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.
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 .
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:
