Cataloging Assets using Controlled Vocabularies

Cataloging Assets using Controlled Vocabularies


Welcome to this video demonstrating how to catalog fields that are linked to a controlled vocabulary. The method of searching and linking
controlled vocabularies applies to any field that links to a currently supported authority. These are the
Getty’s Art and Architecture Thesaurus, or AAT; Union List of Artists’ Names, or ULAN; and the Thesaurus of Geographic Names, or TGN. The exception to this method is the Getty ULAN, which is incorporated into Shared Shelf Names, or SSN, typically linked to a field labeled as “Creator”. To begin, open an asset in the cataloging screen
by double-clicking it in your asset panel. Fields linked to an authority will
display the lookup or book icon. Clicking this icon will
display the linked vocabulary or vocabularies. If there are multiple listed, just select one. For the “Creater” field, if there are multiple listed,
click Shared Shelf Names. In the “Consult Shared Shelf Names” pop-up window, you’ll see a simple search as the default
and an option to enter an advanced search, which is a link at the top of the pop-up window. If you’re unsure how to construct your search,
you can use this help link in the lower left corner. Click in the name or ID box,
and enter a name to begin your search. When viewing search results in this window, values from Getty’s ULAN
will be labeled as such on the right side. Hovering over the term will display a full record. From this full display, you can choose to “Link Only”, you will get a term label below the field,
but no displayed field data; “Link and Append”, this will add to any existing field data; or you can choose “Link and Overwrite”,
and this will replace any existing field data. Now you can edit the display value
or leave it as populated. Only the term you have selected is linked to this record and will remain linked, unless you choose to unlink it
by clicking the “Unlink” option next to the term. The display text will remain in the text field
even after a term is unlinked, so you must delete the text from the field
to remove any display terms. This same concept applies to fields linked
to the AAT and TGN with one exception. The consult window will show a keyword search box,
but no option for advanced search. Again, you can hover over the terms
and select a linking option, and then edit the display text, if you wish. Make sure to save your changes
to the record before you close it. Further information on cataloging with vocabularies
can be found on our support site at http://support.sharedshelf.org. Thanks for watching.

Leave a Reply

Leave a Reply

Your email address will not be published. Required fields are marked *