File Tracking System 5.0

Peter J. Vincent

March 2005

This manual may be several versions behind the actual program in use. Screen shots may not reflect text description

1. Distribution
   1. Install
   2. Setup
   3. Upgrades
2. Description
   1. Overview
   2. Method
   3. Organisation
3. Menu
   1. Files
   2. Utilities
   3. Import
   4. Export
   5. Audit
   6. Edit
   7. Report
   8. Note
   9. Help
4. Technical
   1. Important Notes
   2. Program files
   3. Reserved
   4. Inconsistencies
   5. File storage and access
   6. Disk Sizes
   7. Terminology
   8. Versions
   9. Programming Language
   10. Frequently Asked Questions

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Distribution - Install

FTS, or File Tracking System, comes as a complete package in a zip file 'FTS_EXE.ZIP'. This zip file can be installed into any directory. The preferred name for the directory is 'FTS'. There are no DLL or system files added to the windows directory. On setup the zip file extraction creates two sub directories. If either exists, no action is taken:

1. PAGES - used to hold all HTML outputs. The directory also holds some GIF and JPG files used for page layouts.
2. MEMO - used to hold TXT files that hold notes. The notes are generated from the Edit->Data screen.

The directory that the program operates in contains

• EXE file - The program is run by starting FTS.EXE in the directory. This program controls the use of the OVR files for operation.
• OVR files - The main program is divided into mini programs to reduce main memory problems.
• GIF / JPG - used for page formatting
• DBF files - Main data storage, backup and log files.
• TXT - Generated text output LOG file with names such as YYYYMMDD.txt.
• HTM - Saved search files and the manual file 'FTS_MAN.HTM'.

When installed for the first time, FTS will create the files required. Any upgrade will modify the files as required.

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Distribution - Setup

The program will run immediately after installation from the zip file.

The program will need to know three pieces of information for it to work with the data and pages created. The information needed is:

1. Browser - location and name of the HTML browser to use
2. Image Viewer - location and name of the Image Viewer to use for image files
3. Text Editor - location and name of the Text Editor to use for editing of text files

Selection can be made from the Utilities->Parameters screen. There is a button for each program. The program name and location are stored in the parameters file.

FTS is installed with many default parameters which can be changed by manually browsing the Parameters file from Utilities->Parameters->Browse.

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Distribution - Upgrades

 The FTS program is an ongoing development and is modified to suit new ideas and methods. FTS versions are numbered. The version ID is found at the menu path Help->About. Please ensure the file 'FTS_EXE.ZIP' will contain a version that is later than the one being used.

If the new version is installed over the top of an existing FTS program some changes may be made. The new version will

• Check the old file structures and modify them if required
• Add new records to the Parameters file and install new default values
• Delete the old index files
• Shutdown the program and request a restart

Before performing an upgrade it would be advisable to backup all the files in the directory. This can be done in two ways

• Create a zip file of all the files in the directory the upgrade will be done in.
• Copy the entire directory to another directory location.

Both methods ensure that if there is a problem with the new version, the entire directory can be restored without loss.

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Description - Overview

FTS is a method of tracking files across hard drives and multiple removable media. It was developed as an archival indexing system using removable media as the main method of storage. Developed from 1997/1998, it was a file indexing strategy implemented to overcome limited HDD capacity and the expense of a continual HDD upgrade path.

The method of storage and access is the integration of two independent systems:

• Physical storage - The database tracks the file and its disk location
• Logical indexing - The database records indexing information and description of the records whether file or text based

This information is kept together in a single record.

HTML pages are created as a 'report' to reflect the indexed material. Text based entries are shown as plain text whilst the file entries are presented as a link to the file.

The system allows image files to be indexed without worrying about a physical storage location most often used to group similar subjects. Negatives and slides can be indexed and left for scanning until later. At an appropriate time, this material can be scanned and quickly integrated. To save duplication of data entry, any text entry can be converted to a file link when the file data is added.

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Description - Method

Below is a graphic overview of FTS link management. The system tracks files and links from various sources. From this material indexed pages are produced to access the material or provide a reference.

• The Red lines show the file information and data entry that flows into the data file of FTS.
• The Green lines shows information assembled by FTS, either from searches or from changes in the data file to the items associated with various topics.
• The Blue lines represent the page links to files when read by a browser. The browser can access files on HDD, CDs or any directory that can be logged by FTS. The Internet can also be accessed.
• The Brown line represents the acquisition of data by the Export functions. Files are transferred and pages written to link to the files. All this material can then be transferred for a special topic CD-R to be written.

There are two basic information records kept by FTS

1. File - FTS stores where the file is, along with filename and size. The system allocates a default indexing category. Files are added to the system when the user does a 'Disk Audit' that checks a specific disk directory to match files in database against files existing in the directory. It will then add files if not already in the system. File data can be added manually if required.
2. Text - A non computer file record that can index a reference, such as a negative, slide, book page, etc. Text entries are added directly with the Edit-> Data screen. This type of record can only be added manually.

The system limits imposed by programming language and methodology are:

• Filenames stored as 16 bit DOS 8.3 notation
• There is a single field description which is indexed by alphanumeric sequence within the group, subgroup (topic) and sub subgroup (series)
• Maximum 20 character identification for non file material
• Total directories that can be accessed is 46, 656
• Total FileId's that can be created are 52,000,000.

Each user will find a unique method to store and describe material as there are several ways to organise the same material. As each user does the input task and organisation, then the same users can remember the organisation. The key to FTS use is to understand that the material can be found long after the data entry, file and disk location has been forgotten.

Material can generally found with the key factors of:

1. Exact specification - class and number, signal, view, etc.
2. Who generated the material - material origin
3. Who passed on the material - source of material
4. Specific keywords - from the description entries
5. Location - what geographical location is it?

The records can be retrieved by two methods:

1. HTML index pages - when material can be found by an exact description .
2. FTS search - for fuzzy searches across all specified records (i.e. locations, groups, topics, sources, keywords, etc)

Description - Organisation

The logical indexing of the material requires some thought. FTS has been designed as a three level tier structure. Anything of interest can be broken down into a topic, sub topic and item. For example a flower can broken down into a 'Plant' topic with 'Flower' as a sub topic, with the item as the exact flower. Other sub topics in the 'Plant' group might be 'Tree', 'Bush','Orchid', 'Cactus'. For FTS, the topic is notionally called a GROUP and the sub topic a TOPIC. A single GROUP can have many TOPICS.

This breakdown can be used as required to split different subjects and files into logical groupings. One of the key strategies of FTS was to be able to present an image or piece of data on the screen in the minimum amount of mouse clicks.

The GROUP page as shown on the front right side of the main report and will list all the groups that have been created by the user.

With a GROUP selected, the TOPIC page will then be shown listing all the topics within that GROUP.

The TOPIC page lists each record called an ITEM. When the TOPIC page is shown all the ITEMs for that TOPIC are shown in alphanumeric order of description.

Using the above example we may the see the organisation as

• Animals
• Plants
  • Flowers
    • Daisy
    • Thistle
    • Clover
  • Trees
  • Shrubs
• Rail
  • Locomotives
    • Class A
      • Number 1
      • Number 2
      • Number 3
    • Class B
    • Class C
  • Signals
  • Carriages
• Trucks
• Cars
• Boats

Thus we can split common objects into groups and topics to allow for segregation of material. Items found to be incorrectly grouped can be reedited.

It can occur that some pages will have many items. Inspection of these items will show that they can be further grouped into unique block of 'similar items'. This block of items is what I have called a 'Series'; short for 'Series of items'. Series pages are organised manually by hand picking or automatically assembled by the program as required. The automatic assembly is called 'consolidate' and is available from the Edit menu.

Menu - Files

 

The Files section is a group of options that relate to overall program file management such as backup, restore and indexing.

Options available are:

• Re-Index

  This deletes the current index files in use and creates new indexes.

  Tip: If the program seems to be operating 'out of whack', reindex and retry. Usually the problem gets fixed. If not, then shut the computer down and rstart the computer then the program.

• SortMain

  This choice sorts the records in the main file. Over time with additions and deletions the records in the file become very disjointed. The routine physically sorts the records. This need only be on a quarterly basis. FTS will shutdown when the sorting has finished. Restart FTS to reindex and continue.

• Backup

  There are two backup methods - one is automatic and the other is manually from this menu selection.

  Either backup method picks the next number sequence and saves the data files with a number plus the leftmost 5 characters of each data file. For example with backup number '8', file 'sc_main.dbf' would be saved as '008sc_ma.dbf'.

  There are two parameters:

  • The sequence number - after each backup this number is incremented. When the value exceeds '999', the counter is reset to '1'.
  • Maximum number of backups - Values set can be
    • Zero - If set to zero, no backups are made.
    • Number between 1 and 99 - This number is used by the program to determine the number of backups to retain before deleting old ones. A setting of '20' for example will allow the program to store the last 20 backups before deletting the oldest one.

  When each backup is performed, an entry is made into the Log file. The entry shows the backup number as well as date and time. Date and time are used to match the backup number with a specific date and time required for a Restore. The date and time of the last backup is also stored in the Parameters file.

  The automatic backup is initiated every time the program starts. To avoid undue time delays and backups when changes are infrequent, backups are now 'time based'. If the the 'Backup number' is one (1) or greater, the backup routine will start depending upon the elapsed since the previous backup. A 'Backup number' of zero (0) will stop backups.

  The backup sequence is governed on the changes made to the system files. Choosing an edit choice from a menu option with flag for a backup. If the system has not been edited, backups will cease.

  In the Parameters file, there is an entry marked 'Backup interval (hours)'. The value is for the time interval between the last backup done and the next program start. If the next startup time interval is less, the than the interval specified, the backup will be skipped. Otherwise the backup will proceed. This time interval system allows for several starts without backup, useful when not editing or adding material.

  The backup feature includes a routine to clean the LogFile regularly. As important actions are recorded in the LogFile, the size increases rapidly. To maintain some control, the file is downloaded to a text file and the entries erased. The text file created is called 'YYYYMMDD.txt' and is placed into the directory the program runs in. This file cannot be overwritten. If the file already exists, the cleaning is canceled. This restricts cleaning to once per day. In practice, the 'clean' should only occur every few weeks. Record 37 in the Parameter file allows the user to set the record limit for the LogFile. The program defaults to '5000' records. This can be altered to suit the user, system memory and program use. Once this logfile limit is reached a clean will be performed.

  Notes:

  1. Back up time interval can be any number greater than zero; i.e. 0.1 to 999+. A backup time of zero or less will force the default of '0.25' (15 minutes)
  2. Backup and restore apply to data files only; not the exe/ovr program files.
  3. Program checks for enough disk space before proceeding. If the disk space is greater than twice the size of sc_main.dbf (the largest file), the backup proceeds. Otherwise the backup is aborted. This check occurs before other backups may be overwritten. On Windows XP, the disk space remaining cannot be checked. The backup proceeds presuming there is enough space.
  4. Backups will cease if no editing is done. The LogFile size will never be checked. In the case of no editing being done, the log file will only grow slowly.
  5. If some new work is to be done and the process may fail, it is desirable to perform a manual backup. If the experiment/process fails, then this last backup can be restore FTS to the previous state.
• Restore

  If a backup needs to be restored, the user will require a specific backup number. The log file may be checked for a specific date and time backup sequence. Generally, the last backup done is the most practical one. The number can be determined by looking in Parameters and subtracting one (1) from the backup number.

  To assist with determining a backup to choose from, a Search button has been added. This will display a list of numbered backup files. Select the required backup file to start the file restoration.

  The program checks to make sure all of the required backup files are present before starting. Once started, the existing FTS files are deleted and the backups are used to to replace them. A complete re-index is then done.

  It may transpire that a new program version using modified files may restore a backup from a previous versions' unmodified files. If this is detected, the index files are deleted and the program will shutdown requiring a restart. When started, the program will adopt a "New version" procedure to check the file structures and modify them as required.

  Notes:

  1. To preserve the backup number sequence across 'restorations', the backup sequence number is transferred into the recently restored files.
  2. All information can be preserved by conducting a backup immediately prior to a restore ( maximum backup value in Parameters must be greater than 3 )

   

• Start Browser

  Starts the HTML browser defined in the Parameters section. The default page for the browser is opened.

• Delete

  Allows the user to delete individual files as required. This is to delete a buildup of search files that are not deleted after use. This allows files to be deleted without using the Windows File Manager.

