She may be a madonna, but she ain’t no virgin : Authority control at Boston College

1. She may be a madonna, but she ain’t no virgin :Authority control at Boston College “Mac” Norton Manager of Integrated Library Systems Pamela Perry Catalog/Authorities Librarian

2. Could you confuse these two women?

3. Without authority control you might!!!!!! So ...

4. LC/NACO - NAME ARN: 564383 Rec stat: c Entered: 19810319 Ü Type: z Upd status: a Enc lvl: n Source: Roman: ü Ref status: a Mod rec: Name use: a Govt agn: ü Auth status: a Subj: a Subj use: a Series: n Auth/ref: a Geo subd: n Ser use: b Ser num: n Name: a Subdiv tp: n Rules: c Ý 010 n 81018544 |z sh 85081692 Ý 040 DLC |c DLC |d DLC |d NIC |d DLC |d NIC |d OCoLC-P |d PPi-MA Ý 005 19981202051126.8 Ý 100 0 Mary, |c Blessed Virgin, Saint. 400 0 Maria, |c Blessed Virgin, Saint. 400 0 Mary, |c Virgin |w nnaa 400 0 Mary, |c Virgin, Saint. 400 0 Virgin Mary, |c Saint. 400 0 Blessed Virgin Mary, |c Saint. 400 0 Our Lady. 400 0 Mother of God. 400 0 Blessed Lady. 400 0 Blessed Mother, 400 0 Madonna, The. 400 0 Our Lady of Sorrows. 670 I'll sing a hymn to Mary [SR] 1978 (subj.) |b labels (Mary) container (Our Lady; the Mother of God)

5. LC/NACO - NAME ARN: 1276385 010 n 84156128 |z no 98026221 040 DLC |c DLC |d DLC |d TxU |d DLC 005 19980312072448.0 100 0 Madonna, |d 1958- 400 1 Ciccone, Madonna Louise Veronica, |d 1958- 670 McKenzie, M. Madonna, lucky star, c1985: |b CIP t.p. (Madonna) pub. info. (rock singer, model, dancer, songwriter, actress) CIP galley (b. 8/16/59, Rochester, Mich.; Madonna Louise Ciccone) 670 Matthews, G. Madonna, c1985: |b p. 11 (b. 8-16-60 as Madonna Louise Veronica Ciccone) 670 Abitan, G. Magique Madonna, c1987: |b t.p. (Madonna) p. 8 (Madonna Louise Ciccone, b. 8-15-59 in Bay City, Michigan) 670 Biobase, 1996 |b (Madonna; citations to 16 ref. sources with b.d. 1958) 670 Int WW, 1995-96 |b (Madonna; b. 8/16/58) 670 WW Am. women, 1995-1996 |b (Madonna; b. 8/16/58 in Bay City, Mich.) 670 Encyc. Madonnica, 1995: |b p. 21 (b. 8/16/58) p. 181 (Madonna added her Catholic confirmation name Veronica to her forenames) Ü 13 670 The official Madonna Fan Club packet: |b Madonna biog. fact sheet (Madonna Louise Veronica Ciccone; b. 8/16/58)

6. Where did it all start?? • Card file • Nothing (Period of ennui) • BNA • Nothing (Period of ennui) • LTI and...

7. Our Philosophy (Oops)

8. Let the machine do the work!

9. Automated authority control history • 1973 OCLC cataloging begins • 1983 GEAC online catalog • Feb. 1988 Database sent to BNA for authority control processing • May 1989 Migration to NOTIS; Authority records loaded

10. Automated authority control history (cont’d) • 1991 Cross references display in public catalog • May 2000 Migration to Ex Libris/ALEPH • July 2000 Database sent to LTI for authority control processing • August 2000 Bibliographic and authority records loaded into ALEPH

11. BC Libraries Profile • 7 libraries; 3 storage facilities; 1.9 M volumes • 12.5 FTE Catalogers; 13.5 FTE Copy catalogers • Materials cataloged year-to-date (2000/01): 33,614 titles (including 10,122 shelf-ready titles)

12. GEAC/NOTIS authority control • Database wash in 1988 (GEAC) • Records loaded into GEAC, then converted to NOTIS • Annual supplemental authority work • Authority records updated; unable to load files (no loader)

13. ALEPH authority control process • Spring 2000 1,565,000 records converted NOTIS to ALEPH 12.4 • June 5, 2000 BC goes live • July - Aug. 2000 Database washed by LTI (1,430,000 records)

14. ALEPH authority control process (cont’d) • Aug. 9, 2000 Files (bibliographic and authority) returned • Aug. 10, 2000 Authority files loaded • Aug. – Sept. 2000 Bibliographic records loaded

15. ALEPH authority control process - Cataloging Practices • 98% of new records entering system go for authority control • Added 928 field used to identify records for authority processing • 948 field added by LTI to mark records that have been authorized

16. Cataloging Practices - Shelf ready books • Records added to ALEPH with loader • 928 field added with global change

17. Cataloging Practices - Firm orders, gifts, etc. 928 added: • at time of cataloging with macro • if record overlaid • if heading(s) added to record

