faculty member    $_____

            (Available only after payment of full registration;
             Please include a list of Faculty Names for support.)
         

                                                       Subtotal $_____

         New Mexico Residents please add 6% sales tax.          $_____

         Shipping and handling - inside the United States       $ 4.50
                               - overseas                       $ 5.00


                                                         Total $______

         Diskette type (check or circle one):   [ ] 5.25"  [ ] 3.5"

         Name_______________________________________________________

         Company______________________________________________________

         Address______________________________________________________
                ______________________________________________________


         Where did you obtain your examination copy?

         _______________________________________________________


         Thank you!








                                    Page -4-









                                     SAMPLE
                                SOFTWARE LICENSE

                   NOT VALID WITHOUT PAYMENT OF LICENSE FEES

                           THE PHOTOARCHIVIST II (tm)
               Copyright 1989, 1990, 1991, 1992 Cultural Software Inc.
                       All International Rights Reserved.

                                COPYRIGHT NOTICE

         THE PHOTOARCHIVIST II computer programs and Manual have been
         registered under U.S. Copyright law to protect the
         substantial investment of CULTURAL SOFTWARE in developing the
         program.

                               LICENSE PRIVILEGES

         Each registered licensee has the right to use THE PHOTO-
         ARCHIVIST II on one (1) desktop MS-DOS personal computer at
         the primary residence, site of educational activity, or place
         of business, or, on one (1) portable MS-DOS personal
         computer.  Rights to use the system on additional machines,
         or by additional educational departmental members, may be
         licensed for $15 each - after payment of $69 for the full
         support copy.

                              STANDARD DISCLAIMER

         Although professionally developed and tested, for reasons of
         product liability CULTURAL SOFTWARE disclaims all warranties
         relating to this software, whether express or implied,
         including and without limitation any implied warranties of
         merchantability or fitness for a particular purpose. The
         purchaser bears sole responsibility for determining that this
         software will meet his or her requirements.

         Due to circumstances beyond its control, CULTURAL SOFTWARE
         does not warrant: (1) that the program will meet individual
         or specialized requirements of the licensee; (2) the
         usability of the program by people of all skill levels; or
         (3) the uninterrupted or error free operation of the program.

         CULTURAL SOFTWARE will not be liable for any special,
         incidental, consequential, indirect or similar damages due to
         loss of data or any other reason, even if CULTURAL SOFTWARE,
         or an agent of CULTURAL SOFTWARE, has been advised of the
         possibility of such damages.  In no event shall CULTURAL
         SOFTWARE's liability for any damages ever exceed the price
         paid for the license to use software, regardless of the form
         of the claim.  The person using the software bears all risk
         as to the performance of the software.




                                    Page -5-









                               TECHNICAL SUPPORT

         If you have any further questions or comments about the
         PHOTOARCHIVIST II we would be delighted to hear from you.

         Please write:

                               CULTURAL SOFTWARE
                                  PO Box 15191
                             Rio Rancho, NM  87174

                                    or Phone

         Phone: 505-891-0438 evenings 6:15 pm to 9 pm MST
                             weekends 8:30 am to 9 pm MST

         A machine is on the line 24 hrs a day. We return calls
         collect. If no one is available, please leave a message and
         we will return your call charges reversed.




































                                    Page -6-









                                  Ŀ
                                   CONTENTS 
                                  
         INTRODUCTION
         
         Getting Started ...................................... 10
         About THE PHOTOARCHIVIST II .......................... 11
         Equipment and Software Requirements .................. 14
         Computers, Random Access Memory and MS-DOS ........... 14
         Storage Devices and Storage Space .................... 15
         Printers ............................................. 16
         TSRs, Keyboard and Cursor Accelerator Programs ....... 16
         Characters and Field Markers ......................... 17
         Backups .............................................. 17

         THE CATALOG MENU
         
         Preface to The Catalog Menu .......................... 18
         About The Catalog Menu ............................... 19
         Accessing The Catalog Menu ........................... 20

         THE ENTER FUNCTION
         

         SCREEN ONE

         Catalog Number/Frame Number Field .................... 22
         Storage Location Field ............................... 25
         Subject Field ........................................ 26
         Locale Field ......................................... 31
         Circa Code Field ..................................... 33
         Image Date Field ..................................... 33
         Copyright Date Field ................................. 34
         Camera Field ......................................... 35
         Lens Field ........................................... 35
         Filter Field ......................................... 35
         Light Field .......................................... 35
         F-stop Field ......................................... 35
         Shutter Speed Field .................................. 36
         Film/Paper Field ..................................... 36
         Film Speed Field ..................................... 36
         Format Field ......................................... 36
         Size Field ........................................... 36
         Photographer Field ................................... 37
         Additional Notes Field ............................... 37


         SCREEN TWO

         Caption Fields ....................................... 37
         15/16 x 4 inch Labels ................................ 38
         7/16 x 2 inch Labels for Slides ...................... 38




                                    Page -7-









         SCREEN THREE

         Catalog Date Field ................................... 39
         Cataloger Initials Field ............................. 39
         Monetary Value Field ................................. 40
         Client/Source Field .................................. 39
         Street/Box Field ..................................... 40
         City/State/Zip Field ................................. 40
         Imaging Reference Field .............................. 40
         Update Function ...................................... 42
         Delete Function ...................................... 43

         THE REPORT MENU
         
         Preface to the Report Menu ........................... 44
         Overview of the Report Menu .......................... 45

         REPORT 1

         Search by:
         CATALOG NBR/FRAME-SUBJECT-LOCALE-IMAGE DATE-
         FORMAT- PHOTOGRAPHER-CLIENT .......................... 46

         Catalog Number/Frame Field ........................... 46
         Subject Field ........................................ 47
         Locale Field ......................................... 49
         Image Date Field ..................................... 50
         Format Field ......................................... 52
         Photographer Field ................................... 52
         Client Field ......................................... 53
         Screen or Printed Report Option ...................... 53
         Screen Report Option ................................. 53
         Printed Report ....................................... 54
         Mixed Field Searches ................................. 55
         Function Keys ........................................ 56

         REPORT 2

         Print STORED Caption Labels .......................... 57

         REPORT 3

         Create/Print NEW Caption ............................. 59

         REPORT 4

         Print Copyright/Photographer Credit Labels ........... 61
         15/16 x 4 inch Labels ................................ 61
         7/16 x 2 inch Labels ................................. 61

         REPORT 5

         Print a Thesaurus of SUBJECT HEADINGS ................ 63



                                    Page -8-









         TALLY the number of photo records .................... 65

         How to Exit The Report Menu .......................... 65
         Exiting THE PHOTOARCHIVIST II ........................ 65


         INSTALLING THE PHOTOARCHIVIST II
         

         Installation Procedure ............................... 66

         Future Use of THE PHOTOARCHIVIST II .................. 67

         APPENDICES
         

         Flowchart for Entering Data .......................... 68
         Flowchart for Updating Data .......................... 68
         Flowchart for Deleting Data .......................... 68
         Flowchart for Report Functions ....................... 69

         TROUBLESHOOTING
         

         Catalog, Update, Delete, and Report Messages ......... 70
         System Error Messages ................................ 73
         Common Questions ..................................... 76
         Moving THE PHOTOARCHIVIST II ......................... 78
         Ordering THE LIBRARY OF CONGRESS
              THESAURUS FOR GRAPHIC MATERIALS ................. 79
         A Few Words About Adhesive Labels .................... 80

























                                    Page -9-









                                  INTRODUCTION

                                GETTING STARTED

         Thank you for examining THE PHOTOARCHIVIST II.

         We at CULTURAL SOFTWARE hope you will be pleased with this
         integrated database and label generating system and choose to
         license it for your use.  Modified versions of this software,
         which sell for $395, are in use by museums with historical
         photographic collections from Alaska to Florida.

         Most computer users are naturally anxious to "jump right in"
         and begin using a system. While THE PHOTOARCHIVIST II is
         almost simple enough to do so, you will benefit by first
         gaining an overview of the system and planning the entry of
         crucial information such as catalog numbers and subject
         entries.

         We recommend that you proceed in the following manner to gain
         the most benefits from THE PHOTOARCHIVIST II:


         1.  Verify Minimum Equipment Requirements.

         Please review the Equipment and Software Requirements section
         to ensure that you have the necessary equipment and version
         of MS-DOS required to run THE PHOTO-ARCHIVIST II. This
         section will also help you to estimate the amount of disk
         storage you will eventually need to hold your files.

         2.  Please Read the Manual.

         This manual describes  how the various fields in THE PHOTO-
         ARCHIVIST II are used to store data and how to use the
         various search and report options. Please direct special
         attention to the sections describing the Catalog
         Number/Frame, Subject, and Locale fields. These fields
         require you to make certain decisions prior to entering data
         in THE PHOTOARCHIVIST II.

         3.  Review the Appendices.

         The Appendices contain useful information such as: a sample
         form used to prepare data for entry; flow charts for
         entering, updating, and deleting  records; descriptions of
         error messages; and how to move your system and database to
         another drive or computer.








                                   Page -10-









                                  INTRODUCTION

                          ABOUT THE PHOTOARCHIVIST II


         THE PHOTOARCHIVIST II was developed to provide an
         inexpensive, yet feature-packed computer indexing and
         labeling system for amateur, professional, commercial,
         scientific and educational applications. It is adaptable to
         almost any catalog numbering or subject classification scheme
         and can be used to record any photographic format.  There is
         no need to learn special query languages, formulas or
         function keys.


         High Capacity and Easy to Use
         

         The capacity of THE PHOTOARCHIVIST II is limited only by the
         amount of available hard disk space and version of MS-DOS. An
         80 megabyte disk holds more than 50,000 records; a 650 mega-
         byte hard disk more than 400,000 records.

         A record can be an individual negative or print, a ROLL of
         film, a frame on a roll, motion picture, a filmstrip, etc.

         You may transfer the system and your files to a larger
         capacity disk drive and/or a faster computer by backing up
         and transferring the single \PHOTO directory.

         The database is amazingly powerful, yet simple to use.  You
         may search for up to five subjects at a time. To narrow the
         subject searches, you may add criteria such as a time period
         (image date range), locales, formats, catalog numbers,
         photographer, or client. You may also search by any single
         criteria, like PHOTOGRAPHER, alone.

         It is possible to specify a search as simple as all photo-
         graphs of SAILBOATS, or as complicated as all TRANSPARENCIES
         of SAILBOATS taken between January 1, 1955 and December 31,
         1990, by the photographer George Smith. The database also
         contains optional fields in which you may record such infor-
         mation as camera, lens, filter, shutter speed, film, etc.
         Use these fields, or ignore them if they are not important to
         your work.


         Fast Searches
         

         Searches are fast:  Laboratory tests have achieved search
         speeds of 560 records per minute an older IBM XT, 6,200
         records per minute on a Hewlett-Packard Vectra 25c (tm), and
         12,000 records per minute on an early release Compaq(tm)


                                   Page -11-









         33MHz.  Your exact search speed will depend upon such factors
         as cpu speed, disk caching, hard disk speed and hard disk
         controller type.

         Caption Label Storage and Printing
         

         You may store either a large format label or a slide label
         for each entry.  Print any stored label by simply specifying
         a catalog number or range of numbers.

         CULTURAL SOFTWARE has chosen Avery pin-feed computer labels
         for the system: Avery 4065 (15/16 x 4 inch) and 4087 (7/16 x
         2 inch for slides) labels available through office supply
         stores. If they are not in stock, ask for them to be ordered.


         Print Caption or Other Labels On the Fly
         

         If you want to compose your labels on the fly, THE PHOTO-
         ARCHIVIST II includes a built-in label typewriter program
         (REPORT 3 on the REPORT MENU) - a $99 value based on the
         price of other programs.  This enables you to produce a
         special label at any time.


         Compose, Store and Print Copyright Labels
         

         Copyright is an increasingly important issue, and THE PHOTO-
         ARCHIVIST II  helps to protect your rights to your images.
         The system allows you to compose, store and print (0-99
         copies at a time) copyright warning labels. Simply run off a
         supply and use them as needed.


         Automatically Prints a Subject Guide to Your Collection
         

         Another service THE PHOTOARCHIVIST II performs is the
         printing of a subject guide to your collection. The Thesaurus
         report (REPORT 5) collects all of the subjects you have
         entered, alphabetizes them, eliminates duplication and prints
         a list. No more guessing about whether to search for pictures
         of airplanes under AVIATION or AIRPLANES.


         Upgrade to an Imaging System
         

         Professional and business users may upgrade THE PHOTO-
         ARCHIVIST II to an imaging system that uses Panasonic TQ3031
         Optical Disc Recorder/Players and Players to record still


                                   Page -12-









         images to a videodisc. Up to 54,000 color or black and white
         still images may be recorded on one disc, and up to 10
         players may be linked. When THE PHOTOARCHIVIST II  locates
         an image matching your description it is displayed on a
         video monitor in under 2 seconds.  The image can be printed
         on a video printer or transferred to videotape. This upgrade
         is particularly useful for stock services, educational
         archives and commercial applications.  Drivers for other
         still imaging equipment are under consideration. While the
         cost of the videodisc recorder is expensive (about $16,000 at
         this writing) it may be practical for larger agencies and
         institutional users.












































                                   Page -13-









                      EQUIPMENT AND SOFTWARE REQUIREMENTS


         Equipment Requirements
         

         THE PHOTOARCHIVIST II  is designed to run on basic equipment.
         You may begin cataloging your collections with existing
         equipment as long as it meets certain minimum requirements.
         THE PHOTOARCHIVIST II  system and your database may be moved
         to a larger disk drive and/or faster computer at any time
         (see: Appendices: Moving THE PHOTOARCHIVIST II).



