How to read Fichoz online Fichoz was originally developed by a group of French, Spanish and Chilean historians within a research project on the political and administrative structures of the Spanish Monarchy (PAPE group). It was latter generalized to other historical fields as part of the research programs of the LARHRA's 1 Pole Méthode (CNRS / University of Lyon, France). I. Aims and philosophy Fichoz is a global system for the storage of social history data, in the broader sense of the word. Its aim is to provide a unique and homogeneous space of storage and, consequently, an homogeneous access to all the data, making them directly readable for computer processing, without any further transformations or with minimal changes. For that, it breaks them up into their constitutive parts and stores each part individually in an individual field of an individual file (atomization process). As a second step, it helps the user in identifying and characterizing every piece of information, every actor, every institution mentioned in the database (upgrade process). It is latter up to the user to select the upgraded pieces of information he needs for his own research and to reset them into the special data universe he deems useful for the goal he pursues (resetting process). The process of atomization does not destroy the structure of the documents. It breaks the information up along the internal structuring lines of the documentary information. This process gives the system a high cumulative capacity. It allows researchers who pursue distinct aims to store their data in the same data base and to use each other's contribution without any further transformation. This way of doing things demands a high degree of understanding of the information in the breaking up process and a good knowledge of computing in the upgrading and resetting processes. Although extremely useful as a research tool, its complexity bars it from public diffusion. Nevertheless, it is easy to create, starting from the atomized data, more simple specialized data bases for public access. II. Computer structure Fichoz consists of a set of related files. Each one usually holds one table only. a) The Actions file contains chronological data on actors, corporations and cultural objects. Every action worked or suffered by each actor forms a record in the file. Each record is fundamentally composed of three fields: Who? What (and where)? When? . Relationships between actors are stored as pairs: each binomial relationship forms an independent record, which contains the name (and identifier) of both actors, placing the name of the second one in a fourth main field, With whom? . The Actions file is the backbone of the system b) The Genealogical file describes the family structure in which the actors are embedded. It allows the user to select the whole known set of relatives of any actor, up to a chosen degree (not commented in this paper). c) The Documents file. A summary (or the entire text, as preferred) of each document included in the database forms a record in this file. Each action 1 LARHRA: Laboratoire de Recherche Historique Rhone Alpes, 14 av. Berthelot, F69007 Lyon. Contact: jean-pierre.dedieu@ish-lyon.cnrs.fr mentioned in the document forms a related record in the Actions file. This feature link to one another all actions derived from the same document. . The "Documents" file is the second most important file of the system. It is of special value to store legal documents, or letters. d) A variable set of special files stores data which do not let themselves break up into separate actions nor store in the Documents file without loosing an internal structure which is in itself part of the information they convey (eg. poll statistics or itineraries of sea travels). Every record of these files can be related to any other record in the other ones, especially to the Actions file. e) The "Sources" file consists of a description of each bibliographical or archive sources used in the data base. Each archival o bibliographical unit forms a record in this file. Each one is related to the record (or records) of the other files based on the same. e) An institutional dictionary (Diem: Dictionnaire institutionnel de l'Europe moderne) contributes to embed the data into their institutional, social, political, geographical or general historical context. The Diem consists of a set of encyclopedic entries. The system allows the user to relate each one of these entries to every data piece in any other file and to call them up to the screen along with the related data; or to formulate queries to every kind of data, starting from the Diem files. Fig. I - Simplified graph of the Fichoz system Genealogy Actor id Actions file Actor id. (1) Sources file Actor id. (2) Document id. Documents file Document id. Source id. Source id. Diem file Diem id. Diem id. III. Software requirements 1) FileMaker v7 or above If you are not equipped with FileMaker, download a one month free trial version from http://www.filemaker.fr/products/filemaker-pro/, or equivalent in your country. It is easy to find the place through Google. . FileMaker works as well with PC as with MacIntosh (take care to download the relevant version). 