Adding / Creating records
To add (i.e. create or register) a new record (Title, Publisher, Indexer or Collection) on PANDAS, click on the selected option link from the Navigation Menu. You can select to Add Title, Add Publisher, Add Indexer and Add Collection. When the Edit record screen is opened up with blank fields, fill in the editable fields and make selections from drop down boxes where applicable.
Mandatory fields: For new title records, there are some mandatory fields that must be completed. These are: Title, Status and Format. Status is set to “nominated” by default. Please note that Subject is a mandatory field only when the title is published in PANDORA.
Title field: Add a title name. Click on the Find Title Matches button next to the field to search for any matched titles in PANDAS. When the matched titles are found, you can view the matched records and hide them by clicking on Hide Results.
Seed URL: Enter a URL the gatherer will use to start gathering the target site from (e.g. http://pandora.nla.gov.au/index.html ). Click on the Find URL matches button next to the field to search for any matched files gathered from this URL in PANDORA. When the cursor moves to the next Title URL field, the system will automatically populate the field. It will also populate the Seed URL field in the Title Edit – Gather Details screen.
Title URL: Title URL is normally the same as the Seed URL. But in some instances, they might be different, for example, you might want to display the Title URL as http://pandora.nla.gov.au/about.html but you want to start gathering from http://pandora.nla.gov.au/index.html. You can edit the URL as necessary.
Format: Select the radion button next to the required format type.
Status: When a title record is newly created, it is defaulted to be a nominated title. This is shown on the top panel underneath the tabs. The title will appear in the Selection – Nominated Titles Worktray when the record is saved. But if you want to select the title at the same time that you register it, change the status to ‘Selected’ from the drop-down menu. The title will appear in the Selection – Selected Titles Worktray when the record is saved. You can also opt to select the status of Monitored or Rejected.
Persistent Identifier: When clicking the Save button to save a new record, a persistent identifier (PI) number will be assigned to the title record and displayed on the newly created record.
Subject: The subject names are listed in alphabetical order. Click on the down arrow button next to the drop-down selection box. Browse the selection list and highlight a selected option. Press the Add button to confirm the selection. If you know the name of the subject, you can press the first letter of the subject on your keyboard and it will take you to the subject name starting with that letter. For example, press ‘e’ and it will take you to ‘Education’. Press another ‘e’, it will take you to ‘Environment’. Subject is not mandatory when registering a title, but IS mandatory if you later want to publish the title entry page.
Collection: The collection names are listed in alphabetical order. Click on the down arrow button next to the drop-down selection box. Browse the selection list and highlight a selected option. Press the Add button to confirm the selection. If you know the name of the collection, you can press the first letter of the collection on your keyboard and it will take you to the collection name starting with that letter. For example, press ‘o’, it will take you to ‘Olympic games – Athens, 2004’. Press another ‘o’ and it will take you to ‘Olympic games – Sydney, 2000’.
Indexer: The indexer names are listed in alphabetical order. Click on the down arrow button next to the drop-down selection box. Browse the selection list and highlight a selected option. Press the Add button to confirm the selection. If you know the name of the indexer, you can press the first letter of the indexer name on your keyboard and it will take you to the indexer name starting with that letter. For example, press ‘m’ and it will take you to ‘Music Australia’. It is important to record an indexer if the title is requested to be archived by an indexing and abstracting agencies. Failing to do so will mean that the system will fail to send an automatic notification to the indexer when the title reaches a milestone, for example, when a TEP is published or when we fail to gain permission to archive the title.
*Please note that you can always press the first letter of the option you are looking for in any drop-down selection box. It will take you directly to the part of the contents which starts with the typed letter.
ANBD Number: This box is where you enter the ANBD number (i.e. Libraries Australia number) for titles once they are catalogued. Once the number is entered here the system will automatically populate the Publish - Title area with the retrieved metadata. If you later substantially change the catalogue record, it is advised that you go back to the Publish - Title area and click on the Query button as this will refresh the now changed metadata from Libraries Australia.
Local Reference Number and Local Database Number: Here you may enter any administrative numbers that your local processes require. In the case of the NLA we record our TRIM file numbers here.
Content Warning: Here you may enter any warnings for content that may apply. Note that this warning is not internal and will appear on the Title Entry Page.
Once all relevant fields are completed, to save the record, click on the save button. The title will then be created/registered on PANDAS. It will also appear in the relevant Worktray.
Adding previous title details in Title Edit - History
Once you have created a title you can add previous title information of a serial or integrating title on the Title Edit – History screen.
For Integrating titles - to change the title on an integrating title:
- Enter the previous title name in the Title Name text box.
- Enter a valid date indicating the last day when the title is known by its previous name (if you don't know the exact date, you will have to give an estimate using either the last date of an issue or update, or the last date of archiving as the field requires a minimum 0/0/000 date).
- Click on Add. The previous title name and its date will appear. You can remove it or add another previous title name with another date if necessary.
- Click on Save and the previous name will appear on the Title Entry Page of the previous and current titles.
For Serials - to create a link between changed title serials.
When a Serial changes title a new record on PANDAS must be created. The easiest way to do this is to clone the first title. Once you have created your new cloned record you can link the two records with a Continues ../ Continued by .. on the Title Entry Pages in PANDORA. To do this you need to find and add the previous title name to your new title:
- From the Title Edit - History tab on the new title enter the previous title name in the search box marked Title Name
- select the title from the results that match your query
- Click on Select to add the Title
- Click on Save to complete the process.
