Academic Image Cooperative
Data Model Entity Definitions
SortOrder[5.00]
DIAGRAM_NAME[ Location ]
Diagram_Description[ -
The diagram called "Location" brings together the types of data used to indicate where the catalogued work is and has been. These "locations" include several elements that appear in the VRA 2.0 core categories as separate entities.
The VRA core 2.0 defines requirements to record the
Repository Name (W9),
Repository Place (W10),
Repository Number (W11),
Current Site (W12), and
Original Site (W13).
The WorkLocation entiry keeps track of
1)the assignment to Names of Repositories,
2)the dates during which works are held in repositories and
3)the status of the Repository in the life cycle of the recorded objects.
It also distinguishes between "repositories" and "sites". According to the VRA core 2.0 specifications a "repository" is the "administrative unit" where the work is located. This implementation distinguishes between the the "administrative unit" that has legal custody of a work of art and the "administrative unit" where the work is housed. This distinction is made because some works, on long-term loans, are commonly associated with locations that do not serve as the legal custodian of the object.
In addition, for the purposes of this implementation, a repository is a location to which a work of art has been brought for administrative safe-keeping, and specifically excludes locations where a work of art resides because it was commissioned for that place or was brought there to fullfill some function in context of that location. The Church at Chartres would be a site even though works may have been brought to the building for administrative safekeeping.
A museum would be a repository even though works of art may have been commissioned to help express the ritual function of being a museum.
The Repository Name, that is the name of the current repository, in the VRA Core 2.0 is defined as non-repeatable, assuming that an object cannot be in more than one place at a time. By defining the Repository Place as non-repeatable, therefore, it is impossible to use the field to record the locations of former repositories and former collections.
It is much better to allow the repository place to be multi-valued, but conditioned by a field that explains the Status of the work in the repository. This way a former repository can be differentiated from a current repository. Further, as works change collections (as they do from time to time), former current repositories need not be changed, only the new one added. For this reason the WorkLocation entity is given fields in which to record the dates of an object's residence in a repository.
The Repository Name is not given a field in this implementation. Instead the WorkLocation entity links to the name of the Repository that has been stord in the Corporation file. Since repositories are not just museums, but buildings such as churches and palaces for which works may have been commissioned, and which, indeed, may have commissioned works (as today), it makes sense not to repeat this information in multiple fields, but, rather, to link, as needed, to the Corporation entity.
If a repository changes its name, the repository record (in the Corporation entity) should not be changed. Instead a new record, with a new name should be created, minding the date of the change in administrative nomenclature. The two repositories (the former and the latter) should then be linked through the mechanism established in the CorporateRelation entity (see diagram 03A).
The Repository Number (W11) should be entered into the appropriate field for each repository. Sometimes numbers are changed as they move from one collection to another. Museum systems frequently identify a field for "former numbers," but because, potentially, this system can be used to identify more than the current repository, ocurrances of repository numbers can be recorded with each appropriate repository.
Works may be either in a repository or a site, but sometimes the site of an object over the years turns into the work's repository as the function of the site (should it be a building, for instance) be changed. More commonly, a work found at a cite is moved to a repository. It should be possible to create a cite record and a repository record for any given item. It makes sense not to distinguish between repository and site when recording the location(s) of works of art, but rather to identify the varying states of existence an object may have with respect to where it is. Thus the WorkLocation entity allows each work to be identifed by a variety of status terms: as in its "Original Location" (in situ), in its "Found Location," in a "Former Location," in an "Unknown Location," (i.e. lost or stolen), as "Destroyed" (i.e. no location), as assigned to an "Administrative Entity" (that has legal responsibility for an item but not its custody -- to distinguish between ownership and long-term loans, for instance), as a "Temporal Work," meaning that it no longer exists by design, that it has been "Disassembled," meaning that it may exist but probably will not be recreated (as in Cristo's work), and that it is not in any location now, but was last documented in a known or unknown location.
These states (above) not only cover the requirements for identifying repositories but also the other two VRA core 2.0 standards for Current site and Original site (W12 and W13).
While the Corporation entity (see Diagram 03A) establishes the name of the entity, it does not establish a location for the repository or for a site.
