Difference between revisions of "Add/edit terms"

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<span class="pageTitle">Data entry: description control area</span>
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{{DISPLAYTITLE:Terms}}
  
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[[Main Page]] > [[User manual]] > [[UM-3|UM-3 Add / edit content]] > UM-3.5 Data entry: description control area
 
  
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== Description control area ==
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[[Main Page]] > [[User manual]] > [[Add/edit content]] > Add/edit terms
  
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[[Image:um3-4DescriptionControl.png|500px|right|thumb|Description control area (archival description)]]
 
  
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The "Description control area" is the same for [[Glossary#archival description|archival descriptions]], [[Glossary#Authority record|authority records]], and [[Glossary#Archival institution|archival institutions]].
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[[Image:valueList.png|500px|right|thumb|Value lists in drop-down menus draw terms from taxonomies]]
  
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As defined in our documentation glossary, a [[Glossary#Taxonomy|taxonomy in AtoM is “a grouping of controlled-vocabulary terms used to generate value lists and access points.” Throughout ICA-AtoM, [[Glossary#Controlled vocabulary|controlled vocabularies]] are used to generate [[Glossary#Drop-down menu|drop-down menus]]. These provide [[Glossary#Value list|value lists]] that restrict data entry in certain [[Glossary#Field|fields]] to certain values. A value list is defined in our glossary as restricting “data entry in certain fields to controlled vocabulary terms or terms derived from authority records. They appear as drop-down menus in edit pages.”  ICA-AtoM typically stores these values as [[Glossary#Term|term]] records in the database, and assigns them to [[Glossary#Taxonomy|taxonomies]], e.g. the type of entity [[Glossary#Field|field]] of an [[Glossary#Authority record|authority record]] can take only one of "corporate body, person, family." Each of these values is a [[Glossary#Term|term]] assigned to the actor entity types [[Glossary#Taxonomy|taxonomy]]. All controlled vocabularies are managed via taxonomies in AtoM, accessible to authorized users via the Manage > Taxonomies menu
  
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1. '''Description identifier''' ([[RS-2#5.4.1|ISAAR(CPF) 5.4.1]], [[RS-3#5.6.1|ISDIAH 5.6.1]], [[RS-4#5.4.1|ISDF 5.4.1]]):
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ICA-AtoM ships with a fixed number of [[Glossary#Taxonomy|taxonomies]] containing default values ([[Glossary#Term|terms]]). Some [[Glossary#Term|terms]] are locked, i.e. cannot be edited or deleted, because they are used by the application's underlying code. Most [[Glossary#Term|terms]], however, can be edited or deleted, and all [[Glossary#Taxonomy|taxonomies]] can be assigned new [[Glossary#Term|terms]] in addition to any locked values.
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*Enter the unique identifier of the record.
 
  
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<div class="text-alert">
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<h3>An Example of a locked  taxonomy: Material Type</h3>
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Material type is a controlled vocabulary that supports our Canadian Rules for Archival Description (RAD) template. A complete version of RAD is available from the Canadian Council on Archives here: http://www.cdncouncilarchives.ca/archdesrules.html
  
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2. '''Institution identifier''' ([[RS-2#5.4.2|ISAAR(CPF) 5.4.2]], [[RS-3#5.6.2|ISDIAH 5.6.2]], [[RS-4#5.4.2|ISDF 5.4.2]]):
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Section 1.1C of RAD defines an optional additional to an archival description, the General Material Designation (GMD). The list of approved terms for a GMD description is provided in 1.1C1 of RAD, and conforms to the terms available in the AtoM Material Type taxonomy. As such, when a user sets the Default template in AtoM to RAD instead of ISAD(G), the template provides different fields (including different controlled drop down lists) to support the differences between the two descriptive standards. In the RAD description template, the General Material designation is a repeatable field with a controlled list of drop-down terms – the list of these terms is maintained and managed in the Material Type taxonomy.  
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*Enter the name or institution code of the body repsonsible for creating and maintaining the institution record.
 