         Computers, Random Access Memory (RAM) and MS-DOS
         

          THE PHOTOARCHIVIST II is intended for IBM compatible MS-DOS
         computers with a minimum of 512 Kilobytes of RAM and a hard
         disk or Bernoulli Box.

         The record capacity of  THE PHOTOARCHIVIST II depends upon
         the size of your hard disk and version of MS-DOS. MS-DOS 2.1
         is the oldest release under which THE PHOTOARCHIVIST II will
         run.

         DOS for Hard Disk Drives Up to 32 Megabytes
         

         MS-DOS 3.3 is recommended for drives up to of 32 megabytes.
         Versions  2.X, and most 3.X versions of MS-DOS, limit the
         maximum size of a disk partitions (or file) to 32 megabytes.
         This poses no problem IF your holdings are under 20,000 items
         and your disk has adequate free space.

         If you have a large disk, and your collections will exceed 32
         megabytes (about 20,000 records), consider converting to a
         newer version of MS-DOS before installing THE PHOTOARCHIVIST
         II. If this impractical now, you may use the system and
         transfer your files later.

         DOS for Hard Disk Drives Over 32 Megabytes
         

         An extended version of MS-DOS is required for collections
         occupying more than 32 megabytes of disk space (about 18,000
         records). CULTURAL SOFTWARE uses Compaq Computer MS-DOS 3.31
         for hard disk drives up to 512 megabytes and Compaq Computer
         MS-DOS 4.01 for larger drives.  As of this writing MS-DOS has
         released DOS 5, which also has large partition support.





                                   Page -14-









         If you decide to install a different version of MS-DOS,  it
         will be necessary for you to backup your files, repartition
         your disk as a single partition, and reinstall your files.

         PLEASE: remember to back up all your files on floppy disks or
         tape before installing a new version of MS-DOS.  This will
         prevent accidental data loss.


         Storage Devices and Storage Space
         

         A hard disk drive, hard card (disk drive on a user-installed
         card) or Bernoulli Box is required for serious use of THE
         PHOTOARCHIVIST II.

         Depending upon the size of your collection, and your
         preferences:

         (1)  You may be able to place your entire database on your
              existing hard disk drive;

         (2) You may wish to add another hard drive or hard disk drive
             card solely for THE PHOTOARCHIVIST II system;

         (3) You may wish to install a larger hard disk drive capable
             of meeting all your future needs; or

         (4) You may wish to keep all THE PHOTOARCHIVIST II files
             segregated on a removable hard disk drive or Bernoulli
             Box system.

         Use the following formula to determine the approximate amount
         of disk space ultimately required for your collection:

         (A)*          Size of your existing files on hard disk
         +(B x 1,620)  Estimated number of photo records x record size
         +(400,000)    PHOTOARCHIVIST II system files
         
         XX,XXX,XXX    Minimum disk size required
         +25%          Expansion
         
         XX,XXX,XXX    Approximate disk size required when your
                       collections reach maximum size

         *Use the MS-DOS "CHKDSK" command to determine this figure.
          Size is calculated in Kilobytes.

         It is recommended that you obtain qualified assistance in the
         selection and installation of hard disk equipment and MS-DOS
         software.





                                   Page -15-









         Printers
         

         Printed Reports: THE PHOTOARCHIVIST II will send printed
         reports to most ASCII compatible parallel printers utilizing
         pin feed or cut sheet bin feeders capable of being set to

                             10 characters per inch
                              8.5 x 11 inch paper
                               66 lines per page

         This includes most dot matrix, daisy wheel, laser or inkjet
         printers.

         THE PHOTOARCHIVIST II is NOT designed for manually-fed single
         sheet printers; you must have a tractor or bin feed.
         Serviceable dot matrix printers are now inexpensive.

         Printed Labels
         

         Label printing requires a tractor feed printer capable of
         being set to 10 characters per inch fixed pitch. This
         includes most dot matrix, and daisy wheel printers.

         Laser printer drivers are being created for business
         applications.  Please write or call for the availability of
         printer drivers for laser printer labels.

         Printer Adjustments
         

         The printed reports feature of the system has been
         successfully tested on dot matrix, daisy wheel, laser, and
         ink jet printers connected to a parallel printer port LPT1.

         It may be necessary to reset the perforation skip or auto
         line feed dip switches of your printer in the event that:

         (1) overprinting of the same page occurs, or,

         (2) improper top and bottom margins are observed.

         Printers set to unusual page lengths, such as Hewlett-Packard
         LaserJet and DeskJet printers (60 lines per page) may need to
         be reset to the more standard 66 lines per page.  Please
         check your printer manual for further information.


         TSR, Keyboard and Cursor Accelerator Programs
         

         Some more advanced computer users may have altered their
         AUTOEXEC.BAT files to load memory resident (TSR) programs.


                                   Page -16-









         Such memory resident programs speed up the typing and cursor
         travel rates of slower computers such as the IBM XT(tm) and
         add capabilities such as pop-up calendars, address books and
         note cards.

         Rarely, these TSRs may interfere with the normal operation of
         THE PHOTOARCHIVIST II and other programs. They can cause
         unwanted glyphic characters (smiley faces, arrows, etc.) to
         appear, abrupt program termination, or keyboard lock-up. If
         such interference occurs, reboot your computer without these
         TSR's.


         Characters and Field Markers
         

         Many database programs are unable to properly search when the
         user mixes upper and lower case characters.  Also, capitali-
         zation errors are among the most common typographical errors.

         For example, a search for JOHN SMITH might not locate John
         Smith or john smith. To eliminate these problems, THE
         PHOTOARCHIVIST  II AUTOMATICALLY converts all characters
         entered to upper case.

         The amount of space in a field is represented by underline
         characters.  Some monitors display these characters as dashed
         under lines  [_ _ _ _ _ ] while others represent them as
         solid underlines [____________].

         This difference in characters is due to the variety of
         graphics boards available for PCs, and by the absence of
         graphics boards in some older PCs.  It is not necessary to
         have a graphics board in your computer to run THE PHOTO-
         ARCHIVIST II. Incidentally,  these underline characters do
         not appear on printed reports.

         Backups
         

         PLEASE REMEMBER: Please make frequent floppy disk or tape
         backups of THE PHOTOARCHIVIST II directory (\PHOTO),
         especially after entering new records, updating or deleting
         old ones. Backup copies can save many hours of work in the
         event of a computer or hard disk failure.  FASTBACK PLUS(tm)
         from Fifth Generation and NORTON BACKUP (tm) are two
         excellent backup programs.


         Again, thanks for considering our product. After evaluating
         THE PHOTOARCHIVIST II on a shareware basis we hope you will
         choose to license it for your use.




                                   Page -17-









                                THE CATALOG MENU
                        Ŀ
                         PREFACE TO THE CATALOG MENU  
                        

         This section described the ENTER, UPDATE and DELETE functions
         available through the Catalog Menu.  The ENTER function
         enables you to create records and place information in the
         database. The UPDATE function allows you to change or correct
         the data in an individual record.  The DELETE function
         enables you to remove an individual record from the database.

         To effectively use this system you should make certain
         decisions before entering data. These decisions concern how
         you will enter data into the CATALOG NUMBER/FRAME NUMBER,
         SUBJECT, STORAGE LOCATION and LOCALE fields. These decisions

         The following section will assist you in making these
         decisions. If you make a mistake, or change your mind about
         how something should be entered, you can always use the
         UPDATE function to correct the data.



































                                   Page -18-









         ABOUT THE CATALOG MENU
         

         The ENTER, UPDATE and DELETE functions, accessed through the
         Catalog Menu, are used to build and maintain your PHOTO-
         ARCHIVIST II database. This section of the manual provides an
         overview of these functions and the data fields available in
         the system. It also explains how the user may structure data
         entry and customize the system to fit specific needs.

         Information about an individual image (negative, print,
         slide, videotape segment) is entered into a RECORD. The data
         in the Record is contained in fields.

         Two types of fields exist in THE PHOTOARCHIVIST II, OPTIONAL
         and REQUIRED fields. You may elect not to enter data into an
         optional field; data must be entered into a required data
         entry field. But don't worry, the system will let you know if
         you forgot to enter required data in a field.

         While much data entry is standard, you should make decisions
         about how to enter data into the following fields before you
         begin.

                         * CATALOG NUMBER/FRAME NUMBER
                               * STORAGE LOCATION
                                   * SUBJECT
                                    * LOCALE

          Some of the decisions you must make include:

         *  What type of catalog number system(s) will you employ?
         *  How will you indicate where an item is stored?
         *  Will you use an  "authority guide"  to compose your
            general Subject heading entries?
         *  How will you enter geographical locations?

         Again, don't fret, this section will help you make these
         decisions and tailor THE PHOTOARCHIVIST II to YOUR specific
         needs.

         Organization of data prior to data entry is important.  Some
         well organized individuals can sit down at a PC and catalog
         an item, but most people need to arrange their thoughts
         before facing a video screen.  Novice users, and those who
         wish to maintain tight control over their data, should create
         a data entry form suiting their needs prior to data entry.









                                   Page -19-









                           ACCESSING THE CATALOG MENU


         To access THE PHOTOARCHIVIST II:

         1.  Type PHOTO at the MS-DOS prompt.

              You can enter the program from any directory if you used
              the automatic loading sequence. If you did not, copy the
              PHOTO.BAT file from the distribution diskette into your
              ROOT directory (the \ directory).  Or you can run the
              system from the PHOTO directory by typing CD \Photo to
              transfer to the PHOTO directory.

         2. This will cause the Title Screen to appear.

         3. Press any key and the Main Menu will appear.

         4. To activate the Catalog Menu, the user selects option C
            from the Main Menu.

         This will cause the Catalog Menu to appear as shown below. To
         begin entering a record into the database, the user selects 1
         (ENTER a Photo Record) at the Catalog Menu. The next section
         describes the ENTER function of THE  PHOTOARCHIVIST II.

         PLEASE NOTE:  Whenever you wish to exit from THE PHOTO-
         ARCHIVIST II, simply return to the Catalog or Report Menu and
         type E.  Please DO NOT simply shut off the computer; on rare
         occasions it might cause a loss of data or corruption of your
         database file.

























                                   Page -20-









                             Ŀ
                              THE ENTER FUNCTION 
                             
         Ŀ
          SCREEN ONE  
         
         If you type 1  (ENTER a Photo Record) at the Catalog Menu,
         SCREEN ONE will appear. You will know it is Screen One
         because of the prompt at the top right of the screen (ENTER 1
         of 3).

         Prompts for the function keys (the F keys) are located at the
         bottom of the screen. The FUNCTION KEYS enable you to:

         (1) move between fields and portions of the program, and
         (2) to replace the field markers when you overtype or delete
             them.







































                                   Page -21-









                            THE CATALOG DATA FIELDS

         Press Tab to go from one field to another; SHIFT+TAB will
         take you back to the previous field.  As you work with
         various fields, the field markers (dashes or lines, depending
         on your graphics board) may be erased. PRESS F3 AT ANY TIME
         TO RESTORE THE FIELD MARKERS.


         THE CATALOG NUMBER / FRAME NUMBER FIELD
         

                     CATALOG NBR: 1_____________ FRAME: 000


         When you access the ENTER function, the cursor is automati-
         cally placed in the first space of the CATALOG NUMBER
         (CATALOG NBR) field.

         The CATALOG NUMBER field contains 14 spaces to permit the
         entry of a control number or code unique to the photograph,
         negative, slide, motion picture or other photographic item.
         The CATALOG NUMBER field is a required field; you MUST enter
         data into the field.

         The field is accompanied by the three-digit FRAME NUMBER
         field. Unlike the Catalog Number field, the FRAME NUMBER
         field is an OPTIONAL field.

         The FRAME NUMBER field is used to record frame numbers,
         exposure numbers, or starting foot or index numbers when
         cataloging roll film, reel film, or videotape.

         [Note: You may ignore the Frame Number field and just assign
         a Catalog Number to the item if you do not need to use frame
         numbers for the item.]

         The system considers Catalog Number 17, Frame Number 012 to
         be a different number than Catalog Number 17, Frame Number
         020.

         To simplify cataloging we suggest using one of two systems, a
         SEQUENTIAL NUMBERING SYSTEM or a museum-style THREE-PART
         NUMBER system.  If you wish to use a pre-existing numbering
         system, you will need to work out punctuation and zero-
         filling in advance as described below.


         SEQUENTIAL Numbering System
         

         To begin numbering with a sequential numbering system, simply
         enter a digit (or digits) beginning in the first blank as
         shown below.


                                   Page -22-









                     CATALOG NBR: 1_____________ FRAME: 000


         When you have entered the digit (or digits), press TAB to
         proceed to the FRAME field.  As you press the tab key, you
         will notice that the number you have entered is automatically
         right justified:


                     CATALOG NBR: _____________1 FRAME: 000

         This because THE PHOTOARCHIVIST II places a string of
         INVISIBLE zeros in front of your number


                     CATALOG NBR: 00000000000001 FRAME: 000


         You do not see these zeros, but they enable the system to
         correctly search and sort by number.  Keep a list of the
         numbers you have used in a small log book so that you will
         know which Catalog Numbers and Frame Numbers have been used.
         However, if you forget, THE PHOTOARCHIVIST II will warn you
         if you have entered duplicate numbers.

         Examples:
         

         REMEMBER, enter the catalog number starting at the left hand
         side, the system will automatically right-justify the number
         when you hit TAB.

