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CV integration methods for image cataloging tool

Many fields in the image cataloging application will benefit from being placed under vocabulary control. The cataloger's desired interaction with the vocabulary depends on many factors, including the size and complexity of the vocabulary, and the degree to which the vocabulary is useful across projects. Each field placed under vocabulary control will be defined as having one of the following cataloger interaction methods.

Method 1: suggest values already used

In the "suggest values already used" method, there is no predetermined vocabulary. Rather, it will be built up over time for a specific field as images are described. Names will commonly be subject to this approach. When a cataloger begins typing into a box that is controlled via this method, values previously entered (in this field only) that have a left-anchored match with the characters typed so far should appear below the data entry box. The cataloger selects the approiate term from the list or adds a new term to the vocabulary when the cataloging record is saved.  See the screenshot below for an example of this method in practice, in the IN Harmony Sheet Music Cataloging tool.

Method 2: combo box

In the "combo box" method, all terms in the vocabulary should appear in a traditional combo box on the data entry form, sorted alphabetically. This method will be used only for very small vocabularies that are easily navigated in a combo box environment.

This method in some cases should display a project-specific vocabulary found in a configuration file for that project (such as project-specific resource types), and in other cases should access a vocabulary stored in the DLP's terminology service (such as record statuses).

When a field with this CV interaction is specified as repeatable, use the same mechanism for repeating fields as used with text boxes, with each having the same options in the combo box, as seen here:

Method 3: check boxes

In the "check boxes" method, terms from the collection configuration file should be displayed in a grid allowing users to select one or more terms. This method will generally be used with small, static vocabularies for which multiple selected terms are common.  The cataloger selects the appropriate check boxes and terms are recorded when the cataloging record is saved.  The biggest advantage is the entire vocabulary is laid out for the cataloger to view without entering a search term however, this methods takes up a lot of space on the screen, and a decision must be made as to how the terms are displayed, whether alphabetic (in vertical/horizontal columns) or in another logical manner.

Method 4: search/browse with full record access

The "search/browse with full record access" method allows the cataloger to perform a search of the vocabulary, enter the full vocabulary at any desired alphabetical point, and take action to see the full record for the term, including scope notes and used for, broader, narrower, and related terms.

When the cataloger begins typing a term in the input box for a field using this method, headings should appear that have words that begin with the characters entered (i.e., a left-anchored search) in either preferred and non-preferred terms. These terms should appear in a list below the input box currently being used, sorted alphabetically. Following each term (off to the right on the same line), two links should appear allowing the cataloger to take further action to interact with the vocabulary, if desired: (1) "View term record", and (2) "Browse vocabulary from this term".

The "view term record" link should grey out the main cataloging window, and show a smaller new pane on top of it, similar to the Greenhopper Jira plugin:

The new pane should allow the bulk of the currently-entered record to be visible behind it. The term record that appears in this new pane should contain the full record for the term as delivered by IU's terminology service. (Example query: 221"&version=1.1&operation=searchRetrieve&recordSchema=http%3A%2F%2Fzthes.z3950.org%2Fxml%2F1.0%2F&maximumRecords=20&startRecord=1&resultSetTTL=300&recordPacking=xml&sortKeys) This view will include all used for, broader, narrower, and related terms, as well as scope notes. Some vocabularies may have additional information in the term record that should be displayed; there will be a need to configure the information display for each source vocabulary. The display should look something like the online TGM full record display, though preferably less clunky:

From the term record pane, the cataloger should be able to:

  1. select the term to be added to the image currently being described
  2. click a link to view the term record for any broader, narrower, or related term
  3. close the pane to return to the alphabetical list of terms at the previous position
  4. "browse vocabulary from this term"

The "browse vocabulary from this term" link in both the search results list and the term record pane should open a pane in the same style as the term record pane. In the latter case, it should replace the information previously displayed in the term record pane. The data shown in this new pane should be an alphabetical index of all preferred and non-preferred terms in the source vocabulary. The term selected as a starting point for browse should be the third term on the list, with two preceding it alphabetically immediately visible. The term selected as a starting point for browse should be in bold. This pane should give the cataloger the ability to scroll backward and forward in the alphabetical list at will. For each term in the alphabetical index, the "view term record" link should appear.

