• PART 1: BEFORE USING FIAFCAT
  • PART 2: STEP-BY-STEP GUIDE TO INDEXING
  • Selecting an issue record
  • Creating an issue record
  • Guide to indexing 4




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    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 ORGANISED 29

    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:





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