  • The current restrictions are:
    • Files in any directory with the characters '\WIN' cannot be accessed
    • Any file starting with 'SC_' cannot be accessed
• TrimName

  The image viewer program 'ACDsee' creates thumbnail images from image files. The filename of the thumbnail is the existing filename with the prefix 'TN_' added ( e.g.: 'ab123.jpg' becomes 'tn_ab123.jpg' ). The TrimName option allows the user to strip the 'tn_' from the filenames. This function is used in conjunction with option choices for the Export section of the program. For flexibility the user can now change the letters to strip from files. Maximum characters are 6. Any filename is matched and all files that match the left hand side with the characters typed in will be changed.

  Note: this function only works with DOS 8.3 filenames. Long Filenames and renaming will be unpredictable and not supported

• Rename

  Allows the user to select a disk directory and rename all files in it. This option is used when multiple files in multiple directories are being consolidated into one directory for FTS storage.

  Note: Root directories ( '\' ), 'c:\win' and 'c:\dos' cannot be accessed. This prevents system files from being trashed.

  Filename prefix letters and a starting sequence for numerical numbering are selected. The number sequence is maintained for the duration of all file changes. This allows for files to be uniquely named across multiple directory changes.

  e.g.: Files at a disk are as follows:

  Directory/file	Description	Renamed as
  c:\dir1\loco\b73.jpg	loco photo	vr_1.jpg
  c:\dir1\loco\a70.jpg	loco photo	vr_2.jpg
  c:\dir1\pass\a70.jpg	Passenger carriage	vr_3.jpg
  c:\dir1\frgt\b73.jpg	Box van	vr_4.jpg

  To allow for sequential numbering, the program now justifies the left side: vr_1.jpg becomes vr_00001.jpg. Number range is 1 to 9999 for starting. The number is justified to fill out the new name to 8 characters. However if the number of files is greater than the last number visible ( 9999 ), renumbering continues exceeding the 8 character DOS limit. For 32 bit systems this is not a problem. However Win31/16 bit may cause an error.

  Note: this function works best with DOS 8.3 filenames. Long Filenames and renaming will be unpredictable. The other option is to use the FileRename.choice in the Utilities menu.

• Exit

  Before closing down the program, FTS checks the main file and searches for unused records. This routine continuously cycles through the database.

  Within the time frame imposed by 'FileID Check time span' (Record 17, Parameters ) the program

  • Counts the number of spare records
  • If the number of records equals or exceeds the 'Max Empty Records' value (Record 27, Parameters ) the program exits without doing anything
  • If the number is less than 'Max Empty Records', then it starts to check for missing FileIDs until the time runs out.
  • If missing FileIDs are detected, the program adds the FileIDs and continues checking.
  • Checking continues until the time expires or the 'Max Empty Records' value is reached.

Menu - Utilities

 

This menu group modifies files and program parameters that make FTS run smoothly. Options are:

• Parameters

  There are many options to enable smooth operation and allow users to modify some basic parameters. This screen displays the following buttons:

  • Browse Records - opens a browse window to view and edit the Parameters file
  • Save - Saves the Parameter file to a backup file in the program directory of the drive in use ("__sc_num.dbf")
  • Restore EXE - restores the EXE file (Browser, Text Editor, Image Viewer ) names and locations from a backup file
  • Restore ALL - resets all parameters from the last backup file
  • Reset Defaults - resets all parameters to the default values defined by the distribution program
  • Browser - Select the HTML browser program to use. Name and location are saved to file.
  • Text Editor - Select the Text Editor to use. The name and location are saved to file.
  • Image Viewer - Select the Image Viewer to use. Name and location are saved to file.
  • Exit - Quit the editing, saves changes and returns to the main menu bar

   

  The Parameters table is listed below with descriptions and expected values for use.

   

  Variable value	Program Description	Use	Record Number
  AAAA	Next filename prefix	Increments this value from 'AAAA' to 'ZZZZ'. Can be reset as required	1
  < value > 0 >	Negatives/slides not scanned	Target value for physical indexing. If > 0, creates a % figure in 'Statistics'. Value = 0 hides this display.	2
  On | Off	AutoView	If possible, automatically starts a viewer or browser to display the file currently in the Edit screen. 0 = don't display automatically, 1 = auto display	3
  CCnnn	Next FileID to use	FileID sequence number. Used to create new FileIDs which are checked for duplication before use	4
  < Drive/Path/File>	Browser	Full path for browser to start. If blank or first char is '*' opens up setup window.	5
  <Drive letter>	CD drive letter	Allows program to determine if third party or local machine. Only works if local machine is not drive C.	6
  <Value>	Backup interval (hours)	Decimal value for minimum time between backups. Must be greater than zero	7
  [ User Name ]	Name of User	Places UserName into all report pages	8
  < Drive:\path+"[x]\" >	Temporary file directory	To allow flexibility, there can be multiple temporary directories with the same sub directory. This entry must contain "[x]" with the name. Program searches for this and replaces it with the temporary location code. e.g.: code '1'. Temp entry 'd:\ftemp[x]\' translates to 'd:\ftemp1\'. Allows letters 0-9, A-Z to be used	9
  <Drive/Path/File>	Text Editor	Program runs a text editor for some reports. Default is Windows(tm) 'Notepad.exe'	10
  _FTSARC	Ignore topics in search	Program ignores these topics for reports. Prevents unwanted topic items from appearing in global searches. Format as '_GGGTTT_GGGTTT' etc.	11
  On | Off	Show Page In Reports	Allows display of the PAGE reference for each item. On = show Page, Off = do not show	12
  <value>	CD Copy Dwell time	The time in seconds the program waits to read a file after inserting a CD. Allows for spin up time before error messages start.	13
  CCnnn	Last ID checked	Program continually cycles through the data file looking for unused File IDs. It recycles to the top when the bottom is reached	14
  NNNN	Records unindexed	'Productivity' report finds unindexed materialand returns the number found. This number is then decremented as edits proceed	15
  CCnnn	ID sequence order	Start value for three ID creation cycles: AA000 ->ZZ999 22000 - ZZ999 11000 - ZZZZZ	16
  <value>	FileID check time span	The number of seconds used to check for unused IDs. If value set is greater than 59 the program resets to 10 after the cycle completes.	17
  _TIF_GIF_JPG	File types that can be displayed by the Image Viewer	Each type must begin with an underscore	18
  < Drive/Path/File >	Image Viewer	Allows an image browser to be used during the file editing	19
  < value >	Right Justify edit	The second 'word' of a data entry description is right justified by this amount. If the word is longer, nothing is done. Default is 6 for Australia	20
  CCCC	Audit character letters	The letters used by each audit routine. This is a master list for comparison with the Audit Marker list (record 24)	21
  <value>	Audit Checker	When the number of edits exceed this value a reference audit is triggered. If the number of audits done is less than the maximum possible, the user is requested to do audits. If already done, values are reset and the countdown restarts. As familiarity and stability improves, this value can be increased accordingly. There is no upper limit. Default value is about 5000	22
  <value>	Edit Counter	This increments until the value exceeds "Audit Checker" AND all audits have been done. It then resets to 0	23
  OFTSL	Audit Marker	As each audit is completed, a letter is added to the left hand field. When each letter is in place and the Edit Counter is greater than Audit Checker letters are removed, Audit Checker is reset to zero. The sequence then repeats	24
  ABCDEFGHIJKLMNOPQRSTUVWXYZ	Pos 12 chars	FileID position 1 & 2 chars. Program modifies automatically	25
  0123456789	Pos 345 chars	FileID position 3,4,5 chars. Program modifies automatically	26
  <value>	Max Empty Records	Maximum unused FileID allowed. Checking stops when exceeded	27
  ../topics.htm	Link Return Path	File to return to when producing Web material	28
  113	SET GET VIDEO	Background and text colour for data entry fields	29
  30	SET READ VIDEO	Background and text colour for currently selected data entry field	30
  NNN - TTTTTTTTTT	Backup sequence number with last backup time	NNN-Number incremented after every backup is done. When it exceeds the "Maximum backups" number, it is reset to 1. TTTTTTTTTT - Date and time of the last backup is encoded on right hand side	31
  10	Maximum backups	Determines the number of backup files to retain. A zero value stops ALL backups.	32
  NN	Consolidate MaxCount		33
  <KKK>	<Media Description>	Description letters for removable disk in reports/export. <KKK> value is media size in Kb. Size may need to be understated a/c accuracy	34
  <IndexOrder> - <LastRecord>	Return Record	This allows the program to remember the last record edited	35
  NNN	Audit time	Running average of time taken to complete all audits	36
  <NNNN>	LogFile size	Sets the limit for automatic cleaning and save to text file	37
  +++	File Audit Marker	This allows a global change for the audit marker when adding files and the Audit marker button in the edit window. Anything other than "+++" does not increment the 'Unindexed' counter	38
  Edit	Edit Blocker	The word 'Edit' opens the Edit->Data screen. Anything else prevents the access	39
  FAT	File System	Changes the directory listing input which vary between Win31-98 and XP Home/NTFS. Can use 'FAT' or 'NTFS'.	40
  ABCDEFGHIJKLMNPQRSTUVWXYZ	Series characters	Characters used for generating Series page ID's. Can add 1234567890 if required.	41
  <DDD>	Page Expiry	Reports and search pages include an 'expiry' date that ensures readers understand that the data is always changing. Value is <number of days> with default of 90	42
  ON | OFF	SearchThumbReport	ON=Create thumb report at search time; OFF=no thumb report	43
  10	ThumbsRow	Number of rows per thumb page search report	44
  1	LastEdit	Automatically altered. Set to 1 on any EDIT routine. Set to 0 after backup(viewing this value will set it to 1 !!)	45
  Browser default format	GIF_JPG	Allows the thumbnail report to addimages for non browser viewable files	46
  fts_img.gif	BMP_JPE_TIF	Images	47
  fts_snd.gif	MP3_WAV	Sounds	48
  fts_mov.gif	AVI_MOV_MPG	Movies	49
  fts_doc.gif	TXT_DOC_HTM	Documents	50
  fts_nun.gif	Other files	Others files not above	51
  fts_zip.gif	ARC_ZIP_RAR	Compressed files	52
  <Version>	FTS Version	Upgrades will reset this value	53
  <Date>	FTS Build Date	Upgrades will reset this date	54

• FileRename

  This routine allows the user to rename files on a HDD (Hard Disk Drive). Files on read-only media ( CD, DVD ) cannot be renamed unless copied to HDD first, renamed, then written back to another disk. The start screen has the following buttons:

  • Dir button - If the FileLocation code letters are not known, the drive and directory can be selected directly through a file browsing screen. The user can then select the correct location from a table
  • FileLocation field for direct input
  • Cancel button - allows exit from the routine
  • Rename button - starts the renaming, shows progress and displays a report of changes made. The report shows a list of those files renamed and the total number of files processed.
  • Check button - checks to see if there are any conflicting filenames in the directory. There is a potential conflict in renaming when an unrelated file in the directory has the same identity as the FileID of the record. This can occur if files are swapped between FTS users. The directory checks allows potential conflicts to be moved or renamed.

  Files are renamed where possible to the FileID that has been assigned to the record tracking the file. This FileID is unique when the file is audited by the program within a directory or folder. Each record is checked and if the referenced file is found,then an attempt is made to rename it using the assigned FileID. If the file is not found, the record is skipped. Files that are in the directory that HAVE NOT been logged by FTS, will not be recognised. If a file already has the assigned name, no change will be made.

  To reduce mismatch, the FileRename screen has a Check button that produces a report to show if any conflicting filenames exist in the chosen directory. A "conflicting" filename is one which contains content different to the record description. By chance it already exists. This will tie the FileID renaming to the record, leaving the original file unchanged. The report highlights filename conflicts. This will allow the user to move or rename any problem files.

  The Rename button modifies all filenames and changes the filename references of the appropriate records. Modifications are recorded in the LogFile.

  To prevent some files in a directory from being renamed the user can mark files for exemption. The Markers field in the Edit->Data must be set to 'R' for each record a file rename is not required. The Check and Rename reports will indicate the affected files.

• FileRef

  Allows the user to modify file location information such as file directories and Internet addresses. It is possible to:

  • Add a new file location (directory) to the system
  • Add a new Internet web address
  • Browse the FileID data file to modify data
  • Remap drive letters if drive letters change during an upgrade or the system is moved to a new machine
  • EXIT - leave to edit window

   

• DirMove

  This option is only used when files are indexed on HDD and then transferred to CD. Once the CD is written, FTS needs to know where the files have been moved to. This re-referencing can only be done between a directory of files being "moved" to another directory.

  The Source ( Old ) location and Target ( New ) locations are selected. The change marks all those pages that need to be rewritten and then updates the file location references. The reports will need to be regenerated to reflect the changes.