         Item Number 274, Frame 13


                     CATALOG NBR: ___________274 FRAME: 013

         Item Number 1515, no Frame number

                  CATALOG NBR: __________1515 FRAME: 000


         Three-Part Number System
         

         Many museums and archives use a three-part numbering system
         [example: 1989.0001.0001].

         1989 - is the year the material was acquired, or the year it
                is cataloged if the date of  receipt  is unknown.

         .0001 - is the lot (or job, or client) number, with 9,999
                 lots available per year.



                                   Page -23-









         .0001 - is the item number within the lot, i.e., a roll of
                 film, a sheet film negative, a videotape, etc.  Up to
                 9,999 still images, films, filmstrips, or tapes can
                 be cataloged per lot.

         FOR EXAMPLE:  Let's say  it is 1991, you are cataloging work
         done for the 17th client (or, on the 17th trip; or, the 17th
         lot deposited by a staff photographer), and you are catalog-
         ing 4x5 transparency number 10.  The resulting number would
         be:


                     CATALOG NBR:1991.0017.0010 FRAME: 010


         You are cataloging a of roll film shot during 1977 on the 2nd
         field trip of the season. You are CURRENTLY cataloging the
         3rd roll, exposure 24. The resulting number would be:


                     CATALOG NBR:1977.0002.0003 FRAME: 024


         Please note that each number group is separated by a PERIOD,
         and that we have ZERO-FILLED each number (i.e., the number 2
         is expressed as 0002).

         If, after pressing TAB to go to the Frame Number, you see a
         blank in the Catalog Number field you will know that you have
         accidentally left out a number, probably a zero.  Simply hit
         SHIFT and TAB simultaneously to back up to the Catalog Number
         field and fix the problem.


         Zero Filling and Punctuation
         

         As you have seen with the three-part number system, the
         proper placement of zeros is important - if your system is to
         sort and search by number. Each of the 14 spaces in the field
         must be occupied by a letter, number, punctuation mark (such
         as a period) or a zero.


         Devising Your Own System or Adapting to An Existing System
         

         You may wish to create your own numbering system or adapt to
         an existing system. If you wish to do so, work the system out
         on paper, in advance, so that the zero filling and punctua-
         tion (if any) will be correct.





                                   Page -24-










         For instance, if you are cataloging motion picture film, and
         you wish to make larger numbers more readable, you could use
         the following numbering sequence for the Catalog Number:


                  CATALOG NBR: MP-000,000,234 FRAME: 000


         Note that there are 14 places, that the punctuation is
         uniform (dash and commas) and that the number correctly
         employs zero-filling.  This will give you room for 999
         million, 999 thousand, 999 entries.

         A videotape numbering sequence could be VT-000,000,017
         followed by a frame number of 023. This would represent a
         sequence on videotape 17 that began at foot or index number
         23.

         These numbering systems are not as complicated as they may
         initially seem. You can even mix systems for various media if
         you so desire. But be sure to keep track of how you structure
         your own system, and keep a log of the last number(s) used.



         THE STORAGE LOCATION FIELD
         

         The STORAGE LOCATION field is an optional field used to
         record where YOU stored the item. You may construct any type
         of notation system which would be useful to you.

         Since this field is not searched or sorted, data entry is not
         as exacting as in the searched fields. However, uniformity
         and accuracy in data entry are still advisable. If you do not
         wish to use this field you may Tab to the Subject field.


         Examples of Storage Notation
         

         F-12-D4      Filing Cabinet 12, Drawer 4

         SC-32-4-87   Slide Cabinet 32, Drawer 4, Slot 87

         BX-15-9      Archives Box 15, Folder 9

         NC-2-1       Negative Cabinet 2, Drawer 1

         BIN-7-18     Bin 7, Item 18





                                   Page -25-









         PLEASE NOTE: When you print 15/16 x 4 inch adhesive caption
         labels, the Catalog Number/Frame Number appears to the left
         on the first line and the Storage Location entry appears to
         the right on the first line. This makes filing negatives,
         prints, tapes and canisters much simpler.

         THE SUBJECT FIELD
         

         When you Tab into the SUBJECT field, a word processing window
         appears to help you maintain accuracy in the spacing of
         subject headings. Data entry occurs on the top scrolling
         line; the bottom six lines simply show the data entry as it
         will appear  in the completed record.

         This field, a REQUIRED data entry field, contains 464
         characters of space which are used to record Subject Headings
         (general key words, such as SHIPS, and proper names (explain-
         ed below) that describe what is depicted.  You may use your
         own headings, or you may use a subject classification guide.
         Follow each heading by a slash (/) to separate it from the
         next heading.

         Careful and consistent use of the SUBJECT field enables the
         user to:

          Perform efficient searches by subject
          Create a thesaurus (alphabetical list) of subject headings

         The mechanics of Subject entry will be discussed first,
         followed by the strategies of proper name and general
         headings.


         Entering Data into the SUBJECT Field
         

          1. After you press Tab to leave the Storage Location field,
             a two section screen, the Subject Window, will appear
             (see illustration on previous page).

            The top portion of the screen consists of a 464 character
            line used to record subject  headings. Because standard
            monitors only display 80 characters at a time, the line
            scrolls to the left as you type. You can move through the
            464 characters of the line by using the Right or Left
            Arrow keys, or special keys (macros) noted in the center
            of the screen. These macros indicate how to effect large
            movements such as End of Line or Beginning of Line, and
            how to restore the field markers if they are erased or
            blanked.

         Below the macro prompts is a six-line display showing the
         entire Subject field. This  will permit you to see all of


                                   Page -26-









         what you have entered or changed at a glance. When you exit
         the Subject Window, this six-line display will be shown on
         Screen One.

         2.  Type the desired subject headings, separating each
             heading with a slash (/).

         Example:
         

         SUBJECT:   CLIPPER SHIPS/ANNIE MARIE/SMITH, JOHN A./


         You may use any  subject classification guide you wish to
         help with general headings.  When you have finished, press
         TAB to proceed to the LOCALE field.


         Please Note: To prevent confusion and inaccurate searches,
         all lower case letters are automatically converted to capital
         letters.


         Special Consideration Concerning the SUBJECT Field
         

         It is important to maintain correct spacing and freedom from
         typographical errors when constructing subject headings.
         Proof reading is important because errors in spacing and
         spelling affect the accuracy of searches.


         *  You must decide the most effective manner of entering
            subject headings into the field based upon your specific
            needs. The norm is a mix of proper names and general
            subject headings (described later).

         You will need to determine which subject authority (if any)
         you wish to use for your general subject headings, and to
         what degree you wish to do so. You can invent your own
         headings, however, this usually leads to inconsistency (i.e.,
         CAR versus AUTOMOBILE).  The LIBRARY OF CONGRESS THESAURUS
         FOR GRAPHIC MATERIALS (discussed later on) is an excellent
         guide for the construction of general subject headings.

         *  It is recommended that you avoid the use of abbreviations
            in the SUBJECT field. A mix of abbreviations and full
            spellings can lead to inaccurate searches.

         *  All lower-case letters are automatically converted to
            capital letters.  This accelerates searches and decreases

            the likelihood of problems caused by a mix of capital and
            lower case letters.


                                   Page -27-










         *  Separate each subject heading with a slash (/). The slash
            indicates where one subject heading ends and another
            begins.  If a user accidentally enters the wrong slash (\
            instead of /), the system automatically converts it to the
            proper slash. No slash should be placed before the first
            subject heading.  The system will automatically enter a
            slash (/) if it is accidentally omitted from the  last
            subject heading in the field.

         *  Avoid entering spaces between the last word of a subject
            heading and the slash (the  asterisks mark incorrect
            placement of spaces):

         Incorrect:
         

                  CLIPPER SHIPS*/ANNIE MARIE*/SMITH, JOHN A.*/

         Correct:
         
                   CLIPPER SHIPS/ANNIE MARIE/SMITH, JOHN A./


         *  Avoid entering spaces between a slash and the first word
            of a subject heading (asterisks mark incorrect spaces):

         Incorrect:
         

                  CLIPPER SHIPS/*ANNIE MARIE/*SMITH, JOHN A./

         Correct:
         

                   CLIPPER SHIPS/ANNIE MARIE/SMITH, JOHN A./


         *  After finishing your SUBJECT entries, take a few  seconds
            to check for typographical errors and improper spacing.

         *  After you are sure the Subject entry is correct, press
            Tab. Your data will be entered into the Subject field and
            the cursor will advance to Locale.

         * If, after advancing to Locale, you see an error in Subject,
           press Shift+Tab=Previous Field (Press and hold Shift; press
           Tab) to go back to the Subject Window.

         *  If corrections or changes prove necessary after a record
            is entered, use UPDATE to go to the field and correct
            them, or DELETE to erase the record and start over.




                                   Page -28-









         How to Construct SUBJECT Headings
         

         Depending upon your application, there are three ways of
         constructing subject headings:

         (1) proper names
         (2) general subject headings, and
         (3) both


         Entering Data by Proper Name and General Subject Headings
         

         Classification by proper name alone may be adequate if your
         clients usually ask for photographs by proper name alone
         (SPIRIT OF ST. LOUIS/BAXTER BUILDING/SMITH, ROBERT HOWARD).
         This is especially true in scientific or natural science
         collections which use such classification methods as
         biological taxonomy.

         However, using proper names alone makes general searches (for
         example, AIRPLANES) difficult or impossible.  If you have
         entered only the proper names of airplanes such as:

                      BOEING 747/PIPER CUB/LOCKHEED SR-71/

         it will be impossible to search under the broader term

                                   AIRPLANES

         After classifying by proper name, it is often advisable to
         enter applicable general subject headings

                         (AUTOMOBILE/SEASHORE/SWIMSUIT)

         to assist in future searches.  For example, a photograph of a
         model by an automobile on the seashore might be entered as:

               SMITH, PAMELA/AUTOMOBILE/SEASHORE/SWIMSUIT, FEMALE

         This would permit you to search for that particular model,
         any photos of automobiles, any photographs taken by a
         seashore, any photographs of women in swimsuits or any
         swimsuit photographs.

         A news photograph of an automobile wreck involving a Ford
         semi-truck and John Smith's Chrysler in which the driver was
         saved by an air bag might be categorized as:

         SMITH, JOHN/FORD SEMI-TRUCK/OLDSMOBILE CUTLASS/AIRBAG/AUTOMO
         BILE ACCIDENT/
          (this would all appear on one line of the SUBJECT field)



                                   Page -29-









         Abbreviations and Periods
         

         In order to execute accurate searches, we recommend that you
         use abbreviations carefully and sparingly, if at all, and
         enter them without periods. Computers are precise machines; a
         query to look for  SMITH CO. (with a period) will turn up no
         matches if they are under SMITH COMPANY or SMITH CO (no
         period).

                          SMITH CO (without a period)

         would result in  matches of:

                         SMITH CO (no period),
                         SMITH CO. (with a period) or
                         SMITH COMPANY

         This is because the string SMITH CO is present in all three.
         464 spaces  are available in the subject field, making it
         possible to avoid using many abbreviations.


         Double-Checking your Entries
         

         Ideally, each image and the headings describing it should be
         entered as carefully as possible.  For collections requiring
         great precision, we suggest using a Data Entry Form before
         you actually enter an item. A blank data entry form is in the
         Appendix to this manual. You may freely photocopy it or have
         it offset printed.


         Using an Authority Guide
         

         To make your general subject headings uniform, CULTURAL
         SOFTWARE recommends the use of an authority guide. An
         authority guide is a book of terms which assists in keeping
         your entry of general subject headings is uniform. If you
         have entered both CAR and AUTOMOBILE, then, under which do
         you search?

         Individuals cataloging documentary images may wish to
         consider using the LIBRARY OF CONGRESS THESAURUS FOR GRAPHIC
         MATERIALS.  This guidebook contains terms for virtually any
         activity, object or natural phenomenon. If offers broader and
         narrower terms at a glance, and entire hierarchies of
         classification may be constructed for one item. You can
         classify by broad, general terms such as CEREMONIAL ACTIVITY
         down to BIRTHDAY PARTY.




                                   Page -30-









         The Thesaurus Report
         

         The Library of Congress Thesaurus may be used to classify
         most collections of historical, documentary or commercial
         photography. However, you may wish to devise your own
         thesaurus of terms if you have a specialized library (i.e.
         technical or scientific photography) which does not readily
         conform classification through the use of a standard
         thesaurus. The Thesaurus report of THE PHOTOARCHIVIST II is
         designed to assist you in this endeavor.

         The Thesaurus report (Report 5) creates an alphabetized list
         of the general terms and proper names you have entered. It
         collects all the proper names and general subject headings,
         eliminates duplication, and print an alphabetized list of
         them. You may wish to use this report periodically to
         generate a guide to your collections and as an aide to making
         your general subject headings uniform.  If your collection is
         sizeable, it may require substantial disk space, paper and
         run time to prepare this report.

         In summary, good subject entry is dependent upon:

         * What the cataloger observes in the image
         * Insight as to how users will try to access the image(s)
         * Uniformity in classification of subjects


         THE LOCALE FIELD
         

         The Locale field, an OPTIONAL field, is 70 characters in
         length and is used to record the geographic location where an
         image was taken. In scientific applications, such as biology,
         archaeology or geology, map coordinates may be entered in
         descending order of hierarchy.


         Data Entry Format
         

         The complete data entry format for LOCALE is listed below in
         descending order of hierarchy. Separate levels of hierarchy
         with a comma. If your collection is normally restricted to a
         specific geographical area such as a county or state, you may
         not need to use the entire scheme.

