INDEXING PROCEDURES IN FIAFCat (Version 1.2) Revised in 2010 Table of Contents Introduction page 2 Part 1: Before using FIAFCat 2 Technical settings 2 Working online 3 Part 2: Step-by-step guide to indexing 4 Login and opening screen 4 Selecting an issue record 5 Creating an issue record 6 Creating an article record 8 Fields and symbols in article record 9 How to select a heading 9 How to create a new heading 11 Filling in the article record 12 Author Heading 12 Article Title 12 Nature 1 Heading 13 Nature 2 Heading 14 Abstract 15 Biographical Heading 16 Corporate Name Heading 17 Film Description Heading 18 How to create a new film 19 How to create a new director 21 How to create an alternative film title 23 TV Description Heading 25 Subject Heading 26 Completing the issue 27 Part 3: Understanding how FIAFCat is organised 29 Structure of FIAFCat: overview of the databases 29 Searching in the different databases 30 Search 30 Index Search 33 Headings and authority records 35 Thesaurus relations 36 Inter-database links 38 Action menu 39 Diacritics 40 Lay-out 41 Record status 43 Part 4: Common problems 44

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Introduction The purpose of this manual is to provide guidelines for indexing in FIAFCat, the online system developed for FIAF’s Periodicals Indexing Project (P.I.P.). The new version of the procedures is in four parts. Part 1 explains the technical requirements of the system. Part 2 is a step-by-step guide to indexing. Part 3 is intended to explain the general structure and organisation of FIAFCat. Part 4, the last section, provides answers to some common problems. As an aide to better understanding the procedures, examples are frequently provided from FIAFCat. Information for the criteria for indexing is provided in the publication, P.I.P. Indexing Rules, which can be downloaded from the FIAF website. PART 1: BEFORE USING FIAFCAT Technical settings FIAFCat can be accessed at http://web2.iscientia.net/catalogv2 using the personal user name and password that we have assigned. Which browser? FIAFCat was originally developed for Explorer (Microsoft) so we recommend that you use this browser to work in FIAFCat. However, you can also use the Firefox browser (Mozilla) to access FIAFCat. Take into account that there are still some minor bugs when you use Firefox, mainly regarding the selection of new headings (see ‘Bug in Firefox browser (Mozilla) for creation of new headings’, p. 46). Caution: Other browsers (Safari, Chrome, etc.) are not compatible with FIAFCat. Pop-up menus It is very important that you check in your local browser (Explorer, Firefox) that pop-up menus are permitted. In many cases, security settings automatically block pop-up menus to avoid advertising pop-ups. You may also have problems if you have installed the Google task bar. Since our indexing software uses pop-up menus, it is very important that your browser allows opening pop-up menus, at least for the FIAFCat website. Trusted site We also recommend that you indicate that the FIAFCat website is a trusted site. In Explorer you can do this by going to Tools (in Internet Explorer) and choosing Internet Options. Click on Security and choose Sites to add the FIAFCat website (http://web2.iscientia.net) as a trusted site.

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Compatibility View function (Explorer browser) If you use Explorer, we recommend that you download the latest version of this browser and that you activate the Compatibility View function for the FIAFCat website. You can do this by going to Tools (in Internet Explorer) and choosing Compatibility View Settings. A pop-up window opens, where you can add the FIAFCat website (iscientia.net). This function guarantees that the FIAFCat website will be displayed in Compatibility View (as it was originally designed). Caution: If you don’t activate this in Explorer, you may see a slightly different lay-out. Other recommendations The size and font of the records on your screen may vary depending on your screen resolution and screen size. We recommend using the settings advised in the help files of the screen manual. For instance a screen resolution of 1280x1024 is recommended for 17 inch LCD screens. Please also check your PDI settings. We also recommend that you activate the Auto-complete function in your browser. In Explorer you can do this by going to the Control Panel and choosing Internet Options. Go to Content and AutoComplete Settings and click the function Forms. This function will facilitate entering headings. It is very useful to activate the Character Map in Windows. Go to Start, then All Programs/Accessories/System Tools/Character Map. Once you have activated this, the icon remains visible in the normal Windows menu. See ‘Diacritics’, p. 40. Working online Working in a web based system is very different from working in a local program. The essential difference is of course that you are constantly exchanging information with the central server through the internet. You will find that the speed of data transfer is affected by your local internet connection. Therefore, you need a permanent broadband connection. If you close a record without saving the data, it will be lost. Interruptions in your local internet connection will also result in lost data. Therefore, we recommend that you regularly save your data, for example, after writing a long abstract. In the case of a lost internet connection, the different windows will remain open but they will not function properly. You need to close all your browser windows and re-login to FIAFCat. This is very important. FIAFCat clearly indicates when it is processing data. During that time you can not click on the buttons.

