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Creating controlled vocabularies in ResourceSpace

By standardising terminology, controlled vocabularies reduce ambiguity and improve searchability across your system. This guide will walk you through setting up a controlled vocabulary, using Dublin Core as an example.

What Is a Controlled Vocabulary?

A controlled vocabulary is a predefined list of terms or phrases that users can select from when populating metadata fields. This can include subject headings, keywords, or other structured descriptors, such as the elements found in the Dublin Core metadata standard.

Benefits of Using Controlled Vocabularies

  1. Consistency: Ensures uniformity in metadata entry.
  2. Improved Searchability: Enables more accurate and relevant search results.
  3. Reduced Errors: Minimises typographical and terminology inconsistencies.
  4. Interoperability: Aligns metadata with recognised standards, facilitating integration with other systems.

Setting Up Controlled Vocabularies in ResourceSpace

Follow these steps to create a controlled vocabulary within ResourceSpace:

1. Identify the Metadata Field

Determine which metadata field(s) will use a controlled vocabulary. For Dublin Core, this might include fields such as Subject, Type, or Coverage.

2. Access Field Configuration

  1. Navigate to the Admin menu.
  2. Select System > Metadata fields.
  3. Locate the field you wish to configure and click Edit.

3. Set Field Type

Ensure the field type is appropriate for a controlled vocabulary. Options like:

  • Dropdown list
  • Checkbox list
  • Dynamic keywords list

are commonly used for controlled vocabularies.

4. Define Vocabulary Terms

Populate the vocabulary by adding terms directly to the field options:

  1. Under the Options section, enter terms separated (e.g., for Dublin Core Type: "Image", "Text", "Dataset").
  2. Save your changes.

5. Apply the Field to Resource Types

Assign the controlled vocabulary field to specific resource types:

  1. In the metadata field settings, locate the Resource Types section.
  2. Tick the relevant resource types (e.g., documents, images).
  3. Save your changes.

Advanced Configuration Options

For more complex implementations, consider:

  1. Importing Vocabulary Lists:

    • Large vocabularies can be uploaded using a CSV file.
    • Navigate to Admin > System > Manage Metadata Fields and in the field settings, choose "Options". The import controls are at the bottom of the page.

    • Multi-Language Support:

      • If using ResourceSpace in multiple languages, configure translations for each vocabulary term.