         COUNTRY,   (use standard abbreviations)
         STATE OR PROVINCE CODE,   (abbreviate with ZIP codes)
         COUNTY OR PARISH,  (abbreviate to CO or PAR if desired)
         MUNICIPALITY,   (be uniform when using  abbreviations like
                          St.  Louis)
         THOROUGHFARE,   (abbreviate to ST, BLVD,  AVE, etc.)


                                   Page -31-









         CARDINAL DIRECTION,  (N, S, E, W, or NW, NE, SW, SE)
         STREET NUMBER   (Zero Fill to 5 digits or largest anticipated
                          street number).
         It is recommended that NO periods be used with abbreviations
         unless they are an inherent and inseparable part of geograph-
         ical names (ST. LOUIS, ST. CROIX, ST. THOMAS). All abbrevi-
         ations should be standardized. Separate hiearchical divisions
         (STATE, COUNTY, MUNICIPALITY) with commas.

         You may be able to use an abbreviated locale format if your
         collection is normally limited to a specific geographical
         area. For example, suppose your collection includes a
         photograph of:

         214 Main Street, NW, in Smithville, Otero County, New Mexico,
         USA


         If Your Collection Includes Images from More Than One
         Country, the country designation would be your highest level
         of hierarchy:

         USA, NM, OTERO CO, SMITHVILLE, MAIN ST, NW, 00214

         If Your Collection Includes Images from More Than One State,
         but only one country, the state designation would be your
         highest level of hierarchy:

         NM, OTERO CO, SMITHVILLE, MAIN ST, NW, 00214

         If Your Collection Includes Images from More Than One County,
         but only one state, the county  designation would be your
         highest level of hierarchy:

         OTERO CO, SMITHVILLE, MAIN ST, NW, 00214

         If Your Collection Includes Images from More Than One City,
         but only one county, the city  designation would be your
         highest level of hierarchy:

         SMITHVILLE, MAIN ST , NW, 00214

         You may, of course, use any system that will work for you.


         Abbreviations and Punctuation
         

         Standards of abbreviation and punctuation are of crucial
         importance. The state of New Mexico can be abbreviated and
         punctuated as:

          NM
          N.M.


                                   Page -32-









          NMU
          NEW MEX.

         Computers do not interpret; a person entering NM under a
         subject search would miss entries entered as New Mex. or N.M.
         A standard list of place abbreviations should be adhered to
         by catalogers and users.

         *  Use ZIP code abbreviations for state/province.
         *  Use standard abbreviations for terms such as street,
            avenue, boulevard, southeast.

         THE CIRCA CODE FIELD
         

         Circa is Latin for "about" or "approximately". This one
         character field only accepts the character C and is used in
         conjunction with the IMAGE DATE field to indicate whether a
         date is approximate or exact.

         *  C is entered only if the Year is completely speculative.

         *  C is NOT entered:

                              If the Year is Known
                        If the Year and Month are Known
                      If the Year, Month and Day are Known


         IMAGE DATE
         

         The IMAGE DATE field is  a REQUIRED field used to enter
         either a speculative date for the image, or as much of the
         date as is known.  The data entry form is YYYYMMDD (four
         digits of the year;  two digits of the month; two digits of
         the day). An actual or speculative year must be entered.


         Using the IMAGE DATE field with Copy Negatives and Prints
         

         The Image Date is usually the date when the image was
         originally taken, NOT the date of a later copy print or copy
         negative. The date of a copy print or copy negative may be
         recorded in the Copyright Date field.










                                   Page -33-









         Examples
         

         The following examples will illustrate how the CIRCA CODE and
         IMAGE DATE fields can be entered.



         EXAMPLE:   Estimating the year.   The year is estimated to be
         about 1895:

                         CIRCA                    IMAGE
                         CODE                      DATE
                                                 YYYYMMDD
                           C                     18950000


         EXAMPLE:  An exact year.   The year is known to be 1895:

                          CIRCA                  IMAGE
                          CODE                    DATE
                                                YYYYMMDD
                            -                   18950000


         EXAMPLE: An exact year and month.  The year and month are
         known to be June of 1895:

                          CIRCA                  IMAGE
                          CODE                    DATE
                                                YYYYMMDD
                            -                   18950600


         THE COPYRIGHT DATE FIELD
         

         The COPYRIGHT DATE field is an OPTIONAL field which contains
         the year of  copyright, if the image was copyrighted. If the
         photograph pre-dates 1976, and no copyright was registered,
         or if you are uncertain, this field may remain blank.

         If the photograph was taken after the 1976 Copyright Act
         revision, you may assume that an unregistered copyright
         exists and the date of copyright should be the year the image
         was taken.

         If the image is a slide or a photograph of a work of art,
         enter the date of the photograph, slide, negative or print
         in the field. Under the 1976 Copyright Act revision, a
         negative, print, etc. of a work of art may be copyrighted,
         even if the original artwork is out of copyright.




                                   Page -34-









         To  protect yourself against copyright infringement suits,
         inform any users or stock collection customers that all zeros
         (0000) is not a guarantee that the image or film has not been
         copyrighted, simply that the information is unknown.


         THE CAMERA FIELD
         

         The CAMERA field is an OPTIONAL field. Use it if you wish to
         record the type of camera used to make the negative, print,
         slide or videotape in question (i.e., MINOX C or LEICA M6).
         You may Tab past the field if you do not wish to use it.


         THE LENS FIELD
         

         The LENS field is an OPTIONAL field. Use it if you wish to
         record the designation of lens used to make the negative,
         print, slide or videotape in question (i.e., 28-200/3.5  or
         30/3.5). You may Tab past the field if you do not wish to use
         it.


         THE FILTER FIELD
         

         The FILTER field is an OPTIONAL field. Use it if you wish to
         record the type of filter or filters used to make the
         negative, print, slide or videotape in question (i.e., TIFFEN
         RED No. 49). You may Tab past the field if you do not wish to
         use it.


         THE LIGHT FIELD
         

         The LIGHT field is an OPTIONAL field. Use it if you wish to
         record the type of light at the time the exposure was made
         (i.e., DAYLIGHT or TUNGSTEN). You may Tab past the field if
         you do not wish to use it.


         THE F-STOP FIELD
         

         The F-STOP (f/) field is an OPTIONAL field. Use it if you
         wish to record the F-stop used to make the exposure (i.e.,
         3.5 or 22). You may Tab past the field if you do not wish to
         use it.





                                   Page -35-









         THE SHUTTER SPEED FIELD
         

         The SHUTTER SPEED field is an OPTIONAL field. Use it if you
         wish to record the shutter speed used to make the exposure
         (i.e., 1/250 or 1/60). You may Tab past the field if you do
         not wish to use it.

         THE FILM/PAPER FIELD
         

         The FILM/PAPER field is an OPTIONAL field. Use it if you wish
         to record the type of film or paper used to make the negative
         or print (i.e., KODACHROME or KODACOLOR). You may Tab past
         the field if you do not wish to use it.


         THE FILM SPEED FIELD
         

         The FILM SPEED field is an OPTIONAL field. Use it if you wish
         to record the speed of the film used to make the negative or
         print (i.e., ASA 100 or DIN 20). You may Tab past the field
         if you do not wish to use it.


         THE FORMAT FIELD
         

         The FORMAT field is an OPTIONAL field. Use it to record the
         format you are cataloging (i.e., PRINT, COLOR or NEGATIVE,
         B/W). You may TAB  past the field if you do not wish to use
         it. To speed data entry you may use one of the formats listed
         by typing the number, or enter 0X to enter the field and type
         your own entry.

         THE SIZE FIELD
         

         The SIZE field is an OPTIONAL field, consisting of two parts,
         used to record the appropriate dimensions of the media you
         are cataloging in either the English or metric systems. This
         field is not searched by THE PHOTOARCHIVIST II, so you may
         enter the data as appropriate without zero filling or
         adhering to a strict format.  Height is first, width is next
         - in conformity with cataloging standards.

         EXAMPLES:
                                8 in.   X 10 in.
                               25.2 cm X 10.3 cm
                                    5" X 7"
                                      35mm




                                   Page -36-









         Use the original system of measurement, English or metric,
         which was applied to the media.  For instance, do not convert
         the measurements of an 8 inch by 10 inch print to metric, or
         a 35 millimeter slide to English measurements. Tab past this
         field if you do not wish to use it.


         THE PHOTOGRAPHER FIELD
         

         The PHOTOGRAPHER field, an OPTIONAL field, is intended for
         the name of the photographer. The appropriate format is: last
         name first, first name, middle initial or middle name.

         If this information is inappropriate, as in the case of a
         commercially-produced educational filmstrip or a theatrical
         motion picture, you may use the space for alternative
         information (director, author, producer, studio, etc.) or
         leave it blank. You may Tab past this field if you do not
         wish to use it.

         THE ADDITIONAL NOTES FIELD
         

         The ADDITIONAL NOTES field, an OPTIONAL field, consists of a
         pop-up window accessed by pressing by the F7 key and removed
         by pressing the F10 key. You may enter any desired infor-
         mation into the three available lines. The ADDITIONAL NOTES
         window may be called at any time you are in Screen One.  The
         F5 key will replicate the additional notes entered for the
         last record. This makes date entry for similar items faster.
         If you delete or overstrike the field markers, the F3 key
         will restore them at any time.

         Ŀ
          SCREEN TWO 
         
         THE CAPTION FIELDS

         After leaving the Photographer field (press TAB or F10) you
         will see Screen Two. The Caption fields are optional fields
         which permit you to enter and store a caption for the item
         being cataloged.  You may store a print or large-format
         negative caption to be  printed on a 15/16 x 4 inch adhesive
         label, OR a slide caption to be printed on a 7/16 x 2 inch
         adhesive label. Only one caption may be stored per catalog
         number/frame number.

         The 15/16 x 4 inch labels are intended for the backs of
         prints, negative sleeves and envelopes, file folders and
         videotape or motion picture cassettes and canisters.

         The 7/16 x 2 inch labels are intended solely for slide
         mounts.


                                   Page -37-









         How to Enter and Store a Caption
         

         To store a 15/16 x 4 inch caption:

         1. Please note that the first line of the label (line 1) is
            automatically reserved for the catalog number/frame number
            (left side) and the storage location (right side). The
            cursor is automatically positioned on the first character
            of the second line (line 2.).

         2. Type the caption exactly as you wish it to appear. These
            function keys will assist you:

                               ENTER = NEXT LINE
                            UP ARROW = PREVIOUS LINE
                             DOWN ARROW = NEXT LINE
                   BACKSPACE ERASE = ERASE PREVIOUS CHARACTER

         3. If this label will be similar to the last label you
            entered, PRESS F5 TO IMPORT THE LAST LABEL entered during
            the session. You may then alter it as you see fit, or use
            it "as is".

         4.  Press F10 to leave the caption field and enter the
             Catalog Date field. DO NOT PRESS TAB as it will take you
             to the 7/16 x 2 inch area and erase the 15/16 x 4 inch
             label copy to prevent the entry of two labels.


         To store a 7/16 x 2 inch caption:

         1. Tab into the 7/16 x 2 inch caption area.  Press Shift+Tab
            to re-enter the 15/16 x 4 inch area if you accidentally
            entered this area.

         2. Type the caption exactly as you wish it to appear. These
            function keys will assist you:

                               ENTER = NEXT LINE
                            UP ARROW = PREVIOUS LINE
                             DOWN ARROW = NEXT LINE
                   BACKSPACE ERASE = ERASE PREVIOUS CHARACTER

         3. If this label is the same or  similar to the last label
            you entered, press F5 to import the last label. You may
            then alter it as you see fit, or use it "as is".

         4. Press F10 to leave the Caption field and enter the Catalog
            Date field. DO NOT PRESS Shift+Tab as it will take you
            back to the 15/16 x 4 inch area and erase the 7/16 x 2
            inch label copy to prevent the entry of two labels.




                                   Page -38-









         Ŀ
         SCREEN THREE 
         
         After completing the Caption field, Screen Three will appear.

         THE CATALOG DATE FIELD
         

         The CATALOG DATE field is a REQUIRED field. The cursor will
         automatically move to the first character of the Catalog Date
         field, a required field.

         The Catalog Date field is intended to hold the date the item
         was entered into the PHOTOARCHIVIST II system. The format for
         data entry into this field is YYYYMMDD (Year-Month-Day), for
         example 19890215  for February 15, 1989.  Once you have
         entered this date please press TAB to proceed to the
         Cataloger Initials field.


         THE CATALOGER INITIALS FIELD
         

         The CATALOGER INITIALS field, a REQUIRED field, will assist
         you in checking the accuracy of data entry and/or cataloging.
         It is designed to hold either the initials of the person
         entering the data into the PHOTOARCHIVIST II, (a secretary
         for instance) or the individual who classified and identified
         the image.  You may enter up to three initials, or a personal
         code, into this field.


         THE MONETARY VALUE FIELD
         

         The MONETARY VALUE field is an OPTIONAL field intended for
         any monetary information you may wish to record related to
         the image.

                                * Purchase price
                   * Rental fee (fee you charge or must pay)
                               * Appraisal amount
                               * Insurance amount


         You may enter the fee paid to rent this image, the fee you
         charge for rental of this image, or the fee charged to a
         client for the creation of this image.

         THE CLIENT/SOURCE FIELD
         

         The CLIENT/SOURCE field is an OPTIONAL field used to record
         the name of a client or the rental source of an image. Enter


                                   Page -39-









         information into this field as you would address an envelope.
         Example:  MR. JOHN H. SMITH, SMITH CORP.

         THE STREET/BOX FIELD
         

         The Street/Box field is an optional field, used to record a
         street address or box number.

