Using Record Builder to Create Kentuckiana Digital Library Metadata Records
Record Builder Display
[ options menu | edit session info. | toolbar ]New Record/Edit Workform View
[ options and actions | data entry fields | buttons | available actions list ]Search Results View
[ usage notes | icons and actions ]
1. Questions to Ask When Entering a Record
- Are you entering information into the record for an entire collection or for an individual item?
- Is the information comprising the record useful for resource discovery?
- Is the content of the element known with certainty or readily available from existing databases
or information sources? If not, can you provide an educated, informed guess that will not be misleading?- If you are emphasizing the attributes of the original object (not the digital surrogate) in the record, have you included this information in the correct element fields? Have you included meaningful information about the digital surrogate in the appropriate element fields?
- Have you included all the required fields for the record?
- Is this a record describing a resource published by my institution? The record builder software keeps track of who creates and modifies records. Only create or modify records describing resources belonging to your institution.
2. Go to the following web address: http://www.kyvl.org:8242/
3. Enter your login and password using the dialog boxes and then click the "go" button.
The Record Builder application's display has four parts, as shown in the following graphic. This screen displays after you've logged into the Kentuckiana Digital Library Record Builder Interface. From this screen you can create a new record by selecting the 'kentuckiana' link located in the Work Area.
The Options menu remains on the top left part of the display throughout your Record Builder session. You
can select an action from the Options menu at any time. These options are the points of entry to the screens
that allow you to view, edit, and modify records in a Record Builder database. The following table briefly
describes each menu option:
Option Action New Record Create a new record in a specific database, using one of the database's data entry workforms. Open Record Search for record(s) so that you can then view, edit, copy, or delete them. Open Browse Browse through part of the database so that you can find records to view, edit, copy, or delete. Open URL Open an external URL (one outside Record Builder) so that you can view a Web site or other electronic resource while you create or edit a record describing it. Open Saved Open a record saved in the Saved Database. These records have not yet been submitted to the live database. Record Builder maintains an edit session for every record you create or edit. An edit session begins when
you open the record and ends when you exit Record Builder. As you create and edit records, Record Builder
lists these records under Current EditSession on the left side of the screen. Each record has a hot link so
that you can return to it at any time during the edit session. The information about record shown includes the
database to which the record belongs, the record's identifier, and possibly a symbol, as follows:
Symbol Meaning You have opened this existing record for editing. Record Builder has locked the record to prevent other Record Builder staff from editing it. You have opened this existing record for editing and submitted changes to the record to the database. Record Builder unlocked the record after it applied your changes to the database. None You have created this new record but have not submitted the record to the database. If you do not submit the record before you exit Record Builder, Record Builder does not add it to the database.
Record Builder obtains this information from the EditSession object it maintains for each record during the
edit session.Current EditSession information also includes the results of the latest search or browse request to locate
records, if applicable.
Option Action Home Return to the New Record screen, the home screen that appears after you log into Record Builder. Exit Exit Record Builder.
If you have edited existing record(s) or created new record(s) during this Record Builder session and have not submitted the records to the database, you see a message that reminds you to submit the records before you exit. A list of the records you have opened during this Record Builder session appears in the Current EditSession section on the left side of the screen. You need to submit new records or changes to existing records with a lock symbol (
) before you exit. If you don't submit the records, Record Builder discards these modifications when you exit.
Options Return to the New Record screen, the home screen that appears after you log into Record Builder.
New Record/Edit Record Workform View
Option Action Available Actions Menu The 'Available actions' menu available to the right of the Work Area is used to activate actions available for the current record view. Reference Table Clicking on an element name to launch a pop-up window displaying data entry guidelines for the element. Record Status Area The Satus drop down box is used to identify the current status of the record; pending, incomplete, complete, or unknown. Record I.D. Area Created and Modified headings indicate the login that created and/or last modified the record, and when.
After you select one of these options the work area of the screen changes accordingly to allow you to
complete the task you selected.The following table describes the types of data entry fields used on the Edit Record screen.
Field Example Description Field that can contain a single entry. Field that can contain multiple entries:
- Click
to add a text box for another entry.
- Click
to remove both the text box and the entry (if the field has more than one entry) or to remove the entry (if the field has only one entry).
Use drop-down list of allowable values.
Modifiers: Used to refine or further specify the meaning of the content of a Dublin Core element.
Example : John Smith is an illustrator for our resource. The modifier illustrator is used to refine the Contributor element, telling us the role John Smith plays as a contributor to the resource.
Schemes: Define protocal for formatting, used to introduce a level of consistency and standardization for specific Dublin Core fields.
Example : The scheme ISO 8601 for the Date element tells us to format the date a specific way for consistency. Another example would be the use of The Library of Congress Subject Headings (LCSH) for the subject element.
Field with drop-down list of allowable values. You must select a value from the list. If the field has
Button Action Add another entry for this field. If there are multiple entries for this field, delete this entry.
If there is only one entry for this field, delete the data in the field.
Turn the entry into a hyperlink to a URL or a hyperlink to search for this term in the database. If the field's purpose is to specify the name and location of an image file, the hyperlink allows you to view the image in a second browser window while editing the record.
Edit the data in a field that has been made into a hyperlink. Collapse (hide) the fields in this group. Only the group's title remains visible and the button changes to an expand button ( ). This affects only the display of the fields on the screen, not the way the data is stored in the database record.
Expand (show) the fields in this group. This affects only the display of the fields on the screen, not the way the data is stored in the database record. The upper-right corner of the Edit Record screen contains a drop-down list labeled Available actions. The
table that follows describes each of the items on this list.
Item Action View record Display all the data in the record in read-only mode. Submit record Submit the record as it now appears on the screen to the database. This is equivalent to saving the record in the database. Delete record Permanently remove the record from the database. Clone record Make a copy of the record and open the copy of the record so that you can edit it. Cancel changes Discard any changes you made to the record since you have opened it for editing. View XML
View XML (long)
View XML (wide)View the XML (Extensible Markup Language) source for this record.
View template View the blank XML workform source used as the basis for the data entry form used for the record. View template (pop.) Same as View template, but the XML now contains the data in the record. This is the XML source (populated template) that Record Builder maintains in the record's EditSession object while you are editing it.
- The Current EditSession section of the screen lists your search criteria, the number of records found
(hits), and the database searched.- The display contains the title of each record and its database.
- Click
in the Current EditSession section to refine the search (add another search term or limit
the search in another way) if you wish.
Option Action Title Link Display the full record. Edit Record Delete Record Copy Record
Submit the record as it now appears on the screen to the database. This is equivalent to saving the record in the database. A record only appears in the live database after it has been submitted using the 'Submit Record' option under the Actions menu.
KYVL Metadata Guidelines: http://www.kyvl.org/kentuckiana/bpguide/metadatag.shtml
Metadata: KYVL Kentuckiana Digital Library (powerpoint presentation) *requires Internet Explorer 5.0
KYVL Record Builder Login Site: http://www.kyvl.org:8242/
KYVL Kentuckiana Digital Library Database: Link