  
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These terms, or this descriptive practice, are not formally recommended within ISAD(G), and consequently, are not provided anywhere in the descriptive template. In ISAD(G), this information is captured via free-text in sections such as 3.1.5 Extent and Medium, and possibly other related fields (such as 3.4.4 Physical characteristics and technical requirements)
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</div>
  
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3. '''Rules or conventions''' ([[RS-1#3.7.2|ISAD(G) 3.7.2]], [[RS-2#5.4.3|ISAAR(CPF) 5.4.3]], [[RS-3#5.6.3|ISDIAH 5.6.3]], [[RS-4#5.4.3|ISDF 5.4.3]]):
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By allowing authorized administrators access to all taxonomies, users have the ability to customize descriptive templates to meet local or regional descriptive practices, or to remove controlled field terms that are not in use within the institution. This ability to customize is one of the strengths of AtoM as a freely available open-source software application.
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*Enter the standards or rules followed in preparing the description.
 
  
  
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4. '''Status''' ([[RS-2#5.4.4|ISAAR(CPF) 5.4.4]], [[RS-3#5.6.4|ISDIAH 5.6.4]], [[RS-4#5.4.4|ISDF 5.4.4]]):
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<div class="note">
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*Select the status of the description.
 
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*ICA-AtoM ships with a default value list ([[Glossary#Taxonomy|taxonomy]]): ''Draft, Final, Revised, Deleted''.
 
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*The [[Glossary#Administrator|system administrator]] can customize the [[Glossary#Taxonomy|taxonomy]] to the institution's own standards.
 
  
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Users (even [[Glossary#Administrator|administrators]]) cannot add new [[Glossary#Taxonomy|taxonomies]]; the number and names of [[Glossary#Taxonomy|taxonomies]] are fixed and can only be altered by [[Glossary#Developer|developers]] working directly with the code.
  
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5. '''Level of detail''' ([[RS-2#5.4.4|ISAAR(CPF) 5.4.4]], [[RS-3#5.6.4|ISDIAH 5.6.4]], [[RS-4#5.4.4|ISDF 5.4.4]]):
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</div>
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*Select the level of detail of the description.
 
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*ICA-AtoM ships with a default value list ([[Glossary#Taxonomy|taxonomy]]): '''Minimal, Partial, Full'''.
 
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*The [[Glossary#Administrator|system administrator]] can customize the [[Glossary#Taxonomy|taxonomy]] to the institution's own standards.
 
  
  
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6. '''Dates of creation, revision and deletion''' ([[RS-1#3.7.3|ISAD(G) 3.7.3]], [[RS-1#3.7.4|ISAD(G) 3.7.4]], [[RS-2#5.4.6|ISAAR(CPF) 5.4.6]], [[RS-2#5.4.9|ISAAR(CPF) 5.4.9]], [[RS-3#5.6.6|ISDIAH 5.6.6]], [[RS-3#5.6.9|ISDIAH 5.6.9]], [[RS-4#5.4.6|ISDF 5.4.6]]), [[RS-4#5.4.9|ISDF 5.4.9]]):
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== Actions ==
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*Enter information to register dates of creation, revision, deletion.
 
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*This field combines two separate ICA standards elements: "Dates of creation, revision, deletion" and "Maintenance notes").
 
  
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* [[Add a new term]]
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* [[Edit a term]]
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* [[Delete a term]]
  
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7. '''Language''' ([[RS-2#5.4.7|ISAAR(CPF) 5.4.7]], [[RS-3#5.6.7|ISDIAH 5.6.7]], [[RS-4#5.4.7|ISDF 5.4.7]]):
 
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*Select language in which the description exists from the drop-down list.
 
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*When you save the record, ICA-AtoM registers the language and displays it in the list above the data entry field.
 
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*When you translate a description, the new language must be added to the list; select the language and save.
 
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*To delete an entry from the list, cick the [[Glossary#Delete icon|Delete icon]].
 
