3

EDITORIAL RULES, CONTINUED

3.2

Identifying numbers, status flags, and subject sources

Included in this chapter

• Subject ID (required-default)^[1]
• Parent Key (required)
• Merged Status (required-default)
• Published Status (required-default)
• Review Status (required-default)
• Record Type (required-default)
• Candidate Status (required-default)
• Label (required-default)
• Contributors for the Subject Record (required)
• Sources for the Subject Record (required)
  
  
  • Example

3.2.1

Subject ID (required default)

3.2.1.1

Definition
A number used to uniquely identify the record to the system.

3.2.1.2

Values
Numbers are automatically assigned by the system in the following range: 300,000,000 - 599,999,999.

3.2.1.3

Discussion
The Subject_ID displays at the top of the Subject Edit screen in VCS, in the hierarchy, and in other displays. The Subject_ID for each record is unique and permanent. Numbers for a given record change only if the record is merged with another record, when a new record is generated. Mappings between old numbers and new numbers are generated with the annual licensed files release.

3.2.1.4

RULES

• The editor cannot edit the numbers. The rules followed by the system in producing them include the following: Numbers are assigned sequentially. Numbers of deleted records are not re-used. Numbers do not contain commas or any other punctuation.
  

3.2.2

Parent Key (required)

3.2.2.1

Definition
The unique ID of the immediate parent of the record.

3.2.2.2

Values
Automatically generated by the system. When you link to the parent (which happens when you place the record in the hierarchy), the parent's ID is placed in the record: The range of numbers is the following: 300,000,000 - 599,999,999.

3.2.2.3

Discussion
There may be multiple parents; the Parent Key for the preferred parent appears at the top of the Edit Subject record in VCS.

3.2.2.4

RULES

• See Hierarchical relationships below for rules regarding how to assign or change parents (i.e., how to position records or move them in the hierarchy).
  
  
• The editor cannot edit the numbers. The rules followed by the system in producing the numbers include the following: Numbers are assigned sequentially. Numbers of deleted records are not re-used. Numbers do not contain commas or any other punctuation.
  

3.2.3

Merged Status (required-default)

3.2.3.1

Definition
Flag indicating whether or not the record has been merged with one or more other records.

3.2.3.2

Values
When records are merged by an editor, the flag is automatically set by the system: M - Merged, N - Not Merged.

3.2.3.3

RULES

• For rules for merging, see 2.2 Merging Records above.
  

3.2.4

Published Status (required-default)

3.2.4.1

Definition
Flag indicating whether or not the record has been released in the licensed files.

3.2.4.2

Values
Automatically assigned by the system: P - Published, N - Not Published

3.2.4.3

• Rules apply to the system only; editors cannot edit this flag. A new record is labeled as "Unpublished." Once a record has been included in one of the annual releases, the system automatically switches this value to "Published."
  

3.2.5

Review Status (required-default)

3.2.5.1

Definition
Flag indicating the stage in the editorial process that the record has reached.

3.2.5.2

Values
Values are drawn from a short controlled list. Some values are automatically assigned by the system. The editors should assign others as instructed in the rules below. Editors can overwrite automatically assigned values if necessary (consult with your supervisor before doing so).

• NC - New Candidate, NW - New VP, AC - Accepted Candidate, HD - Holding, IP - In Process, RV - Reviewed, AP - Approved, FN - Finished
  

3.2.5.3

RULES

• NC - New Candidate: Automatically assigned. Status of a record that has been loaded as a candidate but not moved from the candidate hierarchy ("temp.parent"). Also assigned when an editor creates a new record in a candidate hierarchy.
  
  
• AC - Accepted Candidate: Automatically assigned. Status assigned when a record is moved from a candidate hierarchy to the publishable hierarchies.
  
  
• NW - New VP: Automatically assigned when a record is created in the publishable hierarchies of VCS. Designates a record created by the Vocabulary Program.
  
  
• HD - Holding: Automatically assigned when a record is moved from the publishable hierarchy into a candidate hierarchy.
  
  
• IP - In Process: To be decided.
  
  
• RV - Reviewed: To be decided.
  
  
• FN - Finished: First step in approval process for a section of the hierarchy. Assigned by an editor to a nation or continent. Indicates that the records in this section of the hierarchy (i.e., the hierarchical descendents of this record) have been okayed prior to the annual publication of files for licensing.
  
  
• AP - Approved: Second step in approval process for a section of the hierarchy. Assigned by a designated editor to a nation or continent that had earlier been flagged as "finished." Indicates that the records in this section of the hierarchy (i.e., the hierarchical descendents of this record) have been double-checked prior to the annual publication of files for licensing.
  

3.2.6

Record Type (required-default)

3.2.6.1

Definition
Flag indicating the general type of thing described in the record.

