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INDEXING PROCEDURES IN NEW SOFTWARE SYSTEM

INDEXING PROCEDURES IN FIAFCat

(Version 1.4)

Revised in 2016

Table of Contents

PART 1: BEFORE USING FIAFCAT

2

Technical settings

2

Working online

3

PART 2: STEP-BY-STEP GUIDE TO INDEXING

4

Login and opening screen

4

Selecting an issue record

5

Creating an issue record

6

Creating an article record

8

Fields and symbols in article record

9

How to select a heading

9

How to create a new heading

11

Filling in the article record

12

Author Heading

12

Article Title

12

Nature 1 Heading

13

Nature 2 Heading

14

Abstract

15

Biographical Heading

16

Corporate Name Heading

17

Film Description Heading

18

How to create a new film

19

How to create a new director

21

How to create an alternative film title

23

TV Description Heading

25

Subject Heading

26

Web Page Order

27

Completing the issue

28

PART 3: UNDERSTANDING HOW FIAFCAT IS ORGANISED29

Structure of FIAFCat: overview of the databases

29

Searching in the different databases

30

Search

30

Index Search

33

Headings and authority records

35

Thesaurus relations

36

Inter-database links

38

Action menu

39

Diacritics

40

Lay-out

41

Record status

43

PART 4: GENERAL STYLE ISSUES

44

Spelling

44

Capitalization

44

PART 5: COMMON PROBLEMS

46

Introduction

The purpose of this manual is to provide guidelines for indexing in FIAFCat, the online system developed for FIAF’s Periodicals Indexing Project (P.I.P.). The new version of the procedures is in four parts. Part 1 explains the technical requirements of the system. Part 2 is a step-by-step guide to indexing. Part 3 is intended to explain the general structure and organisation of FIAFCat. Part 4 is dedicated to general style issues. Part 5, the last section, provides answers to some common problems. As an aide to better understanding the procedures, examples are frequently provided from FIAFCat.

Information on the criteria for indexing is provided in the publication, P.I.P. Indexing Rules, which can be downloaded from the FIAF website.

PART 1: BEFORE USING FIAFCAT

Technical settings

FIAFCat can be accessed at http://fiaf.iscientia.net/catalog using the personal user name and password that we have assigned.

Which browser?

FIAFCat is fully compatible with the three main browsers: Internet Explorer/Edge, Firefox, and Chrome. For optimal functionality, we recommend to use the Firefox browser.

Pop-up menus

It is very important that you check in your local browser (Internet Explorer, Chrome, Firefox) that pop-up menus are permitted. In many cases, security settings automatically block pop-up menus to avoid advertising pop-ups. You may also have problems if you have installed the Google task bar. Since our indexing software uses pop-up menus, it is very important that your browser allows opening pop-up menus, at least for the FIAFCat website.

Trusted site

We also recommend that you indicate in your browser (Internet Explorer, Chrome or Firefox) that the FIAFCat website (http://fiaf.iscientia.net) is a trusted site.

Other recommendations

The size and font of the records on your screen may vary depending on your screen resolution and screen size. We recommend using the settings advised in the help files of the screen manual. For instance a screen resolution of 1280x1024 is recommended for 17 inch LCD screens. Please also check your PDI settings.

We also recommend that you activate the Auto-complete function in your browser. This function will facilitate entering headings.

It is very useful to activate the Character Map in Windows. Go to Start, then All Programs/Accessories/System Tools/Character Map. Once you have activated this, the icon remains visible in the normal Windows menu. See ‘Diacritics’, p. 40.

Working online

Working in a web based system is very different from working in a local program. The essential difference is of course that you are constantly exchanging information with the central server through the internet. You will find that the speed of data transfer is affected by your local internet connection. Therefore, you need a permanent broadband connection.

If you close a record without saving the data, it will be lost. Interruptions in your local internet connection will also result in lost data. Therefore, we recommend that you regularly save your data, for example, after writing a long abstract. In the case of a lost internet connection, the different windows will remain open but they will not function properly. You need to close all your browser windows and re-login to FIAFCat. This is very important.

FIAFCat clearly indicates when it is processing data. During that time you can not click on the buttons.