                      Example:   1215 Mockingbird Lane NW.

         If space permits, and there is a box number/street address
         combination, you may enter both.

               Example:  1215 Mockingbird Lane NW/P.O. Box 4000.


         THE CITY/STATE/ZIP FIELD
         

         The CITY/STATE/ZIP field, an OPTIONAL field, is used to
         record the appropriate city, state abbreviation and zip code.

                        Example: OGDEN, UT 44703

         If space permits, and there are two zip codes for box
         number/street address combination, you may enter both:

                     Example:  Rio Rancho, NM 87124/87174.


         THE IMAGING REFERENCE FIELD
         
         The Imaging Reference field is reserved for data used by THE
         PHOTOARCHIVIST II - IMAGING VERSION.

         This version of the system is intended for commercial,
         industrial and educational clients who wish to see what an
         image looks like as it is located by the system.  THE
         PHOTOARCHIVIST - IMAGING  VERSION links directly to one or
         more Panasonic optical disc recorder/player(s). It permits
         you to record, search for and almost instantaneously display,
         on a video monitor, any image stored by the system. The
         present capacity of the imaging system is 540,000 still frame
         images (54,000 images per recorder/player or player).

         For further information on the imaging version, please
         contact CULTURAL SOFTWARE at P.O.  Box 15191, Rio Rancho, NM
         87174.







                                   Page -40-









         FUNCTION KEYS
         
         As you catalog an item you will see prompts for certain keys
         at the bottom of the screen. These prompts perform special
         functions:

         Tab=Next Field - Moves the cursor to the next data field.

         Shift+Tab= Previous field - Moves the cursor back one field.

         F1=Catalog Menu - Cancels entry of the current record and
                           returns you to the Catalog menu.

         F2=Previous Screen - Moves to the previous data entry screen;
                              does not cancel the data you have
                              entered before moving.

         F3=Restore Field Markers - Restores any field markers
                                    inadvertently erased by deletions
                                    or changes.

         F5=Replicate -  Press this key  if the data to be entered in
                         this screen is  similar to the data entered
                         in the last record.  The data from that
                         screen of the last record will be imported;
                         You may then alter it as you see fit, or use
                         it "as is."  This key can save considerable
                         data entry time.


         F6=Tab to Other Label - In Screen 2 this will take you to the
                                 other caption field.


         F10=Continue - Takes you to the next screen or executes the
                        desired function.




















                                   Page -41-









                                  Ŀ
                                   UPDATE  
                                  

         UPDATE is used to correct or alter information contained in a
         record. This function is selected from the Catalog Menu.
         Enter the appropriate Catalog Number and Frame Number, then
         press F10. The automatic right justify function works the
         same way in this field as it does in the Enter function.

         Screens one, two, and three will be shown sequentially and
         you will be able to update the fields for the record you have
         selected.

         After you have made the correction(s) you desire, press F10
         until you have paged through Screen Three and the Catalog
         Number and Frame Number screen reappears.  You now have the
         opportunity to enter another catalog number/frame number.
         If you do not wish to update another record, follow the
         prompt at the bottom of the screen and press F1 to return to
         the Catalog Menu.

         Only one record may be updated at a time to prevent
         accidental changes to a large number of records.

         Please Note:  If you wish to ABORT your changes at any time
         by pressing F1 BEFORE entering F10 at the end of screen
         three.




























                                   Page -42-









                                   Ŀ
                                    DELETE  
                                   

         Delete PERMANENTLY removes a specified record from the
         database. Once a record is removed it cannot be restored
         except by re-entering it. This function is selected from the
         Catalog Menu.

         You must supply a Catalog Number to delete a record. The
         automatic right justify function works the same way in this
         field as it does in the Enter function.

         After  you specify the catalog number to be deleted, press
         F10 and  the PHOTOARCHIVIST II will locate and display Screen
         One of the record.  ONLY THE FIRS SCREEN WILL BE DISPLAYED.

         Press F10 to continue the process of deletion.  A message
         will appear in the top left corner of the screen. It asks you
         to press F10 a second time to verify your decision to delete
         the record.

         This "second chance" is built into the Delete function to
         avoid unintentional deletions. You may press F1 at any time
         up to this point to abort the Delete function.  Prompts are
         located at the bottom of the screen.

         If you press F10 a second time, the record will be
         PERMANENTLY deleted from the database.



























                                   Page -43-









                                THE REPORT MENU

                         Ŀ
                          PREFACE TO THE REPORT MENU 
                         

         This section describes the various Report functions available
         through the Report Menu.


         The Report functions include

         - searches
         - the printing of adhesive caption and copyright labels,
         - the creation of a thesaurus of subject headings, and
         - a count (tally) of records in the database.

         Reports 1 and 5 are printed on 8.5 x 11 inch paper. To
         generate these reports, please see that your ASCII-compatible
         tractor or bin feed parallel printer is set to 10 pitch (10
         characters per inch).  The vast majority of personal computer
         printers are ASCII compatible parallel printers, and 10 pitch
         is the normal default fixed-pitch setting for many printers.

         Reports 2, 3 and 4 generate adhesive labels using Avery 4087
         (7/16 x 2 inch - four across) and Avery 4065 (15/16 x 4 inch
         - one across) continuous form pin feed labels.  To generate
         these labels, you must have a tractor feed ASCII-compatible
         parallel printer set to 10 pitch (characters per inch).



























                                   Page -44-









                        Ŀ
                         OVERVIEW OF THE REPORT MENU 
                        

         THE PHOTOARCHIVIST II REPORT MENU contains five reports:

         1 - Search/Print by Categories  CATALOG NBR/FRAME - SUBJECT
            - LOCALE - IMAGE DATE - FORMAT - PHOTOGRAPHER - CLIENT

         2 - Print EXISTING Captions (Labels)

         3 - Create/Print NEW Captions (Labels)

         4 - Print Copyright/ Photographer Credit Labels

         5 -  Print a Thesaurus of SUBJECT HEADINGS

         The Report functions may be accessed by pressing R at the
         Main Menu or R at the Catalog Menu.





































                                   Page -45-









                                    REPORT 1

                 Search by CATALOG NBR/FRAME - SUBJECT LOCALE -
                  IMAGE DATE - FORMAT - PHOTOGRAPHER - CLIENT

         Select Report 1 from the Report Menu by typing 1. Each report
         will be discussed in the order it appears on the Report
         Menu.  This will cause the Search Parameters screen to
         appear.

         Report 1 is the most commonly used report function. It
         permits researchers to specify one, several, or all of the
         following attributes when searching the database:

          * Catalog Number/Frame Range
          * Subject (up to five may be specified during one search)
          * Locale  (up to three may be specified during one search)
          * Image Date (range)
          * Format
          * Photographer
          * Client


         THE CATALOG NUMBER/FRAME FIELD
         

          1. You may enter a range of catalog numbers and frame
             numbers as appropriate. If you suspect that some of the
             images may be on roll film, it is best to make the From
             Frame Number 000 and the To Frame Number 999 as seen
             below.

         From: 1990.0001.0001   000       To: 1990.027.0003   999


         2. If you are searching for a single image, the From and To
            catalog numbers and frame numbers should be the same.
            This example is for a single print or non-roll film
            negative, therefore the Frame Numbers remain zeros.

         From: 1990.0001.0001   000       To: 1990.0001.0001  000

         The following example is for a single negative on a roll of
         film.

         From: 1990.0001.0001   006       To: 1990.0001.0001  006

          3. If you are searching for all images on a single roll of
             film,  enter a From catalog number corresponding to the
             roll with a  frame number of 000  and a To catalog number
             corresponding to the roll with  a frame number of 999.

         From: 1990.0001.0001   000       To: 1990.0001.0001  999



                                   Page -46-









         If you fail to get a "hit" on a catalog number during a
         search, please check the manner in which it was entered. The
         most common mistakes are:

         (1) entering the number incorrectly, and

         (2) failing to enter a frame range of 000 to 999 when
             searching for images on roll film.  If you enter 000 to
             000 the system will exclude the individual frames.

         THE SUBJECT FIELD
         

          1. You may specify up to five (5) subject headings.  Leave
             the field blank if the subject parameter is unimportant
             to your search.

          2. You may use partial Subject information, such as SMITH
             HARDWA for SMITH HARDWARE. Do not use periods or abbrevi-
             ations unless you have done so uniformly during data
             entry.

          3. If you use this field, do not leave any blank spaces at
             the beginning of the first line. This will result in an
             unsuccessful search.

          4. Treat the two lines of this field as one unbroken line.

         If a word in a multiple word subject heading  ends on the
         last space of the first line, skip the first space in the
         next line so as to separate the words. Otherwise, THE PHOTO-
         ARCHIVIST II will recognize the two words as one word.  In
         the following example, the "D" in "AND" is the last character
         in the first line of the field. To achieve proper spacing,
         the first space in the next line is left blank (signified by
         an asterisk *):

         Correct
         
         SMYTHE JOHN/RICKENBACKER, FRED/SMYTHE FEED, HARDWARE AND
         *WAGONS

         If you fail to leave this space (*) ,  THE  PHOTOARCHIVIST II
         will search for ANDWAGONS as though it were one word.

          5. As in data entry, end each subject heading with a (/). Do
             not begin the field with a (/).


          6. Consider whether proper names or general are the most
             appropriate for your search, and the best manner in which
             to formulate your query.




                                   Page -47-









         Broad searches by thesaurus term(s) are more efficient for
         the general researcher. If the researcher is too exact,
         related material of interest could be missed or overlooked.
         And  several additional searches could be necessary.

         7. Avoid the use of periods or abbreviations unless they
            have been used consistently in data entry. THE PHOTO-
            ARCHIVIST II recognizes the following terms for BUILDING
            as separate terms.

                                     BLDG.
                                      BLDG
                                    BUILDING

         8. If the photograph has a title, it should be entered in
            this field.

         9. Use the tab key to move the cursor from one line to
            another or from one field to another. Press tab to move
            forward, and shift and tab simultaneously to move back.
            The up and down arrows are not functional.

         Examples:
         

         The following examples are designed to help you decide on
         various research strategies that might be useful to your own
         particular database.


         EXAMPLE:   Locating the photograph of a particular person.

         If a person is known by the names BALDRIDGE, RICHARD and
         BALDRIDGE, RICK, one might  simply enter BALDRIDGE, R.

         THE PHOTOARCHIVIST  II would locate all photographs of
         persons named BALDRIDGE, including all photographs listed as
         BALDRIDGE, RICHARD or BALDRIDGE, RICK in the collections.

                                      ---

         EXAMPLE:   Searching for Mount Rushmore and other monuments.

         A researcher wishes to see all of the photographs related to
         monuments, especially Mount Rushmore. The researcher enters
         the proper name MOUNT RUSHMORE and the generic term
         MONUMENTS. If it were properly entered, Mount Rushmore would
         appear under the generic term MONUMENTS.  However, entering
         it by its proper  name acts as insurance against inconsistent
         data entry.

                                      ---




                                   Page -48-









         EXAMPLE:   Finding a titled photograph.

         A researcher wants to find a slide, print or negative of the
         photograph MOONRISE OVER HERNANDEZ, NEW MEXICO by Ansel
         Adams.

         You could enter "MOONRISE OVER HERNANDEZ, NEW MEXICO" as the
         subject parameter. THE PHOTOARCHIVIST  II would locate only
         this image  - provided that there is no other photograph in
         the database with the same name. Remember to use quotation
         marks when entering or searching for a titled photograph.


         THE LOCALE FIELD
         

          1. You may specify up to three (3) exact or partial locale
             matches, or leave the field blank.

          2. You may use partial words for Locale information, such as
             OMA or OMAH for the locale  NB, OMAHA

         3. If you use this field, remember do not leave any blank
            spaces at the beginning of the line. This will result in
            an unsuccessful search.

         4. As in data entry, end each locale with a (/).

         5. If abbreviations have been used, keep this in mind when
            entering search parameters for this field.

         6. Avoid the use of periods after abbreviations such as ST,
            AVE, BLVD, etc. They will hinder the effectiveness of
            searches as the system recognizes AVE. and AVE as two
            separate terms.


         Examples:
         
         The examples on the following page are designed to help you
         decide on various research strategies that might be useful to
         your own particular database.

                                      ---

         EXAMPLE: Broad regional searches.

         A researcher wishes to locate all images related to Colorado.
         Therefore, he/she would enter the abbreviation CO as the
         search parameter in the Locale field.

                                      ---




                                   Page -49-









         EXAMPLE: Locating all photographs of buildings at a
                  particular address in a certain town.

         You wish to locate photographs of the 200 Block of  West Main
         Street in San Francisco, California. The data was entered in
         the standard data entry format of:

           [STATE], [COUNTY], [TOWN], [STREET], [QUADRANT], [NUMBER]

         You could enter the search heading criteria as:

            CA, SAN FRANCISCO COUNTY, SAN FRANCISCO, MAIN ST, W, 002

         Or, if San Francisco  is the only town in the database, the
         correct entry could be:

                         SAN FRANCISCO, MAIN ST, W, 002

         The 002 will result in matches of all five-digit street
         numbers such as 00201, 00210, 00230.

         This could be useful if you are unsure of the precise street
         number.


         IMAGE DATE FIELD
         

         1. Both parts of the field must be utilized, even if you are
            searching for an exact date, and they must be properly
            zero filled. You may enter:

         a) an exact date (year, month and day)

         b) a range of years only

         c) a range of exact dates (years, months and days)

         d) No date range if it is unimportant


         2. If you use this field, do not leave any blank spaces at
            the beginning of this field.  This will result in an
            unsuccessful search.

