Browse Reports

All of the Catalog search tasks provide at a minimum access to the first three reports listed below in the Select Format listbox. The first three reports are also available in the Public Catalog session but would exclude any records not flagged for public release.

Report Formats

Brief.  Your search results are presented in collection hierarchy order with a display of constructed "title statements":

• for top-level records:  the Repository Number, unless the Preferred Display Number/Label (DNUM) field is filled in, followed by the Title and, if present, Time Period/Date data.
• for sublevel records:  (unless DNUM is present), the assigned Record Level Name and the applicable Identifying Number, followed by title data from the records above, in a "hierarchy path" statement, with the Title of the current record in uppercase and, if present, Time Period/Date data.

Brief by Rank.  This report displays the same data except that the order is based on STAR's relevance-ranking analysis — a cluster analysis of the presence of the user's search terms in the retrieved records, based on weights that we have assigned to a selected set of fields. These weights are summarized below:

Highest weights:  Titles, including unexploded inventory list titles; Creators/Authors; Subjects.

Medium weights:  DC. Other Contributors; Cross-collection Categories; Language; DC. Format and Type; Record Level Name.

Lower weights:  Scope & Contents/Descriptions; Custodial History/Administrative Notes; Credit Line Statement; Biography/Profile; the several DC "place" coverage fields.

Tip 1.  In the Public Catalog session, this report is the default for several of the search options but it is not the default for the Staff session, primarily for the reason cited in the next Tip. The Top Subjects Cluster report is an option only in the Public Catalog session.

Tip 2.  If you enter particular types of searches, e.g., a Collection Code Name search or a cross-levels Title search, all retrieved records will have an assigned ranking of #1 since there is no discriminating search terms to be used in the weightings.

Preview (Staff).  This report presents more information about your retrieved record set and orders the report in collection/hierarchy order, with the collection Title highlighted in the grey banner. For example, in the display below, the second record is a level-2 Series record within the Pinska collection.

• If data are present in the record, Biographical/Profile Data link will be generated and data will be presented in a popup window.
• The "see more" link text in the Preview (Staff) report is unique to each record, using its assigned Record Level Name.

Summary Location Data.  This report displays location/storage data in the retrieved record or, as applicable, looked-up location data from records above (e.g., for a level-4 record, the physical location data of the container, another record above in the hiearchy). If a file/item is linked to a non-hierarchical level-3 container record, a lookup is done to incorporate data from that NHB record.

If the current record contains no location data and there are none in the records above it, this message is generated:

Accessing Electronic Resource Files

Files from any of the three Electronic Resources fields are accessible in the Staff session reports.

• The file for the occurrence that you have checked as "Primary" will be embedded in the report (with the thumbnail image or file-type icon) and other files will be accessible through a link that generates a lightbox array of all of the linked-to digital resources in a popup window.

  

• URL links will be generated in the body of the Preview and More Details reports, e.g.:

  

Tip.  The Staff session will provide access to all images/files, but the Public Catalog session will provide access only to the files that you have marked OK for public, e.g., for the same record shown above if only 3 of the 8 files were flagged "OK."

Finding Aid Report

The Display Finding Aid link is provided for each (attached and unattached) retrieved record, in each Browse and More report.

This dynamically generated online report comprises two separate reports, as illustrated below in the two scrolling parts of the partial display shown below.

• The left-frame report represents the titles of the hierarchical levels of description. The actual Finding Aid is generated in the right frame, initially with the top-level record data and the set of "next-level" records in the hierarchy.
• In the left-frame report, click on the + to drill down to a part of the hierarchy of interest (and click - to close).

• Click on a title to have the right-side report re-generated to display the relevant records in that part of the hierarchy.

  A "jump-to" is invoked when you click the left-frame title so that the report centers on the title of interest. Scroll up to see the item in context of the hierarchy records above and down to see the levels below the selected item.

• At the top of the report is a line generated with your Archive's name (see the Cuadra Associates... line above), from a "level 0" Repository record that you create using the Management task for adding/editing these institutional-data records (see Part D of this manual). Several data elements in the level 0 record are required to meet the ISAD(G) and EAD standards.

  Tip.  In the Public Catalog version, this text is generated as a link and data from your Repository record will be displayed in a popup window that your user community can print or save locally, as illustrated below.