  To allow for file location changes without accessing a disk, the disk location table can be used.

  Both locations require files in them.

• TempHDD

  The program can track files copied from CD and placed at a temporary location. This allows for frequently accessed files to be restored to HDD. If these files are no longer required and are deleted, this menu option allows for quick removal of the temporary file 'flag'. The usable characters for temporary file storage are 'A - Z', '0 - 9'.

  For example, typing 'A' will remove all the 'A' location flags. An asterisk '*', will delete ALL temporary file flags and return the system to CD operation for all CD files.

  Note: Temporary files must be named after the FileID used. FTS does this automatically for bulk moves. Individual files must be saved and renamed manually (unless files have been renamed using the File Rename function.

• CleanLog

  The Log file continues to grow in size as more files are added and the items are edited. The saving to text file and record deletion is done automatically as part of the backup routine. If required it can be done manually from this menu. The text file is output in reverse order with the first entry in the LogFile at the bottom of the list.

  Only one CleanLog can be performed per day. If another CleanLog is tried on the same day, the routine will exit without an action being done.

• DelBlank

  Allows the user to remove all blank records from the system. The entire database is checked, then 'packed' to remove the records.

  The routine can also be used to delete blank/unused records from all the reference files. The user is prompted to see if the actions are required.

• AlphaGen

  Allows the user to print an A4 page of four letter prefixes. Also displays the next available four letter prefix. If the user accepts the numbers, the button "Use" is pressed. The program updates and stores the next prefix for future use. Four letter prefixes are used for filename and scanning batches of material. The sequence starts at 'AAAA' and progresses to 'ZZZZ'.

  So for example, four files scanned could be named as 'AAAA_1' through to 'AAAA_4'.

  All that is required are unique filenames for a directory of files which can contain up to 40000 files.

  As the files are accessed via the indexed description in FTS, LFNs (Long File Names) are not required.

• FieldColour

  Allows the user to change the data entry field colours. The two options are

  1. Data entry field - Unselected colours
  2. Data entry field - Selected, i.e. the field with the cursor ready for typing

  A small window opens with some buttons. Select the 'Background' button to pick a colour from a table. Select the 'Text' button to pick a colour from a table. Once satisfied with the colour choices choose one of two button to save the colour choice. The two 'Save' buttons are for the two choices as above. The backgrounds and text colours are shown in text as the choices are saved.

• RawEdit

  This small browse window allows the user to check the integrity of the main datafile 'sc_main.dbf'. It is in unindexed order and shows the basic fields used for all items. There are only two buttons provided:

  1. Delete - mark the item for deletion
  2. Cancel - Exit the window

  This browse window can be used to determine if the datafile is corrupted. The 'dud' records can be marked for deletion. The file will be packed if records have been marked for removal. 'Packing' removes the marked records.

Menu - Import

This menu group is used for adding records and files imported from another FTS user.

When FTS produces material from the Export menu, an export data file is also included with the output pages and the images. If images or files are received from another FTS program, information from the data file can be uploaded into the system. This reduces the indexing time but does present some dilemmas resolved as follows:

1. All files retain their original grouping within topics. However to avoid conflicts between existing GROUP and TOPIC codes and definitions and those of the imported material, the alpha codes are altered. All GROUPs are changed to 'FTS'. All TOPICs are given a numerical sequence from '999' downwards. A number that already exists will be skipped. A record is kept of all actions performed by the data file transfer and upload. This file may be inspected at the completion of uploading. Included in the data is a list of original GROUP and TOPIC coding along with the translation topics given by FTS. For example NSWLOC -> FTI999, VRWFRT->FTI998, etc. Once the uploading is completed, the topics can be integrated into the user system from the menu selection Edit->Topics-Global
2. All data in the source field of the import data file is destroyed and replaced by the source letters of the person passing on the material. Data in the Origin field is retained.
3. All FileID references in the import data file are deleted and are replaced by new File ID applicable to the receiving system.
4. The import data file probably contains information from physical indexing such as negatives, books, &etc. A decision must be made at upload time whether to import the file data or file and text data. The choices are:
   • Files - only transfer files. This deletes non file references
   • References - only transfers references. This deletes image records. Only the FileID is changed and the negative/slide number preserved.
   • All - uploads the entire file
   • FaR - converts all records to text entries
5. There is only one import file per export transfer

Menu - Export

This group is for the collation and distribution of files for export such as disk distribution and sharing or off-site use. The three main tasks are defined below.

• Modify

  This option allows the user to browse and modify the data file to be used for exporting files. The steps or options are:

  • Type in report data file name or Browse the disk for a file. The default name is 'Data_id.dbf'. If the file exists, whether to Append data or delete all entries and restart. If the file does not exist a new file is created with the name given.
  • The View DataFile button allows the records in the file to be viewed or changed.
  • The Add Records button takes the user to a small data entry window where FileID references can be typed in. Useful when a list of FileID references is known and the files required to be viewed and/or exported.
  • The Report button allows an output file to be created for perusal or file access.

   

• Transfer

  When the files are ready for export ( as listed in the assembled export datafile ), the next step is to physically copy all the files from HDD and CD ( or removable media ) and transfer them to a temporary holding space on a disk. The file transfer requires three pieces of information:

  1. Target - the location the files will be copied to
  2. Datafile - the file that contains the names of the files ( created from a search or manual input )
  3. Continue OR Reset - the program tracks which files have already been transferred:
     1. If the option Continue ( default ) is used, the program will check the data and pick up the copying at the next suitable record. The Continue option allows for an interrupted file copy to be resumed at a later time.

        If the option Reset is selected, the transfer records are initialised to enable a fresh start.

  Once the choices have been determined, one of two buttons are clicked to start the process. Each choice depend on the end use of the files:

  1. TempHDD - This option transfers the files into a nominated directory, renames the files and marks the main file with the TempHDD flag. It also flags the topics that have changed allowing the next HTML report generation to alter the links accordingly. The 'nominated' directory should be one that FTS recognises as a TempHDD directory.
  2. Export - File sizes are tracked and totaled to track the number of disks required for the file move. This is to ensure that transfer of large blocks of files on disks is tracked successfully with the minimum amount of work. Disk allocation is worked out from the size in Kb of each file entry and the capacity in Kb in the Parameters file entry (Record 34).
     1. Example: Files totaling some three disks are being transferred. Size allocation is determined first and then the transfer starts into the nominated holding directory on HDD. As the files are transferred the names are changed to the FileID of the item. As well the name is prefixed by a two character describer for the transfer disk, as '01', '02', 03'. As well, the program creates at small export datafile for each of the transfer disks. For the group of files prefixed '01', a file '01export.dbf' will be created. This file contains the indexed data for the files.

     File distribution is the conducted by segregating the files into unique directories for export by multiple disks, each with the prefixed file groups 01, 02, 03 etc. Once segregated, the export disks can be written.

     This allows a multiple disk export to be handled on a disk by disk basis, each disk has files and a small datafile for uploading into the next FTS program.

     A file named '00export.dbf' is also created which contains all the original datafile

• Whilst the transfer is in progress, the status of the files moved is given in a small window.

  Note: If the TempHDD button is used the program will ask for the Temp file location code letter. The letter will be that used for the target directory location.

• Write Html

  This option links all the downloaded files to the export pages. The database file is used that transferred the files. The database records were flagged as files were downloaded. Files that were not downloaded are treated as text records.

  

  The last step in the export process is to write HTML pages to link with the files transferred to HDD. The options to start this are:

  • The Title for the pages and a short explanation message if required
  • The Title Page Image. Leave blank for the program to find a suitable image. If the user types in a FileID from the list of images in the export file, then that image will be used.
  • The Target directory; where the files will be written to
  • The Source DataFile to be used for writing the report, the same one used for the file transfers.
  • The HomePage address where the export files are linked from. This is the page referrer to the HTML pages that are being created. This allows the 'Return' button address on the Title page to be given. If the field is blank or the Standalone button is selected, the Return link will not be written in. The program was written in an environment where a single HTML page provided references to subdirectories, each containing a small 'website' of exported images and HTML pages.

    Note: The HomePage path and filename are stored in Parameters as Link Return Path.

    Example: Main directory contains 'Index.htm' which links to all projects as follows:

    • sub directory 'proj_1', file 'index.htm', project X
    • sub directory 'proj_2', file 'index.htm', project Y
    • sub directory 'proj_3', file 'index.htm', project X
    • etc.

    All these projects have a 'Start Point' of 'Index.htm'. This file and location will depend upon the user.

  • Link Parameters
  

  • Pixel width

    Default is 300 pixels. The program cannot compute image sizes. Therefore it is easier to calculate width than height.

  • Per Page

    The number of thumbnails placed on each page. Default is set to 10. Can be modified. The program tries to compute an even number of pages without a 'dangling' last page.

  • Thumbnail link protocol

    Thumbs - The file extension used for the thumbnails.

    • All images - uses file extensions as stored by the program,i.e. BMP, JPG, JPE, GIF, TIF, PP5, etc.
    • Jpg - All thumbnail file extensions are 'jpg'
    • Gif - All thumbnail file extensions are 'gif'

    Note: Thumbnail generator programs differ in the filenames created. This allows the choice of options depending upon files created.

  • Prefix
    • Allows the thumbnails to be renamed and used as main files or linking to larger files via small files with prefixed filenames
    • None - Thumbnail name is name of the file
    • Tn_ - Allows the small thumbnail to be prefixed. File 'AB123.jpg' would be accessed via thumbnail 'tn_ab123.jpg'.

     

• Link Type

  Either the thumbnail links to another larger file or the thumbnail presented is derived from the single image present, in which case no link may be required.

  • Files - The names used for the main image files being accessed.

    To make various image files accessible the following target filename options are available:

    • All images - Filename extensions as used in the data files
    • Jpg - All files accessed with "Jpg" extension.
    • Gif - All files accessed with "Gif" extension.

  • Test Links

     The program only writes links for files if they have been transferred to ensure link integrity. To override this feature, use Test Links "On"

  • Filename

    By default, links are written using the normal filename created by the program, i.e. something like 'Ab123.jpg' where the filename reflects the original FileID. When a large number of files exceeds the removable media capacity, the copying routine gives the files a numeric prefix to allow the user to split the files across multiple disks. Such as '01AB123.jpg' or '03DE335.jpg'.

    The choice made here allows the user to create a report that creates links using the prefix. My intention here is that the report is normally used for a website or CD production, not a transfer. The option allows each transfer CD to have a set of standalone HTML page links.

    Warning: In most cases when segregated, transfer filenames should have the prefix stripped off before disk creation

  The following buttons are provided to run the reports:

• Write pages - Starts the report writing. Included in both methods is a link from the Group frame called 'Unscanned references'. This feature writes a text only report of all unscanned images/material to complement the links or thumbnails generated. Images or files that were not copied are included in this list.
• Browse - Allows the user to view and edit the data file used to generate the report
• Validate - Compares the datafile records with the files transferred to the target location. Files not present are deleted after a program prompt. This choice allows viewing and deletion of files in the target directory independent of FTS.
• Cancel - Quits and returns to main menu

Menu - Audit

The audit section is where the program checks records and main files to ensure some integrity of data. Early versions of FTS did little validation and errors were prone to creep in. With time, FTS validation has improved. The audit routines have been retained. Data checks include. The audits produce reports that may show problems. Some problems can be automatically rectified. Others require the user to determine the best course of action and manually edit the problem. The checks made include:

• entries in the database match the files at a given location
• there are no cross linked identities
• there are no cross linked SERIES references
• Main references match the indexed items

In the Utilities->Parameters->Browse Parameters menu selection, line 21 of the datafile should contain the following:

• Description - Audit letter characters
• Value - OFTSL

The letters are placed automatically when upgrades are done. This is to reflect changes in auditing procedures. They are a master list to compare with audits already done.

• Disk

  This is where the program logs files at a disk location.

  Options for this section are:

  • File Location - Directory to check
  • Filenames - whether to use Long Filenames or DOS 8.3. Default is LFN. Failure of the LFN method to work will cause the program to default to DOS 8.3.

    Note: The LFN method places the filename into the description field for editing. The actual filename stored is still DOS 8.3 format.

