Creating and Editing Title Records
- Please note that Publisher,
Indexing Agent and
INSECT cannot be created during title
registration. These must each be searched prior to creating a record (unless
you are certain that they already exist). If a search reveals they don't, they
must be registered through the Archive Management area of PANDAS
first.
Creating a New Title Record
- From Archive Management, select Title. In the
Title - Select screen select Register from the Register
Title area at far right of screen.
- The Title - Register screen displays.
There are
four kinds of data contained in a title record under the tabs
Basic, Restrictions,
Publisher, and
Notes.
- Basic Tab
Title -
enter the publication's title following AACR2 rules for constructing titles:
- Capitalise the first word of the title and other words as
appropriate according to cataloguing rules. If the title requires a uniform
title for cataloguing, i.e. Discussion paper (Australia. Dept. of
Veterans' Affairs), input the title in this format.
- If the title is generic and would be catalogued with a main
entry for the organisation responsible, e.g. an annual report, use
either the statement of responsibility or the main entry heading for
qualification and separate with a space-dash-space from the title i.e.
Annual report - Australia. Dept. of Veterans' Affairs.
- Generally omit an initial article from a title if possible
and if the title makes sense without it.
URL - copy the URL directly from the
starting page of the title and paste it in. If the item is received via email,
enter email:// followed by the email address, e.g.
email://jsmith@nla.gov.au
Format - select the
appropriate format from the dropdown menu:
- Integrating - used for sites that may undergo changes
(whether or not they will be regathered in PANDORA). This format should be used
for most web sites.
- Mono - items that are complete and will not be changed. For
example, ebooks, reports, completed projects.
- Serial - used for all ejournals and sites for regular
events such as annual festivals that are being captured regularly.
Subjects - choose up to three appropriate
subject headings for the title using the dropdown lists.
Registration - the date will default to today's date. The date
may be changed if necessary.
Title Status - select the
appropriate status of National Preservation, Reject, Monitor, Transfer
from the dropdown list. The status of the title will determine the level of
data input into the rest of the record. National Preservation will require a
complete set of data to be input into the title record while a reject, monitor
or transfer status will require less data, (which will require later upgrading
if the status is upgraded to National Preservation). The status of a title is
linked to a title's standing (see the next field) and it is vital that these
are correct and updated if the status subsequently changes.
Standing - is related to the status of the title. The standing of
a title is vital for accurate reporting capabilities in PANDAS and is used for
gathering, generating statistics, title management and particularly for
creating the correct information about archiving on title entry pages. Select
the appropriate standing from the dropdown list. For National Preservation
titles the following choices are available:
- Selected - the item has been selected for archiving, but no
work has yet been carried out. This is usually the standing that will be used
at the point of registration
- Current - the item is being worked on. This will include
items that are in the initial stage of publisher contact, gathered items being
processed, and all items with regular gathering schedules.
- Ceased - the item is no longer being updated on the
publisher's site, but is still available
- Ceased gathering - a decision has been made to stop
archiving the item
- Complete - one-off gathers that have been completed
- Disappeared - either the publisher's site has disappeared,
or the item is no longer available on the publisher's site
- Unable to archive - technical problems have prevented
gathering
- Permission denied - publisher has refused our request to
archive
- Site disappeared before archiving - site selected, but
disappeared before we were able to archive it
- Unable to gain permission - publisher has not responded to
requests for permission to archive.
- Other - explain in the Notes area
Agency - will default to your
agency
Staff - select the appropriate name from the
dropdown list. Within the National Library this should be set to blank for
selected titles not yet being worked on. For titles not actively being archived
by a staff member, i.e. with standings such as complete, ceased,
disappeared, etc., the staff field should be set to the agency name.
Indexing Agent - if the title is being archived at the request of
an indexing agency select an appropriate name from the dropdown list.
Attach Insect - if the title forms part of a collective entry,
select the appropriate INSECT title from the dropdown list.
Attach
Sub-group - if the title belongs to a sub-group within a collective
entry, select the INSECT subgroup from the dropdown list. If no subgroups have
been established no options will appear in the dropdown menu.
- Restrictions Tab
If the publisher has requested a restriction on access to the item, this
can be specified using the restriction options.
