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Soutron is designed to make use of the relational database that it uses to store data. This means that it is possible to create relationships between records. This adds depth and value to the content for both Administrative staff and End Users and improves the ease of navigation to and between records.

Four types of relationship are available. When setting up the database structure it is necessary to consider the possible relationships that might be needed for the different types of content and materials that are to be added to the database. For example, a Technical Manual might need to be set up with Volumes and Sections or Parts and attached PDFs; an Archive Collection will need a multi-level hierarchy consisting of Series, Sub Series and Items. Thus when establishing relationships it is sensible to have first experimented with the database structures using a test system.  


A Part defines a relationship where a record comprises a number of related elements. It would be possible to record the details within the metadata of the record itself, but there may be a greater level of detail needed which suggests the use of a separate but related Part record would be more suitable and elegant. For example:

  • chapters within a book
  • papers within a conference proceeding
  • poems within an anthology
  • stories within a book of short stories
  • film clips on a tape
  • articles within a journal issue

The Part is directly linked to the main record and the Part is not usually a physically separate item. There are typically no copy records created for a Part.

When searching the database and viewing the parent record, it is easy to switch to view any individual Part record. 

For further information, see:

Related Records

 A Related Record is defined by the need to link two records together so that when one record is viewed the other record can be seen and the link allows the End User to click into the second record without performing a search. Each record is independent of one another and can be of different types of content and be different Record Types. Where it would be helpful to allow an End User to quickly and easily navigate to other content without performing a second search, this can be used to guide the End User and provide fast navigation. For example, records might be related for the following reasons:

  • different editions of the same work
  • a book and a CD that are part of the same work but catalogued individually
  • a report and its summary report

The benefit of using this feature is to show items that might not necessarily be found in the same search, but provide an informed view of what is available. When searching, it is easy to view the related records.

For further information, see:


There are a number of works that are published as volumes because of the extent of the content. These typically comprise more than one individual physical book or comprises several entities that can be accessed independently. 

A Volume in Soutron is a special database structure designed to accurately and elegantly manage content that is published in multiple Volumes.  An example might be a legal work that comprises two volumes and a supplement

Main work: Chitty on Contracts


  • Volume 1: General principles
  • Volume 2: Specific contracts
  • Cumulative supplement

The record in Soutron for the main work usually describes the set of materials rather than one physical item and therefore this record does not have its own copies.

The copies are assigned to the volume records, which are linked to the record for main work. It is a feature of Soutron that the Volume Records can be embedded into the main work. This is determined when the fields are assigned and the Record Template is created. 

The procedure means that creating and managing the copies for a volumes is made much easier.

For further information, see:


Experiencing problems with cataloguing? See the Troubleshooting Guide.

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