To locate works geographically, the WorkLocation entity uses the GeographicNameAuthority entity. This entity is a miniature version of a geographical thesaurus, but one that lists only those terms and places needed to identify the location (from precise location, through country) of the catalogued work. The terms of use for the GeographicNameAuthority should derive from the TGN, the Thesaurus of Geographic Names created by the Getty Trust. Sister terms are also useful here since the TGN's preferred name is usually the local, non-Engish version. The Geographic Name Authority, because it is recursive and builds from small entity to large entity, following the structure of other recursive systems, suggests that it can be used as an entry point to collection queries. It records not only the cities or districts in which repositories exist, but also the names of archaeological sites and neighborhoods used to identify the cite of works. Hence, should someone wish to find a list of all works in the AIC located in Rome, the GeographicNameAuthority can be used (like the ChapterHead entity) to produce such a list. More than likely, however, the user will start with Rome and then choose a district within Rome for further refinement, choosing between places identified as archaological sites and repositories, if necessary.
Diagram 02 includes an entity for subject matter, called the SubjectAuthority. The SubjectAuthority entity contains a lookup into the GeographicNameAuthorityEntity. Sometimes the subject of an image or of a work is a geographical location or an archaeological site, e.g. The Acropolis, or the Roman Forum. A link to the GeographicNameAuthority entity allows lookups from that authority file into the subject file. This linkage enables the GeographicNameAuthority to link, therefore, not only to works from sites and to locations of repositories, but also to depictions of locations.
Opportunity is also provided to link any location record to a bibliographic entry through a WorkLocationCitation entity. Because the WorkLocation entity permits the editor to record the precise location of any work within a repository or a site (in the WorkLocationPlacement field), the Bibliography file can be used to map works cited in standard guidebooks to specific locations, useful for certain categories of research.
Each entity contains a field for *RecordStatus. This is an administrative field used to record the degree of completeness of the record. It can be used during data entry to indicate that further editing must be done or that the work has yet to be approved. A suitable series of terms must be created for this field in its various manifestations.
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Academic Image Cooperative
Data Model Entity Definitions
SortOrder[5.05]
DIAGRAM_NAME[Location]
Entity_Name[WorkItem]
Entity Type
Independent_Entity[x] or
Dependent_Entity[ ] or
Associative_Entity[ ] or
Subset_Entity[ ]
Entity_Description[ --
WorkItem is the main record for a cataloged work of art, its Key field, WorkItemID, identifies the work uniquely. Here in the Location diagram, it is represented summarily in order to show the relationship between the WorkLocation entity.
Structure:
One-to-many relationship: One WorkItem record may link to zero, one or many records in the WorkLocation entity.
This one-to-many arrangement allows the editor to list multiple occurrences of WorkLocation. WorkLocation records include links to the name of current and former repositories, to original and current sites.
RULES:
Links from WorkItem to WorkLocation records are not required, but cataloguers should know that they a preferred since access to information on objects is frequently made by a query on their location.
Among the records linked to WorkItem from WorkLocation only one record may be identified as an Original Site and only one record may be identified as the current site or the current repository.
FIELDS:
WorkItemID
WorkItemID is the key field for WorkItem. The value of WorkItem is assigned serially and corresponds to the values defining the WorkId field in the temporary Concordance-entity WORK table. Beginning at some value superior to the last assigned value in the Work table.
NOTE:
This is an incomplete listing of fields for this entity. See other occurrences of WorkItem in these papers.
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Academic Image Cooperative
Data Model Entity Definitions
SortOrder[5.10]
DIAGRAM_NAME[Location]
Entity_Name[WorkLocation]
Entity Type
Independent_Entity[ ] or
Dependent_Entity[x] or
Associative_Entity[x] or
Subset_Entity[ ]
Entity_Description[ --
The function and working of the WorkLocation entity is described in record 5.00, above. This entity manages the assignment of works of art (as identified in the WorkItem entity) to places and institutions where the work has been and is currently.
STRUCTURE:
The WorkLocation entity is linked directly to five other entities: WorkItem, Corporation, WorkLocationStatus, GeographicNameAuthority and WorkLocationCitation.
