Collections

Collections

Although the notion of "Collections" is a basic concept in the archival field, it is important to distinguish between the theoretical concept and the concept in its actual application within Constellio. 

At first, several terms can be used to define a collection: filing spaces, workspaces, document holdings, document vault, etc. In fact, it is not wrong to say that a collection can be considered as a documentary fund, but the opposite is not necessarily true in Constellio. Everything depends on the format of the structures to be migrated.

In Constellio, the concept of collection must be intimately linked to the following elements:

• A unique set of document management tools;
• A body of documentation composed of archival entities (containers, files, documents);
• A set of metadata associated with all the elements that make up the database. 

The main distinction is subtle, but significant when planning software implementation: "A single set of document management tools". Currently, a collection is limited to a single classification scheme, retention schedule and organizational structure. In fact, it is important to distinguish between a collection of all the documents produced or received by an organization versus a defined set of document mass subject to defined document management tools over time. The simplest example would be to compare a set of current records with a set of historical records.

In the first case, document management tools are used to classify records, optimize retrieval, determine accountability, and establish legal deadlines for a set of records. In the case of archival records, the classification scheme can differ, depending on the volume of archival materials in a given series.

Knowing that the Constellio Web application was designed to adapt to a wide range of scenarios and possibilities, it is nonetheless necessary to take into consideration the ins and outs of our practices in terms of document management, whether it is based on the daily use of the software in order to promote collaborative work or in order to ensure the durability of historical documents by considering the various digital and analog media.

1. Create a collection

To create a collection, you must follow the following steps:

1. Click on "Administration" in the navigation menu;
2. Click on "Manage collections";
3. In the "Manage Collections" window, click on "Add";
4. In the "Modify Collection" window, fill in the metadata and click on "Save".

2. Editing a collection

1. Click on "Administration" in the navigation menu;
2. Click on "Manage collections";
3. In the "Manage Collections" window, click on the notebook icon to the right of the collection name;
4. In the "Modify a collection" window, it is possible to add the organization number and the conservation calendar number. It is also possible to modify the name of the collection. To confirm the changes, click on "Save". 

3. Delete a collection

1. Click on "Administration" in the navigation menu;
2. Click on "Manage collections";
3. In the "Manage Collections" window, click on the red "X" icon to the right of the collection name;
4. In the "Delete" confirmation window, click on "Yes".

4. Add a language to a collection

The system can now have one language installed in Constellio and have another installed later in its life. Before version 11.0.2, the client installed a language and could not change it because the system would not have custom labels and metadata names in the second language. This would have brought complications to the system.

1. Click on "Administration" in the navigation menu;
2. Click on "Manage collections";
3. Press the notepad to change the collection. In Collection language you will find the languages available in the system. Check the desired language and save. You will find the language to be added in the system. Check the language to be added and save;
4. The changes are recorded and it will take some time for the environment to update;
5. The language added to the collection appears in the user's profile. The user has the possibility to switch between the languages.

5. Remove a language from a collection

1. Click on "Administration" in the navigation menu;
2. Click on "Manage collections";
3. Click on the notepad to modify the collection. In the language of the collection, you uncheck the language you want to remove and save;
4. The language will disappear from the collection. When you click on the user's profile, it will no longer be displayed there, and will also disappear in the default language (Edit profile -> User's file).