Staff working in Forum will use either or both of the cataloging models introduced in 2024:
- A standalone item record describing the object being cataloged--the work--plus information about a single image
- An item record for a single image linked to a "work container" where the object being cataloged is described
Item records and work containers have the same list of fields with the same data types, rules, and conventions. In addition
- depending on the Forum project, item records may also have two fields that associate them with a work container: the work container link and the sequence of the item among other items linked to the same work container.
- work containers may also have a Primary DRS Image field to support future image uploads
Fields in Forum records are not repeatable, so the text in a field can represent one or more instances of the concept-- multiple notes or subjects, for example.
Field Types and Their Uses in Harvard systems
Most fields in Forum are of one of two types: Linked Authority or Text. These fields types are processed differently into Harvard systems, and the differences are important.
Linked Authority
Linked Authority fields have a book icon, which will list the vocabulary sources available for that field and bring up a search interface for the terms in each vocabulary.
Once terms are linked, both a concatenated text string for all the terms and a link for each term will display.
When a linked authority field is processed, only the term from the linked authority will be used. The concatenated text is not used.
Certain cataloging practices need to be followed for Forum fields to be accurately displayed and used in Harvard systems,
Work-Level Fields for Items and Work Containers
| Field Name | Type | Instructions / Information | ||
| Alternative Title | Text | Separate multiple alternate titles with " | ". This will cause them to be split into separate alternate title values for HOLLIS and LibraryCloud. Optionally, include a specific title type from the controlled list, in parentheses, at the end of an alternate title: abbreviated, album title, alternate, alternate transliteration, former, original, original language, series, translated, transliterated, transliterated (Pinyin), transliterated (Wade-Giles). Older controlled title type values will be normalized to the supported values. Supported title type values will be mapped into a separate title type subelement for HOLLIS and LibraryCloud. Alternative titles without a type will be assigned "alternate" as a title type. Unrecognized terms in parentheses at the end of an alternate title will remain part of the title | ||
| Artstor Classification | List | Not mapped into Harvard systems. | ||
| Artstor Country | List | Not mapped into Harvard systems. | ||
| Associated Name | Linked Authority | Use for named entities related to the work that are not creators, subjects, or repositories. Link to authority records for each name. Create a new name authority record when one does not exist. In legacy records, names for patrons and similar roles may appear in the Creator field due to limitations during conversion. They can be moved to Associated Name, with their role in parentheses, if you choose. | ||
| Collection Finding Aid | URL | Enter only the persistent URL for finding aid; do not include other text. E.g., http://nrs.harvard.edu/urn-3:FHCL:fun00002 or https://id.lib.harvard.edu/ead/hou02307/catalog Separate multiple entries with " | ". | ||
| Creation Site | Linked Authority | Use for place where the described material was created or published. Separate multiple entries with " | ". Link to an authority record or controlled list term for each entry. Create a new authority record or list term when one does not exist. The text field will not be used by Harvard systems; only the controlled value will be used. Optionally, include the role (creation) or (publication) in parentheses following the place. | ||
| Creator | Linked Authority | |||
| Culture | Linked Authority | Link to authority records or controlled list terms for each entry. Create a new authority records or list terms when one does not exist. The text field will not be used by Harvard systems; only the controlled value will be used. | ||
| Date Description | Text | A text expression of date information about the creation, publication, modification, etc. of the described content, intended for display. | ||
| Description | Text | Separate multiple entries with " | ". This will cause them to be split into separate field for HOLLIS and LibraryCloud. | ||
| Discovery Site | Linked Authority | |||
| Earliest Date | Number | A numeric value used by systems to limit search results. Not intended for display. Precede BCE dates with a minus sign. | ||
| Former Site | Linked Authority | |||
| Has Larger Context | Text | If the work was associated with a "group" work record, this field will contain the title of the group followed by the identifier of the group in parentheses. Do not edit this field except under specific circumstances. Refer to Relationships Between Forum Records (forthcoming) for further infomation. | ||