PART 2: STEP-BY-STEP GUIDE TO INDEXING

Login and opening screen

FIAFCat is accessed at http://fiaf.iscientia.net/catalog using the personal login information that we have assigned. Caution: the login is case-sensitive.

The first screen on view is the small window used to enter the user name and password. If this window does not appear, use the Control F5 button to refresh the cash memory.

After logging in, the opening screen with the following options will appear:

· Search

· Index Search

· Create New Issue

· Select Issue

· Change User

Screen shot of the opening screen:

Selecting an issue record

Begin by verifying that the issue has not already been created. Do this by clicking on Select Issue. This will bring up a new screen. Enter (part of) the name of the journal and click on the Search button. Clicking on the journal name will automatically bring up the different publication years for that journal. Select the appropriate year, which brings you to either the volume (if applicable) or the month (if applicable) and finally the number.

Clicking on the number will automatically open the related issue record. Now that you have selected the issue record, start indexing by adding article records. See ‘Creating an article record’, p. 8.

If your issue has not already been created, you will need to create it by clicking on Create New Issue.

Creating an issue record

Clinking on Create New Issue will open a pop-up window asking you ‘Are you sure that you want to create a new issue? Check Select Issue, the issue might already exist.’

Click on Cancel to proceed to the Select Issue module, or click on OK, if you want to continue to create the new issue.

The following screen appears:

Journal Heading

The journal heading is selected from the Journal Database. Enter the name (or part of the name of the journal) and press Enter. If the search term matches, the system will automatically add the journal to the issue record. When the search term is too vague (e.g. ‘journal’) a drop-down list displays the possible journal titles. Please click on the desired title and wait while the system is processing and then press Select. The journal title is added to the issue record.

Alternatively you can click on the button, where you will see a drop-down list of journal titles. Please click on the desired title and wait while the system is processing and then press Select. The journal title is added to the issue record.

Caution: If after saving, the journal title is highlighted in red, it means that the journal is not correctly linked to the journal authority record. Please go back to Edit. You must reselect the journal title from the drop-down list.

Volume

Enter the volume (if any) in roman numerals (upper case): e.g. XVIII.

Issue

Enter the issue number in arabic numerals.

In the case of a double issue, use the hyphen as a separator: e.g. 586-587.

Month

Must be abbreviated (except in the case of May, June and July):

JanJanuary

MayMay

SeptSeptember

FebFebruary

JuneJune

OctOctober

MarMarch

JulyJuly

NovNovember

AprApril

AugAugust

DecDecember

Sometimes instead of a month the name of the season is given. Please use the English translation (Spring, Summer, Autumn or Fall, and Winter).

No abbreviations are used in this case.

Combine as follows: Jan-Feb Spring-Summer

Caution: Always use the hyphen ‘-‘ as separator for two months, even if the journal itself uses a slash!!

Year

Enter all the numerals of the publication year (e.g. 2006, or 2006-2007).

After having filled in all the necessary fields, save the data by pressing Save. A new issue record will be created with a record ID. If you need to edit the issue record, click on Edit, make the changes and press Save again. Please note that all information is lost if you close the window before saving it.

Caution: Only the issue record that you have created can be edited by you. If the issue record is already created you can add new article records but you can not change the issue record itself.

Creating an article record

Once the issue record has been selected or created, you can begin to index the issue

by creating the article records. Example of an issue to be indexed:

To create your first entry, click on New Article. You will see the following screen:

Fields and symbols in article record

Source Heading: automatically generated by the issue record selected.

Can not be modified.

Free text fields (Page, Article Title, and Abstract): these fields are not linked to controlled indexes, therefore any text may be entered.

Fields for headings: entries must be chosen from controlled indexes linked to authority or ‘key’ databases (see ‘Structure of FIAFCat: overview databases’, p. 29).

Fields for headings always contain the following symbols:

- Pencil button: indicates a controlled index for this specific field. Click on the pencil to display a drop-down list where you can select directly from a list of headings.

- : Delete button: to delete a heading click on ‘x’, adjoining the appropriate heading. Take into account that you can only delete a heading once the article record has been saved.

- Multi-value button: when more than one heading is required in a field, click on this button to create additional lines.

