| 14
Term/Entry lists (authority files) |
Pr: features in
general:
Indexes (4 Field
Content Lists: Authors, Titles, Journals, Keywords)
predeterminated, structure cannot be modified: fixed
number: 4; content and update are derived and automatic;
not separate from database, cannot be independently
accessed nor shared with other db. In quick search work
as retrieving tool as each entry points to related
records;
Journal list(s):
fn.PJL, each style can link "source"
field to any (free number and name) list, whose structure
pattern is: "Title | Abbreviation | Note":
"Journal of American ... | JAMA | online ed.";
abbreviation can replace title in output; list can be
shared among differenet db;
Alternate text
(ALTERNAT.TXT): does not have to do with styles (cannot
be seen in Formatted reference display), but with
printing in general, where text in record fields put
between «...» can be replaced by its text equivalent put
in an external text file whose structure pattern is:
"text {text equivalent} | note"; fixed name,
one for db and can be shared with others;
Don't use «...» as normal punctuation;
idiosyncracies: punctuation marks cannot end text:
N.A.T.O.; does not work within sort headings; text is case sensitive;
Term list,
fn.PJL: any other list (n) apart from
the abovementioned; free number and name; structure:
"text | note"; can be shared with other db;
All lists apart from 4
indexes can contain entries not derived from records
(import or direct input, edit and deletion); automatic
duplicate detection and sort
Remarksalphabetic scrolling:
keying in "MARCIN" can bring to "MARCIN"
or to "N" depending on keying speed |
En: features in
general:
System lists: 3: authors,
journals, keywords predeterminated, and can be modified; Other
lists: free number up to 31; user can choose
from which fields list entries are derived (n fields to 1 list, but a field
can automatically update just only one list);
All lists:
content can be automatically derived during input or updated in batch mode;
content can be suggested during input if term already exists in the list (auto-completion);
lists can be automatically updated when importing or copying records;
user can set delimiters for multivalue fields;
batch update of list from all or only selected references;
new terms are highlighted in red;
any field can resort to entry lists;
any list can contain entries also not derived from records (import or direct input, edit and deletion : but to change content in the records fields one has to perform global change);
automatic duplicate detection and sort;
document total number linked to entries never shown.
Journals lists with up to 3 abbreviations that can be individually selected in output styles.
No list is physically separated from database thus cannot be shared with others
Remarks: alphabetic scrolling: keying in "MARC" can
bring to "MARC" or to "C" if keying speed is too slow |
RM: features in
general:
Term lists (3 Lists:
Authors, Journals, Keywords) connected only to
correspondent fields whose contents cannot but being
automatically included in them; fixed number: 3; not
separate from database; can be independently managed: can
add, global edit, purge, print list terms; lists cannot
be shared with other db (but Periodical list can be
copied); cannopt be accessed from other fields; in
searching work as pick up lists;
Synonyms: each author and kw can have up
to 255 synonyms, periodical title up to 3 (output style
can use them) . Synonyms automatically become physically
reciprocal: A with syn. B C, then B with syn. A C etc.
They can be used in searching non in editing. Syn. of
different terms can be combined (summed)
Phrase list: one single list of
"strings": user created (no import), strings
can be picked up from later, while editing any reference
field |
Papyrus: features in
general:
System lists: keywords, journals, glossary, names (to
a certain extent, see details below);
Indexes: any list generated by any "whole-indexed" field (such as
built-in: RefID,
Document type, Place and Publishers: user can create new).
Within the kw and journals lists, one can directly edit, merge, create,
delete, import entries, quick find linked records, print the entries,
without going through the db records.
New entries created during record cataloging are validated against these
lists.
In addition, completely apart from records content: kw have got links (see
Section 8 Thesaurus); journals have abbreviation list(s),
call number, ISSN, URL, comments.
Within the Names list, entries can be directly edited (spelling and sort
form), imported
(only as far as sort forms are concerned), printed and they can quickly
find linked records, but cannot be created or deleted.
The Glossary list is a generic term list for any not-indexed field: entries
can be directly edited, created, imported, printed, deleted.