| HOLLIS | URL | Enter only a permalink URL to an associated HOLLIS record, typically the Alma record for the related archival collection; do not include other text. E.g., http://id.lib.harvard.edu/alma/99153758696603941/catalog Separate multiple entries with " | ". | ||
| In House Notes | Local notes about a work for staff use only. Notes about a particular image of a described work can be entered in the Image In House Notes field. Both fields are only for internal use | |||
| Inscription | Text | Separate multiple entries with " | ". This will cause them to be split into separate field for HOLLIS and LibraryCloud. | ||
| Latest Date | Number | A numeric value used by systems to limit search results. Not intended for display. Precede BCE dates with a minus sign. | ||
| Larger Context For | Text | A list of former work records that had a "part of" relationship to this work. Each segment in this field will contain the title of each related work followed by its Ref ID (see below) in parentheses. Do not edit this field except under specific circumstances. Refer to Relationships Between Forum Records (forthcoming) for further infomation. | ||
| License | List | |||
| Location | Linked Authority | |||
| Notes | Text | Separate multiple entries with " | ". This will cause them to be split into separate field for HOLLIS and LibraryCloud. | ||
| Materials | Linked Authority | Link to authority records or controlled list terms for each entry. Create a new authority records or list terms when one does not exist. The text field will not be used by Harvard systems; only the controlled value will be used. Optionally, the material type (medium) or (support) may be added to the text value to specify how the material is used. This will not appear in Harvard systems at this time, but could be extracted to provide more detail in the future. | ||
| Techniques | Linked Authority | Link to authority records or controlled list terms for each entry. Create a new authority records or list terms when one does not exist. The text field will not be used by Harvard systems; only the controlled value will be used. | ||
| Materials Techniques Note | Text | Free text field | ||
| Measurements | Text | Free text field | ||
| Private Owner | Linked Authority | |||
| Related Information | Text | For related content that can be accessed via a link. Enter in the form [Description and/or title]: [link] Separate multiple entries with " | " | ||
| Related Works | Text | Use to reference related works that cannot be accessed by a link. Enter in the form [Relationship] [Title or Description] Separate multiple entries with " | " | ||
| Repository | Linked Authority | |||
| Repository Number | Text | All work-level repository numbers are entered in this field, with multiple values separated by " | ". Optionally, add the number type in parentheses following the number. Established number types are: accession, accession number, accession date, barcode, object number, other, repository number, shelfList, shelfmark, and survey number | ||
| Rights/Access Information | Text | |||
| Standardized Rights | List | |||
| State/Edition | Text | Free text field | ||
| Style/Period | Linked Authority | Link to authority records or controlled list terms for each entry. Create a new authority records or list terms when one does not exist. The text field will not be used by Harvard systems; only the controlled value will be used. | ||
| Subject | Linked Authority | Link to authority records or controlled list terms for each entry. Create a new authority records or list terms when one does not exist. The text field will not be used by Harvard systems; only the controlled value will be used. | ||
| Techniques | Linked Authority | Link to authority records or controlled list terms for each entry. Create a new authority records or list terms when one does not exist. The text field will not be used by Harvard systems; only the controlled value will be used. | ||
| Title | Text | Use for the primary title for the material being described. In legacy item records, alternate titles will appear in the Title field due to limitations during conversion. They can be moved to Alternative Title, with their title type in parentheses, if you choose. When they remain in the Title field, separate all title and alternative title instances with " | ". In this case, the first title segment will be treated as the primary title and subsequent segments treated as alternate titles in Harvard systems. | ||
| Work Container | Link | An optional link to a container record. If an item is linked to a container, the container fields will be used in Harvard systems instead of the parallel fields from the item. Only the image-specific fields from the item will be used. | ||
| Work Type | Linked Authority | Link to authority records or controlled list terms for each entry. Create a new authority records or list terms when one does not exist. The text field will not be used by Harvard systems; only the controlled value will be used. |