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PART 2: STEP-BY-STEP GUIDE TO INDEXING Login and opening screen FIAFCat is accessed at http://web2.iscientia.net/catalogv2 using the personal login information that we have assigned. Caution: the login is case-sensitive. The first screen on view is the small window used to enter the user name and password. If this window does not appear, use the Control F5 button to refresh the cash memory. After logging in, the opening screen with the following options will appear:

• Search • Index Search • Create New Issue • Select Issue • Change User

Screen shot of the opening screen:

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Selecting an issue record Begin by verifying that the issue has not already been created. Do this by clicking on Select Issue. This will bring up a new screen. Enter (part of) the name of the journal and click on the Search button. Clicking on the journal name will automatically bring up the different publication years for that journal. Select the appropriate year, which brings you to either the volume (if applicable) or the month (if applicable) and finally the number.

Clicking on the number will automatically open the related issue record. Now that you have selected the issue record, start indexing by adding article records. See ‘Creating an article record’, p. 8. If your issue has not already been created, you will need to create it by clicking on Create New Issue.

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Creating an issue record Clinking on Create New Issue will open a pop-up window asking you ‘Are you sure that you want to create a new issue? Check Select Issue, the issue might already exist.’ Click on Cancel to proceed to the Select Issue module, or click on OK, if you want to continue to create the new issue. The following screen appears:

Journal Heading The journal heading is selected from the Journal Database. Enter the name (or part of the name of the journal) and press Enter. If the search term matches, the system will automatically add the journal to the issue record. When the search term is too vague (e.g. ‘journal’) a drop-down list displays the possible journal titles. Please click on the desired title and wait while the system is processing and then press Select. The journal title is added to the issue record. Alternatively you can click on the button, where you will see a drop-down list of journal titles. Please click on the desired title and wait while the system is processing and then press Select. The journal title is added to the issue record.

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Caution: If after saving, the journal title is highlighted in red, it means that the journal is not correctly linked to the journal authority record. Please go back to Edit. You must reselect the journal title from the drop-down list. See also ‘Fields are highlighted in red‘, p. 44. Volume Enter the volume (if any) in roman numerals (upper case): e.g. XVIII. Issue Enter the issue number in arabic numerals. In the case of a double issue, use the hyphen as a separator: e.g. 586-587. Month Must be abbreviated (except in the case of May, June and July):

Jan January May May Sept September Feb February June June Oct October Mar March July July Nov November Apr April Aug August Dec December

Sometimes instead of a month the name of the season is given. Please use the English translation (Spring, Summer, Autumn or Fall, and Winter). No abbreviations are used in this case. Combine as follows: Jan-Feb Spring-Summer Caution: Always use the hyphen ‘-‘ as separator for two months, even if the journal itself uses a slash!! Year Enter all the numerals of the publication year (e.g. 2006, or 2006-2007). After having filled in all the necessary fields, save the data by pressing Save. A new issue record will be created with a record ID. If you need to edit the issue record, click on Edit, make the changes and press Save again. Please note that all information is lost if you close the window before saving it. Caution: Only the issue record that you have created can be edited by you. If the issue record is already created you can add new article records but you can not change the issue record itself.