1)Between WorkLocation and WorkItem there is a one-to-many relationship. One WorkItem record may be linked to zero, one or many WorkLocation Records, indicating the multiple places where an items has been located. Zero is permitted as an option for works with insufficient information to locate. One WorkItem record may link only to one WorkItem record. Note that one WorkItem can be linked to multiple Views (not in this diagram). It is the work that is located, not the view.
WorkItems may be linked to each other recursively (not shown in this diagram), so that one WorkItem record may stand for an accumulation of works (as in a porch of a Gothic church) while another WorkItem record may stand for just a single piece of sculpture on that porch. The cataloguer must decide whether all such records must be linked to locations or whether just certain WorkItem records should be linked. The decision is made on an item by item basis.
In the case of a multi panel altarpiece, for instance, where the panels have been dispursed into a variety of repositories, a single record may be created for the altarpiece in its original location, and subsidiary records created for each panel in its current location. The record created for the altarpiece in its entierty may not necessary be associated with an image, but its subsidiary records may. There is no obligation on the part of the cataloguer to create records for which no images appear in the database, though, through discretion, some records (as for the altarpiece in its original state) may be created when their presence may tend to clarify the relationships among works of art.
2)Between WorkLocation and Corporation there exists a one-to-many relationship. One Corporation record may be linked to zero, one or many WorkLocation records.
Note that institutions change their names and that works linked to a Corporation record with one name, may currently (or subsequently) be under the jurisdiction of an institution (the same institution) with a different name. The cataloguer should be certain, whenever feasible, to establish a new corporation record for each name change, and to link the oldname record to the newname record via the CorporateRelation entity defined in diagram 03A.
3)Between WorkLocation and WorkLocationStatus there is a one-to-many relationship. One record in WorkLocationStatus may be linked to zero, one or many records of WorkLocation. One record in WorkRelation must be linked to one record in WorkLocationStatus.
Because there may be more than a single location for a work (as defined in WorkLocation), the status of that location must be defined. WorkLocationStatus is an authority file used to register the terminology that defines the status of a work with respect to each of its registered locations. Typical or suggested terms follow and apply both to repositories and sites:
WorkLocation entity allows each work to be identifed by a variety of status terms as recorded in WorkLocationStatus:
4)Between WorkLocation and GeographicNameAuthority there exists a one-to-many relationship. One GeographicNameAuthority record may be linked to zero, one or many WorkLocation Records. One WorkLocation record may be linked to one GeographicNameAuthority record.
GeographicNameAuthority is a recursive entity. The location of the recorded site or repository should be linked to the GeographicNameAuthority record that represents the smallest entity appropriate for locating the site or repository. For archaeological sites, the name of the site, itself, will serve as the smallest entity, that site may be related subsequently to a district or neighborhood or inhabited place in thei hierarchy. For repositories, typically the name of the inhabited place where the repository resides will be sufficient. In each case, the name of the archaeological site or inhabited place must be built up to include the name of the country in which it exists.
5)Between WorkLocation and WorkLocationCitation there exists a one-to-many relationship. One WorkLocation record may be linked to zero, one or many WorkLocationCitation records. Typically such bibliographical reecords will consist of Collection catalogues, inventories and guidebooks, since the WorkLocation subject matter is about sites and repositories. Studies and reports of excavations are also appropriate bibliographic items for this entity.
RULES:
WorkItem records typically will have at least one WorkLocation record attached, though, as mentioned above, discretion is given to the cataloguer to determine whether a WorkLocation record is appropriate. A WorkLocation record may not exist in a stored condition unlinked to a WorkItem Record, a WorkLocationStatus record and a GeographicNameAuthority record. WorkLocationCitation records may not exist in a stored condition unlinked to a Bibliography record and a WorkLocation record. WorkItem records, Corporation records, WorkLocationStatus records, GeographicNameAughority reocrds and Bibliography records may exist unlinked to any other record, though in all likelihood GeographicNameAuthority records will be linked to at least one record (recursively) in its own entity.
