Introduction
Searching PADIUpdate
Adding a Record
Updating a Record
Editing a Record
Deleting a Record
Reviewing a Contribution
Browsing Topics
Maintaining a Thesaurus Term
Administration Functions
PADIUpdate Glossary
PADIUpdate is a user interface for the database that controls information presented on the PADI website. The PADI website presents resources that have been evaluated as relevant to the subjects covered by PADI.
The PADI website also contains information about events. These are displayed in date order. Events are automatically deleted from the database when their end date has passed, unless the ongoing interest box is ticked, or a reassess date has been entered in the Reasess on field.
Any addition or change made to a record through PADIUpdate must be reviewed. New and changed records are sent to the Review List and are either accepted or rejected by the reviewer. Only records that have been accepted by the reviewer are displayed on the PADI website.
PADIUpdate consists of the following main screens and input forms:
PADIUpdate has four user types which have varying levels of access to the database.
Indexer - A person who is authorised to add/edit resources to the database and send them to be reviewed.
Reviewer - A person who is authorised to review records on the database.
Thesaurus manager - A person who is authorised to maintain the PADI Thesaurus.
PADI Administrator - A member of NLA staff responsible for administering the PADI service.
PADIUpdate will log out a user after 20 minutes of inactivity. If this occurs when a process is only partially completed, the additions will be lost. If editing a record, the record will revert to its previous form.
If the indexer wants to keep information entered before the system timed out, the web browsers back button should be used to display the information as it was before the time-out. Printing this page will retain the information for re-entry.
When entering PADIUpdate, you are presented with a Login page. Enter your user name and password, as issued to you by the PADI Administrator. If you would like to change your password, please contact the PADI Administrator at padi@nla.gov.au.
To logout from PADIUpdate at any time, click on the 'Logout' option on the footer toolbar. The system will automatically logout a user after a period of 20 minutes inactivity.
Each page of PADIUpdate displays a footer toolbar which enables the user to move to various functions within PADIUpdate.
For example, the toolbar for Indexers is:
Add record | Search | Browse Topics | Help | PADI | Logout
The first page you are presented with in PADIUpdate is the Search for matching records page. To ensure duplicate records are not entered onto the database, use the Search page to check that the resource you wish to add is not already present. The PADIUpdate search function will search all records on the database, including records that have not yet been reviewed (new and edited records) and records that have been rejected as not relevant to PADI. Searches may be limited to certain fields and categories by selecting from the drop down menus on the Search page.
Use the available fields to search for records on the database. The search feature is not case sensitive. However for a record to be retrieved, puctuation and spelling must be entered exactly as it is in the record. For example a search for 'Digitize' will not retrieve records with the word 'Digitise', 'Digitize?' or 'Digitise?'. Records will only be retrieved if all of the words used in the search are found and if they are in the same PADIUpdate record.
The Search page enables you to search using keywords (in any field, title, creator, topic or resource ID), by indexer, PADI type, status, date created and date last updated. Searches in the indexer field will only retrieve resources that have been added to PADIUpate since its creation in June 2001.
The search results are displayed on a Search Results page that lists the first twenty records returned. If more than twenty records were found during the search, these can be selected by using the 'Result page' links at the bottom of the page.
Each resource is displayed with the fields Title, Creator, Identifier, Event dates and location and URL. By clicking on the title of the record, you will be taken to the Full Record Display (the full record will automatically display if there is only one search result). If the Identifier is a URL, clicking on it will take you out of PADIUpdate to the actual resource on the web. Return to the Search Results page by using the browser's back button, or the 'brief view' button. Use the 'Next' button to display the full record of the next resource retrieved in your search.
If the resource is not already on the database, use the 'Add Record' link in the footer toolbar to take you to the Add a Record page.
The Add a Record page is used to add a new resource or event to the database.
The form consists of 5 mandatory fields (Title; PADI type; DC type; Language and Index level) which are highlighted in orange. There are 20 optional fields (Creator; Identifier; Date; Description; Subject; Keywords; Event only; File format; Region; Country; Publisher; Contributor; Safekeeping History; Is review of; Is part of; Is papers of; Availability; Rights; Reassess on; Comments.
If the resource is an Event, mandatory fields are Event only, Start date, End date and Place. The Of ongoing interest field is optional. Events with no ongoing interest should have the Reassess on field cleared unless the indexer wishes the resource to be reviewed in twelve months.
If the resource is not an event, fill in as many of the fields as appropriate. You may manually insert a Reasses on date that is up to two years from the date of creation. The default setting is one year.