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Creating an article record Once the issue record has been selected or created, you can begin to index the issue by creating the article records. Example of an issue to be indexed:

To create your first entry, click on New Article. You will see the following screen:

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Fields and symbols in article record Source Heading: automatically generated by the issue record selected. Can not be modified. Free text fields (Page, Article Title, and Abstract): these fields are not linked to controlled indexes, therefore any text may be entered. Fields for headings: entries must be chosen from controlled indexes linked to authority or ‘key’ databases (see ‘Structure of FIAFCat: overview databases’, p. 29). Fields for headings contain always the following symbols: - Pencil button: indicates a controlled index for this specific field. Click on the pencil to display a drop-down list where you can select directly from a list of headings. - : Delete button: to delete a heading click on ‘x’, which will delete the last line. - Multi-value button: when more than one heading is required in a field, click on this button to create additional lines. How to select a heading The button indicates that there is a controlled index for this specific field. There are two ways of searching for headings in these field specific controlled indexes: RECOMMANDED: Type the desired term in the appropriate field and press Enter. If the search term matches, FIAFCat will automatically add the term to the field. When there is a close but not exact match, a drop-down list displays the possible headings. Alternatively, you can click on the button and it will bring you to a drop-down list where you can select directly from a list of headings. Caution: Use short phrases when searching for terms in controlled indexes. To do a search for a term with diacritics, please enter the term without any diacritics. If more than one heading is required in the same field, click on the button to add an extra line. If you need to delete a heading click on , which will delete the last line.

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Example of a drop-down list for biographical headings starting with ‘BURTON’:

Select the appropriate heading and click on Select.

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How to create a new heading If you do not find the appropriate heading in a controlled index, you will need to create a new term in the authority database. Clicking on Create New Term will bring up a new screen in which you can create the new authority record. See the Biographical Database example below:

After creating the new authority record, you must save the record. The new heading is automatically proposed in a drop-down list. You need to select it to include it in the field. Caution: Please do not create new headings too quickly. For a variety of reasons, your search may not return any results. For more accurate results, make sure that your search term is not too long and that you avoid ‘tricky’ elements (like diacritics). For instance, if you are looking for a director named ‘Thongkongtoon, Yingyoot’ you should enter ‘Thongko’ as the search term.

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Filling in the article record Source Heading Automatically provided and can not be edited or modified. Page First and last page numbers are given in full (e.g. 155-157); breaks in the text are indicated (e.g. 24-27,29,31). Inserts with a different page indication are noted as follows: insert + page(s), e.g. insert 21-23. Author Heading If the item has an author, enter the last name followed by first name, separated by a comma and a space. Use lower case: e.g. Ciment, Michel. Please give the full name of the author and not initials. Caution: always check if the appropriate heading already exists in the controlled index. If you are certain that the heading is not in the list, you can create a new one. See ‘How to create a new heading’, p. 11. If you need to create more than one author’s name, click on the button, which creates an additional line in this field. Up to five authors can be entered. If more than five, list the most prominent followed by ‘others’. Sometimes, it could be useful to list only the name of the editor followed by & ‘others’. Article Title Enter here the title of the article. Some articles have more than one title or variations in the title. The most informative should be chosen and can sometimes be found in the table of contents. The title of a special issue can often be found in the table of contents or on the cover of the periodical. Transcribe the title proper exactly as it appears, giving accents and diacritics but not necessarily as to punctuation and capitalisation.

- Quotation marks are transcribed as they appear. - Italics are ignored. - Title and subtitle are separated by a colon.

e.g. Tribulation 99: alien anomalies under America. Errors in the titles should be indicated by [sic]. Caution: Every title should be followed by a full stop or other final punctuation (e.g. ? !).

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Nature 1 Heading This field indicates the nature of the item being indexed. All the possible options can be found in a drop-down list (available by clicking on the button).