The Corporation entity may be used for any repository or site that needs to be identified as an institution. This is a requirement for repositories and for those sites that are, in effect, buildings, like churches and architectural constructions that cannot be listed in the GeographicNameAuthority. Archaeological Sites, however, such as the Acropolis (but notice there is an Acropolis Museum on the Acropolis), may need not be mentioned in the Corporation list.
The WorkLocationStatus entity contains all terms that are used to establish the disposition of the object in its relation to WorkLocation. Sample terms and their meaning have beeen listed above. A link to the status term entity is required.
Each WorkLocation record must be linked to a single GeographicNameAuthority record, as described above.
One WorkLocation record may be linked to multiple instances of WorkLocationCitation records.
Advanced query access points to the database should be made available through Corporation, WorkLocationStatus, GeographicNameAuthority and Bibliography. WorkItem, for advanced queries only contains the WorkItemID as a queriable entity. Simple access points, however are recorded in WorkItem (see other ER diagrams).
FIELDS:
WorkLocationID
This is the primary key field. Its values are unique to each record. Deleted records retire the value of the primary field. New values are added sequentially. This field does manifests as a foreign key in WorkLocationCitation.
CorporationID
CorporationID in the WorkLocation entity is a foreign key used to link Corporation records to the WorkLocation entity. It is not unique.
WorkItemID
WorkItemID in the WorkLocation entity is a foreign key used to link WorkItem records to the WorkLocation entity. It is not unique.
WorkLocationStatusID
WorkLocationStatusID in the WorkLocation entity is a foreign key used to link WorkLocationStatus recrds to the WorkLocation. It is not unique.
GeographicNameAuthorityID
GeographicNameAuthorityID in the WorkLocation entity is a foreign key used to link GeographicNameAuthority records to the WorkLocation. It is not unique. The values in this field are used to fulfill the requirements of VRA Core ver 2.0 requirements for Repository Place (W10), Current Site (W12) and Original Site (W13).
WorkLocationTypeGeneral
WorkLocationTypeGeneral is a text field used to indicate whether this record cites a repository or a site. There will be times when it will be difficult to determine whether the location should be called one or the other. For example, a work in the Acropolis museum may have one record that shows that its Original Location was a site (the Acropolis) and the current location a repository (the Acorpolis Museum). Each of these records will be tied to the GeographicNameAuthority for Acropolis as a site.
WorkLocationTypeSpecific
WorkLocationTypeSpecific is a text field used to record the kind of repository or site is being catalogued. This should be a controlled vocabulary field, but no defined terms have been created. Typical entries might be art museum, history museum, church, office building, library, archives, baptistry, gallery, private collection, school, etc.
WorkLocationWhoAssigned
The name of the person who created or last edited this record. Ideally this value should be taken from an authority file of names and information about editors.
WorkLocationDateAssigned
The last date on which the WorkLocationWhoAssigned field was edited.
WorkLocationIdentificationNumber
This field is used to record the number (usually accession number) given to the object by the repository that holds legal title to the object. For sites and some collections this may be an inventory number. There is no specified format for these numbers, though certain conventions tend to be used with frequency. Some repositories do not give individual numbers to items in certain collections, using a lot number instead. The number used by the institution or cite for which the WorkLocation record is being established should be entered into this field. Usually this information is not readily available and will not be entered. When photographic archives are copied, the accession number frequently accompanies the photograph. Some institutions change their accession numbers, in these cases, when more than one number applies to an object in one institution, the cataloguer should enter as many as are available. This is not an indexed field and no searching will occur in it -- except rarely.
WorkLocationRecordStatus
Each major entity must have a RecordStatus field. This is an administrative field used to render the administrative status of the record. Some records may be marked as incomplete, others as in need of further editing, other as checked and passed, etc. A set of terms should be defined to cover key object status conditions.
Date Fields:
WorkLocationEarlyDateDescriptor
WorkLocationEarlyDate
WorkLocationLateDateDescriptor
WorkLocationLateDate
Following the customary use of the four date fields, this set should indicate the period of time the object connected to the specified Work Location was held by the the named repository or was situated in the listed cite. For current collections the LateDate fields should be blank. If multiple WorkLocation records exist for any single object sorting them by, EarlyDate or by LateDate should yield (barring errors and omitions) a history of the object's provenance.
