152.2.1 The fields[//]

As an example the fields of the Smart  authority format are shown. The bibliographic Smart format has four corresponding authority formats:

·         The SmartAuthorities format: This is used for the more extensive authorities like author, keyword, etc. This format can hold multiple fields for an authority, e.g. a keyword can consist of multiple subdivisions, an author can consist of first name, last name, date of birth, etc.

·         The AuthorityList format: This is a simple list format for terms that only consist of a code and a description, e.g. material type.

·         The SmartKeywords format: This format has multiple subfields like the extensive authority format, but also allows for keywords in multiple languages.

·         The SmartThesaurus format: A special format for thesaurus headings with their corresponding fields such as ‘broader term’, ‘narrower term’, ‘scope note’, etc.

For a keyword the field in the example below (SmartAuthorities format) can consist of a 22o field with the heading, a 520 field with the see-also reference and a 300 field for notes.

Fields on the screen

No: The sequence number on the screen. This bears no relation to the format structure.

Field: The coded field name. In the Smart, MARC21 and UniMarc authority formats these codes consist of 3 numbers; the field names therefor are 001 through 999.

Wording : A description of the fields.

Type: The type of field. In most cases this will be “Text”, but it can also be another of the 11 types available within Vubis Smart.

Mandatory : Denotes whether or not a particular field is mandatory when creating a record.

Max.: The maximum number of times a field may be repeated within a record.

In use: Whether or not the field is in use. With this you can disallow use of a field within removing it from the format.

Subfields: A list of subfields valid for each field. Subfields have a coded name consisting of a number or letter prefixed by a $ sign.

Rules: For each field rules can be defined. E.g. “if field X exists then this field is mandatory”. Several common formats such as MARC21 use such rule sets.

You can change the properties of a field by selecting a field and clicking on the icon View properties of field.

152.2.2 The properties of a field [//]

After choosing the option to display properties of a field the system shows the following screen. In the example field 220 (keyword) of the Smart authority format is chosen:

152.2.3 Subfields and their properties[//]

From the overview screen of a format select a field and click on the icon View subfields of field (or double click on a field) to display the subfields defined for that particular field:

By double clicking on a subfield you can look at the properties of that particular subfield. The properties of a subfield are similar to those of a field. Changing them is done in the same way as for fields. See section 152.2.1 for a description of the column headings on the screen displayed above. Usually the subfields of an authority follow the same structure as their opposite number in bibliographic fields.

152.3 Element/Group profiles [//]

From the overview screen of a format click on the icon Element/Group profiles to display a list of defined profiles. On this screen sequence no., name, type and description of all profiles are displayed. See the relevant section in the help for AFO 151 for detailed information

152.4 Databases[//]

When choosing the second option from the AFO 151 main menu – Databases – a list is shown of databases already defined:

Click on the icon New database to create a new one. This will result in the following input screen:

The various properties of a Vubis Smart authority database in AFO 152:

After you have set the above properties on the input screen you have to call up the database definition again by selecting the database and clicking on the icon View/modify database. Now you see two more properties.

152.5 Indexes[//]

It is possible to search for authority records separately in AFO 113, during data entry in AFO 111 and with a browse search in the WebOPAC. Data is stored in an index to enable quick access to an authority record which contains this data.

152.5.1 Mechanism sets[//]

For the definition of indexes so-called mechanism sets are used. There are predefined mechanism sets installed on the system. It is not recommended to create your own without consulting Geac staff.

A mechanism set is a set of indexing rules that can be applied to certain fields. The mechanism set for word looks like this:

1.    Collect fields and or subfields.

2.         Replace punctuation with spaces.

3.         Remove leading, trailing and double blanks.

4.         Determine individual words

5.         Transform diacritics to non-diacritics in uppercase.

6.         Transform to uppercase.

7.         Remove words defined in stopword lists.

8.         Determine display form of index term.

9.         Create automatic references for filing terms.

Vubis Smart knows various standard mechanism sets. You can use these to define your own indexes.

152.5.2 Creating an index [//]

In AFO 152 -> Indexes -> Indexes, click on the icon New index. This will bring up an input screen where you can define the new index:

Give the index a name and a description and optionally put in comments. Choose a mechanism set and the database for which the index is. Make sure the correct namespace is set. Determine whether or not this index is available for staff searches (i.e. from the standard search tab in AFO 111, 211, 321, 421 etc.). Finally you can use “Browse display” to choose an element/group profile to be used for presentation of the result list. This can be useful for .e.g. classification indexes. Click OK to save the definition.

Note:

When you create a new index this is not automatically filled with data. This only happens when you create or import new authority records or edit & save existing records in AFO 113. Alternatively you can re-index existing records through AFO 158.

Indexes are available in the Vubis Smart client if the parameter “Available for staff search” is set. For the WebOPAC you determine separately which indexes will be available (through the WebOPAC preferences). This enables you to offer different indexes for staff and public.

152.6 Relations[//]

The fourth part of AFO 151 is Relations. Relations deals with the link that can be made between various records in the same database.

Contrary to bibliographic records there is only a small set of possible relations for authority records. For the SmartAuthorities format this is only for see and see-also references.

Relations are always reciprocal. When you create a reference to another record the reciprocal relation is created automatically in that record.

Cars see also automobiles: Both terms may be used. When you create the relation for cars, a reciprocal reference from automobiles to cars is made.

Automobiles see cars: Cars is the preferred term. When you create a see reference with automobiles, a see from reference will be created for cars.

Cars see from automobiles: Cars is the preferred term. When you create a see from reference with cars, a see reference will be created from automobiles.