1. How project codes map to collections

In PALMM there are collection groups, primary collections and subcollections.

A primary collection has a collection home page and a collection “banner,” and it is listed on the Textual Collections or Visual Collections home page. The Florida Heritage Collection, World Maps Collections, and Florida Environments Online are examples of primary collections.

A subcollection is a group of items that form a distinct, describable subset within a primary collection. For example, the Florida Geological Survey Publications is a subcollection within the primary collection Florida Environments Online. Subcollections do not have home pages, but may have a pathfinder or subcollection guide that is accessed from a link on the home page of the primary collection. In WebLUIS or Visual Collections, it may be possible to limit a search to a particular subcollection.

A collection group is a set of primary collections that are close enough in subject or some other aspect that users will ordinarily want to seach them together as a group. For example, all collections containing Floridiana make a logical collection group. Collection groups are a feature of Textual Collections (version 10 and up) only and are not discussed further here.

Project codes indicate which primary collection or subcollection a digital object belongs to. For example, the project code “map” equates to the primary collection “World Map Collections”. The project code “mapfl” equates to the subcollection “Florida Maps” within World Map Collections.

Every digital object must have exactly one project code for the primary collection. A digital object may optionally have one or more project codes for subcollections of the primary collection. A digital object may NOT have project codes for more than one primary collection, or for subcollections that are not defined within their primary collections. The project code list at lists project codes designating primary collections. If the primary collection has subcollections, these can be listed by clicking the primary project code.

2. How to enter project codes

PALMM project codes must be entered in both bibliographic (NOTIS or Aleph) records and XML package descriptors (MXF or METS files).

In bibliographic records, project codes are entered in the 852 $b. Both 852 fields and subfields b may be repeated, but only a single project code should appear in one subfield b. Project codes should be lower case and if they are not, they are normalized in FCLA processing.

852 ## |b chd
852 ## |b map |b mapfl

Project codes entered in bibliographic records determine when they will be retrieved by WebLUIS. For example, if you are on the WebLUIS search page for Florida Heritage, only bib records with project code “fhp” will be retrieved. Similarly if you are on the WebLUIS “Search all PALMM Collections” page and limit your search to Florida Heritage, only bib records with project code “fhp” will be retrieved.

In the MXF, project codes are entered in the MXF “Project code(s)” field. Multiple codes can be entered in separate repeatable fields, or in one field, separated by commas:

Project code(s): chd
Project code(s): map, mapfl

Project codes entered in the MXF determine which primary collection the digital object will be loaded into. A digital object can only be loaded into one primary collection. In the past, if an MXF contained more than one project code for a primary collection, one of the project codes was selected and the other(s) ignored. As of March 2004, if an MXF contains more than one project code for a primary collection, the package will be rejected, and the submitting institution will have to correct the MXF before it can be processed.

The project codes entered in the bibligraphic record for an object should be the same as those entered in the MXF. However, the system does not enforce this. It does not cross-check that the project codes are the same, or update one with the other. If a project code is added to a bibligraphic record after the digital object has been FTPed with the MXF, Textual Collections and Visual Collections have no way to know about it. To add a new project code (presumably for a subcollection) to an object that is already in Textual or Visual Collections, you have to resubmit the package with an updated MXF.