  • Audit Type - Check files only or Add files not already recorded
  • Modify - Change the default values for files added to the system

    • Group and Topic
    • Description - If used, the description is appended with a numerical sequence number.
    • Date
    • Origin and/or Source
    • Reference ... useful for colour/B+W images, etc.
    • Start at ... Numerical sequence start number
    • File Sizing set ON - the program records the size of each file. Usually the size is only recorded on new files, not on files previously added. With File Sizing set ON, all files are checked will have the file sizes freshly added.
    • Clean - Default is set to "Off". When set "On", any file not found that has been referenced previously will have the record deleted automatically. This usually occurs when an audited file location has had many files removed. To avoid manual deletion, it maybe easier to remove them with this option

  • Cancel - Exit from routine
  • Audit - With the parameters selected, the files in the directory will be checked or added
  • FileMatch - Logs the 'New' directory location and sets up the FileMatch routine

    • Quite often it is frustrating to move files from one directory to another and then manually adjust each file location reference. FileMatch has been written to solve this problem. As a side effect, it will allow the user more freedom in organising a file and directory structure knowing that laborious manual referencing is not required.

      The following steps are presumed to have occurred before the FileMatch routine is called:

      1. The original directory ( known as the "Old" location ) has been audited and files logged into FTS.
      2. The files are to be moved to a brand new or existing directory ( known as the "New" location )

      The FileMatch routine is processed in the following manner:

      1. The "Old" file location will need to have an Disk Audit performed using the ADD choice. Missing files will be modified with the '---' which will be removed during the FileMatch process. Set parameters and press the Audit button
      2. The "New" file location will need to have a DiskAudit performed using the ADD choice. Set parameters and press the FileMatch button. The routine will not proceed if Step 1 has not been done!. These are special records with GROUP+TOPIC letters of 'FTSMTH' and '^+^' inserted into the description. These special records have a 'lifetime' of several minutes only
      3. For each audit a report is produced which can be inspected if required.
      4. At completion of both audits, the FileMatch screen is displayed with the location fields already filled with the references
      5. Click the FileMatch button to start the checking. A small barometer gauge is displayed in the window.
      6. The end of the routine will finish and a small box will appear with an "OK" button. One of two messages will be display:
         • No conversion done for XXX location (where XXX is the "Old" file location)
         • NNN records converted for XXX location (where NNN is a number of records and XXX is the "Old" file location) 
      7. FileMatch works by comparing filenames between the two directories. As each file is 'matched' the record is updated and the entry for the "New" locaton is deleted.

  'Markers' note: Program entries added automatically are usually prefixed by three plus signs ( +++ ). This allows searching for unindexed material. Files not found that have been logged previously have the characters (---) added to the description.

  To allow for users to log bulk files into Topics or Series pages without providing markers, the program has been modified slightly. There is now a Markers field in the Parameters file. This allows for up to 6 characters to be used as required on a permanent basis. The Edit window reflects this change by showing the markers at the start for a session change and in the Edit screen with the left hand marker search button. If no markers are required or a special sequence of characters is required for a single audit, then the markers may be changed for the session. Note that the unindexed value recorded by the program will NOT be altered if other marker sets are used. Only '+++' and '---' are recognised by the program for the purposes of unindexed records. This change has been brought about by a desire to log files without incrementing the unindexed counter. In a vague way, blocking files into a Group, Topic or Series can be considered as 'Indexing'.

• Productivity

  Performs a check of all records on file and totals all the unindexed records, i.e. those with '---' or '+++' in the description. Results appear in a small window and the Parameters file is updated.

• All ...

  This option allows for all the audit routines to be completed without interruption, in sequential order. Reports are trimmed to only show the problems.

  The program records the an average of audit times which is then saved in the Parameters file. If the audit time is less than 1/3rd the last saved time the program is presumed to have been terminated before completion or a new faster machine is in place. In such cases, 1 minute is deducted from the average times and a new time saved.

  The Edit Counter parameter is rest to zero and all audit flags are stored in the Parameters file to reflect that the audits have been done.

• Series File

  The conversion of Items to Series ( Series - Convert ) is of a free format format nature and may be subject to mistakes. This routine checks for errors and mistaken groups in the wrong topics.

• FileLoc IDs

  This option check the entire data file for correct disk location codes, or unreferenced ones. The report lists three main findings

  1. A list of possible problems with item references
  2. A file location list in alphabetical order by drive and directory
  3. A file location list in alphabetical order of File Location code

  File Locations that are not being used are marked. The program can reuse the location codes by deleting data from all field EXCEPT the FILE_LOC field.

  The Audit Date field is manually amended when a particular location has been checked and appears to be indexed correctly.

  As more features have been added, this routine also checks

  • If a TEMP file marker is found, the temporary file location is searched for the file. If not found then the marker is removed.

• Integrity

  This routine checks that the main fields are filled correctly:

  • Adds a new FileID to all entries that have no FileID reference
  • Correct reference to memo file
  • FileID is cross referenced properly
  • Groups, Topics and Series codes have correct headings
  • Track date is valid
  • Checks for valid 'Describer' entries as referenced in the reference file
  • Checks for file records with the same filename and location that have different FileID's.
• Locations

  The geographical locations field in the main data file is checked against the Location References. Unreferenced locations are added. This allows the 'L' button to work in the Edit window.

  Note: This audit is required to take full advantage of the 'L' button.

• Sources

  This audit compares the Source and Origin entries against the Source references. New entries are added with characters plus the name held in the archive parameter. These entries also include '+++' to track unedited material.

  Note: This audit is required to take full advantage of the 'o' and 's' buttons.

Menu - Edit

These are the options to edit and modify the main data and the reference tables.

For most of the reference files a browse window displays the records. Attached to each table are some option buttons to allow editing. The button options are:

• Add - Add a blank record
• Delete - Mark the record for deletion. If already 'Deleted', the record will be unmarked from 'deletion'. When the user exits from the table and returns to the main menus, the data file is 'Packed' and the record removed.
• Done - Press this when all viewing and editing is finished. The table will be 'Packed' to remove records marked as 'Deleted'. The main menu then appears.
• Edit - Open up a small table to allow key fields to be edited. In this window the correct length of the variable is not checked. Excess characters will not be saved.

The Edit menu has the following choices:

• Data

  This choices allows editing of the main data records. The first screen defines the choice of editing and sets up the appropriate index control.

• This options open a window to start modifying the records in the data file. The one window functions for several index methods the data is stored with. If the data in the input field cannot be found in the records, the user will be prompted to create a new record. The buttons are

  • Reference

    Type in from 1 to 8 characters that represent a file name or some reference used to identify an item or photo. If the characters exist, the first record found will be displayed. Scroll through the Edit Records window until the required record is found. The records will be organised by 'Reference'.

    If a new record is required that has an identical set of characters, this is not a problem. In the Edit Records window, click on the NEW button to create a new record.

  • Series

    Type in exactly four characters that are the Series ID code. If any other than four characters are typed in, the action will not proceed. If a Series is selected, the data is organised by Series and the Description.

    If the field is left blank, windows will open up to select the Series from the Group and Topic chosen.

  • Topic

    Type in exactly six characters which represent the three characters for the Group and three characters for the Topic. If anything other than six characters are typed in, the action will not work. Once selected , the records will be organised by Group and Topic and Description.

    If the field is left blank, windows will open up to select the Group and Topic required.

  • FileLoc

    There are two choices here: type in the File Location code ( three character alphanumeric ) or click on the FileLoc button.

    If the three character code is typed in and the button clicked, the program will search out the location. If found in the records, the main data file will be set up in File Location order.

    If the field is BLANK when the FileLoc button is clicked, the user will select the physical disk location from a window. The location selected will be matched against the records. If found, the main data file will be placed into file location order.

    Note: When the data file is in File Location order, the only fields indexed are

    • File Location PLUS Filename.

    The displayed index descriptions will NOT be in order.

  • FileID

    Type in exactly five characters which represent the five characters for the FileID. If anything other than five characters are typed in, the action will not proceed. If a FileID is selected, the first FileID that matches will be selected. There can be multiple records with the same FileID. These records represent cross referenced material which may contain different data in the fields.

    Note: Different records of different material that have a common FileID should not occur. This can be a result of the program crashing or using parameters from a backup that may not match the actual number of records in use. Run the 'Integrity' report for a true account of the problem. Fix the problem by blanking out the offending item. A new ID will be regenerated when moving from the record.

  • New Record

    A new record can be created without adding data to the input field. Click on the 'New Record' button. Click 'OK' on the 'Start New Record' warning box. A new record with a new FileID will be created.

  • Justify

    This sets the program to right justify numbers and text of the 'second word' and is used for formatting train numbers and such. Some countries use longer numbers and text. The default is set in Utilities-Parameters. For short term edits, the default can be varied for the life of the edit by changing the 'right justify' value.

  • AutoView

    This option is initially set by the Parameters record 3 which can be set as 'On' or 'Off'. The change in this window before the start of editing allows the feature to be set for an edit session.

    Immediately a new record is selected, the program will select an appropriate application to open the file, if the file is available. If not a file or the disk is not in the machine no action will be taken.

    AutoView 'Off' will allow the user to view files as required

  • Cancel

    Clicking the 'Cancel' button or pressing the 'ESC' (Escape) key will quit from the window

  • Return - The program remembers the last record that has been edited. In case the edit window is accidentally exited,this button can be used to return to the uncompleted entry. If a new session is begun, the user can return to the last record edited and continue quickly. The index order is remembered.

  Once the 'method' of data editing has been selected, the program organises the data file for the index order. It then presents an edit window. This windows allows most of the data file fields to be modified. Some fields used for internal workings are not shown.

  Each entry that is edited will modify the 'LOG_DATE'. This is to ensure all edited material will be recovered using the 'LOG_DATE' field. The original concept was that the 'LOG_DATE' recorded the date of entry into FTS. However in some cases, this data may not be indexed for several years. Using a cutoff date may prevent valid records from being picked up and used.

   

   

  • A small 'Edit' counter has been provided to show the number of records modified since the start of editing. If the 'Records unindexed' value in Parameters is greater than 0(zero),then every upgraded record that has "+++" or "---" in the description will decrement the number shown in the title line of the window.

    Note: Only data added to a field will trigger the counter. Cursor skipping or just pressing <ENTER> does not modify the field.

  • The following fields can be edited. The list order is set out by the most commonly fields used for editing. To go to a field 'out of order', use the mouse and click in the field box.
    • Reference

      This field is solely a text reference for a file. If the entry is text only such as negative, slide, book, postcard or photo.

      A reference is converted to a file when the "H" button is used. This data converts the text entry to a HTML file link.

    • Group

      The 3 character code that represents a GROUP. Three characters are recommended. The use of one to two characters will be unpredictable. The three character code is used to create a filename, so only the alpha characters 0-9, A-Z should be used.

    • Topic

      The 3 character code that represents a TOPIC within a GROUP. Three characters are recommended. The use of one to two characters will be unpredictable. The three character code is used to create a filename, so only the alpha characters 0-9, A-Z should be used.

    • Description

      Free format data entry.

      If class and number references are required such as for locomotives, rolling stock or other non rail subjects a special data entry sequence is required. For the program to proceed into this 'mode' the first character MUST be a space.

      The program then formats the Description line thus:

      • The first 'word' or alphanumeric set is made into uppercase, trimmed and a space is added to the right of it
      • The second 'word' is trimmed and right justified by the amount specified by the user and as set in Parameters. There are three conditions:
        1. The 'word' is not a '-' or '+'
        2. A space is added to the right if the rightmost character is 0 to 9.
        3. No space is added to the right if the rightmost character is anything other than 0-9
      • The remainder of the Description is added to the formatted words. However if the remainder of the description does not have a '-' or '+' to separate the data, a '-' is inserted.

      Notes:

      • If it is found in data entry that the vehicle number is approximate, use an '*' asterisk after the number.
    • Date

      Free format. For English type dates the data entry should be 'DD/MM/YYYY'. Year searches are four character based and are easier to do than two character searches. A search for 1912 as '12' will also found December as '12'. The field allows for the following date data

      • 12/12/1991
      • 12/1991
      • 1991
      • 1890s
      • c1890
      • c10/1990

      One routines uses the right most four characters in a date search so the term '1890s' may not produce the results expected.

      For other methods such as US dating, use the method that best suits data entry and search criteria.

      Note: for an approximate year use 'c1890'. For an approximate era use '1890s'.

    • Location

      Free format devoid of State or Country breakdown. Any location search uses a substring match.

      I use the following as a guide:

      • Victoria, State of Australia - Location name only
      • Other States of Australia - Location name plus State initials
      • Location overseas - Location plus Country or Region initials.

       

    • Origin

      The person or organisation that created the material.

    • Source

      The person or organisation that passed material on. In the long chain of distributed material it becomes the link between the user and the material 'Origin'

    • Describer

      A field that the the program uses to describe attributes of the item. User defined, with one use per item.