WorkLocationPlacement
This field, unusual in most object cataloging systems, but derived from the Museum Object Location data, provides the user an indication as to where the named work can be found in the institution. The Gallery Number or, in some cases the location specified in a guide book like Bedeker will be placed here.
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Entity_Connection_One-Name[ ]
Entity_Connection_One_Cardinality[ ] 1)1:1, 2)1:M, 3)M:M
Entity_Connection_One_Direction[ ] Parent / Child
Manditory[ ] or
Optional[ ]
Academic Image Cooperative
Data Model Entity Definitions
SortOrder[5.15]
DIAGRAM_NAME[Location]
Entity_Name[Corporation]
Entity Type
Independent_Entity[x] or
Dependent_Entity[ ] or
Associative_Entity[ ] or
Subset_Entity[ ]
Entity_Description[ --
The Corporation Entity is described in Diagram 03A (Attribution).
It appears in the Location diagram because it is used to register the names of repositories and other legal entities that serve as owners and/or custodians of works of art.
Structure:
The Corporation Entity is linked to the WorkLocation entity in a one-to-many relationship. One instance of a Corporation may be linked to zero, one or many instances of WorkLocation.
Fields:
CorporationID
This is the primary key field. Its values are unique to each record. Deleted records retire the value of the primary field. New values are added sequentially. This field does manifests as a foreign key in WorkLocation and in WorkLocationCitation, where is serves no useful purpose.
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Academic Image Cooperative
Data Model Entity Definitions
SortOrder[5.20]
DIAGRAM_NAME[Location]
Entity_Name[WorkLocationStatus]
Entity Type
Independent_Entity[x] or
Dependent_Entity[ ] or
Associative_Entity[ ] or
Subset_Entity[ ]
Entity_Description[ --
The WorkLocationStatus entity defines the disposition of the object in its relation to the site or repository into which it is or has been residing.
It makes sense not to distinguish between repository and site when recording the location(s) of works of art, but rather to identify the varying states of existence an object may have with respect to where it is.
Because there may be more than a single location for a work (as defined in WorkLocation), the status of that location must be defined. WorkLocationStatus is an authority file used to register the terminology that defines the status of a work with respect to each of its registered locations. Typical or suggested terms follow and apply both to repositories and sites:
WorkLocation entity allows each work to be identifed by a variety of status terms as recorded in WorkLocationStatus:
These states (above) not only cover the requirements for identifying repositories but also the other two VRA core 2.0 standards for Current site and Original site (W12 and W13).
The WorkLocationStatus entity may serve as an entrypoint into the database for expert searches. For example a researcher may wish to find a list of lost or missing works or destroyed works, etc.
Structure:
WorkLocationStatus is associated to WorkLocation in a one-to-many relation. Any single record in WorkLocationStatus may be connected to zero, one or many records of WorkLocation. One record in WorkLocation must link to one record in WorkLocationStatus.
Fields:
WorkLocationStatusID
This is the primary key field. Its values are unique to each record. Deleted records retire the value of the primary field. New values are added sequentially. This field does manifests as a foreign key in WorkLocation and in WorkLocationCitation where it serves no useful purpose.
WorkLocationStatusTerm
This is the term used to indicate the status of the work in relation to its disposition in the cited repository or site. In this entity these terms are unique and may not be repeated. As such it seves as an alternate key (AK). The field-type is text.
WorkLocationStatusNote
This field, a MEMO field is used to provide usage and scope notes for the WorkLocationStatusTerm.
WorkLocationStatusRecordStatus
Each major entity must have a RecordStatus field. This is an administrative field used to render the administrative status of the record. Some records may be marked as incomplete, others as in need of further editing, other as checked and passed, etc. A set of terms should be defined to cover key object status conditions. It would be a good idea of these terms were uniform across all entities.
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Academic Image Cooperative
Data Model Entity Definitions
SortOrder[5.25]
DIAGRAM_NAME[Location]
Entity_Name[GeographicNameAuthority]
Entity Type
Independent_Entity[x] or
Dependent_Entity[ ] or
Associative_Entity[ ] or
Subset_Entity[ ]
Entity_Description[ --
While the Corporation entity (see Diagram 03A) establishes the name of the entity, it does not establish a location for the repository or for a site.