Some of the fields allow for the selection of multiple values (repeatable fields), while others allow only a single choice.
Repeatable fields include: Creator; Subject; PADI type; DC type; Language; Country; and Contributor. Repeatable fields are added to by using the 'Add Another' button to the right side of the field. Clicking this button reloads the page with a duplicate field of that title. If the additional field needs to be removed, use the 'Delete' button.
The Subject field is slightly different. A single heading is chosen by selecting a subject from the pick list and clicking. Additional headings are added by clicking and holding the Ctl key. Delete subjects by clicking and holding the Ctl key.
The 'Edit window' in fields Title, Description and Comments is used to add additional text to free text windows.
The 'Find' button in fields Is review of, Is part of and Is papers of is used to search the database for a record related to the active record. When the 'Find' button is clicked, a separate window will appear with the Search page. On completion of the search, the resources will be displayed with a 'Link' button on the right hand side. Click the 'Link' button for the title of this record to be inserted into the field. Select 'Unlink' to remove the link between the resources.
If Is part of is selected, citation details can be inserted if appropriate.
In the Date field, if regularly updated is selected, there is no requirement for a Last updated entry.
To save the entered data use the 'Submit' button.
Reviewers will bypass review unless they tick the 'Send to review' box.
Use 'Cancel' to exit the Add a Record page and delete all unsaved data; use 'Reset' to clear the page.
When a new record is submitted to the database, it is sent to review. It receives a review status of 'under review' and a review category of 'new'. It will not appear on the PADI website until it has been accepted by a Reviewer.
The Safekeeping history fields are used to record information about the Safekeeping Status of a resource. Only those resources on the PADI database deemed 'highly significant' will be considered for safekeeping. Certain resource types such as events are automatically excluded from selection.
Only Administrators have access to the Safekeeping History fields.
Before entering data in the Safekeeping history fields, Administrators should refer to the PADI Selection Criteria for Safekeeping for guidance in selecting resources to be safekept. Further queries should be directed to the PADI Administrator at padi@nla.gov.au.
Safekeeping status: Allowed values are 'Not safekept', 'Under negotiation', 'Safekept'. The default value is 'Not safekept'.
Not safekept: This status applies to three categories of resources:
For resources falling into the third category, a record of why a resource has been rejected for safekeeping should be entered in the Safekeeping notes field for future reference.
Under negotiation: This status is applied to resources which have been selected for safekeeping, but for which arrangements for safekeeping are under negotiation.
Safekept: This status is assigned to resources for which negotiations for safekeeping have been finalised.
Safekeeper: The name of the institution, project or company that has taken responsibility to safekeep the resource.
Safekept version: The URL or other identifier that points the user to the safekept version of this resource.
Safekeeping notes: A 200-character field, containing additional information relating to the safekeeping of the resource. It may include details of:
Records in the database may be edited or deleted from the brief record display (Search results) or Full record display pages. Simply click on the 'Edit' or 'Delete' link on these pages.
Records that are currently 'undergoing edit', 'under review' or 'on hold' will not be available for update and their current status will be displayed instead of the 'Edit/Delete' links.
If the system will not allow you to update a record, the status of the record may have changed since you loaded the page. Use the browser's refresh or reload button to view the current status of the record.
Click on the 'Edit' link. Providing the record is available for editing, the Edit a record page will be presented.
The Edit a record page allows the indexer to change the contents of any fields in the database for that record. Delete or overtype information in the fields as required. You may manually insert a Reasses on date that is up to two years from the date of creation. The default setting is one year. When a record is chosen for editing, the record receives a status of 'undergoing edit', which prohibits another indexer accessing that record.
Use the 'Submit' button at the bottom of the page to submit any changes you have made to the record. A Full record display of the record as it has been entered is then presented. The record is sent to the review list with a status of 'under review' and a review category of 'changed'.
Reviewers will bypass review unless they tick the 'Send to review' box.
Records that have been changed will not appear on the PADI website until the record has been accepted by a reviewer. When the changed record is accepted by a reviewer, the PADI website will display the new version of the record.
The 'Reset' button at the foot of the page presents the page as it was when it was last loaded or refreshed. If an indexer leaves the page without submitting the changes, or exceeds the time-out period, the changes will be lost and the record will remain unchanged on the database. The status will change from 'undergoing edit' to its previous status after 20 minutes and will then be available for edit again.
If the indexer wants to keep data they entered before the system timed out, the web browser's back button should be used to display the 'edit a record' page as it was before the time-out. Printing this page will retain the information for re-entry.
