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Creating a work, instance, item

Figure 1 shows the home page for the HipHop collection VitroLib instance. From the home page, the cataloger can click the button that says “work” which will open up a form, shown in Figure 2, with fields that were included based on the “constant music record” macro or template that was identified by catalogers as relevant to this work.  

Figure 1: VitroLib home page for HipHop collection cataloging

Figure 2: New work/instance/item creation form

This form creates the work, instance, and item and relates them to each other.  At the work level, the cataloger can identify title, type, language, and lookup persons or organizations from the Library of Congress (LOC) Name Authorities or from ISNI.  Clicking on the “verify this match” link next to the selected entity from LOC will open up the LOC page describing the Real World Object (RWO) to which we are linking this work.

Figure 3: Verify this match link next to the selected search result will open up Library of Congress Real World Object (RWO) page shown in Figure 4

Figure 4: Library of Congress page for RWO for Dan Aykroyd

Figure 5: Library of Congress Subject Headings lookup

Similarly, as shown in Figure 5, the cataloger can look up subject headings from the Library of Congress.

The next section of the form shows instance level information where the title has been populated by what the cataloger entered at the work level.  The cataloger can change the instance title before submitting the form. They can pick the type of the instance, lookup publishers from LOC, and lookup locations from GeoNames.

Figure 6: Instance-level information fields

Figure 7: Instance-level fields and the Library of Congress NAF lookup for publishers

Figure 8: Atlantic Consultants has been selected for publisher in this example.  Location lookup retrieves results from GeoNames. 

Figure 9: LOC RWO page for Atlantic Consultants, the publisher selected from the LOC NAF lookup results

Figure 10: Lookups for publisher and location have been selected.

Hitting save will take the cataloger to the resulting work page, shown in Figures 11, 12, and 13 below, which shows the information they entered at the work level and will allow them to add more information or edit existing information.  

Figure 11: First part of the work page that the cataloger sees after hitting save on the initial work/instance/item creation form

Figure 12: Additional fields and information on the work page, showing the subject that was selected on the initial work/instance/item creation form

Figure 13: Additional fields on work page, including link to and display of information about the instance that was created with this work using the initial creation form

The grouping and display of properties is governed by decisions captured in SHACL metadata application profiles for the HipHop use case.  For some of these properties, we created custom editing forms that will enable the cataloger to specify multiple related pieces of information together.  We have also created custom displays which show more information than the default object label and link. For example, the physical instance or manifestation property provides a link from the work to the instance but also includes information about the instance such as publisher, date and location of publication, and audio issue number.  Clicking on the name of the instance will take the cataloger to the linked instance entity shown in Figure 14. Next to the specific class of entity on work, instance, and item pages, we also display “work”, “instance”, or “item” to help identify the information the cataloger is viewing. The instance “audio example” thus shows “(instance)” next to the specific type “Audio disc”.  Like the work page, the instance page has properties with information that the cataloger can view or edit. The “has item” property links to the item page which shows properties at the item level.

In addition to these links between work, instance, and item, VitroLib also uses Vitro’s “class group” pages that enable viewing entities that correspond to specific sets of classes.  The work tab can show catalogers all entities classified as works. Similarly, the instance and item tabs will show instances and items cataloged in the system. The cataloger can also use search to look for entities based on keywords or titles.  

Figure 14: The page for the linked instance entity

Figure 15: Additional fields for the instance, showing the statement of responsibility filled out in the initial creation form as well as a link to the item associated with the instance

Figure 16: The item page showing title information and relationship back to the related instance

Figure 17: The Works classgroup page shows the classes identified as "Work" classes and the ability to see entities belonging to those classes

The architecture overview page discussing lookups explain how the custom forms for adding genre forms work, so here we will provide two different examples of custom forms.  A work could have song contents and these can be added using the custom form shown below. In this form, the cataloger can pick a work already existing in VitroLib (as shown in Figure 18) or select the option to create a new work (as shown in Figure 19).  They can also include information about an activity or role (e.g. composer) and a Library of Congress Genre Form term. The form thus enables adding many different relationships together. Once they have added the content listing, VitroLib will create the new work and provide a link to work under the content listing/track listing property (as shown in Figure 20).  In this example, clicking the link takes the cataloger to the “song content” work page shown in Figure 21.

Figure 18: Custom form for adding track listing or song content.  The cataloger can lookup or create new work

Figure 19: Custom for adding track listing allows for creation of new work with related information

Figure 20: Once created, the track listing property shows a link to the created work

Figure 21: The work page for the song created by adding a track listing

Another custom form example is that for adding a measurement group with separate measurements.  In the ontology, the measurement group can be associated with multiple measurement entities where each measurement is associated with entities or values describing numeric value, unit, and dimension.  The form below shows the fields for one of three possible measurements that can be added.

Figure 22: The measurement group and measurements custom form showing fields for the first measurement that can be added on this form

ARM and ArtFrame

For the ARM and ArtFrame VitroLib instances, we updated the work/instance/item button on the home page to show Text or Text/Image/Object respectively.  The resulting form is simpler than the HipHop form and allows the cataloger to specify the title and title type at each of the work, instance, and item level.  

Figure 23: Instead of "Work", the ArtFrame and ARM initial creation form button specifies the specific classes of interest in those use cases.  ARM focuses on Text while ArtFrame allows the cataloger to pick between Still Image, Text, and Object

Figure 24: The ArtFrame new work/instance/item creation form differs from the ARM creation form by including a work type dropdown.  The rest of the form is the same.

Figure 25: Title and title type can be added at each of work, instance, and item levels

When the cataloger saves this form, the corresponding work, instance, and item entities are created in the system and the cataloger is redirected to the resulting work page.  The property groups and properties on this page are based on SHACL profiles for ARM and ArtFrame.

Figure 26: Resulting still image work page

Figure 27: Additional fields on the image work page



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