To locate works geographically, the WorkLocation entity uses the GeographicNameAuthority entity. This entity is a miniature version of a geographical thesaurus, but one that lists only those terms and places needed to identify the location (from precise location, through country) of the catalogued work. The terms of use for the GeographicNameAuthority should derive from the TGN, the Thesaurus of Geographic Names created by the Getty Trust. Sister terms are also useful here since the TGN's preferred name is usually the local, non-Engish version. The Geographic Name Authority, because it is recursive and builds from small entity to large entity, following the structure of other recursive systems, suggests that it can be used as an entry point to collection queries. It records not only the cities or districts in which repositories exist, but also the names of archaeological sites and neighborhoods used to identify the cite of works. Hence, should someone wish to find a list of all works in the AIC located in Rome, the GeographicNameAuthority can be used (like the ChapterHead entity) to produce such a list. More than likely, however, the user will start with Rome and then choose a district within Rome for further refinement, choosing between places identified as archaological sites and repositories, if necessary.
Diagram 02 includes an entity for subject matter, called the SubjectAuthority. The SubjectAuthority entity contains a lookup into the GeographicNameAuthorityEntity. Sometimes the subject of an image or of a work is a geographical location or an archaeological site, e.g. The Acropolis, or the Roman Forum. A link to the GeographicNameAuthority entity allows lookups from that authority file into the subject file. This linkage enables the GeographicNameAuthority to link, therefore, not only to works from sites and to locations of repositories, but also to depictions of locations.
Structure:
GeographicNameAuthority is linked to two other entities: The WorkLocation entity and the GNALocTypeAuthority. In addition, it has a recursive relationship with itself.
1.The GeographicNameAuthority is linked in a one-to-many relationship to the WorkLocation entity. One record in the GraphicNameAuthority entity may link to zero, one or many records in the WorkLocation entity. Each record in WorkLocation must link to one record in the GeographicNameAuthority entity.
2.The GeographicNameAuthority is linked in a one-to-many relationship to the GNALocTypeAuthority [Geographic Name Authority Location Type Authority (place types)]. One record in GNALocTypeAuthority may link to zero, one or many records in the GeographicNameAuthority entity. Each record in the GeographicNameAuthority entity must linke to one record in the GNALocTypeAuthority entity. The GNALocTypeAuthority defines the kind of name registered in the GeographicNameAuthority entity. The terms should follow the list of "place types" used by TGN.
3.The GeographicNameAuthority is linked to itself in a one-to-many recursive structure. Any one record in the GeographicNameAuthority may link as a parent to any number of records in the Same file. This is done by linking the GeographicNameAuthorityID field (the parent) to the GeographicNameAuthorityID/1 field (the child). In this scheme, each child may have only one parent and each parent record may have multiple children. The relationship is optional: Records may exist in the GeographicNameAuthority entity without being linked to any other records.
Rules:
WorkLocation records must have a record from the GeographicNameAuthority linked to it. This means that a WorkLocation record cannot be stored unless that link exists. If no precise Geographic name is available for a given WorkLocation, then the cataloguer has the option of linking the given WorkLocation record to a high level Geographic record -- like a country.
Similarly, every GraphicNameAuthority record must be linked to a record in the GNALocTypeAuthority entity. No GraphicNameAuthority record may be stored unless that link exists.
Recursive relationships are optional, but the builder of recursive relationships should be prevented from creating circular structures in which parent records are made children of their own children or descendants. (In this database you cannot be your own grandpa.)
Fields:
GeographicNameAuthorityID
This is the primary key field. Its values are unique to each record. Deleted records retire the value of the primary field. New values are added sequentially. This field does manifests as a foreign key in WorkLocation. Because GeographicNameAuthority contains a recursive relationship GeographicNameAuthorityID is replicated in the GeographicNameAuthority entity as GeographicNameAuthorityID/1. GeographicNameAuthorityID identifies in all recursive relationships the child record.