Click on the 'Delete' link. The Record Delete page will be presented. If the record is linked to another record, you will be reminded that the record is related to other resources described in the PADI database.
If you select Yes on the Record Delete page, the Full record display of the record will be displayed with a note indicating the record has been flagged for deletion. The record will be sent to review with a status of 'flagged for deletion'.
Reviewers will bypass review unless they tick the 'Send to review' box.
If you select 'No', you will be presented with the 'deletion has been cancelled' message.
The 'Results list' link will return you to the Search results page.
Access to the Review function of PadiUpdate is only available to registered Reviewers and Administrators.
The footer toolbar for Reviewers is:
Add record | Search | Browse Topics | Review | Help | PADI | Logout
PADIUpdate has an inbuilt review feature to allow records to be checked for accuracy before becoming available on the PADI website. Records with these categories can be viewed on the Review List page by using the 'Review' button in the PADIUpdate footer.
Records are sent to review if they are:
If a record has been input or edited by a Reviewer or PADI Administrator, it will automatically bypass review. Should a Reviewer or Administrator wish to have the record reviewed, the 'Send to review' box on the Add, Edit or Delete a Record pages must be ticked.
Records in the review list can be displayed in a number of different ways by using the pick lists at the top of the page.
The Review List page displays the title, creator, and identifier of the resource in the same way that the brief search results are displayed. Events with ongoing interest are displayed with the date, city, country and region that the event took place.
The Review List page displays the first twenty records in the list. Additional records are available by using the buttons at the top and bottom of the page. Clicking on the title of the resource will display the Review List - Full Record Display for the resource. The current status of the resource is displayed on the right hand side of the table. This indicates whether the record is 'on hold', 'pending', 'accepted' or 'rejected'.
The reviewer should check the accuracy of information entered in the record by checking the actual resource and making any necessary changes before accepting the record. If the reviewer wishes to edit a resource during review, use the 'Edit' link on both the Review List and the Review List - Full Record Display. If the reviewer is unable to complete the checking of the resource, the record may be put 'on hold'. The record will remain 'on hold' until accepted or rejected by a reviewer.
The following table describes the result of the accept or reject decision by the reviewer, and the text of the message that is then displayed and the resulting action to the database.
| Review category | Decision | Text | Action |
| New | Accepted | New record accepted for PADI. | Added to database. |
| Rejected | New record rejected. | Not added to database. | |
| Changed | Accepted | Changes accepted for PADI. | Changes made to database. |
| Rejected | Changes rejected. | Original record retained on database. | |
| Flagged for deletion | Accepted | Record deleted. | Record deleted from database. |
| Rejected | Request to delete this record rejected. | Record retained on database. | |
| Flagged for reassessment | Accepted | Record still within scope for PADI. | Record retained on database. |
| Rejected | Record no longer within scope for PADI. | Record deleted from database. |
Where a record has been changed, the Review List - Full Record Display will show the fields that have been changed by shading them orange. The original Full Record Display can be viewed by clicking on the 'Link' next to the Resource ID.
Events will only enter the review list if they have ongoing interest or if they have been given a Reassess on date. If an event appears on the review list, check the information in the resource as you would for any other resource. If the event has linked papers, check that these links still work. You may find that an event has broken links and cannot be found on the web, but the linked papers are still available. If you cannot locate the event notice on the web, delete the event record from the database, but retain any linked papers as a resource on their own. Remember to delete the information in the is papers of field of the linked resource if you delete the original event notice from the database.
Users at all levels are able to browse the PADI Thesaurus. Access to editing functions and other maintenance tasks is limited to the designated Thesaurus Manager and registered PADI Administrators.
The PADI Thesaurus is a list of controlled subject terms which describe resources on the PADI database. The Thesaurus is arranged hierarchically according to a parent-child arrangement, with narrower subject terms filing under broader parent headings.
Within the Thesaurus, topics can be searched via the 'Browse Topics' link on the footer toolbar. Use the pick list to see the list of approved headings. Topics can be viewed by choosing a topic from the pick list and clicking the 'Go' button. Sub-headings are displayed under their parent using indentations. Indexers should note that not all parent headings are valid indexing terms. The parent headings 'Issues', 'Strategies', 'Formats & Media' and 'National Approaches' are marked 'umbrella headings', and exist solely to collate the child headings entered under them.