      Some example of use are:

      • + - Used to denote a sequence of images taken within the same area. Rather than describing 10 images that are nearly similar, it is easier to reference the first image and use the plus sign to indicate 'more of the same'. Saves time. If the material warrants more detail, this can be done in the future. Used for negatives only
      • C - colour photo
      • B - black and white photo
      • S - Sound file

       

    • Mark

      A field used to track program specific events required for outputs. These entries used to be assigned to the 'Describer' field but have been given a field of their own to enhance the 'Describer' operation. Characters used and their use are:

      • H - Hidden entry. This prevents multiple output of items when material is cross referenced but decriptions are identical. This prevents many similar lines in a report but is convenient for searches which are matched.
      • L - Link file. Program uses this to assist with creating link items as bold and determining which items are actually links to pages. To ensure correct searches, a LinkFile ( FILEcccc.HTM ) can be given the letter H. This allows it to be hidden from view but used in a search.
      • T - Text file. Program can create small text files associated with an item. These files can only be created within the Edit/Data menu.
      • Z - Non distributable file. This is the method used to track files that have been collected that have no explicit permission for distribution. This method is more positive than assigning a non distribution mark to either an Origin or Source

       

    • File Extension

      The DOS 3 character file description. There can be files created without a file extension. This program does not handle them very well and they should be avoided. They can be recognised for linking but there is no ability for the program to check to see if the file exists.

      This field is normally blank for a text item. If the item is converted to a file, the file extension is added and a Disk Location is selected. These actions will decrement the 'Neg/slides' value in the Parameters file.

    • Item ID

      Each item is automatically given a unique reference identity. If the item is cross referenced, the Item ID is duplicated to assist in pointing to the same file.

      Note: If one item of a cross reference 'set' is edited, the change will not be duplicated in the other references.

    • Series

      This is the SERIES code letters assigned to the item. The code letters group a similar collection of items onto a single page. Items are unique to the page by the following key: GROUP+TOPIC+SERIES. If an item is given an incorrect SERIES code, the item will 'disappear' until an audit trace is conducted.

      The SERIES page filename is created by placing the letters 'FILE' as a prefix to the SERIES letters. i.e. SERIES AAER will be grouped to a page FILEAAER.htm.

    • Page

      This has a doubtful use but has been retained just in case. It was placed into the index chain of GROUP+TOPIC+SERIES+PAGE+DESCRIPTION. It allows the descriptions to be ordered by a PAGE key, normally blank. A blank key orders on description. If the descriptions are required to be placed in a non alphabetical sequence use the PAGE field.

    • Tmp

      This field is used to locate temporary files. The characters can be 0-9, A-Z. This single character is translated into a drive and directory where temporary files are stored. The files are stored as the FileID name with the standard file extension. For example file 'abc.txt' with FileID AB123 would be saved as 'AB123.txt'.

      The directory for the file save is determined thus: In the Parameters file a temporary directory name can be stored with the replacement mask included. For this program the replacement mask is "[x]".

      If the temporary file location is listed as '1' for a file and the temporary location is given as "d:\fts_temp\zz[x]" the standard report would determine this location to be "d:\fts_temp\zz1". Any storage name could be used provided the mask is included in the directory name.

      This method allows for 36 temporary locations named "d:\fts_temp\zz0 ... zz9, ..zzA .. zzZ.

      Note: files for temporary location use are assembled via the Report->Search option and transferred with the data obtained.

       

      Within the edit screen the following buttons are provided:

      Please note: These button are provided to assist in rapid data entry where the data entry codes may not be known. The method is much slower than straight keyboard actions. The intent is to provide a mouse method rather than the user having to keep lookup lists.

      Notes:

      1. Due to language 'bugs' ( i.e. beyond my control ) the first item of most tables does not belong to the requested Topic or Series or that the table will start at the bottom item. Using the PgUp / PgDn keys will reset the proper display. If the top item is selected (i.e. wrong Topic/Series) then a popup warning window will prevent selection.

       

    • F - Mouse selection for <Find>. This button opens up a small window for a simple search. The search will depend upon the index set, which was set at the start of editing. The window heading displays the search field in use. Once the characters are entered, the user can press <ENTER>. If no items are matched the window returns to the start point before the button was pressed.
    • H - Opens a window to modify or add information about a file or directory. The filename and extension can be added manually. The file location must be added via the "Change Dir" button. Use the "Add File" button to select the file from the files in a directory list. The program automatically adds the file location for the user.

      The look up window in "Change Dir" has a Blank button that allows the user to convert a file reference to a text item. The Cancel button in the look up window will restore the original value.

    • G - Mouse selection of Group description

      When this button is clicked on, a window opens up to display the Group descriptions and their codes. The description can be selected by clicking on the description line and then clicking the 'Select' button. With the selection made, the window clears, the three character code letter is placed into the field and the description is placed as text in the 'Group' box.

      Notes

      1. Clicking the 'Cancel' button or pressing the 'ESC' key will exit the window without any changes made.
      2. New descriptions can be added.
      3. When a navigation button ( any button moving the record or exiting ) is used, the Group letters are checked against the headings. If any letters do not match the table, a warning window box alerts the user. The Edit Window cannot be exited or record moved until a correct Group is added.
      4. If the group is altered via the window selection and is different from the original, the Topic and Series (if present) fields are cleared.

       

    • T - Mouse selection of Topic description

      When this button is clicked on, a window opens up to display the Topic descriptions and their codes that are applicable to the Group currently chosen. A description can be selected by clicking on the description line and then clicking the 'Select' button. With the selection made, the window clears, the three character code letter is placed into the field and the description is placed as text in the 'Topic' box.

      Notes

      1. Clicking the 'Cancel' button or pressing the 'ESC' key will exit the window without any changes made.
      2. New descriptions can be added.
      3. As above for the navigation buttons.

      If the topic is altered via the window selection and is different from the original, the Series (if present) field is cleared.

    • S - Mouse selection of Series description

      When this button is clicked on, a window opens up to display the Series descriptions and their codes that are assigned to the Group and Topic chosen. The description can be selected by clicking on the description line and then clicking the 'Select' button. With the selection made, the window clears, the three character code letter is placed into the field and the description is placed as text in the 'Group' box.

      Notes

      1. Clicking the 'Cancel' button or pressing the 'ESC' key will exit the window without any changes made.
      2. New descriptions can be added.
      3. As above for the navigation buttons. The Series letters must also match the Group and Topic letter assignment.

       

    • L - Locations

      Presents a list of locations to choose from.

    • o, s - Origin and Source

      Presents a list of Origin or Sources and places the code letters into the field.

    • x, '_' - Record describer

      Presents a list of describers in use.

    • View

      If a file is selected the file can be viewed by the nominated program. The extensions chosen are GIF TIF BMP JPG. These file types are associated with the preferred Image Viewer. See Parameters. As this is a 16 bit program there is no direct access to the Windows file association tables. All other file types are opened by the Internet Browser and the method of opening is via the file association given in Windows.

      If the Parameter 'Autoview' is set to '1' (one), then the file will be displayed automatically if accessible.

    • ' < '

      Saves any changed data and steps back one record. The record displayed will depend upon the index order first established when starting the edit window.

      Note: If possible the step is made on the original indexed order. This may change if the index key is altered.

    • '<<'

      Saves any changed and skips backwards 50 records.

    • ' > '

      Saves any changed data and steps forward one record. The record displayed will depend upon the index order first established when starting the edit window.

      Note: If possible the step is made on the original indexed order. This may change if the index key is altered.

    • '>>'

      Saves any changed data and skips forward 50 records.

    • CrossRef (Cross Reference)

      The button is for 'Cross Referencing'. Some items may contain data or images of many different things. This button allows all main referencing to be duplicated in the new record. The new record contains a copy of the FileID and all the data. The group is changed to 'FTS' and the topic is 'FND' in case the record is not filled properly.

      Note: the displayed data is saved before the record is duplicated.

    • Copy

      The button is for repetitive data. This allows for common data to be transferred to a newly created record. Common data is defined as:

      • Description
      • Date
      • Location
      • Origin
      • Source

      The new record has a blank Reference field, a new FileID and is given the group of FTS and the topic of FND to ensure that the record is not lost if not filled correctly.

      Note: the displayed data is saved before the record is copied.

    • New

      Saves the displayed data and creates a new blank record with group of FTS and topic of FND complete with new FileID.

      At present, use of the New button will add a new record and start the editing back at start of file. The user will have to exit and reenter the edit sequence.

      Note: After adding details to the New entry, the last entry can be recalled by pressing the ' > ' button.

    • Del (Delete)

      After a warning prompt, all fields of the displayed data are blanked to clear the entry. The program checks for cross referenced entries. If no cross referenced entries exist and a file on HDD is associated with the entry, there will be request to delete the file as well. If there are multiple cross references or the associated file is not on HDD, only the record is deleted.

      To restore a file deleted by mistake, a backup file is created before the file on HDD is deleted. The file created is composed of a 'tilde' (~) plus a two digit number plus the FileID plus the file extension. The 'tilde' allows the temporary files to be recognised by programs that clean out unwanted files. For example a backup file may be "~01bd123.jpg". An entry is also placed into the log file showing the original and backup filenames.

      Files on CD cannot be deleted. It is simpler to make the group and topic 'FTSARC'. This removes the record from active reports but preserves the disk audit integrity

      Note: The program determines a HDD location by a DiskID of three spaces.

    • Exit

      The displayed data is saved and the routine returns to the input window. The program checks a list of Groups and Topics used during the edit session. If any unreferenced Groups and Topics are found, edit windows are opened up to upgrade the records.

      To avoid an accidental exit from this window, a prompt is now included when the exit button is pressed. The 'OK' button exits the edit, whilst 'Cancel' returns the user to the edit window.

    • R

      If the data selected is in Group and Topic order then this button will be shown. On some edits the records will remain in the group and topic of the changed record. This button finds the first occurrence of the Group and Topic initially selected. This appears to be fixed in a recent upgrade but will be left for the time being.

    • +

      This button serves two functions: It looks for computer added material and also checks for referenced files that have not been traced during a file location audit

      • In whatever order the edit is being performed, the plus sign will 'hunt out' the next non indexed item. Computer added material is assigned a '+++' in the description to allow this material to be found and the 'pile of non indexed material' to be eroded down. The search runs only in the file location of the currently selected item. This prevents an edit from spilling over onto other drives or CD's which are not in place.
      • If an audit finds that a file is not at the disk location, the symbol '---' is inserted into the description. The search is conducted in conjunction with "+++" and is only run within the file location of the first selected record.
    • M

      This button opens a program to allow jot notes to be recorded for the FileID currently being edited. A Text editor program is opened up and some small pieces of information are added to the file to start it off. A T is also added to the Mark field. The files are stored in a subdirectory \memo\ from where the program is running. The filename is the FileID + "m.txt" as AB123 reference gives AB123m.txt. Whilst the file can be saved elsewhere with any other name, the given name must be used for the given location. File size of the notes is actually limited by the Text Editor. Cross referencing of the same FileID will point to the same note and an Audit add the text reference to cross referenced material. The intention is to allow notes to be added as background information for a photo. Scope is left to the user. Links to the notes are on the item line as [Memo ...]

    • U

      This button allows the data to be restored for the fields the edit screen. Key information can be overwritten by wrong keystrokes in fields. This button restores the previous data preserved by 'Entry 1' in the log file.

• FileID List

  This option allows the user to manually assemble a small file from a group of File IDs collected by whatever means. This file serves the same purpose as a search file but is hand assembled. It is also possible to add more individual FileIDs to a previously saved search file.

• Del FileLoc

  If a mistake is made for a file location it is easy to add hundreds of unwanted image references. This option allows the user to type in the three character file location code. This code is checked in the disk file for the directory information. If found, the location details are displayed and the user may then delete all the associated records.

• Series - Convert

   

  This section is where the items of a particular Topic are collated or added into a Series page. This can be very time consuming when done manually. It does however allow the user to be very specific in selection.

  To allow for bulk conversions and much time saving this process has been automated. There are several actions available and these depend upon the fields that are filled in. Once filled, the Start button is pressed.

  The field combinations are:

  • Group and Topic and/or Series

    This starts the automatic 'Consolidate' process where the program looks for the first word on each line and groups all items within a Series page irrespective of content. A 'word' is defined as a group of characters ending with a space. Therefore the characters "Yard" and "Yard," are treated separately. If no Series link is found a new one is created. If a single matching link is found all matching items will be consolidated into that Series. If multiple links are found for a specific word, then no consolidation is done as content of items and links is beyond the authors' programming skill.