Preferred terms and non-preferred terms in both the search results and alphabetical browse view should be visually distinct, perhaps with non-preferred terms in italics or something similar. From both the search results list view or the alphabetical browse view, the cataloger should have the ability to click an "[add]" link to apply the term to the image being described. 

Input boxes using this data entry method should not accept strings typed directly in them that do not come from the vocabulary to which the box is tied.

The "search/browse with full record access" method will typically be used with TGM I and other vocabularies of similar size and complexity, but without a strong "top term" structure for hierarchical browse.

Method 5: search with full record access

The search should look for the entered word(s) in both preferred and non-preferred terms. Query parsing common to other applications in the DLP (interpret multiple words as AND, allow quotes to indicate phrases, etc.) should be in operation for this search box.

Search with full record access will work much like search/browse with full record access, only just without the browse features.  When the cataloger begins typing a term in the input box for a field using this method, headings should appear that have words that begin with the characters entered as either preferred and non-preferred terms. These terms should appear in a list below the input box currently being used, sorted alphabetically. When the term is entered completely from the drop-down list and the search is performed, a new pane should appear on top of the main cataloging window making it gray out.  The term record that appears in this new pane should contain the full record for the term as delivered by IU's terminology service. This view will include all used for, broader, narrower, and related terms, as well as scope notes. Some vocabularies may have additional information in the term record that should be displayed; there will be a need to configure the information display for each source vocabulary.  Each thesaurus term in every record is a hyperlink. Clicking a hyperlink on the record pane should take the cataloger to the record for that term.   The display should look something like the online TGM full record display and from the record pane, the cataloger should be able to:

  1. select the term to be added to the image currently being described
  2. click a link to view the term record for any broader, narrower, or related term
  3. close the pane to return to the alphabetical list of terms at the previous position

In order to add the term to the catalog record an input button (checkbox, radio button, or  "[add]" hyperlink ) could be added next to every hyperlink/thesaurus term (clicking on one of these also closes the results window). Input boxes in the cataloging tool using this data entry method should not accept strings typed directly in them that do not come from the vocabulary to which the box is tied.

Method 6: keyword search

In order to search the controlled vocabulary the cataloger clicks a question mark box next to the cataloging tool's input field, which opens the search tool in a new window. 
A keyword is entered to get a list of results. Keyword searches include every instance of the search term any where it occurs in a record, (i.e. not just the lead-in terms but all words in every record).  In addition, should a cataloger be unsure of terminology or convention in the thesaurus, keyword stemming should also be an option (e.g. "goat* " instead of knowing to search for "goats").  Alternatively, like the TGM, results could by default include "word variants (e.g., plurals)." Whichever way the search works, there should be a reminder to the cataloger in the search window.
  Search results will be the complete thesaurus record for either preferred and non-preferred terms (see illustration).  Each thesaurus term in every record is a hyperlink.  This function will allow a cataloger to browse the thesaurus vocabulary for the most appropriate term.  Clicking a hyperlink on the results page should take the cataloger to the record for that term, to proof whether the term is appropriate for a particular instance.  The thesaurus record view will include all used for, broader, narrower, and related terms, as well as scope notes.   In order to add the term to the catalog record, an input button (checkbox, radio button, or  "[add]" hyperlink ) could be added next to every hyperlink/thesaurus term (clicking on one of these also closes the results window).  Input boxes in the cataloging tool using this data entry method should not accept strings typed directly in them that do not come from the vocabulary to which the box is tied.

Method 7: alphabetical browse of simple list 

This method is best used when vocabularies are too big for a combo box but are small enough that they do not need to be searched to locate desired terms. Generally vocabularies of this sort will not have a syndetic structure of lead-in terms, etc., but rather are only a simple term list.   