         3. In the From:  field, enter the four digits of the year.
            Next enter the two digits of the month, and two digits of
            the day if known. Remember to retain the zero filling for
            the month and day portions if they are unknown or
            unimportant.

         4. In the To:  field, enter the four digits of the year.
            Next enter the two digits of the month, and the two digits
            of the day if known. Remember to retain the zero filling


                                   Page -50-









             for the month and day portions if they are unknown or
             unimportant.


         Examples:
         

         These examples are designed to help you decide on various
         research strategies that might be useful to your own
         particular database.

         EXAMPLE: An exact date.

         John F. Kennedy visited your city on April 10, 1961.  You
         wish to locate any photographs taken on this day.

         You would enter:

                        From: 19610410     To: 19610410

         Suppose you wish to search for all photographs of a certain
         subject from June 21, 1953 to 1980.

         You would enter:

                        From: 19530621     To: 19800000

                                      ---

         EXAMPLE: A specific year.

         You are searching for any photographs taken in 1976. You
         would enter:

                        From: 19760101     To: 19761231
                  (from January 1st to December 31st of 1976)

                                      ---

         EXAMPLE: A range of years and dates.

         Suppose you wish to search for all photographs from June 21,
         1953 to 1980.

         You would enter:

                        From: 19530621     To: 19800000









                                   Page -51-









         THE FORMAT FIELD
         

         1. If you wish to limit your search, you may specify a format
            from the following:

                                 NEGATIVE, B/W
                                NEGATIVE, COLOR
                                     SLIDE
                                   PRINT, B/W
                                  PRINT, COLOR
                                  TRANSPARENCY

         2. You may use partial words  such as NEGATIVE, CO for
            NEGATIVE, COLOR, SL for SLIDE or TR for TRANSPARENCY.

         3. If you use this field, do not leave any blank spaces at
            the beginning of the line. This will result in an unsuc-
            cessful search.


         PHOTOGRAPHER FIELD
         

         1. You may enter a complete or partial name in this field
            (SMITH, JOHN or SMITH).

         2. You may use a partial photographer's name such as ADAMS, A
            for ANSEL ADAMS.


         3. If you are searching for images by a specific
            photographer, the best course is to enter only the full
            last name. This avoids problems when data has been entered
            inconsistently. THE PHOTOARCHIVIST II will reject entries
            that do not contain the exact string somewhere in the
            field.  For example, if you search for:

                               SMITH, JOHN HENRY

            It will not match SMITH, JOHN H. because it contains a
            period and all of HENRY is not present.

            It will not match  SMITH, JOHN because it does not contain
            the full middle name HENRY.

          4. If you use this field as a search parameter, do not leave
             any blank spaces at the beginning of the line. This will
             result in an unsuccessful search.







                                   Page -52-









         CLIENT FIELD
         

         1. You may enter a complete or partial name in this field
            (SMITH, JOHN or SMITH).

         2. You may use a partial client's name such as SMITH ST for
            SMITH STEEL.

         3. If you are searching for images by a specific client, the
            best course is to enter only the full last name. This
            avoids problems when data has been entered inconsistently.
            THE PHOTOARCHIVIST II will reject entries that do not
            contain the exact string somewhere in the field.  For
            example, if you search for:

                               SMITH, JOHN HENRY

            It will not match SMITH, JOHN H. because it contains a
            period and all of HENRY is not present.

            It will not match SMITH, JOHN because it does not contain
            the full middle name HENRY.


         4. If you use this field as a search parameter, do not leave
            any blank spaces at the beginning of the line. This will
            result in an unsuccessful search.


         SCREEN or PRINTED REPORT FIELD (S or P)
         

         Enter S to view records on screen or P for a printed report.


         Screen Report Option
         

         1. The S option displays each record matching your search
            parameters on the monitor. When THE PHOTOARCHIVIST II
            encounters a matching record, it will stop on the first
            screen of that record.

            If desired, you may print a copy of this screen using the
            Print Screen key (often marked PRT SC). When you have
            finished examining or printing the first screen, press any
            key to see the second screen. This screen may be printed
            using the Print Screen key. Then press any key to resume
            the search.

         2. If you decide that you have found what you need and wish
            to discontinue the report, press Ctrl (control) and Break



                                   Page -53-









            simultaneously. Your report will stop and you will be
            taken back to the Report Menu.

         3. When the screen report is complete, you will be taken back
            to the Report Menu.


         Printed Report Option
         

         1. The P option prints each record matching your search
            parameters. A blank page is printed for paper alignment,
            followed by a parameters page for verification, then the
            records matching your search parameters.

         2. The printed report will continue until all matching
            records are found or you decide that you want to interrupt
            the report.

         3. TO DISCONTINUE PRINTING: press Ctrl (CONTROL) and Break
            simultaneously to end the run, turn off the printer, then
            realign the paper, and turn the printer on.

            IF YOUR PRINTER HAS A BUFFER (memory contained within the
            printer which stores output from the computer), it will
            continue to print until data in the buffer has been
            exhausted. To empty the buffer:

            a) press Ctrl (CONTROL) and Break simultaneously,
            b) press the On Line button on your printer to take it Off
               Line,
            c) turn your printer off, this will clear its buffer,
            d) realign the paper,
            e) turn on the printer.

          4. Before running the report, make sure that the paper is
             properly positioned in your printer and place the printer
             on line.

         5. When the printed report is complete, you will automatical-
            ly return to the Report Menu.

         Search Parameters Page
         

         Before executing a printed report, the system prints a page
         confirming your search parameters.









                                   Page -54-









         Mixed Field Searches:
         


         1. The most effective search strategy for your needs may
            involve the use of a combination of fields. You may
            formulate a search using any combination of fields which
            proves effective.

         2. Remember not to leave any blank spaces at the beginning of
            any field that you use for one of your search parameters.


         Examples:
         

         The following examples are designed to help you decide on
         various research strategies that might be useful to your own
         particular database.

         EXAMPLE: Finding slides using the Photographer, Image Dates,
         and Format fields.

         You are looking for slides made by Roger Smith between 1984
         and 1989. One would enter the following information in the
         respective fields:

                    IMAGE DATE: From:19840101   To:19891231
                           PHOTOGRAPHER: SMITH, ROGER
                                  MEDIA: SLIDE


                                      ---


         EXAMPLE: Combining Subject, Locale, and Image Date fields.

         Suppose you are looking for pre-1970 photographs of
         automobiles taken  in Colorado and Arizona. Your files have
         photographs taken as early as 1948, so you  n  could search
         by the following parameters:

                             SUBJECT: AUTOMOBILES/
                                 LOCALE: CO/AZ/
                    IMAGE DATE: From:19480101   To:19691231

                                      ---









                                   Page -55-









         EXAMPLE: Combining Title and Photographer fields.

         You are looking for "Moonrise Over Hernandez, New Mexico" by
         Ansel Adams.  Enter the following information to locate this
         photograph.

                 SUBJECT: "MOONRISE OVER HERNANDEZ, NEW MEXICO"
                           PHOTOGRAPHER: ADAMS, ANSEL


         FUNCTION KEYS
         

         1. Press F1 to return to the Report Menu.

         2. Press Tab to move to the next field.

         3. Press Shift+Tab to move to the previous field.

         4. Press F10 after information has been entered into the
            search fields. THE PHOTOARCHIVIST II will then formulate
            the Report to your specifications.

         5. During the search of your database, pressing  Ctrl+Break
            terminates the report and returns you to the Main Menu.































                                   Page -56-









                                    REPORT 2

                          Print STORED Caption Labels

         Report 2 permits you to print caption labels entered and
         stored during the data entry process.  Select Report 2 from
         the Report Menu by typing 2.  This will cause the Catalog
         Numbers screen to appear.

         Report 2  produces caption labels on adhesive labels, either
         7/16 x 2 inch  (slide labels, Avery #4087) or 15/16 x 4 inch
         (print, negative sleeve, etc. labels, Avery #4065).  The
         captions which are produced are the one you entered during
         the data entry process.

         1. Begin by specifying either a range of Catalog and Frame
            numbers OR up to 24 individual Catalog Nbr/Frame numbers.
            You will have obtained these numbers by executing Print
            Screen commands during an on-screen searches, or from
            printed reports. When you have entered the appropriate
            numbers press F10 to continue.

         2. THE PHOTOARCHIVIST II will then search the numbers
            specified and arrange them by size of label.

         3. Next, the system will prompt you to load and align either
            7/16 x 2 inch or 15/16 x 4 inch labels in your tractor
            feed parallel printer.  Please check to see that your
            printer is set to 10 pitch (characters per inch).

         4. THE PHOTOARCHIVIST II will then prompt you with a message
            to make sure the labels have been mounted. It will then
            give you three options: (1) Press F9 to print Xs on a
            label, or row of labels, to see if they are properly
            aligned; (2) Press F10  if you are sure the labels are
            properly aligned and you wish to print them; (3) Press
            Escape to abort the process and return to the Report Menu.

         5. THE PHOTOARCHIVIST II will print all of one size label and
            then prompt you to load and align the next size of label
            stock if there are any labels to be printed on that stock.
            When you have loaded and aligned the proper label stock
            press F10 complete the printing of labels.

         6. TO DISCONTINUE PRINTING: press Ctrl (CONTROL) and Break
            simultaneously to end the run, turn off the printer, then
            realign  or change the label stock or paper, then turn the
            printer on. This combination of two keys helps to ensure
            that a print run will not be interrupted by accidentally
            pressing Escape.






                                   Page -57-









         IF YOUR PRINTER HAS A BUFFER (memory contained within the
         printer which stores output from the computer), it will
         continue to print until data in the buffer has been
         exhausted. To empty the buffer:

          a) press Ctrl (CONTROL) and Break simultaneously,
          b) press the On Line button on your printer to take it Off
             Line,
          c) turn your printer off, this will clear its buffer,
          d) realign the label stock or change to a different stock or
             paper,
          e) turn the printer on.












































                                   Page -58-









                                    REPORT 3

                        Create/Print NEW Caption Labels

         Report 3 enables you to compose and print caption labels on
         the fly. Use this report when you consider the stored caption
         to be inappropriate, or any time you need to create a special
         label.  Select Report 3 from the Report Menu by typing 3.

         Report 3  produces captions on adhesive labels, either 7/16 x
         2 inch  (slide labels, Avery #4087) or 15/16 x 4 inch (print,
         negative sleeve, etc. labels, Avery #4065). These captions
         are not saved; if you wish to replace the captions stored
         with specific records please use the Update function of the
         Catalog Menu.

         Please follow the procedure below to enter and print a new
         caption:

         1. Type the label exactly as you wish it to appear.  You may
            enter text in either the 15/16 X 4 inch label area OR the
            2 line slide caption area. You may not enter text in both
            areas. Press F6 to toggle between fields as necessary.

         2. The following text editing keys are available:

                                 Tab=Next Line
                            Shift+Tab=Previous Line
                                   Backspace
                                     Insert
                             Up Arrow=Line Above
                             Down Arrow=Line Below

         3.  THE PHOTOARCHIVIST II will then prompt you with a message
             to make sure the labels have been mounted. It will then
             give you three options: (1) Press F9 to print Xs on a
             label, or row of labels, to see if they are properly
             aligned; (2) Press F10  i f you are sure the labels are
             properly aligned and you wish to print them; (3) Press
             Escape to abort the process and return to the Report
             Menu.

         4.  THE PHOTOARCHIVIST II will print all of one size label
             and then prompt you to load and align the next size of
             label stock if there are any labels to be printed on that
             stock.  When you have loaded and aligned the proper label
             stock press F10 complete the printing of labels.

         5. TO DISCONTINUE PRINTING: press Ctrl (CONTROL) and Break
            simultaneously to end the run, turn off the printer, then
            realign or change the label stock or paper, then  turn the
            printer on. This combination of two keys helps to ensure
            that a print run will not be interruped by accidentally
            pressing Escape.


                                   Page -59-









         IF YOUR PRINTER HAS A BUFFER (memory contained within the
         printer which stores output from the computer), it will
         continue to print until data in the buffer has been
         exhausted. To empty the buffer:

          a) press Ctrl (CONTROL) and Break simultaneously,
          b) press the On Line button on your printer to take it Off
             Line,
          c) turn your printer off, this will clear its buffer,
          d) realign the label stock or change to a different stock or
             paper,
          e) turn the printer on.












































                                   Page -60-









                                    REPORT 4

                   Print Copyright/Photographer Credit Labels


         Report 4 permits you to compose, store and print multiple
         copies of copyright and/or photographer credit labels.
         Select Report 4 from the Report Menu by typing 4.

         Report 4  prints copyright warnings on adhesive labels,
         either 7/16 x 2 inch  (slide labels, Avery #4087) or 15/16 x
         4 inch (print, negative sleeve, etc. labels, Avery #4065).
         Each time you change the copy, the new form of the label is
         saved to memory.  You may print from 1 to 99 copies of each
         copyright/photographer label each time you print.

         5/16 x 4 inch Labels
         

         1. If you select 15/16 x 4 inch labels the following screen
            will appear.

         2. Type the label exactly as you wish it to appear.  The
            following keys are available:

                                 Tab=Next Line
                            Shift+Tab=Previous Line
                                Backspace Erase
                                     Insert
                              Up Arrow=Line Above
                             Down Arrow=Line Below

         You may wish to use the first line for "Copyr. 1990" "(your
         name or studio)" followed by the words "All Rights Reserved"
         your address and phone number and anything else you may
         consider necessary to protect your rights. This label will be
         stored in the form you compose; it will reappear when you
         select Report 4, but you may revise it at any time.

