For Subjects and Names

From UA Libraries Digital Services Planning and Documentation
Revision as of 11:05, 26 January 2016 by Jlderidder (talk | contribs)

Instructions for using the getNames script is an application written in Python, it is used for searching and editing name authority records from VIAF and in our Mads Database. To use the script you will need to have Python 2.7 installed on your machine along with the addon module MySQLdb.

NOTE: If you need to work with names in batches, see MADS_Names

This script is located in the Digital Projects\Administrative\scripts\Metadata folder. When you launch the application you will see this window.

Main search box.PNG

entering a string in the search field and clicking on the search button will cause the script to query the online VIAF database and return records form there and at the same time send a search request to our local Mads Database and return records for there.

using the "%" wildcard before or after your search string will match anything that might come before or after the characters you typed. However this only works for the MadsDB part of the search and will confuse VIAF and cause it to return no records. So I suggest you only use it when focusing on getting records from our Mads database.

VIAF only really seems to like exact string matches so when at all possible type as much of the name as you know and put it in the Lastname, Firstname format.

The MadsDB results window is colored pink and looks like this:

Mads results.PNG

for here any of the field values can be clicked to have their value placed into the paste buffer for use by pasting where ever you might need to use that value (like into an excel field)

clicking on the "Fix this record" button at the end of a row will load that records data into a update madsdb window and allow you to make changes to that record and update the database

The VIAF results window is colored green and looks like this:

Viaf results.PNG

The VIAF window works much like the Mads results window displaying a list of records and allowing you to click on the values and paste them where needed. however at the end of each row there is a "make new MadsDB entry?" button that will open a new record creation window and populate it with values from the VIAF and LOC fields returned from the VIAF search.

The new record window looks like this:

Record entry window.PNG

This window will allow you to enter values into any of the madsdb fields that you require and then submit the record to the database for inclusion. there is a brief QC inspection of the values to be submitted and the software will prompt you to make revisions if particular values are not allowed in to specific fields.

Here is a list of the fields and a description of what they contain:

“dnum” – Database Number. An auto-incrementing integer unique to the entry.

“namePart” – The name entry, without dates or honorifics (such as Mr., Mrs., etc.) or generational terms (Jr., Sr., III, etc.)

“nameDate” – the dates associated with the name (usually {birthdate}-{deathdate} in years, though one of them may be missing or unknown.)

“nameType” – Type of name as restricted by MODS, such as “personal”, “conference”, “corporate”, "geographic". Currently, “family” is not in use.

“typeAuth” - Authority type: currently we support “naf” if there’s an LCCN number; otherwise, “local” is the correct entry.

“nameTerms” – honorifics or generational terms, semi-colon separated, such as “Captain; Jr.” or “Mrs.”, or “Dr.; Sr.”

“creationDate” – the date this entry was added to the database, in yyyy-mm-dd form

“changeDate” – the date this entry was changed in the database, in yyyy-mm-dd form

“LCCN” – the LCCN number if known

“VIAF” – the VIAF number if known

“notes” -- any additional notes you want to add that will help others

“status” – “C” if checked; otherwise this is currently left blank.

“collection” – optional field for collection number where this name was first found.

“source” – optional field for item number where this name was first found.

“altFor” - may contain a single Database Number (dnum) referencing the correct entry to be used in place of this alternative name. When entering a nickname, be sure to reference the correct database number here.

The script is based off of the script, so it works similarly.

NOTE: Batch subjects scripts can be found here: Batch Subjects.

  • To use:
  1. Double click on the script
  2. Type in the subject term, it works with exact matches.
    1. If you know the parts of the term, you can use the % symbol to fill in any blanks.
      1. Example: Mountains will return Mountains. % Mountains will return, Smoky Mountains, Adirondack Mountains, etc.
      2. Example: Award will return Award. Award% will return Awards, Awards and Ribbons, Award Ceremonies, etc.
  3. If you find what you need click and paste it into the spreadsheet. If you don't you can add it using the "Create New Subjects to Database" button.
  4. If you find a subject that needs changed you can do so by clicking the "Fix this Record" button.

NOTE: Names within subject fields need the appropriate database number PRIOR to the subject tag.

 Example:  Jon Brown##12345#p   

Similarly, names in the Creator field should be followed by #4 then valid MARC Relator terms; however, the database number should precede the #4.

 Example:  Jon Brown##12345#4Transcriber

Appropriate tags are listed below (precede each with a #):

  • c: corporate (company names)
  • m: conference
  • o: occupation
  • p: personal (for name or family name)
  • t: title
  • u: uniform title
  • v: genre
  • x: topic
  • y: temporal
  • z: geographic