Once a topic has been selected, further detail about the term is presented in the topic description page. For most terms fuller descriptions of the topic have been entered in the Long description field. Indexers should note, however, that not all topics in the Thesaurus have been assigned full descriptions at this stage. To scan the existing PADI resources that are filed under the selected topic, click on the URL to be connected to the PADI website.
The ability to add, edit and delete topics from the PADI Thesaurus is only available to the Thesaurus Manager and Administrators.
The footer toolbar for the Thesaurus Manager is:
Add record | Search | Browse Topics | Review | Help | PADI | Logout
When adding or deleting topics on PADI, changes to the text on the PADI home page may need to be carried out. This can be requested by sending an email to webmarkup.
To add a topic to the PADI Thesaurus, choose the 'Browse Topics' link on the footer toolbar. By activating the 'Add Topic' button on the right of the dialogue box the Add a Topic form will appear.
Both Parent and Child headings may be added to the PADI Thesaurus.
To add a Child heading
Type the new heading in the Term field. Select the appropriate parent heading from the pick list in the Parent field. Enter any Non-preferred terms or Synonyms as necessary.
To add a Parent heading
Type the new heading in the Term field. Do not select a topic in the Parent field. Enter any Non-preferred terms or Synonyms as necessary.
To add more than one Non-preferred term or Synonym, click on the 'Add another' button next to the appropriate field. Clicking this button reloads the page with a duplicate field of that title. If the additional field needs to be removed, use the 'Delete' button.
To continue, enter data in the remaining fields in the form as appropriate:
Short description: Add a brief description of up to 200 characters defining usage of the term in PADI.
Long description: This field is used for detailed explanations of topics and is entered in HTML format. It is non-mandatory and can be added to the record at a later date.
Entered information may include:
Using HTML format, begin each paragraph with <p> and end each paragraph with </p>
For example: <p>This is a paragraph.</p>
Begin each hyperlink with: <a ref=http://...>
For example: <a ref=http://www.thames.rlg.org/preserv/jpint/ayris.html>'Guidance for selecting materials for digitisation'</a>
Other HTML tags may be used. Alternatively, create the long description in an HTML editor such as HoTMetaL, and then copy and paste the marked up version into the form. An HTML editor will allow you to enter text as you would in a word processor and will automatically generate the required coding.
To view how the Long description will display on the website, select the 'View rendered version' option in the Long description field.
To save the entered data use the Submit button. As the addition of new topics is not subject to a review process, the system will automatically update the PADI Thesaurus when the record is submitted.
To further amend the saved information, use the Edit function which will appear on the Browse Topics page; to cancel save use the Delete key.
Editing Topics To edit a topic, select the topic to be edited at the Browse Topics page by clicking on the down arrow on the dialogue box and depressing Go. A full display page for the topic will appear.
To amend data, select the Edit function at the top right of the page. On the edit form, delete or overtype changed information in the selected field as required.
To add more than one Non-preferred term or Synonym, click on the Add another button next to the appropriate field.
Amendments to the Brief description and Long description fields may be executed by directly inserting the new text in the appropriate dialogue box.
To automatically save the edited data press Submit, to cancel select Reset. To enter all amendments made, depress the Submit button at the bottom of the page. Once submitted, the message 'The change you have just submitted has been saved' will appear. The name of the most recent Record Updater and the date of updating will be automatically recorded on the description form. To cancel amendments made, select the Reset button at the bottom of the page.
At the Browse Topics page, click on the delete function key at the top right of the page. Should the term to be deleted be linked to existing PADI records, the system will produce an error message indicating the number of records involved, and enquire whether the indexer wishes to proceed. If the answer is no select Cancel, otherwise choose OK.
PADIUpdate Administration and Administration Help are only accessible to authorised PADI Administrators, presently NLA staff members responsible for managing the PADI service.
The footer toolbar for Administrators is:
Add record | Search | Browse Topics | Review | Administration | Help | PADI | Logout
The Administration Menu is the first point of entry for the performance of PADIUpdate administrative functions. From this page, Administrators may carry out the following tasks:
In addition, the Administration Menu provides a direct link to the Web Trends reporting feature for obtaining details of PADI website usage.
Help on performing the above tasks is available by selecting Help on the Administration Menu page.
NATIONAL LIBRARY OF
AUSTRALIA, Canberra, ACT 2600, AUSTRALIA
Telephone + 61 2 6262
1111; Facsimile +61 2 6257 1703; Telephone Typewriter Number: 1800 026 372
Last updated Wednesday 06-Dec-2006
http://www.nla.gov.au/padiupdate/help.html