WHAT THEY'RE USED FOR:
The Use Instead 
, Used For, Related 
and Translated 
Term fields are used to record terms which have thesaural relationships to the term you are viewing at the moment.
These fields are used to create conceptual or non-hierarchical thesaural relationships between terms. To create hierarchical relationships, see instructions for creating terms.
The USE INSTEAD field is used to record a term or terms that should be used instead of the current term (i.e. instead of the term you are viewing on screen at the moment).
For example, in the Place Authority file, when viewing the record for the term Holland, you might enter Netherlands as the term to be Used Instead, and when in the Classification Authority file viewing the record for the term Rucksack, you might enter Backpack and/or Knapsack as term(s) to be Used Instead.
The USED FOR field is used to record the term or terms the current term is used for.
Use Instead and Used For terms are also sometimes referred to as Preferred and Non-preferred terms.
The RELATED TERMS field is used to record terms that are conceptually related to the current term.
For example, in the Technique authority, you might enter Soldering as a Related Term for the term Welding.
The TRANSLATION field is used to record authority terms that are translations of the current term.
For example, in the Place Authority you may wish to record the term Aotearoa as a Translation of New Zealand or Firenze as a Translation of Florence.
The system automatically maintains reciprocal relationships between Use Instead and Used For terms; between Related terms (and their relations) and between original language terms and their translations. If a term is entered in one of these fields, the system makes a corresponding entry against that term, recording it as the "opposite" term of the current term.
Examples:
oOnce you enter Netherlands as the term to be Used Instead of Holland, the system will enter Holland as a term for which the Netherlands is used (i.e. a Used For term), and once you enter Backpack and Knapsack as Use Instead Terms for Rucksack, the system will enter Rucksack as Used For Terms of each of these.
oOnce you enter Soldering as a Related Term for Welding, the system automatically enters Welding as a Related Term for Soldering.
Once a relationship of one of these types has been established between terms, you will be able to enter either term in an appropriate field in any data entry window and the system will alert you to the existence of the other terms (i.e. the Authority Search window will appear showing the term you entered, and its Use Instead, Related, or Translated terms to select from). In the case of Use Instead/Used For terms, the system will prevent use of the non-preferred term in any field.
In all cases you will also be able to search on either term and the system will find all instances of both.
Use Instead/Used For relationships are not retroactive. That is, if a term is used within the system and a Use Instead Term is later recorded for that term, the original term will NOT be replaced by the Use Instead term in fields and records where it already exists.
However, after the establishment of the Use Instead/Used For relationship, users who attempt to enter the original term in any field will be alerted to the fact that another term must now be used instead, and you can continue to search for records associated with either term and the system will locate both.
If it is not desirable to have both terms active in this way, you can perform an Authority Term Replacement to replace all instances of the original term with its newly defined Use Instead term. The Use Instead relationship will thereafter prevent any further entry of the original term.
HOW TO USE THEM:
If your cursor is already in the Use Instead, Used For, Related or Translation fields, start from step 4.
1.Access the data entry window of the desired file (e.g., Place, Classification, etc.).
2.Create or retrieve the term for which you wish to record a Use Instead, Used For, Related or Translation term.
3.Click on the page tab for the Thesaurus page of the window.
4.Enter the term (or its System ID) in the field if you know it. If you enter the term incorrectly, or if there is more than one matching term, the Authority Search window will appear, allowing you to select or search for a term.
You can also click on the Options button 
to select a term.
The term you wish to enter as a Use Instead, Used For, Related or Translation term must already exist. If it does not already exist, clear the screen and create the term first, entering the current term as its "opposite" term. The system will then automatically record the newly created term as the "opposite" term of current term. i.e. the relationships between these terms can be established from either direction.
5. Save the record.
Creating Translation Terms:
oWhen creating a Translation term (e.g. Italia, Aotearoa, Firenze, etc.) it is only necessary to enter the name of the term, the hierarchical level of the term and its Translation term. (e.g. enter Firenze as the name, City as the level, and Florence as the Translation). It is not necessary to enter a Next Higher Term or to link the Translation term in any way to narrower or broader terms.
oThe hierarchical level you assign to the Translation Term should be the same as that of the term in its original language. If you don't know the level of the original term, clear the screen, retrieve the original term and check its level, then clear the screen again and create the Translation Term, assigning it the correct level.
oSet the default language for authority terms by going to Tools > System Maintenance > Customised Configuration > Authority tab.