2) Internet ADSL connection or higher IV. Available databases Various databases have been developed or are being developed after Fichoz criteria. As far as we know, only one has been directly opened to public consultation in its original format, the original Fichoz database on Spanish history (XVIIth-XIXth centuries). We'll duly inform readers of any change on this point. For the time being, the rest of this paper concerns: Fichoz: a database on Spanish social, political and administrative history. It will suffice to give a reasonable idea of the system. Other main Fichoz databases are: – ANR Charleville, Mobilités, Populations, Familles. Web site: Web site: http://cemmc.u-bordeaux3.fr/mpf/charleville.htm – ANR Navigocorpus. A database of shipping movements from mid-XVII to mid-XIXth centuries. Web site: Navigocorpus.hypotheses.org – ANR Arachné. A data base on tapestry in historical times. Web site: http://www.arachne-anr.com/en/home V. Launching process 1) Launch FileMaker 2) Make sure the option "File sharing/FileMaker" is on (File menu/Sharing or Edit menu/Sharing, or similar, depending on FileMaker version). 3) Make sure that in your firewall the exception "FileMaker.Pro" is activated. . In some cases, you'll have to require your system administrator to open the #5003 port in the firewall of your local web system. 4) File menu / Open Remote (or similar, depending on FileMaker version and national langage). 5) Set address to: fmnet:/93.48.145.2/ (IP: 193.48.145.2; name: maia.ish-lyon.cnrs.fr) Fig. II. Connexion screen to Clio under FileMaker 6) Select and open Actoz_Actions 7) Select "Guest" ("Compte d'invité" or similar depending on version), which allows reading from, but not writing to the files. Fig. III. Connexion screen to Fichoz under FileMaker You are now viewing Fichoz master-layout, in its original Spanish version (see next page). Note: this information is subject to changes over time. Complement and corrections will be posted to the present blog. VI. Main layout This layout is divided into two main parts: . A set of handles, which call FileMaker scripts and make easier the use of the database (A) (see further); . The data proper (B). Each line shows one action accomplished by one actor, or a pair or actors acting together, or one relationship between a pair of actors. Fig. IV. Fichioz Actions main layout A 1 2 3 4 5 6 7 8 The data are displayed into ten fields: 1. Name of the first actor in a relationship pair (empty in case of non relational actions): With whom? 2. Id of the first actor 3. Class of relationship between the first and the second actor 4 Id of the second actor 5. Name of the second actor in a relationship pair, or of the unique actor in non relational actions: Who? 6. Action or relationship : What? 7. Initial date (When?) 8. Final date 9. Id of the related document (if any) 10. Remarks 9 B 10 Triggers: Two sets of triggers are displayed on the main layout, one in the header, another one in the body. The header of the main layout presents all the triggers of the system. Starting from it, it is possible to access any part of the same. Other layouts are more sober from this point of view, but all of them display a handle leading to the main screen. This handle in always equiped with a red border. We only describe here the handles most necessary for junior users. The most important ones are marked with an asterisk. The processes they launch are described further in the text. Fig. V. Fichoz Main layout header A a B C b D E F G H c d e f g I A: Query* D: Sort chronologically the active data H: Access to Documents J: Access to Documents + Actions* (first process) K: Actions, enlarged version* L, M, j: Access to Sources N: Access to codifications files (for advanced users) O, P, k, l: Access to context files S: Access to Help a: Queries on relationships b: Print selected life courses c: Sort active date by alphabetical order d: Access to layout Actions, short version, enlarged action f: Access to layout Actions, short version, enlarged name n: Shuts down the system* J K L M h i j k N O P Q l m n R S o Body Fig. VI A a B C b D E A: A set of triggers to call the life course of the selected actor named in the (a) zone. The blue handle calls all the records referred to the actor named on the same line; the red one all the records in which the actor is related to another one; the green handle all the records in which the actor is not related to any other. B: The brown trigger calls the source record referred to the cultural object analyzed as an actor and named in the (a) zone, if any (does not concern junior users). The mauve one calls all action records referred to the document related to the active action record, if any. C: The same as B (brown), referred to the cultural object named in the (b) zone. D: The same as A, referred to the actor named in the (b) zone. E: Hides from the screen all the records referred to the