Control of Named Entities

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Usage scenarios

Potential use cases

• Create an authority record
• Use an authority record as template
• Display an authority record
• Edit an authority record
• Delete an authority record
• Link an authority record to an IR item
• Redirect an authority record
• Search an authority record

Scenario description

This section contains a first draft of potential use cases, described in a generic way that have to be adapted according to the respective type of authority file (e.g. journal, person, etc.). Whether the described use cases can also be applied for affiliations has to be evaluated further. The description of potential use cases is based on the assumption that the system supports the incremental build-up of internal authority files and external sources are used and integrated as a start content.

Create an authority record

Preconditions, assumptions

• IR item is self-contained
• Authority record is immediately visible and selectable (no status: pending, submitted, etc.)
• Depositor is not allowed to create, edit, delete or redirect an authority record
• Potential new role “AF-Editor” is not considered
• An authority record has no obligatory descriptive elements (=> no validation process is required)
• UC can be triggered independently or during FQA process as an extension of UC_PM_QA_XXX in case IR item has not been assigned to an authority record during submission process or has been assigned to the wrong authority record and the appropriate record is not yet available
• Nice to have: system provides interface to external authority files for inquiries and data transfer (not considered)

Actors

• Moderator, MD-Editor

Basic course of events (creation during FQA process)

• The user chooses to create an authority record
• The system creates a new authority record for the respective metadata field
• Continue with UC edit an authority record
• The system links the selected IR item with the authority record (via ID)

Alternative a (in case use case is triggered independently)

• The user chooses to create an authority record
• The system displays a list of all authority files for which the user has privileges
• The user selects an authority file and confirms the choice
• The system creates a new authority record
• Continue with UC edit an authority record

Alternative b (in case use case is triggered independently)

• If the user has rights for only one authority file, the authority file selection is automatically performed by the system

Use an authority record as template

Preconditions, assumptions

• IR item is self-contained
• Potential new role of “AF-Editor” is not considered
• UC can be triggered during FQA process or independently
• One authority record is selected

Actors

• Moderator, MD-Editor

Basic course of events

• The user chooses to use the selected authority record as template
• The system creates a new authority record and populates the new record with the metadata of the selected record
• Continue with UC edit authority record

Display an authority record

Preconditions, assumptions

• IR item is self-contained
• Potential new role of “AF-Editor” is not considered
• UC can be triggered during Submission, FQA process or independently
• One authority record is selected

Actors

• Moderator, MD-Editor, (Depositor) (authority record view for Depositor must not contain personal data, e.g. date of birth etc.)

Basic course of events

• User chooses to display the selected authority record
• The system displays the authority record

Edit an authority record

Preconditions, assumptions

• IR item is self-contained
• Depositor is not allowed to create, edit, delete or redirect an authority record
• Potential new role “AF-Editor” is not considered
• Check of correct assignment of authority record is performed during FQA process and no separate authority record quality assurance process is implemented => UC can be triggered during FQA process or independently
• UC is included by UC create an authority record and by UC use an authority record as template
• The user wants to change or provide data for an authority record

Actors

• Moderator, MD-Editor

Basic course of events

• The user chooses to edit the selected authority record
• The system displays an edit view for the selected authority record
• (Optional) the user adds new metadata values or modifies existing metadata values
• The user chooses to finalize the data
• The system stores the authority record and displays a success message

Delete an authority record

Preconditions, assumptions

• IR item is self-contained
• Deletion of authority records is important in case duplicates have been generated
• Always the newer authority record should be deleted (=> date of creation is an important information and should be displayed somewhere in the authority record view)
• Only authority records with no IR items assigned can be deleted. In case to be deleted authority record is still linked to IR items, links have to be changed manually beforehand (cf. UC redirect an authority record). Maybe an automatic “Umverknüpfungsprozess” should be implemented at a later date.
• Depositor is not allowed to create, edit, delete or redirect an authority record
• Potential new role “AF-Editor” is not considered
• One authority record is selected

Actors

• Moderator

Basic course of events

• The user chooses to delete the selected authority record
• The sytem checks if not IR items are linked with the selected authority record
• No IR items are linked with the authority record
• The system prompts the user to confirm the deletion
• The user confirms to delete the authority record
• The system deletes the authority record and displays a success message

Alternative a

• The selected authority record is still linked to one or more IR items
• The deletion fails

Alternative b

• The user does not confirm to delete the authority record
• The selected authority record is unaffected

Link an authority record

Preconditions, assumptions

• IR item is self-contained
• After selecting an authority record (and establishing a link between authority record and IR item) the user is still allowed to edit the medatata field but the established link will not remain. Incorrect links should be discovered and corrected during FQA process
• Potential new role “AF-Editor” is not considered
• Use case is part of USC submission or USC FQA an should be integrated as an include association in UC_PM_SM_XXX

Actors

• Depositor, Moderator, MD-Editor

Basic course of events

• User fills in the corresponding metadata field. During his/her typing the system automatically suggests a list of potential authority records (Wörterbuchfunktion)
• The user selects an authority record
• The system links the item with the selected authority record via AR-ID. In case a link has already been established, the system overwrites the previous AR-ID (relevant in case UC is triggered during FQA process)
• (Optional) the user edits the corresponding metadata field. The link between the item and the authority record does not remain and the item is marked as <not assigned to authority record>

Alternative

• No appropriate authority record is available. The user enters a free-text
• The item is marked as <not assigned to authority record>

Redirect an authority record

Preconditions, assumption

• IR item is self-contained
• Depositor is not allowed to create, edit, delete or redirect an authority record
• Potential new role “AF-Editor” is not considered
• UC is triggered in case duplicate has been detected or in case IR item has been assigned to the wrong authority record

Actors

• Moderator, System

Basic course of events

• Moderator triggers automatic Umverknüpfungsprozess

Search an authority record

Preconditions, assumptions

• IR item is self-contained
• Potential new role “AF-Editor” is not considered
• UC can be triggered during FQA process or independently

Actors

• Moderator, MD-Editor

Basic course of events

• The user selects one or more authority files
• The system displays a simple search field
• The user enters a search string and chooses to start the search
• The system searches in all metadata fields of authority records
• The system displays the list of items of the search result

Alternative

• No item matched the search string
• The system displays a message

Privileges/competencies

Depositor

• display an authority record
• link an authority record

Moderator

• create an authority record
• display an authority record
• edit an authority record
• delete an authority record
• link an authority record to an IR item
• redirect an authority record
• search an authority record

MD-Editor

• create an authority record
• display an authority record
• edit an authority record
• link an authority record to an IR item
• search an authority record

Discussion

Talk:ControlledVocab

Further Reading

• Max Kaiser, Hans-Jörg Lieder, Kurt Majcen, Heribert Vallant: New Ways of Sharing and Using Authority Information: The LEAF project, D-Lib Magazin, vol. 9, issue 11, 2003 http://www.dlib.org/dlib/november03/lieder/11lieder.html

• IFLA Working Group on Functional Requirements and Numbering of Authority Records (FRANAR): Functional Requirements of Authority Data: A conceptual Model, Draft 2007-04-01 pdf document http://www.ifla.org/VII/d4/wg-franar.htm (FRANAR)

• IFLA UBCIM Working Group on Minimal Level Authority Records and ISADN: Mandatory Data Elements for Internationally Shared Resource Authority Records http://www.ifla.org/VI/3/p1996-2/mlar.htm

Collaboration Laboratory

Use Case

Quality Assurance

Metadata

Identifier

Linux Embedded Appliance Firewall

International Federation of Library Associations and Institutions

Functional Requirements and Numbering of Authority Records