A very detailed description of individual search fields is available on this page.

Several review discussions were held on how best to organize and provide access to documents. Our user community requested files be provided in common formats and to be able to search and access these files.

A web-oriented database was created with fields to define the document by displaying common categories, similar systems, and specific subheadings. Original information found on the document is incorporated, as well as how to choose and download.

ABBREVIATED EXAMPLES:

- You're looking for how the DIS mounts on its cart and you don't know original title or number. You could choose the following: Category--DIS; System--CART; Subsystem--MOUNT; Mechanical; or

- To see the Sloan's lightning protection preliminary drawings you'd choose:
Category--SDS; System--BUILDING; Subsystem--LIGHTNING; Architectural

- The original document title is "SDSS Building-Support Foundation Plan" would translate: Category-SDS; System-BUILDING; Subsystem-SUPPORT; Mechanical

Several field names are shared among systems so that you can choose the most productive sequence for your search.

During the data entry process, a unique inventory code is created while parsing. This unique number is used as a locator in the database, and an HTML link to the document.

1. Inventory Code When the document is parsed into separate fields, a unique alpha-numeric inventory code is created. The code uses fields: category, system, subsystem, EMA, vendor, and a sequential number. This TEXT code is not self-evident when starting a search but is displayed at the completion of a search. Once the inventory code is displayed in results, it can be bookmarked for future use or the code entered as a search parameter.

2. Document Title The originating engineer/vendor assigns a title; or if none exists, one is assigned during data entry. If you know the title, you can enter TEXT in search field. You do not need the entire title to search.

3. Document Number The originating engineer/vendor assigns a document number. If none exists, there is no number assigned during data entry. If you know the number, you can enter TEXT in search field.

4. Category Documents are categorized in a POPUP menu as ARC, Sloan (SDS), or as a specific instrument or telescope. Categories are coded with amn alpha signifier which begins the unique inventory code.

Current categories and their identifiers are provided. Any document which does not fall within set categories, may be assigned to ARC or SDS depending on the project, or they are given their own specific category. Please note: 3.5-m and 2.5-m telescope documents can be coded ARC and SDS, respectively, if there is no specific category identified. Common names are shared between category, system, and subsystem.

5. System Each category has major common-name systems. These common names are general in nature according to their purpose to the category. Common names are shared between category, system, and subsystem.

Documents are parced into systems depending on how the original title portrays the nature of the category, i.e. 2.5m Support Building Foundation Plan would parse: SDS (category), BUILDING (system). Below are the current systems available via POPUP menu.

6. Subsystem Each system has major common-name subsystems. These common names are more specific in nature according to their purpose to the system. Common names are shared between category, system, and subsystem.

Documents are parced into subsystems depending on how the original title portrays the nature of the subsytem, i.e. 2.5m Support Building Foundation Plan would parse: SDS (category), BUILDING (system), SUPPORT (subsystem); Foundation Plan could be entered as text in the document title. Below are the current subsystems available via POPUP menu.

7. Electrical-Mechanical-Architectural Each document is represented in a POPUP menu as an E-M-A schematic, either electrical, mechanical, or architectural. If the document is text, it is parsed according to its contents.

8. Engineer This TEXT field represents either the initials or the full name of the originating engineer.

9. Vendor This POPUP menu provides an alpha identifier for vendors who have supplied documents. Member institutions are also represented in this list.

10. PDF This is a specific file format and represented as a CHECKBOX (check=yes or 1=yes, depending on screen). PDF format can be downloaded to ACROBAT software and cannot be manipulated. Place your mouse on the link, hold down your select button and download source to your desktop. Then open a new file in whatever CAD program you use and import.

11. TXT This is a text file and represented as a CHECKBOX (check=yes or 1=yes, depending on screen). These files can be downloaded and manipulated by placing your mouse on the link, hold down your select button and download source to your desktop. Then open whatever text program you use and import.

12. Proprietary Some files are identified as proprietary documents -- meaning access to these documents is restricted. This is represented as a CHECKBOX (check=yes or 1=yes, depending on screen). Please read Proprietary or contact Archive Server.

13. As-built Documents which reflect the status of a system or subsystem as it is installed. The original engineer/institute designates these types of files. This is represented as a CHECKBOX (check=yes or 1=yes, depending on screen).

14. Date Issued This is a mm/dd/yy field and represents when the document was issued by the engineer/vendor.

15. Revision Date This is a mm/dd/yy field and represents the date when he document is revised.

16. Revised by This is a TEXT field containing either the initials or name of the engineer/vendor who revises the document.

17. Acquisition Date This is a mm/dd/yy field and represents the date when the document was acquired by APO.

18. Previous Document Number This is a TEXT field and represents the document number that preceeds the found document in the set of original documents supplied by the engineer/vendor. This does NOT represent the previous number in the database.

19. Next Document Number This is a TEXT field and represents the document number that follows the found document in the set of original documents supplied by the engineer/vendor. This does NOT represent the next number in the database.

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