You can also enter the appropriate abbreviation or a combination. Non-valid terms are not accepted. This field is obligatory. A Article BE Book Extract(s) BR Book Review CO Correspondence CR Conference Report D Discussion DS Dossier DY Diary ED Editorial FR Festival Report I Interview L List O Obituary P Preview PH Photo Section PR Production Report R Review S Short Review SC Script SI Special Issue SP Speech Y Synopsis

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To combine several abbreviations, use the ‘|’ separator key: e.g. R|I will be automatically converted to Review & Interview. Non-valid terms are not accepted and displayed in red. To add an extra line in this field, click on the button. Since the field Nature 1 must contain at least one abbreviation, A should be noted in any case where no more precise abbreviation can be found. Nature 2 Heading This field indicates the presence of illustrations, credits, etc. in the article. A list of all possible abbreviations can be found in a drop-down list (available by clicking on the

button).

You can also enter the appropriate abbreviation or a combination: B Bibliography T Teleography BF Bio-filmography TH Theatrography C Credits V Videography DG Diagram(s) DI Discography F Filmography IL Illustration(s) ST Statistics To combine several abbreviations, use the ‘|’ separator key: e.g. C|IL will be automatically converted to Credits & Illustrations. Non-valid terms are not accepted and displayed in red. To add an extra line in this field, click on the button.

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Abstract Write a brief and informative account of the content of the article. Be as accurate and detailed as possible in the time and space available, bearing in mind that this is one of the most valuable aspects of the work of the P.I.P. In general, a summary is between one and six lines, depending on the complexity of the article. In certain cases (reviews for instance) an abstract is not necessary. Do not repeat the title of an article in the abstract field. If the title is an adequate description of the content, try to describe it in another way. If the description mentions a person who is not internationally well-known it is useful to mention their nationality and profession. Please write the full name of the person. We no longer use initials. Film titles in the synopsis should be between double quotation marks. If quoting any other work (novel, play, journal title), place the title in single quotation marks. It is permitted to use the English title of a film in the abstract when that title is widely used, for example “Crouching tiger hidden dragon”.

When citing the original title plus translated title, put the translated title between parentheses. e.g. Looks at Japanese director Sion Sono's film "Ai no mukidashi" (Love exposure). It is permitted to use the English version of proper names. e.g. Eisenstein. Some abbreviations may be used in the synopsis field: ed. edited esp. especially incl. includes, including no. number,-s p. page,-s In the case of a translation and/or an article originally published elsewhere, please indicate as follows: Orig. publ. in… This translation originally published in… Reprint of… Transl. from

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Biographical Heading Caution: always check if the appropriate heading already exists in the controlled index. If you are certain that the heading is not in the list, you can create a new one. See ‘How to create a new heading’, p. 11. If the article is about film (or tv) workers, make a biographical entry. Enter the last name followed by first name. The two are separated by a comma and a space. Please give the full name of the author. Use capital letters: e.g. BURTON, TIM. Please note that the biographical headings include both film and television names. Certain names exist in both film and television headings. Please make sure to select the name followed by (F Film) if you are indexing a film related article. Caution: If you create a new biographical heading, be sure to fill in the medium field (F or T). Example of a drop-down list following a search for ‘hitchcock’:

Note that non-preferred entries are included in the drop-down list: e.g. VON TRIER. If you select a non-preferred term, it will automatically be replaced by the preferred one: e.g. VON TRIER, LARS (F Film) will be replaced by TRIER, LARS VON (F Film). If more than one biographical name is required, click on the button to add an extra line.

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Corporate Name Heading Caution: always check if the appropriate heading already exists in the controlled index. If you are certain that the heading is not in the list, you can create a new one. See ‘How to create a new heading’, p. 11. If the article is about a corporate body, make a corporate name entry. Use capital letters: e.g. FIAF. As in biographical headings, the corporate name headings include both film and television names. Certain corporate names exist in both film and tv. Please make sure to select the name followed by (F Film) if you are indexing a film related article. Caution: If you create a new corporate name heading, you have to fill in the medium field (F or T). Example of a drop-down list following a search for ‘federation’:

Note that non-preferred entries are always in lower case: e.g. Fédération Internationale des Archives du Film (F Film). If you select a non-preferred term, it will automatically be replaced by the preferred one e.g. Fédération Internationale des Archives du Film (F Film) will be replaced by FIAF (F Film). If more than one corporate name is required, click on the button to add an extra line.