3.2.6.2

Values
Flags come from a short controlled list: A - Administrative entity, P - Physical feature, B - Both, G - Guide Term, F - Facet

3.2.6.3

RULES

• C - Concept: This is the VCS default value when you create a new record. Most terms in the AAT are called "concepts," including all terms that can be used for indexing, that is all terms that are not guide terms, "hierarchy" names, or facets. If the record you are creating is NOT concept, change the Record Type to an appropriate value.
  
  
• H - Hierarchy name: Refers to the top of a hierarchy. The hierarchy name is not used for indexing or cataloging.
  
  
• G - Guide Term: A Guide Term (also called a node label) is a level used to organize the hierarchy into logical segments. In AAT, Guide Terms are used only with historical hierarchies and candidate hierarchies. Consult with your supervisor before using this designation.
  
  
• F - Facet: A facet is a broad division of the hierarchy, generally appearing directly under the Root. In AAT, currently the level World and various candidate hierarchies (designated by their name temp.parent) are facets. Do not use this designation. Only the supervisor may label a record as Facet.
  

3.2.7

Candidate Status (required-default)

3.2.7.1

Definition
Flag indicating if the record is a Candidate or not. A Candidate record is a record that has been submitted for publication in the AAT, but has not yet been processed/okayed by the editors.

3.2.7.2

Values
Automatically generated by the system: C - Candidate, N - Non Candidate

3.2.7.3

Discussion
This flag is used to distinguish Candidate records from publishable records (Non-Candidate); therefore, this flag ultimately indicates whether or not the record will be published. Only Non-Candidate records are published. Candidate records are new records, either added by VP under a candidate hierarchy (temp.parent) or loaded by the VCS Loader.

3.2.7.4

RULES

• The rules are imposed by the system. Editors cannot change this flag.
  
  
• If the record has a parent or other ancestor that is a temp.parent, the record is a Candidate. If it is in a publishable section of the hierarchy, it is a Non-Candidate.
  

3.2.8

Label (required-default)

3.2.8.1

Definition
Concatenated string used to give a brief identification of the concept in a form intelligible to end users.

3.2.8.2

Values
Values are generated by the system.

3.2.8.3

Sources
Various fields and hierarchical relationships in the target subject record and its parents' and ancestors' records are the sources for values in the Label.

3.2.8.4

RULES

• The Editor cannot edit the Label directly. In VCS, it is created by the system from the descriptor of the concept record and the parent string (a string of the preferred descriptors for its parents (see Parent Key above).
  

3.2.9

Contributors for the Subject Record (required)

3.2.9.1

Definition
A reference to the institutions or projects that contributed information to the record as a whole.

3.2.9.2

Values
Controlled by a link to a file of controlled terminology; the list changes as new contributors are added. See Appendix C: Contributors and Citations.

3.2.9.3

Discussion
Contributors are linked to the Terms, Scope Note, and - in this field - to the Subject record as a whole.

• This field generally (but not always) comprises the sum of all the contributors linked to Terms and Scope Note; in addition, it may include some contributors not also linked to Terms or Scope Note.
  
  
• Currently in the AAT, VP is generally the only contributor (this will change as data from other contributors is loaded).
  

3.2.9.4

RULES

• The default Contributor is VP (Vocabulary Program). Editors may change other contributors' initials only in very rare cases. If you feel it is necessary to add a contributor other than VP or to change a link from one contributor to another, consult with your supervisor.
  
  
  • Example
    

• If you are adding data to a field that is not linked to a contributor (that is, to any field other than Terms or Scope Note), such as Associative Relationships, be certain that your contributor initials (VP) are included as Subject Contributors. If they have not been added automatically by VCS, add them by hand.

3.2.10

Sources for the Subject Record (required)

3.2.10.1

Definition
A reference to the sources used for information included in the record as a whole.

3.2.10.2

Values
Values are controlled by the Sources file in VCS. A source must be added to the Source file in order to be used in (linked to) the Subject (concept) record. For a discussion of how to add sources to the Sources file, see Appendix C: Sources.

3.2.10.3

Discussion
Sources are linked to the Terms, Scope Note, and - in this field - to the Subject record as a whole.

• This field often (but not always) comprises the sum of all the sources linked to Terms and Scope Note; in addition, it may include some sources not also linked to Terms or Scope Note.
  

3.2.10.4

RULES

• It is required to cite the sources used for a field that is not linked to a contributor (that is, to any field other than Terms or Scope Note), such as Coordinates or Associative Relationships. This is particularly crucial when the added information is important and when the source is not already listed as a source anywhere else in the record (i.e., not linked to Terms or Scope Note).
  
  
• In the Page Field, it is required to cite the volume, page number, date of accessing a Web site, or other appropriate indication of the specific location where the name was found in the source. For the AAT, note if the term was pre-coordinated in the source.
  
  
  • Examples
    

• If there are multiple editions or multiple publication dates for a source, link to the specific source that you are using.

¹"Required-default" indicates that a default is automatically set; some defaults are editable and should be changed by the cataloguer as necessary. Others are system-generated and cannot be changed.

Last updated 28 March 2006
Document is subject to frequent revisions