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3. Editorial Rules, continued
 

3

EDITORIAL RULES, CONTINUED

   

3.8

 

Administrative Flags, Notes, and Revision History

Included in this chapter

 

3.8.1

   

Comment Flag

 

   

 

3.8.1.1

   

Definition

  • Flag indicating if the record is a comment on an existing record or a new record.

 

 

 

3.8.1.2

 

 

Values

  • C - Comment Candidate Record, N - Not a Comment Candidate, NA - Not Applicable

 

 

 

3.8.1.3

 

 

RULES

  • This flag is typically set in the data load. Editors generally should not change the flag.

  • C - Comment Candidate Record: For records that were submitted as "comments" on existing records; that is, they are requests for additions to or changes to an existing vocabulary record. When this flag is set to "C", the record typically should be merged with an existing record.

  • N - Not a Comment Candidate: The record is a regular record, not a comment on an existing record.

  • NA - Not Applicable: Most records in CONA are currently set to NA.

 

3.8.2

 

 

Problem flag

 

 

3.8.2.1

 

 

Definition

  • Flag indicating if there is a problem requiring editorial attention.

 

 

.

3.8.2.2

 

 

Values

  • Y - Yes, N - No

 

 

 

3.8.2.3

 

 

RULES

  • This flag is most often used to flag a "temp.parent" that will not be published in the Candidate Report for contributors on the Web. If you create a temp.parent for children intended for testing, deleted records, or otherwise should NOT be visible to contributors, set the Problem flag to Yes.

  • If there is a problem in any other record, set the flag to "Yes," and describe the problem in the Editor Note, including your initials and the date.

  • [Blank]: No value. Currently most records in CONA are set to Blank.

  • Y - Yes: Indicates there is a problem with the record.

  • N - No: Indicates that there perhaps was an earlier problem, but it has been resolved.


 

3.8.3

 

 

Assigned To

 

 

 

3.8.3.1

 

 

Definition

  • Note indicating to which editor the record was assigned.

 

 

3.8.3.2

 

 

Values

  • All ASCII characters are allowed. Do not use special characters or diacritics.

 

 

 

3.8.3.3

 

 

RULES

  • The supervisor or her delegate will fill in this field. Values should be the user name of an editor (e.g., PHarpring).

  • In CONA, this field is currently not used..

 

3.8.4

 

 

Special Project

     

3.8.4.1

   

Definition

  • Note indicating a special project for which the works may be a subset.

   

3.8.4.2

   

Values

  • Controlled values from pick list.

   

 

3.8.4.3

   

RULES

  • Use codes that have been authorized by your supervisor.

  • If the record has been designated as a subset for a particular special project (e.g., ARTstor), record that code in the field.


 

3.8.5

   

Facet Code

   

3.8.5.1

   

Definition

  • Facet code used to indicate the facet to which the record belongs. This is a legacy indicator, currently not used in CONA.

   

3.8.5.2

   

Values

  • All ASCII characters are allowed. Do not use special characters or diacritics.

   

 

3.8.5.3

   

Discussion

  • This field is system-generated. It is currently not applicable to CONA.


 

3.8.6

   

Legacy ID

   

 

3.8.6.1

   

Definition

  • Numeric or alphanumeric identification that was used for this record in the previous editorial system or in a contributor's data.

   

3.8.6.2

   

Discussion

  • The purpose of this field is to provide implementers with a means to map contributors' old data with new releases.

   

 

3.8.6.3

   

RULES

  • The field is system-generated. Editors cannot change it.


 

3.8.7

   

Class Notation

   

 

3.8.7.1

   

Definition

  • Alphabetic or alphanumeric code formerly used to build hierarchies in AAT.

   

3.8.7.2

   

Discussion

  • The field is not currently used.


 

3.8.8

   

Image

   

 

3.8.8.1

   

Definition

  • Link to an image file or URL.

   

 

3.8.8.2

   

Discussion

  • Link to a URL or to a jpeg file that you have prepared for this purpose.

   

 

3.8.8.3

   

RULES

  • Link only to official museum or other repository sites.

  • Make jpeg images only for GRI works.

  • Include label and credit line for jpegs. For links to html pages, link to a page that includes the label and credit line for the work.

 

 

 

3.8.9

   

Index Note

   

3.8.9.1

   

Definition

  • To be decided.

   

 

3.8.9.2

   

Values

  • All ASCII characters are allowed. Do not use special characters or diacritics.

   

 

3.8.9.3

   

RULES

  • To be decided.

 

3.8.10

   

Not Found Note

     

3.8.10.1

   

Definition

  • Note listing sources that were consulted but that did not contain information about the person or corporate body.
     

3.8.10.2

   

Values

  • All ASCII characters are allowed. Do not use special characters or diacritics.

   

 

3.8.10.3

   

RULES

  • Various contributors record this information; it is loaded into this field.

  • This note may also be used by editors to record non-productive sources so that they will not be checked again later. Use the brief citation for the source. Separate sources with a semicolon.

 

 

 

3.8.11

   

Status Note

   

 

3.8.11.1

   

Definition

  • Note elaborating upon special circumstances regarding the status of the records.
     

3.8.11.2

   

Values

  • All ASCII characters are allowed. Do not use special characters or diacritics.
     

3.8.11.3

   

RULES

  • To be decided.

 

3.8.12

   

Editor Note

     

3.8.12.1

   

Definition

  • Note for additional information about this record, or problems associated with it.
     

3.8.12.2

   

Values

  • All ASCII characters are allowed. Do not use special characters or diacritics.

     

3.8.12.3

   

RULES

  • Record information about issues, problems, or other information important for the editorial history of the record. This note will not be visible to end-users.

  • Include your initials and the date of your comment.

      • Example

      • Editor Note:

      • PH July 2010, preferred attribution reflects repository preference; various scholars disagree, but these attributions are non-preferred in CONA

 

 

 

3.8.13

   

Revision History (required-default)

     

3.8.13.1

   

Definition

  • Audit trail of editorial work on the record.
     

3.8.13.2

   

Values

  • All ASCII characters are allowed. Do not use special characters or diacritics.
       

3.8.13.3

   

Discussion

  • The Revision History is, for the most part, system-generated. Each individual field is not treated as a separate section in this manual. Instead, brief explanations of what the fields mean are included here.

  • Type: Refers to the part of the record that was affected by the Action. Types include the following: S[ubject], T[erm/name], A[ssociative relationships], N[ote].

  • Action: Refers to the Action taken by the editor or system administrator, including the following: created, updated, parent added, added, published.

  • User Name: Login name of the editor. SYSADM refers to the system's administrator, meaning an action was done globally by programming instead of editing manually.

  • Date Time: Refers to the time and date when an action occurred.

  • Public Note: When an action was done to a Term/Name, this field describes which term was Added or Updated. It also notes which formats were Published.

  • Private Note: [to be decided]

 

   

[1] In this chapter, "required-default" indicates that a default is automatically set by the system.

       

Last updated 17 September 2010
Document is subject to frequent revisions

 




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