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Film Description Heading Caution: always check if the appropriate heading already exists in the controlled index. If you are certain that the heading is not in the list, you can create a new one. See ‘How to create a new heading’, p. 11. If the article is about a specific film, make an entry for the film. Please note that a full film description heading includes the following: title, country abbreviation(s), director(s), and year of release: e.g. TOUCH OF EVIL (US, Orson Welles, 1958). Example of a drop-down list following a search for ‘all about’:

Note that non-preferred entries are included in the drop-down list: e.g. ALL ABOUT MY MOTHER. If you select a non-preferred term, it will automatically be replaced by the preferred one: ALL ABOUT MY MOTHER e.g. will be replaced by TODO SOBRE MI MADRE (SP/FR, Pedro Almodóvar, 1999). If more than one film title is required, click on the button to add an extra line.

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How to create a new film Click on Create New Term which opens the following screen:

Film/TV Title Enter the original title in capital letters. If the title begins with a definite or indefinite article this is given at the end, preceded by a comma: e.g. GRADUATE, THE. Note: Feature-length television films are usually created in the film section. Release year could be premiere on tv or festival premiere. Country Heading Indicates the country of production. All the possible options can be found in a drop-down list (available by clicking on the button). You can also enter the appropriate abbreviation or a combination. Non-valid terms are not accepted and displayed in red. In the case of co-productions mention all co-producing countries. To combine several abbreviations, use the ‘|’ separator key: e.g. BE|FR will be automatically converted to Belgium / France. Non-valid terms are not accepted and displayed in red.

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Release Year Indicates the year of first public showing, in many cases the screening at a festival. If the year of first public showing differs by three years or more from the year of production add the year of production in square brackets. e.g. 1996 [prod.1990] Note: The Imdb database offers useful information on the first release of a film. Director (Film) Heading The director’s name is linked to another authority database: the Director (Film) Database. Caution: always check if the appropriate heading already exists in the controlled index. If you are certain that the heading is not in the list, you can create a new one. See ‘How to create a new heading’, p. 11. Enter the director’s full name in lower case: last name followed by first name, separated by a comma and a space. Example of a drop-down list following a search for ‘LYNCH’:

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Note that non-preferred entries are included in the drop-down list: e.g. Sierck, Detlev. If you select a non-preferred term, it will automatically be replaced by the preferred one: e.g. Sierck, Detlev will be replaced by Sirk, Douglas. If you need to create more than one director, click on the button, which creates an additional line in this field. How to create a new director: Click on Create New Term which opens the following screen:

Enter the director’s full name in lower case: last name followed by first name, separated by a comma and a space. Caution: you must ALWAYS fill in the Published As field (first name followed by last name) so that the director’s name will be displayed correctly in the full film description heading.

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See the authority record for Hitchcock with the linked films. Note the display of the director’s name in the film headings (generated by the Published As field).

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How to create an alternative film title It is possible to create a non-preferred title linked to a film you created. This can be useful in the case of English titles for non-English language films. Note: This is not possible for films created by another indexer. Open the record of the preferred film heading (e.g. WEISSE BAND, DAS), and click on Used For. A new pop-up window opens (New Used For relation).  

  Click on New to open a new screen (displaying an empty film record). Enter the alternative title in the Film/TV Title field (e.g. WHITE RIBBON, THE) and save. The newly created film title is automatically selected and proposed as a new relation:  

 

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Click on the proposed title: e.g. WHITE RIBBON. The pop-up window disappears and you are asked if you want to add this relation.

Clicking on Yes will add the relation: 

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TV Description Heading Caution: always check if the appropriate heading already exists in the controlled index. If you are certain that the heading is not in the list, you can create a new one. See ‘How to create a new heading’, p. 11. Follow the general guidelines for Film Description Headings. Note: The TV Database has an additional field: the TV Info Heading used to indicate series and mini-series. For TV series, use abbreviation SE in TV Info field / no directors are indicated. e.g. SIX FEET UNDER (US, 2000-) SE For mini-series, use abbreviation MS in TV Info field and give director’s name For example:

Note: Feature-length television films are usually created in the film section.