How to select a heading

The button indicates that there is a controlled index for this specific field. There are two ways of searching for headings in these field specific controlled indexes:

RECOMMENDED:

Type the desired term in the appropriate field and press Enter. If the search term matches, FIAFCat will automatically add the term to the field. When there is a close but not exact match, a drop-down list displays the possible headings.

Alternatively, you can click on the button and it will bring you to a drop-down list where you can select directly from a list of headings.

Caution: Use short phrases when searching for terms in controlled indexes. To do a search for a term with diacritics, please enter the term without any diacritics.

If more than one heading is required in the same field, click on the button to add an extra line.

If you need to delete a heading click on , adjoining the appropriate heading.

Example of a drop-down list for biographical headings starting with ‘ANDERSON’:

Select the appropriate heading and click on Select.

How to create a new heading

If you do not find the appropriate heading in a controlled index, you will need to create a new term in the authority database. Clicking on Create New Term will bring up a new screen in which you can create the new authority record.

See the Biographical Database example below:

After creating the new authority record, you must save the record. The new heading is automatically proposed in a drop-down list. You need to select it to include it in the field.

Caution: Please do not create new headings too quickly. For a variety of reasons, your search may not return any results. For more accurate results, make sure that your search term is not too long and that you avoid ‘tricky’ elements (like diacritics). For instance, if you are looking for a director named ‘Thongkongtoon, Yingyoot’ you should enter ‘Thongko’ as the search term.

Filling in the article record

Source Heading

Automatically provided and cannot be edited or modified.

Page

First and last page numbers are given in full (e.g. 155-157); breaks in the text are indicated (e.g. 24-27,29,31). Inserts with a different page indication are noted as follows: insert + page(s), e.g. insert 21-23.

In the case of online journals without pagination enter the following: Web [n.p.]. Don’t forget to fill in the field Web Page Order for an article without pagination (see p. 27).

Caution: in the case of general dossier entries, ignore breaks in the text (such as advertisements) and include the entire pagination from where the dossier begins until the page where it ends.

Author Heading

If the item has an author, enter the last name followed by first name, separated by a comma and a space. Use lower case: e.g. Ciment, Michel.

Caution: always check if the appropriate heading already exists in the controlled index. If you are certain that the heading is not in the list, you can create a new one. See ‘How to create a new heading’, p. 11.

If you need to create more than one author’s name, click on the button, which creates an additional line in this field. Up to five authors can be entered. If more than five, list the most prominent followed by the existing author heading ‘others’. Sometimes, it could be useful to list only the name of one author followed by ‘others’.

Article Title

Enter here the title of the article. Some articles have more than one title or variations in the title. The most informative should be chosen and can sometimes be found in the table of contents. The title of a special issue can often be found in the table of contents or on the cover of the periodical.

Transcribe the title exactly as it appears, giving accents and diacritics but not necessarily as to punctuation and capitalisation.

· Only capitalize first word of the article title and proper nouns

· Quotation marks are transcribed as they appear.

· Italics are ignored.

· Title and subtitle are separated by a colon, and subtitle starts with lower case

e.g. Tribulation 99: alien anomalies under America.

· Every title should be followed by a full stop or other final punctuation (e.g. ? !).

· Errors in the titles should be indicated by [sic].

Nature 1 Heading

This (obligatory) field indicates the nature of the item being indexed. All the possible options can be found in a drop-down list (available by clicking on the button).

You can also enter the appropriate abbreviation or a combination:

AArticle

BEBook Extract(s)

BRBook Review

COCorrespondence

CRConference Report

DDiscussion

DSDossier

DYDiary

EDEditorial

FRFestival Report

IInterview

LList

OObituary

PPreview

PHPhoto Section

PRProduction Report

RReview

SShort Review

SCScript

SISpecial Issue

SPSpeech

YSynopsis

To combine several abbreviations, use the ‘|’ separator key:

e.g. R|I will be automatically converted to Review & Interview.

Non-valid terms are not accepted and displayed in red.

To add an extra line in this field, click on the button.

Since the field Nature 1 must contain at least one abbreviation, A should be noted in any case where no more precise abbreviation can be found.

Nature 2 Heading

This field indicates the presence of illustrations, credits, etc. in the article. A list of all possible abbreviations can be found in a drop-down list (available by clicking on the button).