GeographicNameAuthorityID/1
This is a replication of the primary key field when it is used to create a recursive structure. It represents the GeographicNameAuthorityID of the parent record. It is not unique. It serves as a foreign key to GeographicNameAuthorityID
GNALocation
GNALocation is a text field that contains the name of the place location being catalogued. While each place is "unique" place names are not unique, so this field, while indexed, cannot be indexed for uniqueness.
During display of the records in GeographicNameAuthority, a lookup should follow from field GeographicNameAuthorityID/1 to the parent record (if one exists) identified as the GNALocation value found throughGeographicNameAuthorityID/1. A similar lookup should display the next level up until all recursive relationships are exhausted. This will provide the user with enough material to determine whether the placename chosen is proper. Because the WorkLocation record is linked to the GeographicNameAuthorityID, the link will always be made to the record in its hierarchical ambiance.
The recursive structure defined for the TextChapterHead placed two values (child and parent) in a single record. This was possible because the chapter structure of the textbooks is static. The GeographicNameAuthority entity, on the contrary, is a dynamic system and must better be able to respond to changes in structure.
Hints on how to display the contents of the GeographicNameAuthority entity may be taken from the web display of the TGN on the Getty web-site.
GNARecordStatus
This field is used to record the status of the information entered into a GeographicNameAuthorityRecord. On occassion terms and names may have to be authenticated before they are fully accepted. There should be a vocabulary of status terms that can be applied here.
GNALocTypeAuthorityID
GNALocTypeAuthorityID is the foreign key that links the GeographicNameAuthority entity to the GNALocTypeAuthority entity. The GNALocTypeAuthority entity keeps track of geographic name types, e.g. "archaeological site," "river," "inhabited place," "country," "county," "state," "province," etc.
GNALocationSource
This text field is used to record the name of the source from which the term in the GNALocation field derived. Most frequently it will be the TGN, but other sources are possible. This field is currently defined a a short text field because it is expected that the source will be rendered as an abbreviation of a commonly used reference.
Comment:
It may be a good idea to pre-load the GeographicNameAuthority with at least the names of the current countries and the major divisions, such as the states and key cities and sites that are centers for museums and other art collections.
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Academic Image Cooperative
Data Model Entity Definitions
SortOrder[5.30]
DIAGRAM_NAME[Location]
Entity_Name[GNALocTypeAuthority]
Entity Type
Independent_Entity[x] or
Dependent_Entity[ ] or
Associative_Entity[ ] or
Subset_Entity[ ]
Entity_Description[ --
The GNALocTypeAuthority contains the terms that define the type of places recorded in the GeographicNameAuthority. These terms should generally correspond to those used in the Getty Thesaurus of Geographical Names (TGN).
Structure:
The GNALocTypeAuthority entity is linked to the GeographicNameAuthority entity in a one-to-many relationship. Any record in the GNALocTypeAuthority entity may be linked to zero, one or many records in the GeographicNameAuthority. Each record in the GeographicNameAuthority entity must be linked to one record in the GNALocTypeAuthority.
Comment:
By combining Geographical terms in a query a user can request, say, all archaeological sites in Syria.
Fields:
GNALocTypeAuthorityID
This is the primary key field. Its values are unique to each record. Deleted records retire the value of the primary field. New values are added sequentially. This field does manifests as a foreign key in GeographicNameAuthority.
GNALocTypeTerm
This is the field used to enter the name of the geographic location type. Data for this field should derive from the TGN whenever possible. This is an authority file for these terms, so, in this case, this field is indexed for uniqueness and may, therefore, serve as an alternate key.
GNALocTypeTermNote
This text field may be used for short scope notes defining the term in the GNALocTypeTerm field, above.
GNALocTypeAuthTermStatus
This text field is a standard *RecordStatus field. See descriptions above.