         3. Next, enter the number of labels you wish to print from
            01 to 99. Be sure to zero fill the numbers from 1 to 10
            (i.e. 01, 02, 03,  etc.).

         4. Press F10 to continue when you have finished composing
            your label.  The system will then prompt you with the
            instructions on alignment explained on page 4 - 30 under
            item number 3.


         7/16 x 2 inch Labels
         

         1. Type the label exactly as you wish it to appear.  The
            following keys are available:


                                   Page -61-










                                 Tab=Next Line
                            Shift+Tab=Previous Line
                                Backspace Erase
                                     Insert
                              Up Arrow=Line Above
                             Down Arrow=Line Below

         Slide label space is limited; use a short copyright notice -
         (c) 1990, (your name or studio) - to protect your rights.
         The  label will be stored  and will reappear when you select
         Report 4.  You may revise it at any  time.

         2. When you have composed your label, press Tab to proceed to
            the number of labels field. Because slide labels are made
            4 across, the number of labels that will print will be 4
            times the number you enter (i.e., if you enter 3, 12
            copies of your label will print.

         3.  Press F10 to continue when you have finished composing
             your label. The system will then prompt you with the
             instructions on alignment explained on page 4 - 30 under
             item number 3.

         4. TO DISCONTINUE PRINTING: press Ctrl (CONTROL) and Break
            simultaneously to end the run, turn off the printer, then
            realign or change the label stock or paper, then turn the
            printer on.

         IF YOUR PRINTER HAS A BUFFER (memory contained within the
         printer which stores output from the computer), it will
         continue to print until data in the buffer has been
         exhausted. To empty the buffer:

          a) press Ctrl (CONTROL) and Break simultaneously,
          b) press the On Line button on your printer to take it Off
             Line,
          c) turn your printer off, this will clear its buffer,
          d) realign the label stock or change to a different stock or
             paper,
          e) turn  the printer on.

         10. When the printed report is complete, you will automati-
             cally return to the Report Menu.


         Please Note:  Slide mounts are slightly under 2 inches wide,
         so it may be necessary to trim 1/16 to 1/32 inch off the
         label. This can easily be accomplished with a scissors.
         Although slightly inconvenient, this avoids the necessity of
         purchasing expensive, custom made labels.





                                   Page -62-









                                    REPORT 5

                     Print a Thesaurus of SUBJECT HEADINGS

         Report 5 permits you to prepare an alphabetical subject guide
         to your collection or files. Select Report 5 from the Report
         Menu.

         At some point you will wish to know what general subjects you
         have in your collection (i.e., airplanes, scenics, etc.).
         You may wish to  employ an authority guide such as the
         Library of Congress Thesaurus for Graphic Materials for
         reasons of consistency. Whether you do or don't, Report 5
         will prepare an alphabetical listing for you.

         This report is of great value in updating your subject
         headings. Simply print a thesaurus and look for redundant
         terms  (i.e., airplane and planes or automobile and car).
         Decide which one you want to use, and do a search for the
         one(s) you don't want to use. Once you have the Catalog/
         Frame numbers, use Update to make your headings consistent.

         Report 5 functions by examining all subject headings in your
         database, eliminating duplication, alphabetizing them, and
         printing a list of headings. It creates a special temporary
         file on disk with which to work with the headings and will be
         deleted when you exit  THE PHOTOARCHIVIST II.


         GENERAL GUIDELINES
         

         1. Position the paper in your printer and place the printer
            on line.

         2. Press F10 to invoke the routine; printing will commence
            after the subject headings have been examined and sorted
            alphabetically. Duplicate headings will not be repeated on
            the report. The  Thesaurus Report is illustrated on the
            following page.

         IF YOU HAVE INADEQUATE DISK SPACE, a message will appear on
         to that effect and THE  PHOTOARCHIVIST II will return you to
         the Main Menu.

         3.  Press F1 if you change your mind  and want to return to
             the Report Menu

         4. TO DISCONTINUE SORTING OR PRINTING: press Ctrl (CONTROL)
            and Break simultaneously to end the run, then realign the
            paper.


         IF YOUR PRINTER HAS A BUFFER (memory contained within the


                                   Page -63-









         printer which stores output from the computer), it will
         continue to print until data in the buffer has been
         exhausted. To empty the buffer:

         a) press CTRL (CONTROL) and BREAK simultaneously,
         b) press the ON LINE button on your printer to take it OFF
             LINE,
         c) turn your printer off,
         d) realign the paper,
         e) and turn your printer on.

         5. When the printed report is complete, you will
            automatically return to the Report Menu.











































                                   Page -64-









                               THE TALLY FUNCTION


         The Tally function counts the number of records in your
         database.  To select the Tally function, press T at the
         Report Menu.

         A screen will appear as the system counts the number of
         records.  To record the final number, issue a print screen
         command from the keyboard.


                        Ŀ
                         HOW TO EXIT THE REPORT MENU 
                        

         To exit the Report Menu, press E to exit to MS-DOS OR  press
         C to transfer to the Catalog Menu.


                       Ŀ
                        EXITING THE PHOTOARCHIVIST II 
                       

         Upon exiting  THE  PHOTOARCHIVIST II, the following message
         will be displayed:

         Ŀ
            . . . Optional work files (if any) will be deleted      
                                                                    
          File not found                                            
          File not found                                            
          File not found                                            
                                                                    
          THE PHOTOARCHIVIST II successfully terminated . . . you   
          are in DOS                                                
                                                                    
                                                                    
           C:\PHOTO>                                                
                                                                    
         

         The message "...Optional work files (if any) will be deleted"
         refers to certain work files created by the program for
         functions such as the generation of a thesaurus. Do not be
         concerned by this message.

         This concludes the overview of the system.








                                   Page -65-









             Ŀ
              INSTALLING THE PHOTOARCHIVIST II ON YOUR HARD DISK 
             

         Installation Procedure
         

         NOTE: If you have created a database with the trial version
               that you wish to keep, copy the files PHOTO.DAT and
               PHOTO.KEY into a separate directory, then erase all
               files in the \PHOTO directory. After installation, copy
               the files PHOTO.DAT and PHOTO.KEY back into the \PHOTO
               directory.

         1. Turn your computer on and allow your version of MS-DOS to
            boot in the usual manner (requires DOS 2.1 or higher; DOS
            3.3 or higher recommended; Compaq(tm) MS-DOS 3.31 or MS-
            DOS 5 recommended for disks or disk partitions larger than
            32 megabytes).

         2. Remove THE PHOTOARCHIVIST II diskette.

         3. At the DOS prompt (usually C:\> or C:>) make a directory
            for the system and your files called PHOTO by typing:

                        MD \PHOTO  and then press ENTER

            If you have used the shareware trial version, and this
            directory already exists, erase the trial files and
            database by typing DEL \PHOTO

         4. Make the PHOTO the default directory by typing:

                        CD \PHOTO  and then press ENTER

         5. Place the diskette in the appropriate floppy drive. At the
            C:PHOTO> prompt type: COPY A: (or B:) SYSTEM.EXE. This
            will copy the compressed master file into your \PHOTO
            directory.

         6. When the copying is complete, type SYSTEM to expand the
            files to their normal size. Then type DEL SYSTEM.EXE to
            remove the compressed master file and save disk space.

         7. Lastly, copy the file PHOTO.BAT into your ROOT (\)
            directory.  This will allow you to run THE PHOTOARCHIVIST
            II from ANY directory.

         6. Place the diskettes in a secure location.  You may
            distribute the shareware trial version of the system, it
            is a violation of copyright to give, sell or trade the
            color, supported version. Besides, THE PHOTOARCHIVIST II
            is inexpensive enough to license. . .



                                   Page -66-









         7. Type PHOTO to activate the system.

         If Your System Does NOT Load and Run
         

         * If you attempt to copy the system files from floppy disk
           and see a DOS comment indicating inadequate disk space,
           please check to see that there is adequate space on your
           hard disk by issuing the command CHKDSK at the MS-DOS
           prompt.  There must be at least 400 Kb of free space on
           your hard disk for the system files plus about 130Kb for
           this manual.

         * If you attempt to run the system and see a DOS message
           indicating inadequate RAM to load the system, please check
           to see that you have at least 512 Kb of RAM (Random Access
           Memory) installed in your computer.

         * If the files do not copy from the floppy disk, please check
           to see that you have specified the correct floppy drive in
           your copy command (i.e., A: or B:).

         * If you attempt to run the system and see a "file not found"
           DOS message, please check to see that (1) you have properly
           created a directory called PHOTO (or other name), (2)
           copied the compressed master file to that directory, (3)
           that you have decompressed the file by typing SYSTEM, (4)
           and that you are in the \PHOTO directory before attempting
           to run the system.

         * If your diskette appears to have been damaged in shipment,
           please send it, your license number, and a note to CULTURAL
           SOFTWARE at P.O.  Box 15191, Rio Rancho, NM 87174.  A
           replacement will be made free of charge by return mail.

         Future Use of THE PHOTOARCHIVIST II
         

         In the future, whenever you wish to start THE PHOTOARCHIVIST
         II simply start your computer and, at the prompt, type:
         PHOTO.















                                   Page -67-









                                   APPENDICES


         FLOWCHART FOR ENTERING DATA
         

         1. Activate  THE  PHOTOARCHIVIST II, select the CATALOG MENU.
            Select the ENTER FUNCTION.

         2. Catalog Item. You may wish to  Use A Subject Authority
            such as the LC Thesaurus for Graphic Materials.

         3. Review each screen before proceeding to the next.

         4. At the end of the DATA ENTRY session perform a Backup of
            your PHOTO Directory to Safeguard Your Files.


         FLOWCHART FOR UPDATING DATA
         

         1. Activate  THE  PHOTOARCHIVIST II, select the CATALOG MENU.
            Select the UPDATE FUNCTION.

         2. Enter the CATALOG NUMBER for the record you wish to
            UPDATE. Press F10.

         3. Enter the correct information into the appropriate fields
            on Screen One and press F10.

         4. Enter the correct information into the appropriate fields
            on Screen Two and press F10.

         5. Enter the correct information into the appropriate fields
            on Screen Three and press F10.

         6. Review all items cataloged On-screen or Printed-out to
            Verify Accuracy of Data Entry.

         7. Go to Step 2 or,

         8. At the end of the DATA ENTRY session perform a Backup of
            your PHOTO Directory to Safeguard Your Files.


         FLOWCHART FOR DELETING DATA
         

         1. Activate  THE  PHOTOARCHIVIST II, select the CATALOG MENU.
            Select the DELETE FUNCTION.

         2. Enter the CATALOG NUMBER for the record you wish to
            DELETE. Press F10.



                                   Page -68-









         3. Examine Screen One to verify that this is the record you
            wish to DELETE.

         4. If this is the correct record, press F10 twice to DELETE
            the record.

         5. Go to Step 2 or,

         6. At the end of the DATA ENTRY session perform a Backup of
            your PHOTO Directory to Safeguard Your Files.


         FLOWCHART FOR REPORT FUNCTIONS
         

         1. Activate  THE  PHOTOARCHIVIST II, select the REPORT MENU.
            Select the desired REPORT FUNCTION.

         2. Enter the necessary search parameters and report options
            for the report you wish to execute. Press F10.

         3. When the report is complete, THE PHOTOARCHIVIST II will
            return to the REPORT MENU.

         4. Select another REPORT option from the REPORT MENU or exit
            THE PHOTOARCHIVIST II.

         5. Return to the MAIN MENU and select a CATALOG function.

         6. If you have used the DATA ENTRY functions perform a
            Backup of your PHOTO Directory to Safeguard Your Files.

























                                   Page -69-









                                   APPENDICES

                                TROUBLESHOOTING:
                  CATALOG, UPDATE, DELETE, AND REPORT MESSAGES


         The following error messages may appear in the course of
         using THE PHOTOARCHIVIST II. They indicate simple errors in
         data entry and will appear in the upper left hand corner of
         the screen.

                          "CATALOG DATE  is required"

         This date must be supplied in the format YYYYMMDD. It is
         usually  the day the record is input, or, alternatively, the
         date when the item was documented. After entering this date
         the first time in a session the program will automatically
         supply the same date on successive records until it is
         changed.


                        "CATALOG NUMBER already on file"

         An attempt has been made to enter a non-unique CATALOG NUMBER
         during an "ENTER" (Add) transaction; in other words, the
         CATALOG NUMBER has been previously assigned to another
         record. Choose a unique  CATALOG NUMBER and retry the
         transaction.


                          "CATALOG NUMBER is required"

         You must enter a catalog number into the field. This number
         is the means by which all records are indexed and located.


                          "CATALOG NUMBER not on file"

         An attempt has been made to retrieve a record for an "UPDATE"
         or "DELETE" transaction; but the CATALOG NUMBER is not on
         file. Determine the correct CATALOG NUMBER and retry the
         transaction.


                       "CATALOGER INITIALS are required"

         Up to three initials must be entered representing the person
         who input the information, or, alternatively, the person who
         researched and documented the image. After entering these
         initials the first time in a session the program will
         automatically supply the same initials on successive records
         until they are changed.




                                   Page -70-









                    "First character cannot be a slash (/)"

         You have entered a slash as the first character in the
         SUBJECT or LOCALE search fields.  The slash (/) is used to
         separate up to five subjects or locales and to mark the end
         of the last subject or locale entered. Do not begin the
         line(s) with a slash.


                     "Illogical CATALOG NUMBER parameters"

         The range of catalog numbers specified must be logical. The
         most common error is the entry of a "FROM"  number which is
         larger than the "TO" number. Reenter the parameters.