    Note: Consolidation is based upon the wording of the SERIES LINK description, not the SERIES HEADER DESCRIPTION!

   

• The Consolidate Parameters shows four pieces of information:
  1. The default column number to start the process where '1' is the 'first word' search and '1+n' becomes the left most characters to match
  2. The default minimum number of items for a new Series page to be created
  3. The first line of the Group/Topic/Series to assist with column identification
  4. The column numbers displayed vertically to assist with the column count ( maximum of item length )
• There are three buttons provided as well as the 'ESC' key to give four actions to continue:
  1. ESC - Press this to exit and go back
  2. Start - Take the parameters as displayed and proceed with the 'Consolidation'
  3. Skip - When the window opens the first line of the topic items is displayed. Use the Skip button to move down the list to find a more appropriate entry for determining column numbers
  4. Cancel - As for ESC, return to previous window
• A minimum number of items must be counted to trigger a new Series page. The default is 5. This is the balance between 'cleaning up' the items and economy of resources where a Series page of 1 or 2 items is not required.
• For each letter sequence, the program checks for a corresponding link with matching letters. If any is found, the items are added irrespective of numbers found. Note: Upper and lower case is ignored.

  Note: the program does not 'look back' to check previous entries. Multiple links created or items that are ignored need checking to ensure that the first words actually match.

• If multiple links are found for a given letter sequence, no action is taken to avoid mistakes.
• Once finished, regenerate the HTML reports.
• This option assists with maintaining minimum items in each Group and Topic. This reduces report generation time and provides for simple division of subjects. If datafile searches are conducted, Series boundaries are ignored.
• If items within a Series page is to be consolidated further, then a suitable column number should be selected to create subgroups of the items within the page. To use '1' would only recreate a Series page of all the items.

 

• Group and Topic and/or Series and Start ID

  This grouping informs the program that you have selected an item to start as new Series page. A new Series ID is found and the heading by default is the first item description. This can be changed to suit.

• Group and Topic and/or Series and Start ID and To Series

  This selection tells the program that a Topic/Series has been selected and the item to start. All selected items will be moved to the nominated Series.

  

  The window displays the current item information. This is to assist with item selection. The following buttons are provided:

  • '..<' - Skip backwards by one item
  • '>..' - Skip forwards by one item
  • Add - Add the item to the nominated Series, then skips to the next item
  • Auto - Automatically adds items to the nominated Series. Additions are based on the first word match of the current item description. Additions continue until the first word match fails or a link is detected.
  • To.. - This allows the user to select an endpoint item. The user is requested to name the target FileID. Items will be added to the nominated Series page until the target FileID is done.
  • Continue - This button is used to find the next matching FileID when cross referenced items with the same FileID exist. An initial search will stall when duplicate FileID items are present. This button is an attempt to step past the duplications and continue. May not always work. Restart and use the '>..' button instead.
  • Exit - Quit the window and return to the main 'Series Convert' window.

   

Note: The program proceeds on the basis of letter matching, not content interpretation. Items with similar letters BUT of different content will be interpreted as identical.

• Groups - Headers

  Allows the user to browse the GROUP data file and modify or delete the descriptions.

  When this selection is clicked, a search is made for non edited material. A warning button is displayed to alert the user if non edited material is found.

• Topics - Headers

  Allows the user to browse the TOPICS data file and modify or delete the descriptions.

  When this selection is clicked, a search is made for non edited material. A warning button is displayed to alert the user if non edited material is found.

• Topics - Global

  This allows the user to change a GROUP and TOPIC combination to any other GROUP, TOPIC or SERIES. As FTS data entry is designed to be 'on the fly', some categories inappropriate and can be altered to suit.

  Any combination of GROUP and TOPIC and SERIES can be modified to any other. In this regard, a BLANK series is taken to be the main GROUP and TOPIC page.

• Series - Headers

  Allows the user to browse the SERIES data file and modify the descriptions. This is useful when the program has detected a new SERIES and has inserted a new record into the table. It also allows the user to correct mistaken records by removing them.

• References

  Some references are contained within a single data file. Each type of reference is segregated by a single character. The references are

  • Geographical locations - designated letter L
  • Origins and Sources - designated letter S
  • Descriptors - designated letter
  • Reference headers for audit report, a designated character '-' (dash)

  To edit a reference, a small window opens with a single character field. Type in the designated letter required for the reference required. A browse screen will then open showing the requested references.

• Page Re-order

  To allow further reordering of items within the GROUP+TOPIC+SERIES+PAGE+FILE DESCRIPTION order, 'Page Reordering' numbers all items for a SERIES in sequential order. The number is determined by the the number of entries. This allows for slight renumbering of the PAGE field to reorder items. All items with the same Page number retain a single new Page reference that is not incremented. It would be advisable that only SERIES pages are modified as items in the general GROUP and TOPIC pages will become difficult to edit.

  To allow for mistakes, the routine asks for a Reset letter. The letter N indicates 'No reset' and items will be page numbered from 10. Any other letter or number will reset the page reordering to BLANK.

  Note: The Page ordering system has been designed for small numbers of items. For larger numbers, 'Series' collation is much better. If 'Page Re-order' detects more than 500 items during a change, a warning message is output in the report

• Sources - Global

  This routine processes all ORIGIN and SOURCE fields and matches them to entries in the reference database. New characters that are found are added to the reference table. The characters '+++' are also added to assist with finding this material.

Menu - Report

This section is where various reports and reference lists are produced.

• Html Pages

  The indexed page reports are the heart of FTS. The entire database is published as a set of HTML pages. Pages are laid out and inter linked within the categories of GROUPs, TOPICs and SERIES. Via browser, this allows immediate access to material without a search.

The options available for the report process are:

 

• Target location

  The location for the written reports. The default location is shown. If another location is required, i.e. a special output for distribution, then the Directory button is used to select the location.

• Method

  There are three report methods

  1. Upgrade - only regenerates the pages that have changed due to editing. The progress bar acts as a guide to progress. Each indication represents one page. If the number of pages is greater that the line length, the indicator flashes at the end.
  2. Regenerate - Recreates and overwrites every page. This should be done occasionally to ensure link integrity. The progress bar represents the entire number of pages to be written. Progress is percentage based.
  3. Profile - Produce an output using specific topics only. Profile allows for two methods
     • Select - manually choose each topic required
     • Profile letter - automatic selection of topics based on the profile letter allocated in the Topic file.
• Type

  There are two report types - Links or Text. Links produces a report with links to files and text for non-file material. Text creates an 'all text' report for use as a distribution list where access to files is not possible.

• Page

  Shows or hides the PAGE reference for each item when the reports are run. The default setting for each 'run' is set by Record 12 in the Parameters file (Show Page In Report).

• Search

  Some material is difficult to find and a specific search is required. Most fields are available for use. After a search, the output can be viewed when formatted by the TEXT or HTML buttons. A datafile is created to hold the records. This datafile can be edited and saved. It can be used to copy files for export.

  

  The search is of the Boolean AND type. This is where each search parameter must be included in the record to obtain a result. E.g.: a search for substring keyword 'burnt', location 'Wallan', Origin 'PJV' would be interpreted as: 'Burnt' AND location = 'Wallan' AND Origin = 'PJV'. An OR search can be conducted by repeating specific searches that add records to the previous search.

  All searches for the same session are accumulated into the one temporary data file. When exiting the Search, the user is requested to rename this file for later use.

  To assist with multiple keyword searches, a plus (+) or minus (-) sign can be added between keywords for description searching.

  • Plus sign (+) translates to an AND search. For example to search for all wagons with letters 'VLCX' that mention 'doors', the search entry would be 'VLCX + doors'. This is broken down and trimmed to 'VLCX' AND 'DOORS'.

    The minus sign (-) translates to an OR search. To search for entries that contain 'burnt' or 'fire', the keywords would be 'burnt - fire'. This is reconstructed as a search 'BURNT' OR 'FIRE'. The OR search has value when several things may be searched at once rather than conducting separate single searches.

  Notes:

  • The search routine was not designed for mixed '+' and '-' markers. The results will be unpredictable
  • The '+' and '-' markers MUST be separated on each side by a SPACE character. This to ensure that a search for something like '2-10-0' or 'c1-text' will not be misinterpreted by the program
  • A search for "+++ - ---" or similar will be unpredictable

  This search routine is used for general information and for assembling data for Export use.

  The search strips leading and trailing blanks from the word or characters added. To include leading or trailing BLANK characters in the search, the user must type an underscore for each blank required. For example a search for ' box ' would be input as '_box_'. This allows for matching letters in contained in larger words to be ignored. It can also be used to filter out certain letter groups not required.

  The search characters are converted to uppercase. The upper case search is then compared to uppercase entries in the datafile, whether the datafile or search contains lower case or not. i.e., no case sensitive.

  Search characters should be as concise as possible to match as many entries as possible whilst ignoring items that obviously are not required.

  When the search detects a Series link, the link is stored for recursive action. Once the main datafile has been searched, the items contained in the Series pages are also added to the search file. Thus a search for 'boxvan' may find only Series links. From these links, all the items within those pages will be added even though the specific items do not contain the matching criteria.

  The search window has the following options:

  • Data fields for creation of the search query. Case is ignored for the searching.
    • Match example - Group MUST be the same as letters input
    • Substring example - the field contains the characters searched for
    • Radio button - Logical Yes or No selection

    Field	Search Type	Description
    GROUP	Match characters	-
    TOPIC	Match characters	-
    SERIES	Match characters	-
    KEYWORD	Substring match	Searches descriptions. To search with leading or trailing blanks use an underscore ( '_' ) as required. Can use AND or OR search
    LOCATION	Substring match	-
    YEAR	Substring match	Unformatted date field makes searches difficult.
    REFERENCE	Substring match	Useful for Negative/slide numbers
    SOURCE	Match characters	-
    ORIGIN	Match characters	-
    FILE EXT(ension)	Match characters	Useful for assembling files of certain type
    LOGDATES	From DD/MM/YYYY to DD/MM/YYYY	Allows searches on data processed between a certain dates. Dates are inclusive. Logdate tracks the edit dates of the entries.
    DISTRIBUTION	All | Only permitted	All - all files assembled; Only permitted - items not allowed for distribution are skipped (z in describer column)
    DUPLICATES	No | Yes	No - don't display duplicate entries (h in describer column) Yes - display all items found
    FILE LOCATIONS	Match characters	Allows for DISK or directory item assembly

  • The buttons presented are
    • Search

      Start the search when the criteria has been entered.

      The search consists of two parts:

      1. Main datafile - The search criteria assembles items from the main datafile
      2. Recursive Series pages - If an item is a link to a Series page, the set of records is marked. The program will then 'drag' in all the items belonging to those Series pages even though the criteria does not explicitly apply. If a recursive search is not wanted, an option box opens up before recursion starts. Options are
         • Yes - do recursive gathering
         • No - no recursion required
         • Cancel - no recursion required

       

    • Load

      Each time the search window is opened the search datafile will be empty. The Load button allows the user to select a saved file and load it up into the search. If a file is not the same as a search file a window box will open with an explanation and an option to cancel.

    • Save

      This button allows the user to save the assembled search data. The user needs to type in a filename which is automatically given a 'dbf' extension. Press <ENTER> key to save. Press the <ESC> key if the save is not required.

    • Edit

      Allows user to view or edit the search file that has been 'Loaded' or 'Assembled'

    • Reset

      Deletes all the records collected so far. Records for consecutive searches are accumulated into one file. This allows for a clean restart.

    • Exit

      Quit the search option. If a search has just been done there will be a prompt to save the datafile. The choices are:

      1. Yes - save the file. Provide a name for the file. If the filename already exists, the user is prompted to Overwrite or Append. Overwrite deletes the old file and saves the search; Append adds the search results to the bottom of the old file. The program then exits and returns to the main menu.

         Note: the append does not check for duplicate entries

      2. No - program exits to the main menu without saving
      3. Cancel - stop the action and returns to the search menu

       

    • Report

      The report button produces three separate reports at once.

