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Record Types are used to manage metadata relating to a physical or digital asset or a piece of knowledge. Templates are defined for each type of record to be stored in the database where each Record Type template is made up of fields, selected from those created in the Fields maintenance. There can be any number of fields in a Record and there can be any number of Record templates.
Using a Record Type template makes data capture more efficient by having fields presented logically and consistently in a form, where each type of record is categorised according to the type of Content it represents.

To use the Record Type Maintenance function, select System & Database Settings > Database Settings > Record Types from the top menu in the Admin application.

This same function can also be selected using the original menu system

System Management > Database Configuration > Record Type Template Maintenance



The screen displays a form presenting a list of all Record Type templates.

 


The page displays each Record template with attributes that define how the Record template is identified and can be used. When choosing the Create New button a new Record Type template is presented.

The form displays default settings for Language, Data Standards, and Portal settings with the option to make changes from drop down lists to select a different setting.

The list of record types can be filtered using the available filters in the table header.


Column HeadingDescription

Status

Denotes that the template is Active and available to use by staff administrators, or Inactive and not available.

Display Name

The name describing the type of records that this template is designed to manage. If a description was entered this will be denoted by a small  when hovered this will display the description assigned.

Code

A short description to identify the type of Record template.

Parts

Indicates whether the template has been actively set up to work with a secondary record as a Part, related directly to another Record template.

Amendments

Indicates if the Record template allows subsidiary records to be attached to this template in a hierarchy.

No Copies

Indicates the facility to include copy records for physical items as part of the record. For digital items it may not be appropriate to include any reference to physical copies and does not present the options for locations for copies.

Function

There are three settings available, one of which must be applied, to describe the Record template to the system. The three settings are:
General – The most common and default setting when creating a new Record template. It applies no additional logic to the records being created. 
Record with Volumes – This setting should be selected when the Record template is to be used for managing Multi-Volume sets. It applies additional logic to the Record template so that Volumes are structured in a more meaningful way especially in how they are presented to users in Search results. It allows a secondary record to be embedded into the primary record and relates them to one another.
Serial – This setting incorporates the necessary relationships between a Journal, an Issue and an Article in an Issue so that when Journal subscriptions are created and Issues received into a Library, the appropriate structures are in place able to better present information logically to the user.

Actions

Edit - Allows for the Record Type attributes to be modified.

Delete - Allows for Record Type to be deleted. It is not possible to delete a Record Type if records are still associated with it. This action is not reversible.

Copy - This will duplicate the Record Type copying all fields and settings but require a new unique Record Type name to be entered.



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