You can also enter the appropriate abbreviation or a combination:

BBibliography

BFBio-filmography

CCredits

DGDiagram(s)

DIDiscography

FFilmography

ILIllustration(s)

STStatistics

TTeleography

THTheatrography

VVideography

To combine several abbreviations, use the ‘|’ separator key: e.g. C|IL will be automatically converted to Credits & Illustrations. Non-valid terms are not accepted and displayed in red. To add an extra line in this field, click on the button.

Abstract

Write a brief and informative account of the content of the article. Be as accurate and detailed as possible in the time and space available, bearing in mind that this is one of the most valuable aspects of the work of the P.I.P. In general, a summary is between one and ten lines, depending on the complexity of the article. In certain cases (reviews for instance) an abstract is not necessary.

Do not repeat the title of an article in the abstract field. If the title is an adequate description of the content, try to describe it in another way.

If the description mentions a person who is not internationally well-known it is useful to mention their nationality and profession. Please write the full name of the person.

Film titles in the synopsis should be between double quotation marks. If quoting any other work (novel, play, journal title), place the title in single quotation marks.

It is permitted to use the English title of a ‘foreign’ film in the abstract when that title is widely used, for example “Crouching tiger hidden dragon”. It is permitted to use the English version of proper names, for example Sergei Eisenstein.

When citing the original title plus translated title, put the translated title between parentheses.

e.g. Looks at Japanese director Sion Sono's film "Ai no mukidashi" (Love exposure).

In general we use British, rather than American spelling:

e.g. analyses (instead of analyzes)

e.g. theatre (instead of theater)

e.g. colour (instead of color)

e.g. organisation (instead of organization)

e.g. cancelled (instead of canceled)

e.g. realise (instead of realize)

e.g. civilisation (instead of civilization)

e.g. programme (instead of program)

e.g. catalogue (instead of catalog)

e.g. synchronisation (instead of synchronization)

Some abbreviations may be used in the synopsis field:

ed.edited

esp.especially

incl.includes, including

no.number,-s

p.page,-s

In the case of a translation and/or an article originally published elsewhere, please indicate as follows:

Orig. publ. in…

This translation originally published in…

Reprint of…

Transl. from



If the article is about film (or tv) workers, make a biographical entry. Enter the last name followed by first name. The two are separated by a comma and a space. Please give the full name of the author. Use capital letters: e.g. BURTON, TIM.

Please note that the biographical headings include both film and television names. Certain names exist in both film and television headings. Please make sure to select the name followed by (F Film) if you are indexing a film related article.

Caution: If you create a new biographical heading, be sure to fill in the medium field (F or T).

Example of a drop-down list following a search for ‘hitchcock’:

Note that non-preferred entries are included in the drop-down list: e.g. VON TRIER. If you select a non-preferred term, it will automatically be replaced by the preferred one: e.g. VON TRIER, LARS (F Film) will be replaced by TRIER, LARS VON (F Film).

If more than one biographical name is required, click on the button to add an extra line.



If the article is about a corporate body, make a corporate name entry. Use capital letters: e.g. FIAF.

As in biographical headings, the corporate name headings include both film and television names. Certain corporate names exist in both film and tv. Please make sure to select the name followed by (F Film) if you are indexing a film related article.

Caution: If you create a new corporate name heading, you have to fill in the medium field (F or T).

Example of a drop-down list following a search for ‘federation’:

Note that non-preferred entries are always in lower case: e.g. Fédération Internationale des Archives du Film (F Film). If you select a non-preferred term, it will automatically be replaced by the preferred one e.g. Fédération Internationale des Archives du Film (F Film) will be replaced by FIAF (F Film).

If more than one corporate name is required, click on the button to add an extra line.

Film Description Heading


If the article is about a specific film, make an entry for the film. Please note that a full film description heading includes the following: title, country abbreviation(s), director(s), and year of release: e.g. TOUCH OF EVIL (US, Orson Welles, 1958).

Example of a drop-down list following a search for ‘all about’:

Note that non-preferred entries are included in the drop-down list: e.g. ALL ABOUT MY MOTHER. If you select a non-preferred term, it will automatically be replaced by the preferred one: ALL ABOUT MY MOTHER e.g. will be replaced by TODO SOBRE MI MADRE (SP/FR, Pedro Almodóvar, 1999).

