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AUTHORITY CONTROL What You Need to Know to do it Yourself

AUTHORITY CONTROL What You Need to Know to do it Yourself. Barbara Kriigel & Beth Taylor (bkriigel@umich.edu) (bjtaylor@umich.edu) University of Michigan--Dearborn.

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AUTHORITY CONTROL What You Need to Know to do it Yourself

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  1. AUTHORITY CONTROLWhat You Need to Know to do it Yourself Barbara Kriigel & Beth Taylor (bkriigel@umich.edu) (bjtaylor@umich.edu) University of Michigan--Dearborn

  2. AgendaIII headings reports including Automated Authority Control Processing[break]Maintaining subject headings with LC Weekly listEnhancing database using III reports

  3. University of Michigan--Dearborn • 210,000 bibliographic records • 95,000 authority records • 5,000 titles cataloged annually • 2.25 FTE professional catalogers

  4. Mercer University • Do authority work for 20,000 titles a year • Use Marcive for Government Documents • 1 professional cataloger, 2 cataloging assistants

  5. USING III AUTHORITY REPORTS Decisions • How often to print (or view online) • UMD prints weekly, Mercer prints daily • Whether or not to exclude records without a Cat Date in the bib record • if full record is downloaded at time of order, do not exclude Cat Date • Whether to limit any reports • What fields to include in duplicate field report • call number, ISBN/ISSN, OCLC #, barcode

  6. Headings are Checked When: • Record is downloaded • Title is changed • Heading is added, deleted or modified • Record is suppressed or unsuppressed by using BCODE3 field in bib record

  7. Generating the Headings Reports From main menu, select D then H REPORTS ON HEADINGS F> Headings used for FIRST time I> INVALID headings used . . (other reports) . A> ALL reports C> CLEAR report file Q> QUIT

  8. Excluding Based on Cat Date • Select a report (or ALL) • system provides information and warning Exclude records without a CAT DATE? (y/n) • system can be set so this question is not asked; reports will automatically exclude bib records without cat date • workflow considerations

  9. Limiting by Other Criteria Limit report to specific F> Function done by user U> User T> Terminal number used by user L> Location in bib rec P> Prepare report Q> QUIT Choose one (F,U,T,L,P,Q)

  10. Headings Used for the First Time • Authors • Subjects (including subdivisions) • NOT series or uniform titles • perform authority work at time of cataloging • UMD downloads authority record only if cross references (4xx or 5xx) are present

  11. Sample Authority Record A10818753 Last upd:03-04-96 Created:02-15-93 Rev:2 01 ACODE1: 02 ACODE2: 03 ASUPPRESS: 04 001 sh 85038796 05 008 860211i anannbab a ana cz n 06 053 GR720|cFolklore 07 053 GT5890|cManners and customs 08 053 QL737.C2|cZoology 09 053 SF421|bSF440.2|cDomestic animals 10 150 0 Dogs 11 450 0 Dog 12 550 0 Domestic animals 13 681 |iExample under|aPets

  12. Expanded 008 Field 01 REC STAT (c) 11 Desc cat (n) 21 Ref eval (a) 02 REC TYPE (z) 12 Sub head (a) 22 Undefine ( ) 03 BIB LEVL ( ) 13 T of ser (n) 23 Rec updt (a) 04 ENC LEVL (n) 14 Num sers (n) 24 Und pnam (n) 05 CAT FORM ( ) 15 Hdg-main (b) 25 Levl est (a) 06 Date ent (860211) 16 Hdg-subj (a) 26 Undefine( ) 07 Geo subd (i) 17 Hdg-sers (b) 27 Mod recd( ) 08 Romanizn ( ) 18 T of sub ( ) 28 Cat srce ( ) 09 Undefine ( ) 19 Undefine ( ) 10 K of rec (a) 20 T of gov ( ) Key a number (1-28, Delete, Quit)

  13. Sample First Time Use (FTU) Author FIELD: 100 1 |aCole, Bernard Conrad INDEXED AS AUTHOR: cole bernard conrad MESSAGE: ----------FIRST TIME USE--------- PRECEDED BY: cole babette FOLLOWED BY: cole brock FROM: b1231545x Cole, Bernard Conrad The emergence of net-centric computing / Bernard C. Cole CATALOG DATE: 01-19-99 FUNCTION: oc AT TERM: 0 INITIALS: jfw ON Tue Jan 19 1999 15:35:30