actor named in the (b) zone located on the line of the activated handle. Used as a tool for in selecting by elimination a particular actor in a long list of action records. Main FileMaker commands: Ctrl J: if for any reason the screen is void, try Ctrl J. This displays all the records of the database. Ctrl F: query mode Ctrl D: duplicate the activated record (does not work in Guest mode) Ctrl E: erases the activated record (does not work in Guest mode). Ctrl L: activates the Layout mode (does not work in Guest mode). Ctrl B: activates the Browse mode (from the Query or the layout mode). Ctrl U: activates the Print mode. VII. First practical example of query Activate the fig. V(A) trigger ("Nv busq") (see above), located in the header. The following layout is diplayed. It presents a set of fields in which the user writes the text of the query/ Fig. VII A B C D E F G H I J K A: Name o f the actor (will be selected indifferently from a or b position, see above) B: Identifier of the actor (will be selected indifferently from a or b position, see above) C: Relationships between the actors D: Full text description of the action E: Date F: Place G: Class of related document H: Place of the making of the related document I: (Not for junior users) J: (Not for junior users) K: Remarks Write "Juanes Elvetea" in the A field. Enter (carriage return). All the records referred to any actor whose name includes the words "Juanes" and "Elvetea" show up on the screen (fig. VIII). Fig. VIII That means that the only data extant in Fichoz and referred to Juanes de Elvetea is his will. The fact he made a will appears in the first line (first record). No name shows up in the first field of this line, as the action of making a will is not, in itself, a relational action. The next five records give in the central name column the name of the lawyer who wrote the will (Berruete), the name of three persons in charge of carrying out the dispositions of the will (Martinena, Arzu and Lanz), the name of the heir (Goicoechea). In these five records the first column gives Elvetea's name, as the paper assumed by these actors implies a relationship with him. The third column describes this relationship (Albacea, Heredero, Notario). The sixth column describes the action in full text. The seventh gives the date, in the special Fichoz format (yyyy=mm=dd, see further). The eighth is empty as a final date does not make sense for an action so short as making a will. The ninth column indicates that all these actions refers to a will (in spanish, "Testamento"), the content of which appears in the Documents file. The tenth field (Remarks) is empty as no remarks were necessary. Activate the Actor/doc trigger. We skip to the Documents file. The testament is now displayed in the following layout: Fig. IX The actions related with Elvetea's are displayed on the right side of the screen. On the left side the document itself appears. In this case, it is reduced to its summary (red-lined field). If necessary, the full text could be transcribed in the large field under the summary. If necessary too, it would have been possible to join a digitalised version of the document, which would appear in another, and here uncommented, screen layout. To go back to the Actions screen, activate the blue red-lined handle in the left hand header. Remind that this same handle appears in every Fichoz layout and always allows the user back to the Actions main layout. VIII. Second practical example Activate again the Nv. busq. handle as before. Write in the field name Tamarit. Do a Carriage return. Find on the list any one of the records referring to "Tamarit Sentmenat Ramon" in the seventh column. Activate the small blue handle on the right side of the same. The system automatically selects the records referred to Ramon Tamarit Sentmenat's life course. Fig. X He was born in Perpignan, traveled to Indies with a relative of him, Manuel Sentmenant Lanuza Oms, was made capitan of the vice-king's guard of Lima, then a corregidor of Pisco and he made two wills in Lima. Activate the blue trigger on the left hand of any record in which Sentmenat Lanuza Oms' name appears in the first column, to call up his career. The result must be that he was a the Spanish ambassador in France who announced to Louis XIV the succession of his grandson to the throne of Spain, and latter a vice-king of Peru. Go back to Ramon Tamarit's data, activating a blue handle next to Ramon's name in any relational record of Manuel's life course in which he is mentioned. Go on "navigating" as you like within the database. The total number of records in the Actions file is currently above 400.000 (January 2012). Any moment, from the Actions main screen, activate the "Actor lg." blue trigger of the header. You'll get a layout composed by a series of entries of this kind: Fig. XI E A B C D This is the larger screen layout for Actions data. Apart from the fields we already know from the shorter layout we used till now (first line), the following data have been changed or added: A: Location in which the