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.