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Subject Heading Caution: always check if the appropriate heading already exists in the controlled index. If you are certain that the heading is not in the list, you can create a new one. See ‘How to create a new heading’, p. 11. If the article is about a general subject, make a subject entry. Use capital letters: e.g. GENDER AND THE CINEMA. As in corporate name headings, the subject headings include both film and television subjects. Certain subject headings exist in both film and television: e.g. ADAPTATIONS. Please make sure to select the name followed by (F Film) if you are indexing a film related article. Caution: If you create a new subject heading, you have to fill in the medium field (F or T). Example of a drop-down list following a search for ‘comic strip’:

Note that non-preferred entries are always in lower case: e.g. Books and the cinema (F Film). If you select a non-preferred term, it will automatically be replaced by the preferred one: e.g. Books and the cinema (F Film) will be replaced by LITERATURE AND THE CINEMA (F Film).

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If more than one subject is required, click on the button to add an extra line. Please note that most subject headings have country subdivisions. Use these subdivisions when the article refers to a specific country or region, for example: INDUSTRY, FILM/SWEDEN FESTIVALS/CANNES. 2009 Other types of subdivisions include: ADAPTATIONS. SHAKESPEARE, WILLIAM SPAIN: CATALONIA Note: A list of the film subject headings is also available at the FIAF website for your use. We recommend that you refer to the Word version (updated quarterly) when you are indexing in FIAFCat. If you feel that there is no adequate subject heading, feel free to create a new heading in the Subject Database. For more information on the thesaurus relations in the Subject Database see p. 36. Completing the issue Adding other article records After the article entry is completed, save and then close the window. You return to the issue window. To create a new article entry for the same issue, click on New Article and follow the instructions for ‘Creating an article record’, p. 8 and ‘Filling in the article record’, p. 12. To see a list of the articles already created for this specific issue, click on the link for the Article Database. FIAFCat will list all the existing article records for this issue. To view another article record, simply click on the link. Caution: A newly created article record is not automatically included in the links under the issue record. Because this is a web based system, you need to refresh the links in two steps. Clicking on Article Database will hide the article records. Clicking again will reload the most recent version and the records will be visible.

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Example of an issue record with linked article records:

Select Issue At any time, you can edit existing article records or add new records for an existing issue. You can look up the issue record by clicking on Select Issue (see p. 5).

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PART 3: UNDERSTANDING HOW FIAFCAT IS ORGANISED Structure of FIAFCat: overview of the databases FIAFCat contains three types of databases: 1. Databases directly linked to the journal issue Journal Database Issue Database Article Database These databases have a hierarchical structure. The Journal Database is controlled by the P.I.P. office. Indexers can either select or create an issue record, and add article records to an issue record. 2. Authority databases Author Database Biographical Database Corporate Name Database Film Database TV Database Subject Database Director (Film) Database Director (TV) Database Indexer Database Authority databases are mainly linked to fields appearing in the Article Database. They provide lists of controlled terms or headings. Indexers can select existing headings or create new headings in the authority databases. See ‘How to select a heading’, p. 9 and ‘How to create a new heading’, p. 11. 3. ‘Key’ databases (using abbreviation codes): Country Database Language Database Nature 1 Database Nature 2 Database Medium Database Frequency Database Current Database TV Info Database Yes-No Database ‘Key’ databases are authority databases using abbreviation codes, which are fully controlled by the P.I.P. office. Indexers are not allowed to create new abbreviations in the ‘Key’ databases.

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Searching in the different databases In the opening screen of FIAFCat you can do general searches clicking on the Search button or the Index Search button. Search The general search function is automatically activated when you access FIAFCat. You can do a free text search in all databases or select a specific database (for instance Biographical Database). Enter your search term in the Search box. You can either search in all fields (of the selected database) or in a specific field (of the selected database). Example of a search for ‘welles’ (all fields) in the Biographical Database:

Click on Search and a new window will open which displays the search results.

