Authority Services, RDA Conversion – Two Tasks in One Project

1. Authority Services, RDA Conversion – Two Tasks in One Project Mark Braden, Library Systems Analyst 10/14/14 Joan Chapa, Director of Marketing CSU Los Angeles MARCIVE, Inc.

2. Why do RDA conversion on legacy data? • Such projects typically performed as a part of a bigger project, such as backfile authorities processing, or migration to a new system • Consistency works best for a unified catalog, especially with use of a discovery layer • Doing a migration without data cleanup, performing authorities processing without RDA conversion can be compared to putting lipstick on a pig

3. Reasons driving Occidental and CSU Los Angeles • Long standing tradition of “authority control” to facilitate discovery • Limited efforts at authority control over time at both universities • Participation in “union” or shared catalogs

4. Background work begins earlyfor such a project • Ascertain that loaders are in place for export and re-import of data. Need bib control number in records for overlay • Tag tables are modified for RDA fields or other new data (e.g. Tables of Contents) • Decide what to do with that GMD! • Evaluate profile options

5. CMC: Content, Media, Carrier • Determine if standard CMC (336, 337, 338) are what is desired. Built from fixed fields and other variable fields • Alternatively, can request customized CMC fields built from holdings or other criteria

6. MARC Load Tables

7. Default bib export table

8. Commonly-used bib load table

9. Subject Authority Load Profile

10. Authority indexing rules table

11. We chose customized CMC creation • Our records had inadequate or outdated info about the material type of the work • Supplied MARCIVE with item records containing item type data • Not a perfect solution • For most items, a very helpful technique to build meaningful 33X fields • A combo solution: some records lacked 945 $ fields, so fixed field values were used for those to create CMC fields

12. A look inside

13. CMC for VHS Video

14. CMC for Microforms

15. CMC for DVD Video

16. What records should be excluded? Volatile or brief records were left out • Safari Books • ebrary • Other records associated with database subscriptions

17. Testing phase • Stop making changes to bibs, but continue to catalog • Load both bibs & authorities into Millennium/Sierra • Examine how profile decisions affected results • Can’t review every record, but look for patterns • Report questions/errors to vendor. Second test may be necessary

18. Prep work • Indexing issues. III involved in creating a load table for authorities • Purchased an index for ARN (Authority Record numbers) • Deleted old authority records

19. Ongoing maintenance: Authority records • Delete records • Load new/changed records • Update affected bib records • Work with vendor reports to resolve issues

20. Ongoing maintenance: Sending new bib records • Requires thoughtful use of Create Lists • Focus on records created since list shipment • Exclude non-volatile records • Use Export function in Data Exchange to build a file of records to FTP to MARCIVE • Files sent by 2pm CST are returned next business day

21. Other maintenance • On a regular basis (as determined by the Library) should send ARN’s representing records no longer needed to MARCIVE to delete from history file • Can produce a list by running Blind Headings Report

22. Other enrichment can be added during this process • Tables of Contents at $.50/hit Summaries ($.30/hit) • Fiction/Biography data ($.50/hit) • Author notes (free) • Reading notes (Lexile, Accelerated Reader, Reading Counts) are free

23. Questions? Feel free to contact us! Mark Bradenmbraden@calstatela.edu Joan Chapa jchapa@marcive.com