Table of Contents
Using RIMMF. Tutorial #2, Import a NAF record for a Work by a Person that is already in your EI
In this tutorial, we are going to learn about importing a NACO Authority (NAF) record as an RDA RIMMF Work record, when we already have a RIMMF Person record for the author of the work.
- Open RIMMF
- Make sure that you are using the 'Goudge' data folder that you created in Tutorial #1
At the bottom of the RIMMF screen, look for "\Goudge\"
- Open the Entity Index (EI) <Ctrl+E>
The EI should contain: Composite Key Entity Goudge, Elizabeth, 1900-1984 Person
- If necessary, change to that data folder (see: Change to a different folder of RIMMF records)
Alternate: Use a pre-built folder
If you want to jump to this tutorial without doing the previous tutorials, follow the "Download Web Folder" instructions and download the following folder from our website:
If you intend to use this file to proceed through the remaining tutorials, remember that it is located in your '\RIMMF3\imports\zip' folder.
Import a NAF record for a Work
Find and View the Work Record for Importing
- Open the RIMMF Search and Retrieval Tool <F3>
- You can read more about that tool again, **here**
- Search in [ID]NAF: Goudge, Elizabeth, 1900-1984
- If not already highlighted, select: Goudge, Elizabeth, 1900-1984
Note that the list of hits only shows up to 'G' in the titles. This is because a search on [ID] NAF only returns a max. of 10 hits
- Add “. Herb of grace” to the search box, to make the search: Goudge, Elizabeth, 1900-1984. Herb of grace (you must include the period and the space)
- Click <Search>
- If not already highlighted, select the hit for 'Goudge, Elizabeth, 1900-1984. Herb of grace'
- Click <Import>
An 'R-Tree' displays the RDA Record set for the Work. Notice that this includes not just the Work, but also the Author. But notice that the Work checkbox, to the right of the Heading, is checked whereas the Author checkbox is not checked. This is because the Import process determined that you already had data for the Author in your EI (matched on the 'Identifier for the Person' element or the Authorized Access Point for the Person) When the Work record is imported, the Import process links that record to the Author record that is already present in your EI.
- Double-click on the heading for the Work
This opens the record for the Work. You should always check that everything that could be mapped from the MARC Authority record was mapped. We did not look at the MARC record before we clicked 'Import' but we can do so now.
Show the Source Record
- Go to the Options Menu (in the Menu bar of the record)
- Choose Show source <Ctrl+Alt+S>
- Notice which MARC data:
- mapped over, and to where
- did not map over
You should always check that the Work record that you are about to import is the one that you want. For the purpose of this tutorial, let's say that this is the Work record that we want.
- Close the MARC Record
- Close the view of the temporary RIMMF record [X]
The record that you were seeing had not been imported yet; you can tell this is the case, because the <Import> button is still available. If you had tried to edit that temporary record, you would have been given a reminder that you needed to import it first.
Discard the Work Record
- From the R-Tree:
- Click the down arrow by the <Import> button (near the bottom of the screen, in the middle)
- Select <Discard selected records>
- Click <OK>
Notice that both the Work and the Author disappear from the R-Tree.
- Go to the EI <Ctrl+E>
Nothing has been added to the EI. This was just to show you how the Discard option works.
- Close the R-Tree window
Import the Work Record
Now let's actually import the work record.
- Return to the <F3> screen
- Make sure that 'Goudge, Elizabeth, 1900-1984. Herb of grace' is still selected
- Click <Import>, again
- Click the down arrow by the <Import> button on the resulting R-Tree
- Select <Selected records>
- Click <OK>
The Work record imported, this time, so when you open it this time, you will be able to edit it.
- Open the EI <Ctrl+E>
Note that you now have two records in your EI
Change the Element Label for the Author Relationship
- Double-click on the Person heading
- In the Person record for Goudge, find the Element Label: 'Author Of'.
Notice that the data for that element is the heading for our Work plus the RIMMF Identifier (RID) for the Work record we just imported. RIMMF has imported the Work record, and linked that record to this Person record, that was already in our EI.
- Double-click on the heading for the Work (in the Text box for the 'Author Of' element)
This takes us to the linked Work record.
- Double-click on the heading for the Person (in the Text box for the 'Author' element)
Back at the Person record, let's say we know that Elizabeth is actually the cartographer of the Work; so we need to change that label, 'Author Of' to: 'Cartographer Of'. Always check that the most appropriate and specific label has been used for a Relationship element during the import process; and fix the label if necessary.
- In the Person record, click on the Label 'Author Of'
- Choose 'Cartographer Of' from the list (see How to: Change a Relationship Element label for more options)
- Double-click on the heading for the Work (in the Text box for 'Cartographer Of')
Back at the Work record, notice that the Element Label for the Person has automatically changed to match the change made to the linked Label: we changed 'Author Of' to 'Cartographer Of', in the Person record, so RIMMF changed 'Author' to 'Cartographer', in the linked Work record. But that was just for practice, so now we have to change the labels back to what they were.
