Creating a person term [and producer]

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 email address supplied in Batch Builder will be verified against the 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 email address is required. Note that a Person term identified as Producer is not required to have an email address unless he/she is Harvard staff who needs to be an account contact, deposit agent, Web Admin or Wordshack user.
   
   
   
   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.
   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.

1. Open the person term.
2. Scroll down to the Relationships area.
3. To relate this person to an email term, enter data in the Associate an Email Term form. Type all or part of the address into the Associate with auto-search box. A list of matching addresses will display. Click an address to select it.
   If no match is found, you will need to create an email address term before completing this task.
4. To relate this person to another person term, enter data in the Add a Term-to-Term Relation form:
   
   1. Select a relation type.
      • Has earlier form relates the current person term to an earlier form already defined in Wordshack. 
      • Has later form relates the current person term to a later form already defined in Wordshack.
      • Supersedes indicates that the current person should be used instead of another address term already defined in Wordshack. Choosing this relation type will suppress the superseded person from displaying in auto-search results in Wordshack. 
      • Is superseded by indicates that the current person term is superseded by another term already defined in Wordshack. Choosing this relation type will suppress the superseded person from displaying in auto-search results in Wordshack.
   2. Type all or part of the person name into the Select a related term auto-search box. A list of matching names will display. Click a name to select it.
      If no match is found, you will need to create a person term before completing this task.
   3. Click the Save Term-to-Term Relations button to create the relationship.
5. To relate this person with an outside vocabulary:
   
   1. Select a Type.
   2. Enter the term from the outside vocabulary.
   3. Click the Save Same Concept Relations button to create the relationship.