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F. Dell'Orso, Bibliography Formatting Software: An Evaluation Template. 1999
Last Update: November, 23, 1999

14 Term/Entry list, authority file
Pr: features in general:
Indexes (4 Field Content Lists: Authors, Titles, Journals, Keywords) predeterminated, structure cannot be modified: fixed number: 4; content and update are derived and automatic; not separate from database, cannot be independently accessed nor shared with other db. In quick search work as retrieving tool as each entry points to related records;
Journal list(s): fn.PJL, each style can link "source" field to any (free number and name) list, whose structure pattern is: "Title | Abbreviation | Note": "Journal of American ... | JAMA | online ed."; abbreviation can replace title in output; list can be shared among differenet db;
Alternate text (ALTERNAT.TXT): does not have to do with styles (cannot be seen in Formatted reference display), but with printing in general, where text in record fields put between ´ ª can be replaced by its text equivalent put in an external text file whose structure pattern is: "text {text equivalent} | note"; fixed name, one for db and can be shared with others;
Don't use «...» as normal punctuation; idiosyncracies: punctuation marks cannot end text: N.A.T.O. could not be replaced; does not work within In-text citations, nor within sort headings; (works in Copy special); text is case sensitive;
Term list, fn.PJL: any other list (n) apart from the abovementioned; free number and name; structure: "text | note"; can be shared with other db;
All lists apart from 4 indexes can contain entries not derived from records (import or direct input, edit and deletion); automatic duplicate detection and sort
Remarks: any list has got a very stammering alphabetic scrolling: keying in "MARC" can bring to "MARC" or to "C" depending on keying speed
En: features in general:
System lists: 3: authors, journals, keywords predeterminated, fixed number; Other lists: free number and name; user can choose from which fields list entries are derived (but a field can regularly send its data to only one list);
All lists: content is derived and NOT automatic (batch update). Any list can contain entries not derived from records (import or direct input, edit and deletion); automatic duplicate detection and sort. Document total number linked to entries never shown. Journals lists with up to 3 abbreviations that can be individually selected in output styles. No list is physically separated form database thus cannot be shared with others
Remarks: stammering alphabetic scrolling: keying in "MARC" can bring to "MARC" or to "C" depending on keying speed
RM: features in general:
Term lists (3 Lists: Authors, Journals, Keywords) connected only to correspondent fields whose contents cannot but being automatically included in them; fixed number: 3; not separate from database; can be independently managed: can add, global edit, purge, print list terms; lists cannot be shared with other db (but Periodical list can be copied); cannopt be accessed from other fields; in searching work as pick up lists;
Synonyms: each author and kw can have up to 255 synonyms, periodical title up to 3 (output style can use them) . Synonyms automatically become physically reciprocal: A with syn. B C, then B with syn. A C etc. They can be used in searching non in editing. Syn. of different terms can be combined (summed)
Phrase list: one single list of "strings": user created (no import), strings can be picked up from later, while editing any reference field
Papyrus: features in general:
System lists: keywords, journals, glossary, names (to a certain extent, see details below); Indexes: any list generated by any "whole-indexed" field (such as built-in: RefID, Document type, Place and Publishers: user can create new).
Within the kw and journals lists, one can directly edit, merge, create, delete, import entries, quick find linked records, print the entries, without going through the db records. New entries created during record cataloging are validated against these lists. In addition, completely apart from records content: kw have got links (see Section 8 Thesaurus); journals have abbreviation list(s), call number, ISSN, URL, comments.
Within the Names list, entries can be directly edited (spelling and sort form), imported (only as far as sort forms are concerned), printed and they can quickly find linked records, but cannot be created or deleted.
The Glossary list is a generic term list for any not-indexed field: entries can be directly edited, created, imported, printed, deleted.