If more than one film title is required, click on the button to add an extra line.

How to create a new film

Click on Create New Term which opens the following screen:

Film/TV Title

Enter the original title in capital letters. If the title begins with a definite or indefinite article this is given at the end, preceded by a comma: e.g. GRADUATE, THE.

Note: Feature-length television films are usually created in the film section. Release year could be premiere on tv or festival premiere.

Country Heading

Indicates the country of production. All the possible options can be found in a drop-down list (available by clicking on the button). You can also enter the appropriate abbreviation or a combination. Non-valid terms are not accepted and displayed in red.

In the case of co-productions mention all co-producing countries. To combine several abbreviations, use the ‘|’ separator key: e.g. BE|FR will be automatically converted to Belgium / France. Non-valid terms are not accepted and displayed in red.

Release Year

Indicates the year of first public showing, in many cases the screening at a festival.

If the year of first public showing differs by three years or more from the year of production add the year of production in square brackets. e.g. 1996 [prod.1990]

Note: The Imdb database offers useful information on the first release of a film.

Director (Film) Heading

The director’s name is linked to another authority database: the Director (Film) Database.


Enter the director’s full name in lower case: last name followed by first name, separated by a comma and a space.

Example of a drop-down list following a search for ‘lynch’:

Note that non-preferred entries are included in the drop-down list: e.g. Sierck, Detlev. If you select a non-preferred term, it will automatically be replaced by the preferred one: e.g. Sierck, Detlev will be replaced by Sirk, Douglas.

If you need to create more than one director, click on the button, which creates an additional line in this field.

How to create a new director:

Click on Create New Term which opens the following screen:

Enter the director’s full name in lower case: last name followed by first name, separated by a comma and a space.

Caution: you must ALWAYS fill in the Published As field (first name followed by last name) so that the director’s name will be displayed correctly in the full film description heading.

See the authority record for Hitchcock with the linked films. Note the display of the director’s name in the film headings (generated by the Published As field).

Caution: if a film has many directors (more than six) mention the first three (in order of appearance) + Others. If there are only four/five/six directors, give them all.

How to create an alternative film title

It is possible to create a non-preferred title linked to a film you created. This can be useful in the case of English titles for non-English language films.

Note: This is not possible for films created by another indexer.

Open the record of the preferred film heading (e.g. WEISSE BAND, DAS), and click on Used For. A new pop-up window opens (New Used For relation).

Click on New to open a new screen (displaying an empty film record). Enter the alternative title in the Film/TV Title field (e.g. WHITE RIBBON, THE) and save. The newly created film title is automatically selected and proposed as a new relation:

Click on the proposed title: e.g. WHITE RIBBON. The pop-up window disappears and you are asked if you want to add this relation.

Clicking on Yes will add the relation:

TV Description Heading


Follow the general guidelines for Film Description Headings.

Note: The TV Database has an additional field: the TV Info Heading used to indicate series and mini-series.

For TV series, use abbreviation SE in TV Info field / no directors are indicated.

e.g. SIX FEET UNDER (US, 2000-2005) SE TV Series

For mini-series, use abbreviation MS in TV Info field and give director’s name

For example:

Note: Feature-length television films and documentaries (over 60 minutes) are usually created in the film section.

Subject Heading


If the article is about a general subject, make a subject entry. Use capital letters: e.g. GENDER AND THE CINEMA.

As in corporate name headings, the subject headings include both film and television subjects. Certain subject headings exist in both film and television: e.g. ADAPTATIONS. Please make sure to select the name followed by (F Film) if you are indexing a film related article.

Caution: If you create a new subject heading, you have to fill in the medium field

(F or T).

Example of a drop-down list following a search for ‘comic strip’:

Note that non-preferred entries are always in lower case: e.g. Books and the cinema (F Film). If you select a non-preferred term, it will automatically be replaced by the preferred one: e.g. Books and the cinema (F Film) will be replaced by LITERATURE AND THE CINEMA (F Film).

If more than one subject is required, click on the button to add an extra line.