action. took place B: Remarks (location changed on the screen) C: Source D: Diem data E: Handle to access Diem data and source description data The other fields are reserved to senior users. Select through a normal FileMaker query (Ctrl. F / *) a record which contains something in D field and activate the "Cont/Fuente" handle (E). You'll get a layout of this kind: Fig. XII A C B On the higher sector of the left part a summary of the action record is displayed (A), in this example the designation of Gomez Fernandez de Figueroa as a familiar of the inquisition; on the lower left part, a full text description of the source(s) used to describe the action (B), v.g. the famous Bethencourt's Genealogical History; on the right side a related Diem record, in this case the one explaining what a familiar of the inquisition is. Back to the Actions main screen through the "Actor br." blue red-lined trigger. AND SO ON... IX. Fichoz dates standard Usual DB date formats are unable to cope with relative, blurred and imprecise dates so usual in historical data. Fichoz had to create a set of conventions to obtain such a result. - A date is always written in text format. - The structure of the date is always yyyy=mm=dd. - The separator set between the year, the month and the day changes depending on the class of the date: "=" indicates a certain date Example: 1648=06=23 1648=00=00 (year: 1648; month and day unknown) "<" indicates that the action began before the indicated date and had not terminated on the same. Example: 1648<00<00 "-" indicates that the action began before the indicated date and had terminated before the same. Example: 1648-00-00 ">" indicates that an action terminated after the indicated date (not used for initial dates, only for final date). Example: 1648>00>002 "<<" indicates a date situated within an interval. Example: 1639<<1642 (between 1639 and 1642) "::" indicates a conventional interval. Example 1734::1766 (second third of the XVIIIth century) 2 Special provisions have been made for ancient history. Consult the author (see below) for details. X. Fichoz names standard Fichoz uses a special standard to write names. Some details may change depending on the onomastic system of the concerned area. The present guidelines apply to West-European cases. - The name used to name a same actor varies in the database as often as it varies in the sources. The link between the actions describing the actor is maintained by the identifier, which remains the same all over. - Names are written second name first, [comma], first name. - Second names must be written in capital letters. First names may be written in capital or small letters, as desired. Nevertheless, once a decision has been reached on that point, the contributors to the database must stick to it and keep the style homogeneous all over the database. Example: DUMARCHAIS, JOEL DUMARCHAIS, Joël - Titles and honorific designations appear between square brackets at the end of the name. They are mentioned only if the original source does so (secondary sources tend to inflate the use of them). Example: RODRIGUEZ SERNA, Julián, [Don] - Nobility titles are written down in the way described here below. They are only mentioned in those entries in which the document mentions them. When the document mentions the title only, the family name, if different, is also mentioned in the database. Example: COURTENAY, Stephen, RICHMOND [count] ALVAREZ TOLEDO, Juan Pablo, LUNA [conde] CONSTANT, Bernard de, CONSTANT [baron] - When an actor changes his name at a moment of his life (eg. when becoming a friar), the name he had before must be used for all the actions previous to the change; the new name for all the posterior actions. One record must hold both names, in the following way: Example: MARTINEZ SAMPAYO, Pedro [alias] TRINIDAD, Pedro [fray] XI. Screen size Fichoz layout have been optimized for 1440 and 1280 pixels screens. To choose one of these two options, activate the "1400" (1440 pixels version) or the "1280" (1280 pixel version) trigger in the header of most layouts of the system. The selected size remains active until another one is activated. XII. How to get Fichoz? The Fichoz data, read or copied from the online files, can be freely used for any non commercial use. It must be remembered nevertheless that this is a current research file; which means that although a vast majority of data are accurate, the accuracy of all of them cannot be guaranteed. They are always provisional and subject to upgrading. To collaborate with suggestions, to bring more data or to learn how to use the system in depth for personal research projects, contact jeanpierre.dedieu@ish-lyon.cnrs.fr Empty Fichoz databases can be provided free for any non commercial project. Training session are organized on demand. Implementing Fichoz philosophy and approach to the data is even more important than using the database model. For any information on this point, consult Jean Pierre Dedieu, as said before and the other texts in this blog. Jean Pierre Dedieu CNRS LARHRA / Université de Lyon