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Academic Image Cooperative
Data Model Entity Definitions
SortOrder[5.35]
DIAGRAM_NAME[Location]
Entity_Name[WorkLocationCitation]
Entity Type
Independent_Entity[ ] or
Dependent_Entity[x] or
Associative_Entity[x] or
Subset_Entity[ ]
Entity_Description[ --
The WorkLocationCitation file permits specific locations for specific works of art to be linked to a bibliographic entry. The purpose of allowing a link at the location level, primarily is to acommodate object/place documentation in the form of guidbooks and sales records. This feature will probably not be used much during the initial phase of database building, but will be useful as the database grows to become a research tool. Information databases such as the Provenance Index built by Burton Frederickson at the Getty may be acommodated, if useful.
I have diagramed the WorkLocationCitation as a separate entity, but an argument can be made that there is no reason to separate it from, say, the AttribCitation entity, and that the logic of integrating them would appear were all entities to be rendered on the same diagram.
Structure:
The WorkLocationCitation entity is linked to two other entities: WorkLocation and Bibliography.
1.WorkLocationCitation is related to the WorkLocation entity in a one-to-many relationship. One Location may have zero, one or many instances of WorkLocationCitation. But one instance of WorkLocationCitation must be linked to an instance of WorkLocation. It cannot be independent.
2.WorkLocationCitation is related to the Bibliography entity in a one-to-many relationship. One instance of Bibliography may link to zero, one or many instances of WorkLocationCitation. Each record of WorkCitation must link to one record in the Bibliography entity.
3.There is a many-to-many relationship through WorkLocationRelation between WorkLocation and Bibliography. One bibliographic item may link to many instances of object locations, and one instance of an object location may link to many bibliographic records.
Rules:
Records of WorkLocationCitation may not exist stored without being linked one record in WorkLocation and one record in Bibliography.
Fields:
WorkLocationCitationID
This is the primary key field. Its values are unique to each record. Deleted records retire the value of the primary field. New values are added sequentially. Aside from establishing the sequence of added records, and uniqueness, this field is not used.
BibliographyID
BibliographyID is used as a foreign key in the WorkLocationCitation entity. It permits links to the Bibliography file. BibliographyID is indexed, but not for uniqueness.
WorkLocationID
WorkLocationID is used as a foreign key in the WorkLocationCitation entity. It permits links to the WorkLocation file. WorkLocationID is indexed, but not for uniqueness.
Fix:
CorporationID
The presence of CorporationID is an artifact of VISIO, but identifies the possibility that an individual beginning a search from the name of an institution (such as a museum) may, if implemented, through WorkLocation arrive at Bibliography entries that concern works in that institution. If the WorkLocationCitation entity is merged with the AttributionCitation entity, then use of this feature will be even more transpant.
WorkItemID
The presence of WorkItemID is an artifact of VISIO, but identifies the possibility that an individual beginning a search from the central object record as recorded in WorkItem, may, if implemented, through WorkLocation arrive at Bibliography entries that concern works cited and catalogued through their location. If the WorkLocationCitation entity is merged with the AttributionCitation entity, then use of this feature will be even more transpant.
WorkLocationStatusID
The presence of WorkLocationStatusID is an artifact of VISiO, but identifies the possibility that an individual beginning a search from an object's status, could arrive at bibliographical entries for works that conform to the selected status value. For instance, beginning with search for works identifed as "missing" or "stolen" the researcher can find, through WorkLocationCitation a bibliography on these works.
WorkLocationCitationText
WorkLocationCitationText is the field in the WorkLocationCitation entity used to identify the precise location within the reference to the work in its location context. For example, if the Bibliographic reference is to Johan Dough's, History of the Bagel in Art, the WorkLocationCitationText value might be set to "Ch. 3, p. 24."
WorkLocationCitationRecordStatus
This field is used to identify the completion status or the research status of the WorkLocationCitationText field. It should use a controlled vocabulary similar to the other *RecordStatus fields.
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Academic Image Cooperative
Data Model Entity Definitions
SortOrder[5.35]
DIAGRAM_NAME[Location]
Entity_Name[Bibliography]
Entity Type
Independent_Entity[x] or
Dependent_Entity[ ] or
Associative_Entity[ ] or
Subset_Entity[ ]
Entity_Description[ --
The Bibliography Entity cited in this diagram stands for whatever bibliographical system is eventually created for the AIC database.
It is an entity only in the sense that it may stand for a group of entities to be defined at some later point.