Please note that most subject headings have country subdivisions. Use these subdivisions when the article refers to a specific country or region, for example:

INDUSTRY, FILM/SWEDEN

FESTIVALS/CANNES. 2015

Other types of subdivisions include:

ADAPTATIONS. SHAKESPEARE, WILLIAM

SPAIN: CATALONIA

Note: A list of the film subject headings is also available at the FIAF website. We recommend that you use this Word version (updated quarterly) when you are indexing in FIAFCat. If you feel that there is no adequate subject heading, feel free to create a new heading in the Subject Database.

For more information on the thesaurus relations in the Subject Database and the Word version see p. 36.

Web Page Order

This field indicates the sorting order of an online article without pagination (Web [n.p.] in the Page field). Since article records linked to an issue record are usually sorted by page number, this field is necessary to encode the order of appearance of an online article, based on its publication on the Web.

Example of an article record which appears as the 9th article of ‘Senses of Cinema’ 77:

Completing the issue

Adding other article records

After the article entry is completed, save and then close the window. You return to the issue window. To create a new article entry for the same issue, click on New Article and follow the instructions for ‘Creating an article record’, p. 8 and ‘Filling in the article record’, p. 12.

To see a list of the articles already created for this specific issue, click on the link for the Article Database. FIAFCat will list all the existing article records for this issue. To view another article record, simply click on the link.

Caution: A newly created article record is not automatically included in the links under the issue record. Because this is a web based system, you need to refresh the links in two steps. Clicking on Article Database will hide the article records.

Clicking again will reload the most recent version and the records will be visible.

Example of an issue record with linked article records:

Select Issue

At any time, you can edit existing article records or add new records for an existing issue. You can look up the issue record by clicking on Select Issue (see p. 5).

PART 3: UNDERSTANDING HOW FIAFCAT IS ORGANISED

Structure of FIAFCat: overview of the databases

FIAFCat contains three types of databases:

1. Databases directly linked to the journal issue

Journal Database

Issue Database

Article Database

These databases have a hierarchical structure. The Journal Database is controlled by the P.I.P. office. Indexers can either select or create an issue record, and add article records to an issue record.

2. Authority databases

Author Database

Biographical Database

Corporate Name Database

Film Database

TV Database

Subject Database

Director (Film) Database

Director (TV) Database

Indexer Database

Authority databases are mainly linked to fields appearing in the Article Database. They provide lists of controlled terms or headings. Indexers can select existing headings or create new headings in the authority databases. See ‘How to select a heading’, p. 9 and ‘How to create a new heading’, p. 11.

3. ‘Key’ databases (using abbreviation codes):

Country Database

Language Database

Nature 1 Database

Nature 2 Database

Medium Database

Frequency Database

Current Database

TV Info Database

Yes-No Database

‘Key’ databases are authority databases using abbreviation codes, which are fully controlled by the P.I.P. office. Indexers are not allowed to create new abbreviations in the ‘Key’ databases.

Searching in the different databases

In the opening screen of FIAFCat you can do general searches clicking on the Search button or the Index Search button.

Search

The general search function is automatically activated when you access FIAFCat. You can do a free text search in all databases or select a specific database (for instance Biographical Database). Enter your search term in the Search box. You can either search in all fields (of the selected database) or in a specific field (of the selected database).

Example of a search for ‘welles’ (all fields) in the Biographical Database:

Click on Search and a new window will open which displays the search results.

Click on the button to open the appropriate authority record:

The search results are listed chronologically. To display them alphabetically, you can select ‘Sort by content’ in the Found box (at the bottom of the screen).

Example of the search for ‘double’ (all fields) in the Film Database (73 records), sorted by ‘Last changed’:

Example of the search for ‘double’ (all fields) in the Film Database (73 records), sorted by ‘Content’:

Index Search

Click on Index Search in the general menu of the opening screen. You can browse in the different indexes of a specific database. First choose the appropriate database in Select the Catalog, and then select a controlled Index.

Example of a search for ‘literature’ in the Subject Term Index of the Subject Database:

A list of subject terms featuring the word ‘literature’ in the Subject Database is displayed in alphabetical order. When you click on a specific heading the system opens a new pop-up window to present the search result. Click on the button to open the appropriate authority record.