Permissions (see also the Permissions page)
When creating a title, that you intend to be archived, you will also need to edit the Permissions fields.
The Permissions tab is located on the Title Edit screen.
Follow the Steps as outlined.
Step 1. Search for a publisher from the search box
Enter a search term, and a drop down list of matching names will appear. If a search is successful select the Publisher Name required and click on Select - you will remain on the same page and can continue editing the record. If that publisher has previously given a blanket permission you can move directly to Step and make the record active by selecting the Active radio button.
If a search is not successful:
- Click on the Create Publisher tab which will take you to the Edit Publisher page (the same page as if you clicked on Add Publisher from the Navigation bar)
- Fill in the Edit Publisher fields, as known, click on Save - ypou will be returned to the Title Edit screen
Step 2. Record the names and details of publisher contact people
Fields from this will be populated from the Publisher record you have created - but additional details can be added as required
Step 3. Record Communication - here you can record the status of your permission negotiations
Fields from this will be populated from the Publisher record you have created - but additional details can be added as required
Step 4. Select the Permission status and click on the Active radio buttton
Step 5. Click on Save to save and complete the creation process.
There are four sections for the publisher record. Complete each section as appropriate. The only mandatory field is the publisher name. Please note that details entered into the publisher record should be applicable to multiple titles linked to the publisher. These details will filter down to the title record if the publisher is selected from the title record. Any publisher information which is specific to a single title should be entered on the title record only.
Publisher Address Details: Enter any contact details available for the publisher by filling in different field boxes. Select the publisher type from the drop-down selection box:
Commercial : This includes sites that are of commercial nature. For example, sites with the domain name .com. However, not all .com sites are of commercial nature. It depends on its publisher.
Education : This includes sites that are of educational nature. For example, sites with the domain name .edu.
Government : This includes sites that are published by the local, state or federal governments. For example, sites with the domain name .gov.au
Organisation : This includes sites that are of organisational nature. For example, sites with the domain name .org or .asn.
Publisher Contact People: Click on the Add Contact Person button. Enter the details of the person only if the person provides an initial contact with this publisher and can be contacted about multiple titles or has been contacted regarding blanket permission, for example, Commonwealth Copyright.
Contact Event History: To record a contact event, you need to have a contact person created first in the Publisher contact People section. When a contact person is created, click on the Contact button next to the contact person’s name. Complete the details by selecting appropriate options from the drop-down menu selection boxes:
- Date: The date is defaulted to today’s date. Change it if necessary.
- Type: These are the types of contact you may have with the publisher. Different form letters might be used in different contacts.
- Enquiry
- Initial request (eg. Formlet 1)
- Follow-up request (eg Formlet 3)
- Acknowledgement of reply
- Acknowledgement of permission granted (eg Formlet 2)
- Rights management
- Publication notification (eg Formlet 4)
- Contact person: The contact person created in the Publisher Contact People in the previous section will appear in the drop-down menu box.
- Method: Select the method of communication you have had with the publisher eg. Email, Phone, Fax or Post
Click on Update to save the event details.
Blanket Permission:
To record blanket permission details, click on Add Permission. Complete the details by selecting appropriate options from the drop-down menu selection box
Status: Select any status, such as permission Granted, Denied or Impossible to gain blanket permission
Date: The date is defaulted to today’s date. Change it if necessary.
Local reference: Enter a local records management system file number (eg. TRIM no.)
Granted by: The person who granted the permission should be the contact person whom you have contacted previously and the contact name should have been created in the Publisher Contact People section. It should then appear in this selection box. If not, you need to create the contact person name in the Publisher Contact People section first. If more than one contact person have been created, click on the down arrow button next to the selection box and select the correct name.
Domain: Enter the domain name within which materials are given permission to archive.
Click on Update to save the event details.
Additional Organisational Details :
These are optional fields for recording the physical address of an organisation.
Once all required fields are updated Click on Save to save and complete the creation process.
Note: You can Edit a Publisher record at any time by going to the Publisher Edit page, a link to which is available in the results of a search performed in the Search - Publisher tab.
There are three sections in the indexer record. Complete each section as appropriate. The mandatory fields are the indexer’s name and the contact person’s name.
Organisation: Enter the indexer’s name and the address details.
Communication: Enter the common contact details of the indexer.
Contact People:
Notify of Title Milestones: The checkbox ‘Notify of title milestones’ is marked by default. When the checkbox is marked, PANDAS will send an automatic notification to the contact person when a title entry page is published or when the title status is changed to permission denied or permission impossible.
Add Contact Person: Click on Add Contact Person. Enter the specific contact details of the contact person. Enter the email address the indexer would like to use to receive all the email messages and automatic notifications.
Click on Save to save and complete the creation process.
Note: You can Edit an Indexer record at any time by going to the Indexer Edit page, a link to which is available in the results of a search performed in the Search - Indexer tab.
There is only one section in the indexer record. The mandatory fields are the Collection name and the Subject that the Collection will appear in within the PANDORA interface.
Collection Name: Enter the collection name
Child of: If this new collection is a child of another collection, you can select from the collection from the dropdown list
Displayed: When this checkbox is selected the Collection will display in PANDORA
Display comment: Free text area to add public comments in PANDORA
Subjects: Select a subject from the dropdown list
Click on Save to save and complete the creation process.
Note: You can Edit a Collection at any time by going to the Collection Edit page, a link to which is available in the results of a search performed in the Search - Collection tab.