      • HTML - links

        This is the main list ordered by Group and Topic with items in alphabetical order. There are links to files and images with text entries for non-scanned materia. lLinks to files are in View the records of the current search as HTML with links to images and files. This report contains a link to 'Thumbnail output" page(s). The thumbnail pages are formatted images of

      • HTML - thumbnails

        This report formats all images and file links into a thumbnail output of 15 pages or less. The program recognises non image files and can display special images in the thumbnail link. How the program interprets different file types is outlined below:

        • Images - GIF, JPG ; formatted image of file if accessible (Parameters record 46)
        • Images - BMP, TIF; "fts__img.gif" displayed (Parameters record 47)
        • Sound files - MP3, WAV; "fts__snd.gif" displayed (Parameters record 48)
        • Movie files - MOV, AVI; "fts__mov.gif" displayed (Parameters record 49)
        • Text files - TXT, DOC; "fts__txt.gif" displayed (Parameters record 50)
        • Compressed files - ZIP, ARC , RAR; "fts__zip.gif" (Parameter 52)
        • Everything else - "fts__nun.gif" displayed (Parameters record 51)

        The user is at liberty to replace or edit the GIF files above provided the filename is the same or at least has been altered in the parameters.

        As some material may be cross referenced, a situation can occur where the same image may appear multiple times. The thumbnail output eliminates the multiple occurrences and provides only one link. The Group, Topic or description will be unpredictable.

      • TEXT

        View the records of the current search as a text file. This is handy for distribution reports as links would be invalid.

      • CSV

        This allows the search file to be output as a 'CSV' (Comma Separated Value) text file. The fields in the output are limited to

        • FileID
        • Image ( i=text, anything else = file)
        • Group (full description)
        • Topic (full description)
        • Description (of the item)
        • Location
        • Date
        • Origin (letter code only)
        • Source (letter code only)

• Statistics

  This is an output that shows the basic breakdown of the records in the data file. All figures are provided with values and percentages.

  Collection Inventory statistics are only provided if the Parameters file record 2 ( Negs/Slides not scanned ) is a number greater than zero. This value is only set by the user if there is interest in determining the record indexing progress of the entire collection at hand. Collections usually include photographs,negatives and slides which have not been scanned.

  The Collection Inventory box shows

  • Total of neg/slides unindexed
  • Total of neg/slides indexed
  • Total number of files with their file sizes, as logged into FTS.

  The FTS Record box shows

  • The total number of records in the data file
  • The number of computer files being referenced. If Collection Inventory is not shown then the file sizes will be shown on this line.

    A maximum of three types of files are shown. The statistics on the most common three file types are given along with a value for 'all the rest'. These values are all provided in descending order

  • The number of unindexed files
  • The number of records used for material such as negatives, slides and unscanned material

    Note: The program uses some records to assist with operation of the program. For statistical purposes these have not been segregated out. In most cases the number of records used is insignificant.

  • The number of cross references. These are duplicated records indexed under different subjects or topics.
  • The number of spare records. These are records that have had the data removed and are available for reuse.

    Note: Unused FileIDs are not recorded until found and reestablished.

  The information appears in descending numerical order. The statistics are provided to assist with the understanding of what the FTS is storing and personal goal achievements.

• List FileLoc

  This report allows all the referenced files to be listed for a specific directory

• List References

  This report lists all the main references in use.

• List Series

  This report lists the Series descriptions. There are three ways of viewing this report

  1. By Description
  2. By Series ID code
  3. By Group and Topic and Description

  The report generates three HTML pages as above and then creates a main linking page which is opened when the report finishes

Menu - Notes

This group is for writing jot notes and for checking the LogFile.

• Jotnotes

  Allows the user some workspace for jot notes. As above, the editor can be defined in the Utilities - Parameters section.

• LogFile

  A log file is run by the program to track basic changes. At present the only changes recorded are record additions when a files are added via 'Audit' and the data entry changes made in the Edit/Data screen. When 'LogFile' is selected, the program converts the data file to a text file and opens up a text editor for viewing. At intervals the text file should be saved before cleaning out the log file records.

---

Menu - Help

General program assistance. Checks the version being run.

• Manual

  Opens up the FTS manual in a browser window

• Background

  A simple reminder about the background image file size. I found the best size was 510 x 310 pixels x 70. The file must be a bitmap type BMP file.

  It would appear that ruler dimensions affect the displayed size rather than a specific pixel/ppi ration. Experiment for the best fit.

• About

  This box displays the © message, FTS version number and the version date. This information is a reflection of the version in use. Changes are fairly frequent. The data gives an indication of last major change. The combination of version and the 'scans.exe' creation date is a more accurate reflection of the version.

 Technical - Program files

The file list for system operation is as follows:

• EXE file - FTS.exe is the main program file
• FTS_VER.TXT - contained within the distribution zip file. When extracted and detected by the next start of the program, the structures of all the database files are checked. The file FTS_VER.TXT is then deleted
• OVR files - uses about 62 of these files
• sc_dsk - file for holding disk locations [Indexed]
• sc_grp - file that contains the headings and code characters for the GROUPS [Indexed]
• sc_log - File used to log activity. For display, the log is outputs as text [Not indexed]
• sc_main - main data file [Indexed]
• sc_new - scratch file for datafile creation. Only used for installation [Not indexed]
• sc_num - Parameters stored for program use [Not indexed]
• sc_ref - File for use of Locations and Source lists [Indexed]
• sc_sdesc - file that contains the headings and code characters for the SERIES pages [Indexed]
• sc_tpc - file that contains the headings and code characters for the TOPICS [Indexed]

Technical - Reserved

The program requires some special input to run cleanly. Some fields are set up with characters of special meaning that allow the program to function

The following Topics are reserved

• FTSFND - files found at a location and not contained in the database for the specified location

  This is a default topic to group all material and records that have not been indexed or organised

• FTSPAG - Files associated with a HTML page that do not require individual indexing

  Some images are part of HTML pages are may not require special indexing. The program still needs to track the material for auditing purposes.

• FTSARC - Files no longer required for use in the system but cannot be deleted

  Places all unused material into a single group. The program still needs to track the material for auditing purposes. Otherwise regular audits will trying to add these files at an audit. To list the material in the FTSARC group, use the Report->Search menu choice. For the search session, the FTSARC 'block' is removed.

• FTSSCH - this topic is only found in the assembled search datafile. It marks records that contain information about the search results. The results are placed at the top of the report and are thereafter ignored.

The following character is reserved for Reference file use

• - (dash) - This is used for the Reference headings displayed in the Audit->References report

Technical - Important Notes

• This is a 16 bit program and will only record files as DOS 8.3 notation. Files on HDD logged by the program and then transferred to CD must be written in 'ISO 9660' standard. Some CD/DVD programs have an extra "DOS" option that is required.

  Note: Once files are logged they are then accessed via HTML links or application programs called by FTS, removing the need for Long Filenames

• With the "DOS" audit selection, the program can only check files that start with the characters "ABCDEFGHIJKLMNOPQRSTUVWXYZ0123456789_-^$&" (excluding quotes). This is due to the multiple pass disk searches to overcome limited array capacity.
• The alphanumerical letters used in most fields are also used to create filenames. For this reason, the only characters that should be used are 0-9, A-Z.
• Whilst the program can add a file without an extension, it is unable to audit or verify that such a file exists. These files are ignored.
• After any data entry, always press the <ENTER> key. For some reason this is not required for the first field of any data entry but is required for any other field. If <ENTER> is not used, the program may be fooled into thinking no data has been added.
• If the user is confronted by an error message box, the best option is to quit the program and restart it. Sometimes an 'Ignore' option will write HTML data into a datafile.
• This manual has been drafted using sing "PeteSpeak"

Technical - Versions

The program follows a loose convention in regard to versions. There are four levels:

1. First number - where
   • 1.0 - Unprogrammed basic data entry trials and reports
   • 2.0 - Program operating with direct table editing
   • 3.0 - Menu control and edit tables for main operations
   • 4.0 - Reference tables accessed via edit windows and menu control
   • 5.0 - Button access to reference tables from within edit window
   • 6.0 - 32bit xBase++ (planned -but cancelled)
   • 7.0 - PHP/SQL server based (planning deferred)
2. Second number - Minor improvements
3. Third letter - Debugging and tweaking improvements
4. Date of 'FTS.EXE' file - this is the latest build date

Note:

The 'FTS.exe' file and the OVR files are linked by internal addresses. All the OVR files should have the same date and time as the 'FTS.EXE' file. Mixing and matching of various version OVR files will cause the program to crash.

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Technical - Disk Sizes

The program will track the name and the capacity in Kb of the main removable disk media used for transferring and export or material. This information is stored in the Parameters file at record 34. The two pieces of information stored are:

1. Variable description field - the short name or characters of the disk type. The short description is used in reports to describe the media
2. Variable value field - the size in Kilobytes (Kb) of the media storage capacity

Capacity is referenced in Kb as the file sizes stored by the program have a minimum unit value of one Kb (1024 bytes). Some examples of disk names and Kb storage are provided below:

Media Type	Media Size	FTS Media Name	FTS Media Size
Floppy	1.44Mb	Floppy	1406
Zip 100Mb	98Mb	ZIP100	95703
CD	650Mb	CD	650240
DVD	4.7Gb	DVD	4928307

Note:

• The example provided above are for immediate use. More accurate information can be used to reflect upgraded equipment, disks or formatting.
• Checks on file transfers should be made to ensure these capacities are not exceeded during allocation. As more material will end up on disk, the media size should be understated slightly.
• The allocation reports will usually overstate the file sizes. This has a benefit in dedicating more disks than are required. In some cases cross referenced material will be allocated multiple times despite the fact there is only ONE file.
• Object of the transfer allocation is to fill the disks as best as possible, i.e. first come first serve. No attempt has been made to accurately place files to fill disks to capacity.
• Capacity of disk media presumes all sectors are available for writing. This may not be the case, particularly with magnetic media.

Technical - Terminology

As with any system, terminology defines the methods and understanding. This no less true for FTS - the File Tracking System.

The following list is placed into alphabetical order and has words and actions either mentioned or linked:

• CD - Implied in the reference to CD is a reference to any removable media disk such as floppy, Zip, MO, CD-R, CD-RW, Syquest, Orb or Superdisk( LS-120). i.e. any system that is DOS based and employs a directory structure.
• Mark - A single character field for program control of certain items. Used in reports, search assembly and export file creation. Used to describe links, hidden items, memos and non distributable files. Examples are:
  • H - Indicates item will be hidden from standard report pages. Many items are cross referenced by location with an identical description. To avoid these multiple descriptions, the items are hidden. However, these items appear within a Search output as they are relevant to a particular descriptive keyword or location
  • L - Indicate the file is a Link to a Series page or other 'master list' page. The description in output reports will be bold and the 'L' is not indicated
  • R - Will prevent any file associated with the record from being renamed. Applies to the record only. Take care with cross referenced records
  • T - TextMemo file included with entry. Program inserts this automatically. During audits the program will modify the field if no file is found or a file is found but no mark is assigned. In reports the wording and link 'Memo ...' is included within the text
  • Z - Indicates the item is available for distribution on origin request. Allows for single files/images to be suitably tagged.
• Describer - Characters are all manually typed. Examples are:
  • B - Black and white photo
  • C - Colour photo
  • S - Sound file
  • + - Photo continuity. Shows that the first negative or slide of a continuously recorded sequence has been indexed. The other photos would therefore not be indexed until such time as the photos are used and also indexed.

   

• DiskID - Each disk location must be indicated with a disk number or DiskID. This three character ID is placed next to item links to allow the user to identify which disk to use. Any three characters may be used. However some care is required as a browser may interpret some characters and format a line or letters incorrectly. Only the letters A-Z and 0-9 have been used to date. No experimenting has been done on other combinations.

  Location type	File location	Example of DiskID
  Floppy	A:\TEMP\	A01
  Floppy	A\TEMP\PAGES\	A01
  CDROM	M:\C18\001\	C18
  CDROM	M:\C18\002\	C18
  DVD	F:\D02\C18\001\	D02
  DVD	F:\D02\C18\002\	D02
  HDD - Hard drive	D:\C20\001\	Blank
  HDD	D:\C20\002\	Blank
  Note - Hard drive 'immediate' access is left blank as a clear indication of 'click and go'. Floppy, CD and DVD disks would be numbered as per the three character description. The use of 'blank' for HDD is used by the program to determine some actions.