18. ALEPH authority control process - LTI processing practices Files of new records sent weekly • Run retrieval program to get record numbers • Run Print 03 to get records • Run Fix routine to generate 001 with system number

19. ALEPH authority control process - LTI processing practices (cont’d) • Ftp file to LTI • Files returned in 10 min. or less (corrected bib records, authority records, reports) • Bibliographic records loaded and matched based on 001 field

20. ALEPH authority control process - LTI processing practices (cont’d) • Authority records loaded using match routine on 010 • 928 fields removed from bibliographic records with global change and original retrieval result as input

21. ALEPH authority control process – Authority record update practices • Receive quarterly files of new and updated authority files • Update based on LTI database of BC’s headings and authority records • ALEPH flips headings based on match routine; half the cost of corrected bib records

22. Aleph tables used in Authority Control • Tab 11 (gen entries) • Tab_aut • Tab 07 • Tab 20 • edit_doc_999_aut_BCL10.eng

23. TAB11 (GEN ENTRIES) BCL10 11 A COR## GEN 11 A 100## GEN 11 A 110## GEN 11 A 111## GEN 11 A 130## GEN 11 A 150## GEN 11 A 151## GEN 11 A 155## GEN 11 A 159## GEN 11 A 180## GEN 11 A 181## GEN 11 A 182## GEN 11 A 185## GEN 11 A 400## GEN -wi 11 A 410## GEN -wi 11 A 411## GEN -wi 11 A 430## GEN -wi 11 A 450## GEN -wi 11 A 451## GEN -wi 11 A 455## GEN -wi 11 A 480## GEN -wi 11 A 481## GEN -wi 11 A 482## GEN -wi

24. TAB_AUT ! 1 2 3 4 5 6 !!!!!-!-!!!!!-!!!!!-!!!!!-!!!!! AUT 1 bcl10 ATH 1 bcl10 AWT 1 bcl10 TTL 1 bcl10 TUT 1 bcl10 SRS 3 bcl10 !APE 1 bcl10 !ACO 1 bcl10 !AME 1 bcl10 SUB 2 bcl10 !SPE 2 bcl10 !SCO 2 bcl10 !SME 2 bcl10 !SGE 2 bcl10 !SGN 2 bcl10 !STP 2 bcl10 SUL 2 bcl10

25. ! 1 2 3 4 5 6 7 !!!!!-!!!!!!!!!!-!!!!!-!-!!!!!!!!!!-!!--!! 550## a9 GEN w g BT NT 550## a9 GEN w h NT BT 510## a9 GEN w a ET LT 510## a9 GEN w b LT ET 511## a9 GEN w a ET LT 511## a9 GEN w b LT ET 530## a9 GEN RT 551## a9 GEN w a ET LT 551## a9 GEN w b LT ET 551## a9 GEN w g BT NT 551## a9 GEN w h NT BT TAB07/ BCL10

26. ! 2 3 4 5 6 7 8 9 !-!!!!!-!!!!!-!!!!!-!-!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!-!-!!!!! 1 AUT AUT 100## -wi 0 2 400## -wi5 0 SEEF 1 AUT AUT 100## -wi 0 2 400## -wi5 0 SEEF 1 AUT AUT 100## -wi 0 2 410## -wi5 0 SEEF 1 AUT AUT 100## -wi 0 2 411## -wi5 0 SEEF 1 AUT AUT 110## -wi 0 2 410## -wi5 0 SEEF 1 AUT AUT 110## -wi 0 2 COR## -wi 0 SEEF TAB20

27. !1 2 3 4 5 6 7 8 9 0 11 2 13 4 !!-!!!!!-!-!!!!!!!!!!-!-!-!!!!!!!!!!!!!!!!!!!!-!-!-!!!-!-!!!!!-! ## SYS D LSys. no. Y E ## 1#### D LHeading Y E ## 260## D LSub. CSR Y E ## 360## D LSub. CSAR Y E ## 4#### D LSeen from Y X E ## 5#### w g D LBroader term Y X E ## 5#### w h D LNarrower term Y X E ## 5#### w a D LEarlier term Y X E ## 5#### w b D LLater term Y X E ## 5#### D LSee also Y X E ## 663## D LName Complex SA Ref Y E ## 664## D LName Complex SeeRef Y E ## 665## D LHistory Reference Y E ## 666## D LExplantory Ref. Y E ## 667## D LScope note Y E !## 64### a f D LSeries-f Y E !## 64### a t D LSeries-t Y E !## 64### a s D LSeries-s Y E ## 7#### D LLink Y E ## NT D LNarrower term Y L E ## BT D LBroader term Y L E edit_doc_999_aut_BCL10.eng

28. An Example?? • LC changes Afro-American to African American

29. Using Global Change • String substitution in 650 fields Run in non-update mode Check report Run in update mode

30. She may be a madonna, but she ain’t no virgin :Authority control at Boston College “Mac” Norton mac@bc.edu Pamela Perry perrypd@bc.edu Questions ? ? ?