  

• If you have generated an Encoded Archival Description (EAD) file — as a styled or unstyled .xml file — and chosen the option to provide access to the file(s) through this report, the links with your preferred text will be generated at the top of the report, as illustrated in the display above. When you click the link, you can then print or save the report from the popup window.
• Within the report, URLs will be enabled as links but search links provided in the Public Catalog version, for Creators and Subjects, are not generated.

There are these other differences between the Staff and Public Catalog session versions of the online Finding Aid report:

• In the Staff session, the report is generated in a popup window for purposes of your "previewing" the report without needing to launch the Public Catalog session. Close the window when you are done since it is not part of the "breadcrumb" navigation system within the Staff session.

  In the Public Catalog session, the report is integrated into the navigation system and, therefore, is displayed in the "main" window.

• Because it is not a "main window" report in the Staff session, it does not include all of the search link features provided in the Public Catalog version.

Finding Aid for Item-level Collections

For non-hierarchical ("ICAT") collections (i.e., those with a top-level record and only level-4 item records), the hierarchical online Finding Aid report is not used. Instead:

• The Finding Aid link will be generated only for the top-level collection record.

• The report itself includes the standard presentation of Repository and top-level data but, instead of generating what might be hundreds or thousands of item-level records, two cluster-report links are provided to help staff and researchers identify potential items of interest by generating "indexes" to the contents of the collection.

  

Click one of the two links and, in the main report frame, scroll to the end to view the display of links, as illustrated below for the Subject cluster option. Each term is a link, and the number of records to which the term has been assigned is displayed in the first column.

When you click a term or name link, the search is executed automatically and a new report is generated.

• In the Staff session, the "related records" report is generated in another popup window from which you can print or save the report. It includes the top-level-record data with the retrieved subset of item-level records.
• In the Public Catalog session, a related-records Browse report containing the retrieved subset of level-4 item records is presented in the main window with the standard set of report and navigation options.

Image Handling in the Finding Aid Report

• If there is just one image, the thumbnail or file-type icon will be positioned as shown below.

  

  For .jpg and .png files, you can click the thumbnail image to have the standard-resolution file generated in the popup Image Box from which a PDF can be printed or saved.

  

• If a record is associated with more than one image (e.g., front and back images for a single item), a lightbox array is presented within the report. Up to two rows of linked-to files will be generated within the report with a link to "see more" (although, as noted in Reference Guide C-1, we recommend that you test for performance before associating a single record with dozens of image files).

  

  Click the view images... link to have the same image box shown earlier generated with all files and their captions.

  

Show Hierarchy Report

A link for this full hierarchy report is provided in each of the Browse reports except for records that belong to an ICAT collection.

This report is an expanded version of the left-side hierarchical report in the Finding Aid. It is generated in a separate popup window so that you can use the standard toolbar options for printing and saving the file locally.

More Reports

The "see more" reports shown below are available across all of the Catalog search tasks.

More Details.  This is the same report available in the Public Catalog session. It includes only the public fields.

Full Labeled.  This report provides a labeled and somewhat reorganized version of the More Details report. It is also different in these ways: Some related fields have been combined into a single statement, e.g., the Description Level combines your assigned Record Level Name with the system assigned Record Type data. Selected non-public, internal fields are included, e.g., Location Now and Assigned Location. Repeating fields are reformatted into any of several list formats (e.g., separated by / or each occurrence is listed on its own line for easier readability) and subfields are combined into statements with any of several separator characters, e.g., see the Creator field above with the name, followed by data from the date and role subfields.

Full Record (Raw) and (Tagged).  These two reports contain all of your entered data, represented exactly as the data in each field are stored. The first uses friendly label names and the second uses STAR's internal field label. The Tagged format will be useful in relating your data to the internal field names and can be exported (using the Download option) as an ASCII file that may be of use in processing by other programs.

All Fields.  This report includes all of the fields of the Full Record reports with all of your data, as stored, plus application-constructed fields, e.g., those used to maintain the hierarchical relationships; display subfielded data in a useful way for browsing/selecting from the index; searching across levels. Customer Support will ask for a copy of this report if you have questions about your data. The examples below illustrate fields constructed from several catalog input fields to facilitate selection of values in an index display and searching across levels.