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Click on the button to open the appropriate authority record:

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The search results are listed chronologically. To display them alphabetically, you can select ‘Sort by content’ in the Found box (at the bottom of the screen). Example of the search for ‘double’ (all fields) in the Film Database (60 records), sorted by ‘Last changed’:

Example of the search for ‘double’ (all fields) in the Film Database (60 records), sorted by ‘Content’:

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Index Search Click on Index Search in the general menu of the opening screen. You can browse in the different indexes of a specific database. First choose the appropriate database in Select the Catalog, and then select a controlled Index. Example of a search for ‘literature’ in the Subject Term Index of the Subject Database:

A list of subject terms featuring the word ‘literature’ in the Subject Database is displayed in alphabetical order. When you click on a specific heading the system opens a new pop-up window to present the search result. Click on the button to open the appropriate authority record.

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Example of a search for ‘touch’ in the Film/TV Title Index of the Film Database, with various linked records displayed:

Caution: In FIAFCat you can open numerous windows simultaneously, therefore be careful to close windows you no longer need, otherwise you could end up with a large number of open windows.

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Headings and authority records The various databases in FIAFCat are linked to each other through the use of headings. Headings are controlled terms, which are linked to authority databases (see p. 29). The most important headings are: Author Heading is linked to Author Database Film / TV Biographical Heading Biographical Database Film / TV Film Heading Film Database Film TV Heading TV Database TV Subject Heading Subject Database Film / TV Corporate Name Heading Corporate Name Database Film / TV Director (Film) Heading Director (Film) Database Film Director (TV) Heading Director (TV) Database TV Every heading has an authority record. In FIAFCat this authority record can be seen by clicking on the button. Clicking on this button brings up the authority record in a new pop-up window. Example of an article record with several headings, and two linked authority records opened in separate windows:

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Thesaurus relations All authority records have thesaurus relations. Author, Biographical, Film, TV, Director (Film), and Director (TV) headings only have non-preferred and preferred relations. Non-preferred headings are automatically replaced by the preferred ones. For the creation of a non-preferred film heading, see ‘How to create an alternative film title’, p. 23. Subject and Corporate name headings also have Broader / Narrower and Related relations. Note: only the P.I.P. office can add subject thesaurus relations. Example of a subject heading with various thesaurus relations and a scope note:

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To see the related record, simply click on the term. Click on View the related record to display the related record.

Note: Thesaurus relations are also visible when you select a heading. Example:

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Inter-database links FIAFCat has various inter-database links. They can be found at the bottom of the record (beneath the record number). To view a related record, simply click on the link. Example of an issue record with opened links to the Article Database:

Clicking on the link will hide the related records. Clicking again will reload and the records will be visible again.

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Action menu In general, all records in FIAFCat have the following action menu: Close, Save, Edit, Delete, and Status. • Close: closes the active window. Be careful, if you close the window without saving

new or edited data, you will lose the information. • Edit: used to modify or edit the existing data of the record (for records you have

created) • Delete: for deleting a record (for records you have created) • Save: for saving the new information • Status: provides information on the record status • New Article: for creating a new article entry (only for the issue record) Example of the action menu for an article record:

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Diacritics FIAFCat uses Unicode and XML conventions to note foreign diacritics and accents. To enter a diacritic, you have several options:

1. Simply enter the accent from your local keyboard 2. Use the Character map in Windows (see page 3 for instructions how to install

this)

3. Use ASCI codes (for example enter Alt 164 for the diacritic ñ).

To do a search for a term with diacritics, please enter the term without any diacritics. Caution: In some cases, you will still find the old diacritic codes used in the old system (e.g. PARAD#06ZANOV). These will gradually disappear in FIAFCat and be replaced with the correct Unicode. Note: Sometimes the technical XML code is displayed in FIAFCat (e.g. FESTIVALS/TROMS&Ostrok;. 1998 instead of FESTIVALS/TROMSØ. 1998). This is a bug which will be corrected in the future.