  
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== Data entry ==
  
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8. '''Script''' ([[RS-2#5.4.7|ISAAR(CPF) 5.4.7]], [[RS-3#5.6.7|ISDIAH 5.6.7]], [[RS-4#5.4.7|ISDF 5.4.7]]):
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[[Term data entry]]
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*Select script in which the description exists from the drop-down list.
 
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*When you save the record, ICA-AtoM registers the script and displays it in the list above the data entry field.
 
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*When you translate a description into a language in a different script, the new script must be added to the list; select the script and save.
 
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*To delete an entry from the list, cick the [[Glossary#Delete icon|Delete icon]].
 
  
  
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9. '''Sources''' ([[RS-2#5.4.8|ISAAR(CPF) 5.4.8]], [[RS-3#5.6.8|ISDIAH 5.6.8]], [[RS-4#5.4.8|ISDF 5.4.8]]):
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== [[Hierarchical taxonomies]] ==
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*List the sources consulted in preparing the description.
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*This is a [[Glossary#Text field|text field]], ICA-AtoM does not structure the data in any predetermined way.
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== See also ==
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[[Exit edit mode]] (same for all record types)
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[[Category:User manual]]
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__NOTOC__

Latest revision as of 14:09, 23 January 2013

Please note that ICA-AtoM is no longer actively supported by Artefactual Systems.
Visit https://www.accesstomemory.org for information about AtoM, the currently supported version.


Main Page > User manual > Add/edit content > Add/edit terms


Value lists in drop-down menus draw terms from taxonomies

As defined in our documentation glossary, a [[Glossary#Taxonomy|taxonomy in AtoM is “a grouping of controlled-vocabulary terms used to generate value lists and access points.” Throughout ICA-AtoM, controlled vocabularies are used to generate drop-down menus. These provide value lists that restrict data entry in certain fields to certain values. A value list is defined in our glossary as restricting “data entry in certain fields to controlled vocabulary terms or terms derived from authority records. They appear as drop-down menus in edit pages.” ICA-AtoM typically stores these values as term records in the database, and assigns them to taxonomies, e.g. the type of entity field of an authority record can take only one of "corporate body, person, family." Each of these values is a term assigned to the actor entity types taxonomy. All controlled vocabularies are managed via taxonomies in AtoM, accessible to authorized users via the Manage > Taxonomies menu

ICA-AtoM ships with a fixed number of taxonomies containing default values (terms). Some terms are locked, i.e. cannot be edited or deleted, because they are used by the application's underlying code. Most terms, however, can be edited or deleted, and all taxonomies can be assigned new terms in addition to any locked values.

An Example of a locked taxonomy: Material Type

Material type is a controlled vocabulary that supports our Canadian Rules for Archival Description (RAD) template. A complete version of RAD is available from the Canadian Council on Archives here: http://www.cdncouncilarchives.ca/archdesrules.html

Section 1.1C of RAD defines an optional additional to an archival description, the General Material Designation (GMD). The list of approved terms for a GMD description is provided in 1.1C1 of RAD, and conforms to the terms available in the AtoM Material Type taxonomy. As such, when a user sets the Default template in AtoM to RAD instead of ISAD(G), the template provides different fields (including different controlled drop down lists) to support the differences between the two descriptive standards. In the RAD description template, the General Material designation is a repeatable field with a controlled list of drop-down terms – the list of these terms is maintained and managed in the Material Type taxonomy.

These terms, or this descriptive practice, are not formally recommended within ISAD(G), and consequently, are not provided anywhere in the descriptive template. In ISAD(G), this information is captured via free-text in sections such as 3.1.5 Extent and Medium, and possibly other related fields (such as 3.4.4 Physical characteristics and technical requirements)

By allowing authorized administrators access to all taxonomies, users have the ability to customize descriptive templates to meet local or regional descriptive practices, or to remove controlled field terms that are not in use within the institution. This ability to customize is one of the strengths of AtoM as a freely available open-source software application.


Users (even administrators) cannot add new taxonomies; the number and names of taxonomies are fixed and can only be altered by developers working directly with the code.


Actions


Data entry

Term data entry


Hierarchical taxonomies

See also

Exit edit mode (same for all record types)


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