                          "Illogical DATE parameters"

         The range of dates specified must be logical. The most common
         error is the entry of a "FROM"  date which is larger than the
         "TO" date. Reenter the parameters, and check to see that the
         dates are in the format YYYYMMDD.


                            "IMAGE DATE is required"

         A numeric date is required for each image in the format
         YYYYMMDD. Refer to the Overview of the IMAGE DATE field for
         further information.

         Remember: If the year is an estimate, enter a C in the CIRCA
         CODE field. Enter months and days only if you are sure as to
         the exact month or exact month and day.


                "Invalid CATALOG DATE (month/day, month or day)"

         The CATALOG DATE entered is illogical, such as month 14 or
         day 42. Reenter a correct catalog date.


                       " Invalid CIRCA CODE (C or blank)"

         The CIRCA CODE field only permits two data entry forms. Use a
         C if you are making an estimated guess as to the year in
         which the photo was taken. Leave the field BLANK if you are
         certain as to the year-month-day, year and month, or year.


                 "Invalid MONETARY VALUE (enter whole dollars)"

         An illogical cost has been entered, such as $ABC00, $01.50,
         or $89.50. Use only whole dollars rounded to the nearest
         dollar. Do not punctuate with commas or periods.


                                   Page -71-









                              "Invalid IMAGE DATE"

         The IMAGE DATE entered is illogical, such as month 14 or day
         42. Reenter a correct image date.


                      "Invalid processing option (S or P)"

         Certain reports require the user to use an output option. The
         options are S for output to screen or P for a printed report.


               "No matching photos for search parameters entered"

         The database does not contain any records matching the search
         parameters you have entered.


          "Only 5 SUBJECT (or 3 LOCALE) search parameters
                                 are permitted"

         An attempt was made to enter more than five subjects or 3
         locales into the fields.

                        "Search parameters are required"

         Certain reports require the entry of search parameters.
         Complete the necessary parameters and execute the search.




























                                   Page -72-









                                   APPENDICES

                                TROUBLESHOOTING
                     SYSTEM (HARDWARE& DOS) ERROR MESSAGES


         The following messages will appear on-screen during the
         operation of THE PHOTOARCHIVIST II if there is a hardware
         fault or an out-of-space disk storage problem.

            Ŀ
              Unable to complete processing ...                 
              Return Code Error Number XXXX XXXX                
              Write down return code error number               
              Refer to TROUBLESHOOTING section of user's manual 
              Press Enter to return to THE PHOTOARCHIVIST       
            

         It is unlikely that you will see this message. It will appear
         ONLY in the event of a serious hardware fault such as a disk
         drive failure, a corrupted disk drive or data file,
         microprocessor failure, or a serious power fluctuation
         (brownout or major power surge) during processing.

         First retry the operation. It is possible that a momentary
         power fluctuation may have interrupted the function without
         causing computer or disk damage. Your operation may work the
         second time.

         If the message reappears, type CHKDSK at the MS-DOS prompt
         and see if there is space remaining on your hard disk drive.
         If you are our of space you will need to either back up and
         delete some files (not PHOTOARCHIVIST II files or records)
         or move the system to a larger disk drive. Remember, if your
         files exceed 32 MB in size you will require a large
         partition version of MS-DOS such as Compaq MS-DOS 3.31.

         If you have space on your disk, but still cannot restart the
         system, try restoring the system from your last backup.

         If this fails you probably have a hardware fault or a
         corrupted hard disk drive. You may be able to correct a
         corrupted disk drive using a program such as The Norton
         Utilities - Advanced Edition or the Mace Utilities.  We
         suggest that you contact a computer service center or an
         experienced user for assistance. If the problem is a hardware
         fault, contact your computer vendor or a computer service
         facility.








                                   Page -73-









            Ŀ
              INSUFFICIENT SPACE on disk to add any more records  
              Refer to TROUBLESHOOTING section of user 's manual  
                 Press Enter to return to  THE PHOTOARCHIVIST     
            

         This message indicates that your hard disk or Bernoulli
         cartridge (or disk partition) is full. There is no room on
         disk to add further records.

         You must either delete some files, such as old word
         processing or other files (NOT photo records) to make room,
         or transfer the PHOTO directory, in which THE PHOTOARCHIVIST
         II  resides, to a larger storage device.


            Ŀ
              INSUFFICIENT SPACE on disk to process sort routine  
              Refer to TROUBLESHOOTING section of user's manual   
                 Press Enter to return to  THE PHOTOARCHIVIST     
            


         This message indicates that there is insufficient "work
         space" on your hard disk or Bernoulli cartridge to prepare
         this report.

         Your disk or cartridge (or disk partition) is probably almost
         full.  You must either delete some files, such as old word
         processing or other files (NOT photo records) to make room,
         or transfer the PHOTO directory, in which THE PHOTOARCHIVIST
         II resides, to a larger storage device.

         Ŀ
              INSUFFICIENT SPACE on disk to complete this report    
          Thesaurus report will not reflect all subjects that are   
                                                                    
                                   on file                          
            Press Enter to print a PARTIAL thesaurus report ...or   
                             CTRL+BREAK to abort                    
              Refer to TROUBLESHOOTING section of user's manual     
         

         This message indicates that there is insufficient "work
         space" on your hard disk or Bernoulli cartridge to create the
         temporary work file necessary to generate a thesaurus. Your
         disk or cartridge (or disk partition) is almost full. You
         must either delete some files, such as old word processing or
         other files (NOT photo records) to make room, or you must
         backup and transfer the PHOTO directory, in which  THE
         PHOTOARCHIVIST II resides, to a larger storage device.





                                   Page -74-









            Ŀ
                             Printer is not ready                  
                 or not connected to parallel printer (LPT1)       
               Check Printer...Press Enter to retry or continue    
              Refer to TROUBLESHOOTING  section of user's manual   
            

         This message indicates that your printer is not turned on,
         not on-line, out of paper, paper is jammed, or it is not
         correctly connected to your PC. Find the cause for the
         printer malfunction and correct it. Then press enter and your
         report should beg in printing.

         If you unable to find the problem, and press enter to
         continue, you will probably encounter one of the DOS messages
         shown below.

              Ŀ
                    Write fault error writing device LPT1        
                      No paper error writing device LPT1         
                Printer out of paper error writing device LPT1   
              

         When you see:

                         "Abort, Retry, Ignore, Fail?"

         Choose the "Abort" option by pressing "A" on your keyboard.
         This will return you to the MAIN MENU.



























                                   Page -75-









                                COMMON QUESTIONS

           The command PHOTO does not activate THE PHOTOARCHIVIST II.

         Please make sure that you are in the PHOTO directory and NOT
         in the MS-DOS root, or other directory.

                                      ---

         THE PHOTOARCHIVIST II seems to be running slower than it did,
         especially during searches.

         As hard disks are used (as files are added, deleted or
         changed) files tend to become fragmented, or spread around
         the disk. This happens with all word processing, desktop
         publishing and database programs. To maintain peak operating
         speed, we recommend the purchase of a disk optimizer program
         compatible with your version of MS-DOS.  They are available
         through most computer vendors. Such programs will analyze
         your disk and re-pack it for peak efficiency. Backing up and
         optimizing your disk should be part of regular maintenance on
         your system.

                                      ---

         Reports cannot be sent to the printer.

         Please make sure your printer is connected to parallel
         printer port LPT1, is on-line or ready, or is set for
         parallel mode,  and is set for 10 pitch. Your MS-DOS drivers
         may make it possible for you to use other parallel printer
         ports. Consult your MS-DOS manual.

                                      ---

         Blank pages are ejected from the printer at intervals, or
         some pages are over printed without ejecting.

         Please check your printer manual for the location of dip
         switches for automatic page feed and perforation skip. Try
         moving the dip switch to the alternative position. Please
         record the position of any dip switches before moving them .

                                      ---

         Pages are out of vertical alignment.

         THE PHOTOARCHIVIST II is designed to print on 8.5 x 11 inch
         paper fed through a pin-feed tractor or automatic cut-sheet
         feeder system. The system cannot be used with a manually fed
         printer.  Printed reports can be output to a laser printer,
         but labels cannot be printed on a laser or bin fed printer.




                                   Page -76-









         The 8.5 x 11 inch paper is assumed to have the normal 66
         lines per page. Please check your printer manual to see
         whether your printer is set for 8.5 x 14 inch or other paper,
         or a non-standard number of lines per page (such as 60). If
         so, please reset it according to your manual.

                                      ---

         Some IMAGE DATE, COPYRIGHT DATE, CATALOG DATE and MONETARY
         VALUE information is not accepted by the program.

         Some typists trained on old-style typewriters which lacked
         the numerals zero or one. They learned to enter the capital
         letter "O" instead of the numeral zero and the lower case
         letter "L" for the numeral one. Caution your typists to enter
         the proper numerals, NOT the alphabet letters.

                                      ---






































                                   Page -77-









                          MOVING THE PHOTOARCHIVIST II

         You may eventually wish to move THE PHOTOARCHIVIST II system
         to a larger drive and/or a faster computer. Or, you may
         simply choose to have the same database on more than one PC.

         To move the system to a newly installed drive, or to
         duplicate it on another machine, simply make a complete
         backup of the \PHOTO directory using your MS-DOS backup
         program or commercially available fast backup program. Then
         follow the restore procedure in your MS-DOS or fast backup
         manual to restore the entire directory on the new machine or
         drive.

         If you have two compatible backup tape drives you may follow
         the same procedure.

         If you are changing to a machine with a newer version of MS-
         DOS, be sure that your backup software is compatible with
         your new version of MS-DOS. Older versions of the MS-DOS
         backup utility are sometimes incompatible with newer
         versions.  We have found the MS-DOS backup utility to be
         chancy at best; it is better to use a program such as
         FASTBACK PLUS or NORTON BACKUP.

         DO NOT DELETE THE OLD \PHOTO DIRECTORY FROM YOUR MACHINE
         UNTIL YOU HAVE TESTED THE NEW INSTALLATION AND ARE SURE THE
         TRANSFER PROCESS HAS BEEN A COMPLETE SUCCESS.




























                                   Page -78-









                   ORDERING THE LIBRARY OF CONGRESS THESAURUS
                             FOR GRAPHIC MATERIALS

         It is advisable to use a standardized thesaurus of terms
         during cataloging. Using a thesaurus of terms prevents
         problems caused when one individual catalogs using the term
         "AIRPLANE", another uses the term "JET", and another
         "AIRLINER"

         CULTURAL SOFTWARE highly recommends THE LIBRARY OF CONGRESS
         THESAURUS FOR GRAPHIC MATERIALS for the classification of
         historical and documentary images.  At this writing the 591
         page book is available by mail order from:

                         Cataloging Distribution Center
                              Library of Congress
                            Washington, D. C. 20541

                                 (202) 707-5000

                                [END OF MANUAL]



































                                   Page -79-






    A Note About Paper Labels, Adhesives and
       the Conservation of Photographic Materials . . .

    By popular demand, THE PHOTOARCHIVIST II prints two sizes of labels for
    placement on slides, the backs of prints, negative envelopes and
    sleeves. However, while we carefully listen to our customers'needs, we
    also care about their collections. You may wish to carefully consider
    the wisdom of placing adhesive labels on prints, slides or sleeves if
    the materials are intended to be long-lived or permanent.

    Archivists and photographic conservators do not recommend using
    adhesive labels because of problems (described below) with acid paper
    and adhesives.  Cultural Software produces an institutional system for
    museums, archives and libraries.  It does not print on adhesive labels
    because these institutions will not use them on their permanent
    collections.

    A Little Paper Label Chemistry

    With few exceptions, paper (and paper products including paper slide
    mounts) is made from wood processed into pulp with sulfuric acid and
    other chemicals.  The pulping process leaves microscopic crystals of
    acid in the paper that become active (and destructive) upon exposure to
    humidity, temperature and light.  Additionally, wood contains three
    naturally acidic components-cellulose, hemi-cellulose and lignin.
    Acid content is why 90+% of all paper products-from your morning
    newspaper to paperback novels and books-become brittle, yellow and
    deteriorate over time.

    Acid-free labels are available through some suppliers. They are made
    from chemically stable (100% cotton) paper or acid-neutralized
    (buffered) paper.  However, the staff at Cultural Software will not use
    or recommend these labels for several reasons: (1) they are
    unreasonably expensive; (2) they are often in short supply; (3) some
    batches do not meet Library of Congress standards for permanence; (4)
    some are made of stable paper, but contain unstable dyes (colors); and
    (5) all of them rely on adhesives.

    An Adhesive Primer

    Most adhesives ("Scotch" tape or drymount tissue for instance) are
    chemically destructive in the short or long term. They yellow, stain,
    resin-impregnate or weaken paper. All adhesives eventually dry out,
    release and drop off.  Unfortunately, the more benign the adhesive, the
    shorter its "sticking" life. This can be particularly disturbing if a
    label drops off a slide in a carousel and jams the projector. Or, if
    you open a file drawer, years after labeling prints or sleeves, and
    find the labels on the bottom of the drawer.

    It is perfectly acceptable to use labels on duplicate copy prints and
    on materials where permanence is not important.  However, most
    archivists recommend marking slide mounts, negative envelopes and
    prints by hand, in pencil instead of ink. Other tips are to (1) use
    negative and print envelopes made of acid-free paper (available from
    Light Impressions, the Hollinger Corporation, University Supply and
    other sources) and (2) avoid paper slide mounts, which use acidic paper
    and adhesives.

    Thanks.
                                   Page -80-