• FileID - The program assigns all new entries a FileID whether it is a file or not. This identity is unique for the item at that instant. This means the item and cross referenced entries for that item are all tied to the assigned FileID for that reference or that file at that location with that name. The same file added later from a different location will be assigned another FileID. The FileID allows all data entries to be tied to the same file thus avoiding file duplication. For distribution and programmed file movement ( export ), all moved files are renamed. The new names are the assigned FileID name plus the original file extension. This allows cross referencing of a single file and avoids duplicate filenames clashing and overwriting.
• FileLoc - see File Location
• File Location - The location of the computer file on HDD or removable media. Refers to the directory the file is in. Can be expressed as the DRIVE+DIRECTORY or can be three character code. The three character code is used by the program. This code is converted to the DRIVE+DIRECTORY for program use. The information is stored in the file sc_dsk.dbf
• Free Format - a data entry style that does not touch or try to rearrange the data once accepted. Data is accepted 'as-is'. Some care must be taken to avoid mistakes. Special care is advised. For example the GROUP and TOPIC fields are used to create DOS filenames. Characters that cannot create DOS filenames will probably crash the program. For this reason the most acceptable characters to use for any data entry are 0-9, A-Z, -, _. Some reports also use the first characters of an indexed field to create a filename. For this reason, descriptions should not start with ' or ". Keeping to characters as mentioned would be best. If the program fails, this could be the reason.
• Group - A broad category that an item is placed into. There are simple or complex headings. See Topic for details
• Item - a record in the database. It could be a file or a reference to physical material. An item should contain a date, location, source or origin and be tagged with a GROUP and TOPIC. If it is a file, it should also have a filename and a File Location where it is residing on disk. Each item added to the records is assigned an ItemID, a unique reference for that specific record.
• ItemID - see FileID
• Location - The geographical location of a photograph or piece of information. It is left to the user as to how to segregate local , interstate and overseas locations. The location data entry is free format
• Reference - An alphanumeric sequence that uniquely identifies an object. This number can be used to find the specific object mentioned. e.g.: a negative number as 1227_6 allows a single negative to have an identity that allows it to be found on Film 1227, negative 6. Any character grouping can be used for books, slides, objects. For computer files, the Reference is actually the Filename + File Extension.
• Series - The name is derived from 'A series of Items'. A 'Series' page is composed of items of a similar theme. The items are assembled into a Series page manually. Therefore the Items need not be described in an identical fashion. There are two descriptions involved in the creation of a Series page
  1. The description given for the link and hence indexing of the link item
  2. The description placed at the top of the Series page

  In most cases the descriptions are identical. To allow for a different heading on the Series page, the Series - Header table can be edited.

• TempLoc - Shorthand for 'Temporary Location'. The file is transferred off CD and placed at a temporary HDD location. The TempLoc is the one character reference used by the program.

  Note:

  • If file is individually moved, then it must be renamed to the FileID characters plus extension
  • For selected files to be moved they must be hand assembled to a list. The list can then be used to let the program download the files from CD
  • For all files in a Disk or Directory, assemble the files from Report>Search and use the program to do the transfer.

   

• Topic - A subgroup of a Group. The subgroup allows items to be further categorised. To enhance further breakdown, there are two levels of topics. Standard topic is a simple description in the Topic file. A complex topic can be created by a common leading phrase followed by a '--' and a description. Common leading phrases are noted once as a bold text heading and the descriptions are formatted as links in bold text.

  Simple Topic Display	Simple Topic File Entry
  Diesel locos	Diesel Locos
  Complex Topic Display	Complex Topic File Entry
  Rolling Stock - Carriages - Freight Stock - Guards Vans	Rolling Stock -- Carriages Rolling Stock -- Freight Stock Rolling Stock -- Guards Vans

Technical - Inconsistencies (Bugs)

I have found that there are a few problems inherent with the running of this program. The problems are either due to my lack of knowledge with power programming or that minor bugs exist with the dBfast language. As the language is no longer supported, there is no opportunity for upgrades that will correct the problems. This is my first Windows based program. My previous experience was with DOS based programming. As such I have retained the DOS based inline programming style and have not dabbled with event or object oriented programming.

• Audits - The program can only check files when the filename has an extension. The database functions are unable to check files that have no extension.
• Browse and select tables - for some reason not all the items in the table are shown when the table is displayed. The problem is the record pointer is situated at the bottom of the datafile or the last record prior to the start of the filter condition is displayed. This can be manually corrected by pressing the PgUp button which moves the file pointer. I have been unable to correct this problem through programming instructions. Though, any selection that does not match a Group and/or Topic cannot be used.
• Press <ENTER> for data entry fields - for some data entry fields, the user must press <ENTER> after typing data into a field otherwise the program will not recognise the entry.

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Technical - Programming Language

The programming language used is dBfast, Version 2.0. This language includes

• Most if not all of the original dBaseIII+ commands
• Ability to create UDF's ( User Defined Functions )
• A subset of the Clipper 5.2 language

The program was released by Computer Associates in about 1990. This one of several dBaseIII type languages converted for Windows use. Others included 'dBase for Windows' and 'Foxbase'. Distribution of dBfast stopped about 1994.

Unfortunately, dBfast is 16 bit, lacks many Clipper file and array management utilities which restrict many functions I write. In some cases, routines require several steps to achieve the same result normally resolved by a single instruction.

Whilst 16 bit does not allow for 'picking up' Long Filenames', I felt that this was a minor consideration given that file searches and access would be based on HTML links.

Technical - File Access and storage

FTS is written in a 16 bit language and the filenames can only be stored as DOS 8.3 notation: max 8 characters name with a 3 character extension; e.g. 'DW040401.JPG'.

As 32bit programming is now standard and operating systems can manipulate Long File Names (LFN) this does present some problems. There are two strategies that can be used to reduce the impact of this access.

1. All files stored with DOS8.3 notation.
2. CDs and DVDs are written as ISO9660 which saves the file as DOS8.3 and strips out the Long Filename.

Strategy 2 is rather limiting as many files are now saved with important information in the filename. A simple method is to save a directory listing of all the files. This listing has the DOS8.3 filename as well as the LFN for reference.

There is a problem with LFN storage and the method used by Microsoft in getting this to work. A Long Filename is stored in a disk table as a description. The actual filename is stored with DOS8.3 notation.

On the basis that material will be stored and The Long Filename is shortened to DOS 8.3 by removing spaces and giving the filename a number to provide a unique identity. This filename has a tilde (~) to separate the name from the number. If a similar file exists then the number is incremented. In this way, the operating system saves files with names that end in~1, ~2,~3,....,~227, etc. And here comes the problem

• The table is GLOBAL across all drives being seen by the system
• The table is DYNAMIC in that short DOS8.3 filename is created 'on the fly'.

What this means to FTS is that a STATIC filename is required; one that will not change from session to session.

A CD or DVD written in ISO 9660 standard preserves this DOS8.3 filename and in the process loses the nice long name.

The problem arises when a large number of files are stored on HDD. If the files are logged and referenced by FTS they will pickup the DOS8.3 name. If at sometime a batch of files are deleted or transferred and newer files added then the DOS8.3 table is changed. This change is the operating system logging the files and reusing space in the lookup table. To accommodate the changes, files that previously were given one DOS8.3 filename will now exist with another. In other words, files that were previously logged into FTS have a good chance of being 'lost' and will be relogged with another name. This behaviour is not very good for a file tracking system.

Another example is when a large amount of files reside on HDD and a CD written with Long Filenames is used. The CD files will be added to the operating system file table. If the CD is added at a later time after some of the HDD files are added or deleted then there is the possibility that the DOS8.3 names used for the CD files will be different. e.g. A file logged this session may end up with a name such as 'filea~01.htm' in DOS8.3 with an LFN of 'fileaa_10_7.htm'. In a later session, the same file may actually receive the identity 'filea~12.htm'. For FTS to work accurately this is not acceptable and work around methods are required.

To preserve the original unique DOS8.3 filename and link integrity within FTS the following strategies can be employed:

1. Keep all filenames to DOS8.3

   This is by far the simplest method. It can be used easily for new scanned files and digital images from cameras. Collected files with Long Filenames would need to be renamed. Keeping and transferring the data contained within the filename ( date, location, numbers, names, etc.) will need to be addressed.

2. Write CD / DVD media with the ISO9660

   There are several steps in this procedure:

   • Assemble 650Mb ( or CD/DVD capacity ) of files in a unique directory or group of subdirectories within a single directory
   • Log all the files and directories to FTS. Files will be stored as DOS8.3 notation and the Long Filenames will be stored to the description field
   • Immediately write the main directory and subdirectories to CD / DVD as ISO 9660 format.
   • Make copies for backup
   • In FTS, use FileMove to record the changes of file location from HDD to CD / DVD
   • Delete the HDD files and reuse the space for the next 650Mb block of files

   This method is very successful and FTS acts as an archival backup method. It presumes that many files will be collected but will be rarely used. There is also a presumption that ultimately the total size of the files collected would exceed most HDD capacity. This strategy was envisaged in the late 1990s when FTS had a planned growth to 100Gb; at a time when 20Gb drives were the norm. By 2004 HDD capacity had exceeded 120Gb and the use of SUB HDD equipment was more compact and portable than boxes of CDs.

3. Keep all files on HDD

   The availability of high capacity hard disks through 2003/2004 has made me rethink the 1990s strategy I employed to store image files. The use of portable SUB hard drives also has possibilities and is more compact than many CDs. To guarantee this strategy, the following steps need to be taken

   • Assemble 650Mb ( or CD/DVD capacity ) of files in a unique directory or group of subdirectories within a single directory
   • Log all the files and directories to FTS. Filenames will be stored as DOS8.3 notation and the Long Filenames will be stored in the description field of the directory
   • Immediately write the main directory and subdirectories to CD / DVD as ISO 9660 format/DOS option if needed.
   • Make backup copies of the new CD/ DVD
   • Delete the files in the directories that have just been written to CD/DVD.
   • Copy the CD / DVD back onto HDD. This "converts" the directory and subdirectories to DOS8.3 filenames

    

4. Rename the files

   FTS has the capability of renaming all the files in a directory on a HDD or media that allows renaming. The only files that will be renamed are those that have been logged by FTS. The following strategy is recommended:

   • Assemble 650Mb ( or CD/DVD capacity ) of files in a unique directory or group of directories within a single directory
   • Log all files and directories to FTS. Filenames will be stored asDOS8.3 notation and the Long Filenames will be stored in the description field of the record
   • Rename the files in each directory with the Utilities->FileRename menu option. Files are renamed to the FileID of the FTS record which is unique for each file in a directory
   • Write a CD / DVD of the directory and file group

   Whilst this looks a bit puzzling it achieves two aims: backup on CD already done and DOS8.3 filename guaranteed.

Technical - Frequently Asked Questions

I guess it may be easier to present some typical scenario's about how the program works and the steps required.

• How do I add files?

  This can be done two ways:

  1. Manually

     Select Edit->Data. Add the filename in the box and click on the button Reference or click on the Reference button. When requested, click OK to Start a New Record. This opens the edit window with a blank record. The edit screen is then filled in with basic information

     • Filename
     • File extension
     • Directory location
     • Group
     • Topic
     • Description
     • Date
     • Location

      

  2. Disk Audit - Preferred method.
  • Go to Audit->Disk Location. Select the directory, Audit method (LFN or DOS), select 'Add' then press 'Start Audit' button. At the end of this file logging a report is generated to show the files loaded.
• How do I add a negative or slide reference?

  Go to the Edit->Data screen. Select the New Record button. Add the negative or slide data into the reference field.

• How do I search for something?

  Select the options Report->Search. A window is presented that has fields to be filled in as required.

• How do I assemble files to create a CD?

  [ Note: The creation of a CD implies that there is enough material to create a topic. ]

  There are several steps to creating a CD. These are:

  • Assemble the subject material - This is achieved with a search or can be manually collated. The file of records is then saved.
  • Allocate a temporary HDD storage location - The temporary file location on HDD is setup to hold all the downloaded files being copied from the source files.
  • Copy the files from HDD/CD - The menu choices Export->Transfer
  • Write the pages to link to files that have been copied - Writing the pages is done from Export->Write HTML.
  • Check the links and results for 'look and feel' and errors.
  • Write the CD
• Set up files to a temporary HDD location? ...

  Quite often commonly accessed files require continual CD or removable disk swapping. There are two ways to copy these files to HDD for immediate continual use:

  • Manually - Copy the file from CD to the temporary HDD storage location. Rename the file to the FileID reference, keeping the same 3 letter extension; e.g. "Example.txt" with FileID 'AB123' becomes "AB123.txt". In the Edit window place a character in the Tmp field that represents the HDD location.
  • In bulk - assemble the common files by search criteria indicated above in "Create a CD? ...". However include the character that represents the temporary location in the field provided. This will mark the records whilst the search is assembled. Once the search has finished, use the Export->Transfer to copy files from CD to HDD. Once the transfer is complete, rerun the reports at Reports->Html Pages. Only those pages with changes made will be rewritten to reflect the new file locations.

  Note: References to the files on CD still exist. Removal of files from the temp location and removal of the character from the record will restore the file reference back to CD.