Hi Lee
The simple approach would be to extract all the "index" "preferred" terms from the thesauri, and use these as a single lists in the appropriate context (mon type, object type, etc). Then index your records using either the term identifier or the term text (each has pros and cons). You would also want to retain the scope notes in your lists and make these available to users in some way.
You should also include a method of adding candidate terms to the list (and keeping track of these) - the national thesauri are always changing with continued use, and you will want to use terms that have not yet been included.
However overall this is a poor approach for many reasons, for example:
- loss of hierarchical conceptual organisation of terms, which in turn would make it harder to index/search with appropriate terms. As you note, a very long list of terms is hard to use.
- inability to search by broader terms to retrieve records indexed with narrower terms.
- problems with keeping in step with changes in the national thesauri.
The even-simpler approach of simply looking terms up online and then re-typing them should not really be considered in an HER, as it is far too error-prone, and horribly inefficient (time taken etc).
Others may have good solutions, but the best option must be to develop a means of storing and using the complete thesauri with hierarchy, plus implement mechanisms for adding/submitting candidate terms, searching by narrow/related terms, searching/browsing the thesauri, and for applying regular updates to the thesauri and your records.
The bad news is that this is rather complex and, if you are developing a one-off system, potentially expensive.
Needless to say, HBSMR does all the above (...you knew there would be a plug!).
You also have the significant task of migrating your existing data to use the thesaurus terminology. We could help with this if you want.
Best wishes
Crispin
________________________________
From: Issues related to Historic Environment Records on behalf of Lee White
Sent: Thu 15/05/2008 08:15
To: [log in to unmask]
Subject: Monument Type lists
Dear All,
here in Durham we are re-organising our HER database in order to meet benchmark standards. We are incorporating the NMR Monument Thesaurus list (amongst many others) as the one we currently have is based on it, but is not inclusive/correct.
What we'd like to know is if those of you who have this list but are NOT using HBSMR, have had any problems importing this huge list (over 5500 records) into their databases. If so how have you dealt with this? Have you forgone having a controlled list, and like OASIS simply require the user to look the term up on-line and enter the correct term; have you restricted the list to a certain level of the hierarchy; done something else entirely?
Any comments greatfully received.
Regards
Lee
____________________________________________
Assistant Archaeology Officer
Libraries, Learning and Culture
Adult & Community Services
Durham County Council
The Rivergreen Centre
Aykley Heads
Durham
DH1 5TS
0191-370-8846 (T) 0191-370-8897 (F)
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On-line SMR: www.keystothepast.info
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