In order to search this controlled vocabulary the cataloger clicks a question mark box next to the cataloging tool's input field, which opens the search tool in a new window.
The search tool window will have an alphabet across the top,  each letter is a hyperlink to open an alphabetical list of all the thesaurus terms beginning with that letter.  Each term is a hyperlink to the thesaurus record for that term.  A click opens the complete record for that term to proof whether it is appropriate for a particular instance. The thesaurus record view will include all used for, broader, narrower, and related terms, as well as scope notes.  Any term in the alphabetical list or within a record can be selected for the cataloging tool using an input button (checkbox, radio button, or  "[add]" hyperlink) next to every hyperlink/thesaurus term (clicking on one of these also closes the results window).  Input boxes in the cataloging tool using this data entry method should not accept strings typed directly in them that do not come from the vocabulary to which the box is tied.

Method 8: hierarchical/alphabetical index with full record access

In order to search the hierarchical vocabulary the cataloger clicks a question mark box next to the cataloging tool's input field just as with the keyword or alphabetical methods, this opens the search tool in a new window. Whether the hierarchical or alphabetical view should be shown by default should be configurable for each field this method is implemented for.

When using a hierarchy it is important for the cataloger to know where within the hierarchy he/she is.  When the cataloger begins typing a term in the input box using this method, headings that have words that begin with the characters entered should appear as either preferred and non-preferred terms. These terms should appear in a list below the input box currently being used, sorted alphabetically.  When a term is completely entered and a search is performed the thesaurus (e.g. TGN) returns the result or in case of multiple results a disambiguation page.  The disambiguation page will be a requirement when a term like "Bloomington" is entered (because of the large number of Bloomingtons throughout the United States).  When a disambiguation page is required it will appear as a third pane on top of the results pane, also graying the latter out.  The disambiguation pane will display a list of all the exact matches in the thesaurus and a parenthetical list of how each appears in the hierarchy.  Each thesaurus term on the disambiguation page will be a hyperlink which selects that term to be displayed in the results pane.  The results pane should gray out the search tool window, displaying by default a hierarchical tree based on the search term.  If the cataloger wishes a second option should be an alphabetical listing of possible search result matches. This functionality could be regulated by the cataloger using radio buttons to switch between the alphabetical and hierarchical browsing options.  The hierarchical browser should be a tree type format which, by default should allow the user to see the search term nested below the broader terms in a hierarchy (e.g. N. America -- U.S.A. -- Indiana -- Monroe county -- Bloomington) so as to prevent Bloomington, Minnesota being selected.  Owing to the nature of the tree type browser any narrower terms below the search term in the hierarchy can be expanded to be browsed as well (e.g. N. America -- U.S.A. -- Indiana -- Monroe county -- Bloomington -- Bryan Park).  The full record for any term can be viewed by selecting a term and pushing a "View" button. The full record opens in a sort of pop-out/tool-tip type window. A cataloger makes a selection for the cataloging tool from the browser by selecting the desired term and clicking Okay.

Method 9: alphabetical index with full record access 

The alphabetical index search tool could be part of the hierarchical index tool, or could stand alone depending on the cataloging application.  When the cataloger begins typing a term in the input box for a field using this method, headings that have words that begin with the characters entered should appear as either preferred and non-preferred terms. These terms should appear in a list below the input box currently being used, sorted alphabetically.  When a term is completely entered and a search is performed the thesaurus returns an alphabetical list of terms in the thesaurus in a new pane graying out the search tool.  When the search term is matched exactly the first entry will be at the top of the results pane.  When the search term does not match, it appears alphabetically nested on the results screen within the thesaurus terms. The search term is highlighted in some way (e.g. italics) so as to differentiate it from actual thesaurus terms.  The results pane should show a user configurable number of terms (e.g. 25, 50, 100) with the ability to show the alphabetically preceding and following terms using a page turner device "<< | >>".  The full record for any term can be viewed by selecting a term and pushing a "View" button. The full record opens in a sort of pop-out/tool-tip type window. A cataloger makes a selection for the cataloging tool from the browser by selecting the desired term and clicking Okay.

Other methods needed in the future but not yet fully planned out

  • Cataloger can add new full records for vocabulary terms to through the terminology service, inside the cataloging application
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