All the lists can be used during input and search directly from the
relevant fields, or from any field by choosing the appropriate window
|
| 14.1 Fixed number |
| Pr: yes 4 indexes, not the others |
En: yes 3 system lists, others can be added up to max 31 (each entry 253 chars long) |
| RM: yes 3 term lists + 1
optional Phrase list |
Papyrus: the System lists cannot be altered or
duplicated, one can create indexes for other fields |
| 14.2 Lists'
content is automatically derived from db data, or can
contain external data |
| Pr: 4 indexes: only derived; others can contain external data |
En: 3 lists derive data from one or more fields according to user's preferences;
updating can be batch or automatic; any list can have content not derived from records (direct input or import) |
| RM: derived and can also contain
external data |
Papyrus: kw, journals and glossary
might have their own entries not referenced within the records.
All the others, names included, only reflect records content |
| 14.3 Lists are
physically separated from database |
| Pr: no, 4 indexes are
embedded, others are distinct text files |
En: no, they are all
embedded |
| RM: no |
Papyrus: no, System lists -kw
and journals- are relationally linked to the db;
their entries can also be exported and imported into another database |
| 14.4 Lists
reflect records content in real time |
| Pr: yes 4 indexes, not
the others: batch update |
En: yes if this preference is selected, batch
update is also possible |
| RM: yes |
Papyrus: yes |
| 14.5 List can be
directly edited |
| Pr: not 4 indexes (they
need Global Edit), yes the others |
En: yes, all |
| RM: yes |
Papyrus: yes, the System
lists |
| 14.6 When list
entries are edited, records content change |
| Pr: never, must perform a global change |
En: never, must perform a global change |
| RM: yes |
Papyrus: yes |
| 14.7 New entries
are validated (go list, e.g.: new, old, probably a
duplicate) |
| Pr: no |
En: new entries displayed in red; close or identical term is suggested |
| RM: yes (new) |
Papyrus: yes (new kw and journals) |
| 14.8 List entry
can contain its own supplementary data: note,
abbreviation, date, compiler, x-refs |
| Pr: not the 4 indexes; yes journal
list(s): abbreviation + note;
yes other lists: max 2 additional fields as notes |
En: no, only journal
titles list can have up to 3 abbreviations |
| RM: synonyms terms, which -on their
turn- become entries of the list; journal
titles list can have up to 3 abbreviations |
Papyrus : kw have got links
(see Section 8 Thesaurus);
journals have abbreviation list(s), call number, ISSN, URL, comments.
|
| 14.9 Lists can be
printed |
| Pr: yes all |
En: yes all (export as
.TXT file) |
| RM: yes (the three indexes) |
Papyrus: yes |
| 14.10 Import
external data into the lists |
| Pr: no 4 indexes, yes the
others |
En: yes |
| RM: only Periodical term dictionary |
Papyrus: yes into the System
lists |
| 14.11 Lists are
useful for input |
| Pr: yes |
En: yes |
| RM: yes |
Papyrus: yes |
| 14.12 Lists are
useful for searching |
| Pr: yes |
En: not really : just
open, cut and paste |
| RM: yes |
Papyrus: yes |
| 14.13 List
entries show total number of related documents |
| Pr: yes 4 indexes |
En: no |
| RM: no (only when printed out) |
Papyrus: yes, kw, journals and
names |
| 14.14 Lists can
be shared among different db |
| Pr: indexes can be accessed -rather than shared- from different databases; other lists can be shared |
En: no |
| RM: no |
Papyrus: no, but kw, journals (and
partially names) entries can be exported and imported into another
database |
14.15 Where and
how they are used:
1. browsing, display related
records
2. search expressions, pick up terms
from one
or another
3. input, pick up terms from one or
another
4. output |
| Pr: 1: 4 indexes; 2: all
3: all; 4: ALTERNAT.TXT to replace «text» strings
matching entries in journal list |
En: 2: cut-and-paste; 3: all; 4: journal
list to replace matching text
|
| RM: 2; 3; 4 periodical list |
Papyrus: [1 not contextually, but
quickly find related records]; 2; 3; 4 abbreviations for the journals
list |
14.16 How lists
are created and updated:
1. input: new entries
automatically update
the list
2. ad hoc command to edit
lists out of
records
3. import
4. as a text
file out of the program |
| Pr: 1: 4 indexes 2: all
other lists 3: yes all apart from indexes; 4: all lists
apart from indexes |
En: 1 2 3 |
| RM: 1; 2 |
Papyrus: 1; 2 System lists; 3
System lists |
14.17 How lists
are printed
1. from the outside, as text file
2. from the inside, by ad hoc printing
function |
Pr:
1: ALTERNAT.TXT
2:
indexes: Print Subject Bibliography (Subject terms only)
other lists: File -> Open, export and save file |
En: 2 export -save file |
| RM: 2 |
Papyrus: 2 |
