Sound & Multi-Media Equipment
Sound and Multi-Media
The Sound and Multi-Media data entry form allows you to enter descriptive information on each piece of sound and multi-media equipment.
Add Equipment: You add a new record with the "Add Equipment" button at the top. Each record has to have a unique Tag ID.
Copy Equipment: If you have many of the same type of equipment - such as cables - you can create a single record then copy it as many times as you need. Each record will have its own tag ID. The Tag ID's will increment from the starting number you enter. Once the copies are made you can update any details, such as length, as needed.
Load Photo: You may add a photo or *.jpg to each equipment record. Click on the Load a Photo button to open a dialog box of your photos.
The folder that opens is the one you set up in the Utilities / Set up Folder for Photos. It is a good idea to store all your photos in one folder. If you are using the database on a network the photos should be stored there as well so everyone has access to them and they will be backed up regularly.
Descriptive details for Sound Equipment Record:
The Sound Equipment record has many fields that you can use to describe each piece of equipment. Most are drop-down boxes that are based on tables - Category, Item Type, Manufacturer, etc. Some are just text fields - like Model and Serial Number. All the Drop-Down boxes are based on tables that can be updated on the Utilities Menu.
The fields are pretty self-explanatory:
Current Location (Storage, Production, Checked Out, Checked In, etc)
Category
Item Type
Manufacturer
Model
Power Source
Voltage
Frequency
Power (watts)
Connector
Have Charger (Y/N)
Battery Type
Battery Name
Qty (of batteries)
Cable Length (for cables)
Cable Connector
Mic Pack (for wireless Mics)
Wireless Frequency Range
Serial Number
Asset Management Number
Size
Source / Supplier
Date Acquired
Warranty (30 days, 1 year, etc.)
Warranty Expires
Condition
Cost
Replacement Cost
Avallable for Rent (Y/N)
Rental Fee
Storage Location and Details - the 'Storage Location' field is for the main location (Main Closet, Store Room 1). The 'Details' field is for the shelf or wall, etc.
Division - if you have more than one division or group that 'owns' the equipment you can list that here.
Discard ?
Notes
Search: You can find an Equipment Record by TagID, Name, or Item / Equipment Type. To search on more fields - go to the Advanced Search.
The tabs at the bottom of the screen are to keep track of:
Repair History - you can track repairs needed/made over time. You can also print a repair card to attach to item so you will know what needs to be done. When the "Needs Repair" box is checked - the words "Needs Repair" will show in red at the top of the screen.
Rental History - you can see how often this piece of equipment has been rented and if it is checked out at the moment.
Discard - if an item has been discarded you can mark it as discarded with the date, reason and value at the time of discard. A report is available on the Reports Menu to list all the equipment that has been discarded during a selected period of time.
Productions - Sound Equipment can be assigned to a Production and to a particular performer (for Mic Pacs).
Change TagID: If you need to change the Tag ID of a piece of equipment - you can do that by clicking the "#" button next to the Tag ID Field. You will be asked to enter the New Tag ID. All Tag ID's must be unique so if you put in a value that is already in the database you will be asked to enter a different value.