- In the Work record, click on the label 'Cartographer'
- Choose 'Author' from the list
There is no need to go to the Person record and change the label there, RIMMF will have done it for you.
Add Data to the Work Record
- Consider whether there is anything we could add to the Work record
If you read the entire Wikipedia article on the author (when you did Tutorial #1) you might have noticed that the article lists all of Goudge's works and their dates
- Go to the Person record
- Find the 'Source Consulted' element that contains the URL for the Wikipedia article
- Double-click on that URL
- Go to the “Bibliography” section of the Wikipedia article
- Find the “Herb of grace” Work in the list of works and dates provided
- Return to the Work record
- Click the WEMI Links [W] button at the bottom left of the Person record
Notice that we already have the 'aka' title in the article: "Pilgrim's Inn" listed as Variant Title for the Work
- Put your cursor on the 'Title of Work' label
- Enter <F4> (to insert a blank element below the Title element)
- Type 'D' and hit <Enter> (to choose 'Date of Work' from the pull-down list for this element)
- Enter the date from Wikipedia: 1948
- Save the record <Ctrl+S>
Add a Series Relationship link to the Work Record
- Return to the Wikipedia article
Back at the Wikipedia article, notice that this Work 'Herb of grace' is in a series: 'The Eliots of Damerosehay Saga' We don't know anything more about this series, but we can still find or create a Work record for it; and can link this Work, to the record for that related series Work
- Return to the Work record
- Insert a blank element at the bottom of the record <F4>
- Type 'Related' (to choose 'Related Work' from the pull-down list for this element)
- <Enter> <Enter> (i.e., twice)
- Click on the arrow to the right of the 'Related Work' Element Label
Notice that you get a long list of possible more-specific relationship designators for this element 'Related Work'.
- Hit <F7>
Notice that you get a structured list of possible more-specific relationship designators for this element, instead.
- Click the <[+]> button for 'Whole-Part Work Relationship'
- Click the <[+]> button for 'Contained In (Work)'
- Select <In Series>
- Click <Save>
You are saying that this Work (Herb of grace) is in the related Series Work.
- Add a Link to the Related Entity–the Series Work
- Right-click in the Text box for the Series
You can either make a link to a record for the Series Work (first either finding or creating such a record) or you can enter an unlinked text string for the title of the Series.
You are encouraged to try to find or create a record and link to it, rather than simply entering a text string.
In the interest of time, let's say that we already know that there is no NAF record for this series so we will make a new record for the series and then link to it.
- Select <Create new work>
- Select a template to work with: <work template TMQ.txt>
We only know 3 things about this series: 1. Its title (according to Wikipedia) 2. Its author 3. Its Form of Work: Series
- Click on the Text box for 'Preferred Title for the Work'
- Type: Eliots of Damerosehay saga
- Click on the Text box for 'Form of Work'
- Type: Series
- Find and click on the Element Label for 'Creator'
- Change it to 'Author'
- Right-click on the Text box for 'Author'
- Select <Link to (EI)>
- Double-click to insert: Goudge, Elizabeth, 1900-1984
- Click on the Text box for 'Authorized Access Point' to autofill the AAP for the Work
Notice that the AAP is composed of: - the AAP for the Author (notice that its AAP checkbox is ticked) - the Preferred Title for the Work (its AAP checkbox is ticked)
This autofill is programmed according to RDA instructions; click the RDA Rule for the 'Authorized Access Point' and then 220.127.116.11, to read about it. Notice that the Variant Access Point for the Work is also autofilled; you can read about that in the RDA instructions, too.
- Click on the Text box for 'Status of Identification'
- Select <fully established>
- Click on the Text box for 'Source Consulted'
- Copy and paste the URL for the Wikipedia article on Goudge:
Notice that a Related Work link has already been provided in this Series record; it is labeled 'Series Container Of' to correspond to the label you chose in the Work record for Herb of grace. We call this 'back-linking'
- Add Numbering of Part: 2
- Save the record <Ctrl+S>
- Double-click on the heading for the related Work (Series Container Of)
This takes you back to the work that is in the series.
- Close both Work records (Save them, if prompted)
View the R-Tree for your set
- Go to the Person record
- Click the button for the <R-Tree>
Notice that we now have: 1 Person 2 Works that she is the author of
- Expand the entry for the Series Work (Eliots of …)
- Click the [+]
If the [+] is not showing, you might have forgotten to save and close the Work records
- Right-click on the second 'Author of' entry for the Herb of grace Work
- Choose “Dig this”
Notice the 'Series container of' link to the Herb of grace Work, and the inverse 'In series' link from that Work to the Series Work.
End this Tutorial
- Return to the Main Menu
- Close everything
If you are finished playing with RIMMF for now, close RIMMF. If you want to proceed, go to Tutorial #3