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Overview

A person term is an authorized form of personal name. DRS2 uses person terms in a variety of ways:

• All owner, billing, and project contact fields in the Owner Accounts area are powered by person terms.
• All DRS deposit agents require a person term. When a batch is processed, the depositor's HUID email address supplied in Batch Builder will be verified against the ID code of address value assigned to the person term.
• All authorized Web Admin and Wordshack users must have a person term that includes an email address.
• The "Producer" field in object metadata is powered by person terms. A producer is a person or organization that produces content for DRS deposit.
• Curators pre-processing email collections in EASi can use a person term to establish an authorized form of name and associate that name with an email address term.

This section describes how to create a new person term, relate one person term to another, relate a person to an email address term, and designate a person as a producer.

Create a person term

1. Click Wordshack on the main menu. Then click the Persons option on the Wordshack menu.
2. Type all or part of the person's name in the search box. If no match is found, click the Create New button to open a New Person Term form.
3. Enter the person term.
   Note: If the new person term represents an owner account contact, DRS deposit agent, Web Admin or Wordshack user, an ID code (HUID) and email address are is required. Note that a Person term identified as Producer is not required to have an HUID email address unless he/she is Harvard staff who needs to be an account contact, deposit agent, Web Admin or Wordshack user.
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   1. In the Name field, enter the person's name. Use inverted order: Surname, Firstname.
      When you save this term, the name will be copied to the Display As field. Display As is the value that you match on when using the auto search box.
   2. [Optional] Check Producer to put this person name on the Producer list available in Batch Builder and Web Admin.
   3. [Optional] Enter a note about the term in the Note field.
   4. Check Undifferentiated if this is an undifferentiated personal name; i.e., it represents two or more persons. Use the Note field to record any citations that relate to the persons represented by this term (similar to the MARC 670 field).
   5. Select an Authority or accept the default value "unspecified".
   6. Enter an Email Address. This field is required if the person is an owner account contact, DRS depositor, Web Admin or Wordshack user.Enter an ID code (HUID). This field is required if the person is an owner account contact, DRS depositor, Web Admin or Wordshack user.
   7. All other fields are optional. Use these as needed.
4. Click Save New Term and the person term will be created.

Add a term variant

Once you create a person term, a New Variant option will appear. A variant is another form of name that differs from the preferred form. If a user searches for this variant form, a cross-reference to the preferred term will appear.

1. Open the person term.
2. Click the NEW VARIANT bar to open a data entry form.
3. Select a Variant Type. Note that type "Preferred" will make this variant the preferred term.
4. Select an authority or accept the default value "unspecified".
5. In the Name field, enter the variant name. Use inverted order: Surname, Firstname.
   When you save this term, the name will be copied to the Display as field. Display as is the value that appears in the search box.
6. All other fields are optional. Use these as needed.
7. Click Save Variant and the variant name will be created.

Add person relationships

Once you create a person term, a Relationships form will appear. You can relate one person to another person, to an email term, or to a term in an outside vocabulary.

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