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 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.

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.