Hi Gillian,
Although you have it correct that our current data entry process currently limits our Bibliography entries to a small handful of fields in the Bib. module (the aforementioned title, format, date, language, year published, and data entry constituents), I cannot really recommend this as a standard. These are legacy procedures that were instituted to wean users away from the big free-text Bibliography field in the Objects module, so the impetus (I believe) was to make the data entry as simple as possible for cataloging staff to use while still taking advantage of the Bibliography module's ability to link a single publication to multiple objects.
Some of the problems with this approach:
- The Title field is only 255 characters long. It is not too difficult to exceed this limit citations with multiple authors, publisher details, and long titles.
- Dumping all the data into one field limits our ability to selectively format aspects of the citation (you could use the Citation field for this, of course, but it does mean people would need to add the data twice)
- Author names are entered manually within the free-text Title field, with no controls on the format of those names. This increases the likelihood of accidental duplicate citation entries due to typos, abbreviations, or name variants.
We have continued to use our old standards because we'd like a better way to do the detailed data entry robust bibliography entries would require, and would prefer tapping into the already plentiful online resources that have done the data entry for us! We are looking at the z39.50 plugin as a possible alternative to that end (with serious props to David Parsell @YCBA for paving the way here).
That said, I do believe our current practice is a definite step in the right direction, away from the Published References field.
Best regards,
Brenda
~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~
Brenda Podemski
Business Applications Administrator
Collections Information
The J. Paul Getty Museum
www.getty.edu
v. +1 310-440-7087 | f. +1 310-440-7752 | e. [log in to unmask]
>>> "Essam, Gillian" <[log in to unmask]> 10/20/2009 1:58 AM >>>
Hi Brenda,
Thank you for your prompt response, and thank you also to other kind
users who pointed me in the right direction! I was going to ask my
questions off-list, but it may be that other people have an interest in
this too.
At the National Gallery, London, we are planning to capture
bibliographic citations in TMS, mainly for publication to our website. I
surveyed CDWA standard and data entry rules in use by a few other TMS
users, among them the Getty's "Adding/Updating Bibliographic Citations"
January 23 2002.
Your standard appealed to me because it seems not to build full
bibliographic records in TMS, just citations for publication. This may
well suit us as we plan also to build full bibliographic records in a
new library system over the next few years, and probably to integrate it
with TMS eventually. Although we would like to achieve some granularity
in bibliographic data in TMS by using the Bibliography Module rather
than the Bibliography or Published Reference fields in Object Module, we
would prefer to enter minimal data and in particular to avoid swamping
TMS Constituents with authors and publishers.
May I check that I have understood your standard properly?
On "General Info" tab what do you enter in 'Title Proper' field - is it
simply author and title?
Who do you link under 'Constituents'- is it only the person who added
the citation, or do you also link authors and publishers etc?
Many thanks,
Gillian
Gillian Essam
Collection Information Manager
The National Gallery
Trafalgar Square
London
WC2N 5DN
Tel: +44 (0)20 7747 5243
Fax: +44 (0)20 7747 2472
-----Original Message-----
From: The Museum System (TMS) Users [mailto:[log in to unmask]]
On Behalf Of Brenda Podemski
Sent: 19 October 2009 17:32
To: [log in to unmask]
Subject: Re: Who is responsible for data entry rules at the Getty
Museum?
Hi Gillian,
I would be happy to assist you! (and I just replied to you directly as
well).
Best,
Brenda
~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~
Brenda Podemski
Business Applications Administrator
Collections Information
The J. Paul Getty Museum
www.getty.edu
v. +1 310-440-7087 | f. +1 310-440-7752 | e. [log in to unmask]
>>> "Essam, Gillian" <[log in to unmask]> 10/16/2009 2:35 AM
>>>
Please does anyone have a name and email address for the person who is
responsible for the data standards and data entry rules for TMS at the
Getty Museum?
I would like to ask a few questions by email (off listserv) regarding
the Getty's helpful "Adding_Bibliography.doc" , currently posted under
"User Shared Resources" on Gallery Systems' website.
Kind regards,
Gillian
Gillian Essam
Collection Information Manager
The National Gallery
Trafalgar Square
London
WC2N 5DN
Tel: +44 (0)20 7747 5243
Fax: +44 (0)20 7747 2472
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21 October 2009 - 24 January 2010
Book now
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