All the lists can be used during input and search directly from the relevant fields, or from any field by choosing the appropriate window
14.1 Fixed number
Pr: yes 4 indexes, not the others En: yes 3 system lists, not the others up to max 31
RM: yes 3 term lists + 1 optional Phrase list Papyrus: the System lists cannot be altered or duplicated, one can create indexes for other fields
14.2 Lists' content is automatically derived from db data, or can contain external data
Pr: yes only derived the 4 indexes, not the others that can contain external data En: 3 system lists must derive data from certain fields; update is always batch and not automatic; any list can have content not derived from records
RM: derived and can also contain external data Papyrus: kw, journals and glossary might have their own entries not referenced within the records. All the others, names included, only reflect records content
14.3 Lists are physically separated from database
Pr: no, 4 indexes are embedded, others are distinct text files En: no, they are all embedded
RM: no Papyrus:  no, System lists -kw and journals- are relationally linked to the db; their entries can also be exported and imported into another database
14.4 Lists reflect records content in real time
Pr: yes 4 indexes, not the others: batch update En: never, always batch update
RM: yes Papyrus: yes
14.5 List can be directly edited
Pr: not 4 indexes (they need Global Edit), yes the others En: yes, all
RM: yes Papyrus:  yes, the System lists
14.6 When list entries are edited, records change
Pr: never En: never
RM: yes Papyrus: yes
14.7 New entries are validated (go list, e.g.: new, old, probably a duplicate)
Pr: no En: no
RM: yes (new) Papyrus: yes (new kw and journals)
14.8 List entry can contain its own supplementary data: note, abbreviation, date, compiler, x-refs
Pr: not the 4 indexes; journal list(s): abbreviation + note; other lists: max 2 additional fields as notes En: no, only journal titles list can have up to 3 abbreviations
RM: synonyms terms, which -on their turn- become entries of the list; journal titles list can have up to 3 abbreviations Papyrus : kw have got links (see Section 8 Thesaurus); journals have abbreviation list(s), call number, ISSN, URL, comments.
14.9 Lists can be printed
Pr: yes all En: yes all (export as .TXT file)
RM: yes (the three indexes) Papyrus: yes
14.10 Import external data into the lists
Pr: no 4 indexes, yes the others En: yes
RM: only Periodical term dictionary Papyrus: yes into the System lists
14.11 Lists are useful for input
Pr: yes En: yes
RM: yes Papyrus: yes
14.12 Lists are useful for searching
Pr: yes En: not really (just open, cut and paste)
RM: yes Papyrus: yes
14.13 List entries show total number of related documents
Pr: yes 4 indexes En: no
RM: no (only when printed out) Papyrus: yes, kw, journals and names
14.14 Lists can be shared among different db
Pr: no 4 indexes, yes all the others En: no, none
RM: no Papyrus: no, but kw, journals (and partially names) entries can be exported and imported into another database
14.15 Where and how they are used:
   1. browsing, display related records
   2. search expressions, pick up terms from one or another
   3. input, pick up terms from one or another
   4. output
Pr: 1: 4 indexes; 2: all 3: all; 4: ALTERNAT.TXT to replace «text»; strings matching entries in journal list En: 3: all; 4: journal list to replace matching text
RM: 2; 3; 4 periodical list Papyrus: [1 not contextually, but quickly find related records]; 2; 3; 4 abbreviations for the journals list
14.16 How lists are created and updated:
   1. input: new entries automatically update the list
   2. ad hoc command to edit lists out of records
   3. import
   4. as external text file
Pr: 1: 4 indexes 2: all other lists 3: yes all apart from indexes; 4: all lists apart from indexes En: 2 3
RM: 1; 2 Papyrus: 1; 2 System lists; 3 System lists 
14.17 How lists are printed
    1. from the outside, as text file
    2. from the inside, by ad hoc printing function
Pr: 1: ALTERNAT.TXT 2: indexes: Print Subject Bibliography (Subject terms only), others: File -> Open, export and save file En: 2 export -save file
RM: 2 Papyrus: 2

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F. Dell'Orso, Bibliography Formatting Software: An Evaluation Template. 1999
Last Update: November, 23, 1999
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