Example of a search for ‘touch’ in the Film/TV Title Index of the Film Database, with various linked records displayed:

Caution: In FIAFCat you can open numerous windows simultaneously, therefore be careful to close windows you no longer need, otherwise you could end up with a large number of open windows.

Headings and authority records

The various databases in FIAFCat are linked to each other through the use of headings. Headings are controlled terms, which are linked to authority databases (see p. 29). The most important headings are:

Author Heading

is linked to Author Database

Film / TV


Biographical Database

Film / TV

Film Heading

Film Database

Film

TV Heading

TV Database

TV

Subject Heading

Subject Database

Film / TV


Corporate Name Database

Film / TV

Director (Film) Heading

Director (Film) Database

Film

Director (TV) Heading

Director (TV) Database

TV

Every heading has an authority record. In FIAFCat this authority record can be seen by clicking on the button. Clicking on this button brings up the authority record in a new pop-up window.

Example of an article record with several headings, and two linked authority records opened in separate windows:

Thesaurus relations

All authority records have thesaurus relations.

Author, Biographical, Film, TV, Director (Film), and Director (TV) headings only have non-preferred and preferred relations. Non-preferred headings are automatically replaced by the preferred ones. For the creation of a non-preferred film heading, see ‘How to create an alternative film title’, p. 23.

Subject and Corporate name headings also have Broader / Narrower and Related relations.

Note: only the P.I.P. office can add subject thesaurus relations.

Example of a subject heading with various thesaurus relations and a scope note:

Note: Thesaurus relations are also visible when you select a heading.

Example:

Note: A Word version of the film thesaurus is available at the FIAF website. This list of Subject Headings (updated quarterly) is intended to help indexers and users of the International Index to Film Periodicals achieve consistency and clarity in selecting subject headings when indexing and retrieving periodical articles. Subject Headings are arranged in alphabetical order, with indications of the relationships between the terms as well as references from synonyms.

There are three separate lists you can download in Word format: http://www.fiafnet.org/pages/E-Resources/PIP-Subject-Headings.html.

1) General Subject Headings (Film related)

2) Corporate Names (Film related)

3) Subject/country listing of Corporate Names (Film related)

Inter-database links

FIAFCat has various inter-database links. They can be found at the bottom of the record (beneath the record number). To view a related record, simply click on the link.

Example of an issue record with opened links to the Article Database:

Clicking on the link will hide the related records. Clicking again will reload and the records will be visible again.

Action menu

In general, all records in FIAFCat have the following action menu: Close, Save, Edit, Delete, and Status.

· Close: closes the active window. Be careful, if you close the window without saving new or edited data, you will lose the information.

· Edit: used to modify or edit the existing data of the record (for records you have created)

· Delete: for deleting a record (for records you have created)

· Save: for saving the new information

· Status: provides information on the record status

· New Article: for creating a new article entry (only for the issue record)

Example of the action menu for an article record:

Diacritics

FIAFCat uses Unicode and XML conventions to note foreign diacritics and accents. To enter a diacritic, you have several options:

1. Simply enter the accent from your local keyboard

2. Use the Character map in Windows (see page 3 for instructions how to install this)

3. Use ASCI codes (for example enter Alt 164 for the diacritic ñ).

To do a search for a term with diacritics, please enter the term without any diacritics.

Lay-out

The lay-out of a record in FIAFCat can vary. When you access a record for the first time, all information is visible and links to authority records are indicated by the button. When you click on Edit, the lay-out changes and the button appears, allowing you to select or create new headings. In the Edit modus, some of the text may not be visible (for instance in the title field).

Example of a saved article record:

You can easily open the authority record of any heading, simply by clicking on the button. See also ‘Headings and authority records’, p. 35.

Example of the same record in Edit modus:

In Edit modus several new symbols appear:

- Pencil button: indicates a controlled index for this specific field. Click on the pencil to display a drop-down list where you can select directly from a list of headings.

- : Delete button: to delete a heading click on ‘x’, which will delete the last line.

- Multi-value button: when more than one heading is required in a field, click on this button to create additional lines.

Note: the : button is always active. Click on this button to open the related authority record.

Record status

Every record in FIAFCat has a record status. Newly created records need to be validated. Validated records in authority databases can also be upgraded to ‘authority’ status.

