3

EDITORIAL RULES, CONTINUED

3.8

Administrative Flags, Notes, and Revision History

Included in this chapter

• Comment Flag
• Problem Flag
• Assigned To
• Special Project
• Facet Code
• Legacy ID
• Class Notation
  
• Image
• Index Note
• Not Found Note
• Status Note
• Editor Note
  
  
• Revision History (required-default) ^[1]

3.8.1

Comment Flag

• Example

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 AAT 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• This flag is most often used to flag a "temp.parent" that will not be published in the Candidate Report for contributors on the Web.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, set the flag to "Yes," and describe the problem in the Editor Note, including your initials and the date.
  
  
• [Blank]: Most records in AAT are currently set to blank.
  
  
• Y - Yes: Indicates there is a problem with the record.
  
  
• N - No: Indicates that there perhaps was formerly a 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). AAT legacy data sometimes displays the initials of an earlier editor or editors in this field (e.g., ch;cw).
  
  
• If your name appears in this field, you are responsible for editing the record.

3.8.4

Special Project

3.8.4.1

Definition

• Note indicating a special project for which the names in the record may be a subset.

3.8.4.2

Values

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

3.8.4.3

RULES

• Use codes that have been authorized by your supervisor. Be very careful in typing the codes. This is a free-text field, but it will be used for sorting and retrieval (thus accuracy is critical).
  
  
• If the record has been designated as a subset for a particular special project record that code in the field (e.g., in the example above, conservation = CON; GCI conservation in particular = GCI).

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 retained only in the AAT.

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. These codes are for use by catalogers. When creating MARC records, some cataloguers are required to use codes that refer to the facet and hierarchy under which AAT records are placed.
  
  
• List of the Facet Codes for facets and "hierarchies"

B ASSOCIATED CONCEPTS FACET
B.BM Associated Concepts

D PHYSICAL ATTRIBUTES FACET
D.DC Attributes and Properties
D.DE Conditions and Effects
D.DG Design Elements
D.DL Color

F STYLES AND PERIODS FACET
F.FL Styles and Periods

H AGENTS FACET
H.HG People
H.HL Living Organisms
H.HN Organizations

K ACTIVITIES FACET
K.KD Disciplines

K.KG Functions
K.KM Events
K.KQ Physical and Mental Activities
K.KT Processes and Techniques

M MATERIALS FACET
M.MT Materials

V OBJECTS FACET
V.PC Object Groupings and Systems
V.PE Object Genres
V.PJ Components
Built Environment
V.RD Settlements and Landscapes
V.RG Built Complexes and Districts
V.RK Single Built Works
V.RM Open Spaces and Site Elements
Furnishings and Equipment
V.TC Furnishings
V.TE Costume
V.TH Tools and Equipment
V.TK Weapons and Ammunition
V.TN Measuring Devices
V.TQ Containers
V.TT Sound Devices
V.TV Recreational Artifacts
V.TX Transportation Vehicles
Visual and Verbal Communication
V.VC Visual Works
V.VK Exchange Media
V.VW Information Forms

 

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.

3.8.6.2

Discussion

• The purpose of this field is to provide implementers with a means to map their 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.

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 (e.g., a picture of the concept, such as a rhyton).

3.8.8.2

Discussion

• The field is not currently used.

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 place.

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, (which can be looked up and cut and pasted into the note; e.g., Canby, Historic Places (1984))). Separate sources with a semicolon.
  
  
  • Example

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

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]

3.8.13.4

RULES

• In general, editors do not need to change any information in the Revision History. [In the future, we may have rules for Public Note and Private Note.]

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

Last updated 23 October 2006
Document is subject to frequent revisions