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Lay-out The lay-out of a record in FIAFCat can vary. When you access a record for the first time, all information is visible and links to authority records are indicated by the button. When you click on Edit, the lay-out changes and the button appears, allowing you to select or create new headings. In the Edit modus, some of the text may not be visible (for instance in the title field). Example of a saved article record:

You can easily open the authority record of any heading, simply by clicking on the button. See also ‘Headings and authority records’, p. 35.

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Example of the same record in Edit modus:

In Edit modus several new symbols appear: - Pencil button: indicates a controlled index for this specific field. Click on the pencil to display a drop-down list where you can select directly from a list of headings. - : Delete button: to delete a heading click on ‘x’, which will delete the last line. - Multi-value button: when more than one heading is required in a field, click on this button to create additional lines. Note: the : button is always active. Click on this button to open the related authority record.

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Record status Every record in FIAFCat has a record status. Newly created records need to be validated. Validated records in authority databases can also be upgraded to ‘authority’ status. Colour indication The record status is indicated by different colours: Red Saved Black Validated Blue Authorised In drop-drown lists of controlled indexes you can easily distinguish the difference in record status RETURN OF PIP, THE RETURN OF THE JEDI, THE RETURN OF THE ZOMBIES, THE Protection of records Note that indexers are not authorised to edit or modify validated records. Indexers can create new authority records, and also edit and delete their own records. FIAFCat notes the login of the indexer who has created or modified a record.

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Part 4: Common problems Fields are highlighted in red In fields linked to authority or ‘key’ databases (see p. 29) you need to select a heading from the controlled index. Any text entered in these fields, which is not properly linked to an authority record, will be highlighted in red. To remove the red highlighted content, click on the Edit button and retry to select a heading (see ‘How to select a heading’, p. 9. You can always click on the button to check. Example of an article record with the Film Description field highlighted in red. Note that the Author heading is correctly linked.

Caution: This problem is especially serious in the case of an issue record where the journal title is highlighted in red. You are able to create article records linked to the incorrect issue record, but they are not retrievable because the issue record itself is not retrievable using Select Issue.

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Director (Film/TV) is not included in the Film/TV Description Heading The Published As field (first name followed by last name) in the Director Database must always be filled in, so that the director’s name will be displayed correctly in the full film description heading. If the Published as field is empty, the director’s name will be missing from the full film description heading! Example of an article record with an ‘incomplete’ film description heading, with the linked authority records opened in separate windows. Note that the Published As field in the Director (Film) Database is empty.

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Note: In the Published As field the normal order is first name followed by last name, but for Asian names the correct order is last name followed by first name. Compare the authority records for Alfred Hitchcock and Zhang Yimou. Note that the % sign is something from our old system which indicates that the order should not be changed in the Published As field.

Bug in Firefox browser (Mozilla) for creation of new headings After creating and saving a new heading (or authority record) in FIAFCat, the new heading is automatically proposed in a drop-down list, where you can select it to include it in the field. This works fine in the Explorer browser. But in the Firefox browser the new heading does not appear. The indexer must re-type the correct search term in order to select it.

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Problems with capitalization and punctuation Headings All headings are in upper case except directors and authors. Compare: Truffaut, François (= entry in Author Database) TRUFFAUT, FRANCOIS (F Film) (= entry in Biographical Database) Truffaut, François (= entry in Director Film Database) Title field

- Only capitalize first word of the article title and proper nouns - Italics should be ignored - Only capitalize the first word of an English language film title

e.g. Lonely heart killers Abstract

- Film titles in the synopsis should be between double quotation marks. - If quoting any other work (novel, play, journal title), place the title in single

quotation marks. - Only capitalize the first word of an English language film title

e.g. “Lonely heart killers” Non-preferred heading is displayed in article record If you select a non-preferred term, it is normally automatically replaced by the preferred one. However, at times this does not work properly, and the non-preferred term is displayed in the article record. To correct this, try to match the non-preferred term again by clicking on Enter after the term. Medium (F/T) is missing in Biographical, Corporate Name, and Subject headings If you create a new heading in the Biographical, Corporate Name, or the Subject Database, the medium field must be filled in (F or T).