NB: Restrictions are enforced by PANDAS nightly which means
that when you apply a restriction to a title it will not be enforced until the
next day. For this reason you should wait until the following day to create a
link to the archived instance on the title entry page. Restriction
Type - select the location where the item may be viewed from the drop
down list. If the item requires a special password for access, e.g. for
pornographic sites, then select Authenticated
Start
Date and End Date - enter the start and end dates of the
restriction period in dd mm yyyy format. Finish by clicking on the Add
button. OR you can use the Period field described
below.
Period - may be used instead of start date/end
date. Enter a number in the leading box and then select an appropriate
chronological unit from the dropdown list. Finish by clicking on the Add
button.
Restriction List - after clicking on the
Add button the system will automatically insert a description of the
restrictions selected into this field.
Display Note -
information from the restriction list will automatically be displayed on the
TEP. If you wish to include any additional notes, enter them here.
- Publisher Tab
Publisher's Name - type
in the first letter of the publisher's name to move to the start of that letter
in the alphabetic publisher list. Scroll down the list and select the correct
publisher.
File Number - enter the file no. if this has
been established for the title. For the NLA, this field will contain the prefix
NLA/, while for PANDORA partners this field will be blank to cater for local
practice.
Contact Name - if there is a single contact
person for all titles produced by the publisher, this information should be
entered onto the publisher record and will default into the title record.
Otherwise add the contact name here.
Contact's Email -
add the email address for the contact.
Contact's Phone -
add the phone number if known.
Contact's Fax - add the fax
number if known.
Last Contact - enter the date of last
contact in dd mm yyyy format. This will usually be the date of first contact
when seeking permission to archive.
Permission - click on
the radio button to set the permission status to either granted, denied or
unknown. If the publisher has granted blanket permission to archive any items
they produce and this is recorded in the Publisher record, this will default to
granted; likewise if permission has been denied for all their publications this
will default to denied. Set the radio button to Unknown if this
information has not yet been received, otherwise set to Granted or
Denied as appropriate and add the date to the Permission Given
field in dd mm yyyy format.
Notes - add any notes
relevant to the publisher for this particular title.
- Notes Tab
Enter any additional information that
needs to be recorded for this title in the text box.
- Once all data has been recorded click on the Finish
button to save the input data, Clear All to reset the form (all input
data will be lost), or Cancel to go back to the Title - Select
screen (all input data will be lost).
Cloning an Existing Title
- Cloning an existing record will save time and reduce data entry
inaccuracies. This method of title creation is most suitable when there are a
number of similar titles from one publisher to be created. Data from all fields
except Title and AMICUS No. will be transferred to the new record.
Title-specific or unique data will need to be added for the title being
created.
- In Archive Management select Title. If you
already know the PI of the title, this can be entered immediately into the
Clone PI field in the Title - Select screen without conducting a
search. If the PI is not known, search for the record that you wish to clone
and obtain its PI. Click Finish to return to the Title - Select
screen. In the Clone PI field add the PI and click on the Clone
button.
- A Title - Clone screen will appear. Unique data that
will not transfer over to the new record are the Title and AMICUS No. Edit the
record as required.
Editing a Title Record
- Search for the title that
requires updating. Click on the link to the correct title.
- At the Title - Management screen click on the
Edit link at the top of the screen. A Title - Edit screen, which
is identical to the Title - Register screen, will now appear. The tabs
Basic, Restrictions, Publisher and Note contain the
same fields as they do on the Title - Register screen. An additional
tab, History , exists in Title - Edit. This will only allow the
addition or modification of text if the title is an integrating or serial
title.
- Under the Basic tab, editing may include:
- the addition of the Amicus No. once the title has been
catalogued
- editing the URL if this changes or is incorrect - it is
important to maintain the correct URL because PANDAS uses this address for
scheduled gatherings
- changing the status or standing of a title
- changing the agency or owner of a title
- allocating the title to a newly-created INSECT or
sub-group
- Under the Restrictions tab, editing may include:
- addition of a restriction which previously didn't
exist
- increasing or decreasing a restriction period
- adding issues to the restriction list
- altering text in the display note field
- Under the Publisher tab, editing may include:
- changing the contact name and/or the contact details
- updating the date of last contact
- updating the permission status
- updating the notes field
- Under the Notes tab, editing may include:
- addition of previous URLs
- explanatory notes for history changes
- any other pertinent information about the title
- Under the History tab, editing may include:
- changing a title for
integrating and serial titles
- updating the accompanying date details
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