AFO 152 - Data dictionary for authorities
152.1 The authority-format
An authority format contains the definition of which fields are part of an authority record, which subfields each of the fields can have, what the characteristics are of fields and subfields, etc.
After selecting this AFO, the main menu is shown:
The options are described in the next paragraphs.
152.2 General characteristics of a format
Go to AFO 152 and choose , this will result in a list of authority formats defined on your system:
Each format has its own properties. You can view these by selecting a format and then clicking on the icon .
You can then change these properties by clicking on the icon .
In the screen below you can change the general properties of a format. Normally it is not necessary to do this. Only when you design your own format will you need to do this.
A description of the properties shown on this screen:
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Property |
Description |
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Default authority list view |
The way in which authority lists can be presented. You can choose between code only or code plus wording. |
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Identification |
The name of the format. You can not change this after the format has been defined. |
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In use / active |
You can tick a box to denote the format can be used. You cannot create a database for an inactive format. |
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Label |
The name of the format as presented in lists etc. The label can be changed. |
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Default language |
The language in which cataloguing will be done in special cases where a specific language cannot be defined. |
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Languages in format |
V-smart supports multilingual fields, e.g. subject headings in multiple languages. Here you define which languages can be used. |
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Wording |
Free text description of the format. |
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Identification format (Field) |
Here you define how fields are named. The notation ‘3N' in the example means 3 numeric characters. |
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Order of fields |
This can be used to determine a specific mandatory order of fields for the format. This order will be applied when saving records, even if a different order was used in the template to create the record. |
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Technical maximum for repeating fields |
Repeatable fields are “infinitely” repeatable in theory; but for technical purposes there is a maximum, which is defined here. |
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Identification format (Record) |
Records in a database have an identification. Usually this is a number. Here you define how identification is done. The “1.N” in the example means an infinite number of numeric characters. If you were to put “1.4N” here it would mean that the number identifying a record can consist of a maximum of 4 numeric characters, i.e. a maximum of 9999. Which means you cannot enter more than 9999 records on the database. |
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Identification format (Subfield) |
The definition for this is similar to the identification of records. The “1AN” in the example means one alpha numeric or numeric character. |
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 220 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 V-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 .
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 (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 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 152 main menu – Databases – a list is shown of databases already defined:
Click on the icon to create a new one. This will result in the following input screen:
The various properties of a V-smart authority database in AFO 152:
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Property |
Description |
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Number |
The database identification number. Number 1 is always a system database. Therefor the first new database will always be number 2. When creating a new database a number is assigned automatically. It is not recommended to change this number (although it is possible on this screen). |
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Name |
A short, descriptive name for the database. |
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Directory |
The directory (called namespace within the Caché database server) where the database must be stored. U can choose a different directory/namespace from the current one, but that must be a correct V-smart namespace. |
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Format |
The authority format for the database. |
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Database type |
To determine whether this database will contain a list, full authorities or thesaurus headings (see section 152.2.1 for an explanation). |
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Comments and notes |
Free text. |
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Record counter |
This is a sequence number for the authority records in the database. For a new database this will always be zero. After you start using the database and fill it with records this counter will be incremented. It is possible to amend that counter here. Warning: never amend this counter for a database in use without consulting Geac staff first. |
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In use |
As long as this property has not been set, the database cannot be used. Later you can disable an existing database in this way, without having to physically remove it. |
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Number of copies to store |
You can retain previous versions of edited authority records. The number of version you wish to retain is specified here. |
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Include archive file |
When a authority record is deleted and this parameter is set to Yes, then the last version of that record will be stored in the archive file. |
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Administrative info allowed |
This is should be set to ‘N' for authority records. |
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New record creation allowed |
Whether or not creation of new records is allowed. |
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Normalized form in upper case |
For indexes headings are normalized, i.e. punctuation is stripped and the string is converted to upper case. |
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Normalized form in diacritics |
Whether or not diacritics are to be stored in normalized form. If you set this parameter then Boll and Böll will be two different headings in the database. |
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Check on near matches [only authors] |
When creating a new authority record via cataloguing in AFO 111 or directly in AFO 113 the system can check if matching terms already exist in the database. The user is then warned against possible duplications. This applies only to databases containing author names. |
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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 . Now you see two more properties.
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Storage data mapping |
This is not in use for authority records. |
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Display data mapping |
Determines the content of the brief bibliographic information as displayed on the technical overview screen. For each of the five elements you can define a element/group profile to be displayed. See also the section on element/group profiles for more information. |
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.
V-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 . 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.
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Property |
Description |
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Mechanismset |
Select a mechanism set to be used for building this index. See section 152.5.1 for an explanation. |
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Authority database |
Select the database(s) to which this index applies. |
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Search directory |
The namespace that contains the index used for searching. Normally the default (MASTER) namespace. |
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Update directory |
The namespace that is used to (re)builld the index. Normally the default (MASTER) namespace. |
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Available for staff searches |
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.). |
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Combine multiple subfields |
Normally a separate entry is created for each subfield defined for index build. When this option is ON< all subfields are combined as a single entry. |
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Browse display |
You can optionally choose an element/group profile to be used for presentation of the result list. This can be useful for .e.g. classification indexes. |
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Used for bibliographical databases |
It is possible to select one or more bibliographical databases that use this index. Normally only bibliographical indexes are available for bibliographical databases. With this option you can make authority indexes also available. |
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Excepted relations |
You can exclude certain relation types when building an index. So you can for instance build an authority index on author names as subject (this is a different relation type from main authors). |
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 staff interface 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.
152.5.3 Stopword lists
Stopwords are words that are not indexed. These words are also ignored when entered as part of a search string.
Stopword definitions are language dependant, because what may be a noun in one language (English: “ten”) can be a preposition in another language (Dutch: “ten”).
In the Smart format the system checks the contents of tag 101 to determine the language of the publication. In the MARC21 format, it depends on the setup of the restriction index for language. Normally the system will first check the language field in tag 008, and then tag 041.
Note
The option “No sorting” is no longer functional.
Once a stopword list has been defined, it can be associated with a mechanism set.
152.5.4 Reference lists
Reference lists are used during the automatic creation of index terms (e.g. for author names with prefixes like van den broek, 't hart, de la fontaine). The entries in these lists ensure there will be additional entries in the index.
So basically reference lists are the opposite of stopword lists. But:
If you have a general stopword list that includes for instance the French leading article "LA", this ensures this term will be ignored when indexing and searching for 'la maison'. If you also have a reference list for author names that also has the French leading article "LA", it means you will be able to search for and retrieve the author "la fontaine".
They are also language dependant (see stopword lists above for an explanation).
Once a reference list has been defined, it can be associated with a mechanism set.
152.5.5 Character lists
In character lists you can define a list of characters that can be used as part of a mechanism set (see above). When you use the mechanism list ReplaceCharacter all characters as defined in the list will be replaced by a blank. When you use the mechanism list RemoveCharacter all characters as defined in the list will be removed from the string to be indexed.
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.