Colour indication

The record status is indicated by different colours:

Red

Saved

Black

Validated

Blue

Authorised

In drop-drown lists of controlled indexes you can easily distinguish the difference in record status

RETURN OF PIP, THE

RETURN OF THE JEDI, THE

RETURN OF THE ZOMBIES, THE

Protection of records

Note that indexers are not authorised to edit or modify validated records. Indexers can create new authority records, and also edit and delete their own records. FIAFCat notes the login of the indexer who has created or modified a record.

PART 4: GENERAL STYLE ISSUES

Spelling

In general we use British, rather than American spelling, in the abstract:

e.g. analyses (instead of analyzes)

e.g. theatre (instead of theater)

e.g. colour (instead of color)

e.g. organisation (instead of organization)

e.g. cancelled (instead of canceled)

e.g. realise (instead of realize)

e.g. civilisation (instead of civilization)

e.g. programme (instead of program)

e.g. catalogue (instead of catalog)

e.g. synchronisation (instead of synchronization)

Some examples of words or phrases which have different spellings, both of which are acceptable:

3-D or 3D

Co-production or coproduction

Filmmaker or film-maker

Science fiction or science-fiction

1910s / 1920s / etc. or 1910’s /1920’s

Numbers

Less than 10 – write out in the abstract

i.e. nine

Capitalization

Festivals

Official names in English are capitalized:

e.g. Montreal World Film Festival

e.g. International Rotterdam Film Festival (vs. Rotterdam film festival)

e.g. Cannes Film Festival

Note: official names of film festivals in French are not capitalized.

e.g. 50th Festival international du film d’animation

Recurring festival sections are noted as follows:

e.g.Un Certain Regard

Conferences

Official names of recurring conferences are capitalized

e.g. Music and the Moving Image Conference.

One-off conferences: only capitalize the first word and any proper names in the title of the conference and put in single quotation marks.

e.g. Conference ‘Don't look now! British cinema in the 1970s’

Official documents

e.g. FIAF Declaration of Fair Use and Access.

Professional titles

are not capitalized except if the name of the person is given.

e.g. Paolo Cherchi Usai, Professor of Film Studies at…

e.g. interview with former acting head of the…

Websites

Capitalize the names of websites:

e.g. Internet Movie Database

Film titles mentioned in the article title and abstract field

English language titles

Only capitalize the first word of an English language film title

e.g. Lonely heart killers

German language titles

All nouns are capitalized

French language titles

If the title begins with a definite article, the first noun that follows as well as the preceding adjectives and adverbs are capitalized:

e.g. Les Derniers Jours du monde

e.g. L’Armée du crime

If the title doesn’t begin with a definite article or consists of a ‘conjugated phrase’, only the first word is capitalized:

e.g. À la recherché du temps perdu

e.g. Un taxi mauve

e.g. Le train sifflera trois fois

e.g. L’important c’est d’aimer

Note that all headings are in upper case except directors and authors.

Compare:

Truffaut, François

(= entry in Author Database)

TRUFFAUT, FRANCOIS (F Film)

(= entry in Biographical Database)

Truffaut, François

(= entry in Director Film Database)

PART 5: COMMON PROBLEMS

Director (Film/TV) is not included in the Film/TV Description Heading

The Published As field (first name followed by last name) in the Director Database must always be filled in, so that the director’s name will be displayed correctly in the full film description heading. If the Published as field is empty, the director’s name will be missing from the full film description heading!

Example of an article record with an ‘incomplete’ film description heading, with the linked authority records opened in separate windows. Note that the Published As field in the Director (Film) Database is empty.

Note: In the Published As field the normal order is first name followed by last name, but for Asian names the correct order is last name followed by first name.

Compare the authority records for Zhang Yimou and Alfred Hitchcock.

Non-preferred heading is displayed in article record

If you select a non-preferred term, it is normally automatically replaced by the preferred one. However, at times this does not work properly, and the non-preferred term is displayed in the article record. To correct this, try to match the non-preferred term again by clicking on Enter after the term.

Medium (F/T) is missing in Biographical, Corporate Name, and Subject headings

If you create a new heading in the Biographical, Corporate Name, or the Subject Database, the medium field must be filled in (F or T).

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