  14. First Time Authors • Search OPAC for name • look for cross references • look for other forms of name Groarke, Leo Groarke, Leo, 1953- • remember that preceding and following entries may be from 4xx or 5xx field in an authority record • Look at other headings on screen and identify other potential problems

  15. First Time Authors (cont) • Search name in authority file (OCLC) • Download authority record if 4xx or 5xx are present • Correct heading in OPAC if necessary

  16. First Time Authors (cont) • Alternate method: • on III report, check preceding and following entries for new heading • search OPAC only if a potential problem exists Groft, Tammis Kane Preceded by: grofman bernard Followed by: grogan denis joseph DECISION: no potential problem, skip OPAC search • search name in authority file and download authority record if needed • correct heading in OPAC if necessary

  17. Example from Author FTU List FIELD: 100 1 |aDoyle, Arthur Conan,|d1859-1930 INDEXED AS AUTHOR: doyle arthur conan 1859 1930 PRECEDED BY: doyle anna beth FOLLOWED BY: doyle arthur conan sir 1859 1930 **Decision: verify form of name and correct new heading

  18. Example from Author FTU List FIELD: 100 1 |aDavis, Kenneth C INDEXED AS AUTHOR: davis kenneth c PRECEDED BY: davis kenneth FOLLOWED BY: davis kenneth culp **Decision: verified all three names

  19. Example from Author FTU List FIELD: 710 2 |aGood Thinking, Inc INDEXED AS AUTHOR: good thinking inc PRECEDED BY: good ronald g FOLLOWED BY: good thomas 1943 **Decision: no potential problem, verify heading

  20. Sample FTU Subject Entry FIELD: 650 0|aMirrors in art INDEXED AS SUBJECT: mirrors in art MESSAGE: -------FIRST TIME USE-------- PRECEDED BY: mirrors history FOLLOWED BY: mirrors in literature FROM: b12311785 Miller, Jonathan, 1934- On reflection / Jonathan Miller CATALOG DATE: 01-28-99 FUNCTION: oc AT TERM: 0 INITIALS bjt ON: Thu Jan 28 1999 08:18:48

  21. First Time Subjects • Check preceding and following entries on list • preceding or following entry may be from a cross reference on another authority record • Check for “root” heading in OPAC FIELD: 650 0|aDinosaur paraphernalia|zUnited States PRECEDED BY: dinophyta FOLLOWED BY: dinosaur provincial park **Decision: need authority record for Dinosaur paraphernalia since it has a 4xx

  22. First Time Subjects (cont) • Search OCLC and download authority record if 4xx or 5xx fields are present • root heading or full subject heading or both

  23. First Time Subjects (cont) • Can the free-floating subdivision be used for this type of heading? United States--History--Civil War, 1861- 1865--Photography --Photography is authorized for Wars

  24. First Time Subjects (cont) • Is geographical subdivision in correct position? Aged--Abuse of--United States Learning disabled--United States-- Identification

  25. Example from Subject FTU List FIELD: 650 0 |aFire|xComputer simulation INDEXED AS SUBJECT: fire computer simulation PRECEDED BY: fire companies FOLLOWED BY: fire departments **Decision: search OPAC to see if authority record for “Fire” exists. If not, search OCLC and download, if it has xrefs Check to see that |xComputer simulation is okay free-floater and search OCLC to see if authority record exists and is needed (has xrefs)

  26. Example from Subject FTU List FIELD: 650 0 |aMendicant orders|zEngland INDEXED AS SUBJECT: mendicant orders england PRECEDED BY: mendicant orders FOLLOWED BY: mendiete geronimo de d 1604 **Decision: Searched OPAC and found xref: Mendicant orders SEE Friars. Searched OCLC and verified that Friars was correct; Corrected heading on bib record. Heading did NOT appear on Invalid Headings report since it did not match 4xx EXACTLY (Mendicant orders)

  27. Example from Subject FTU List FIELD: 650 0 |aScience fiction|xSocieties, etc INDEXED AS SUBJECT: science fiction societies etc PRECEDED BY: science fiction russian translations into english FOLLOWED BY: science fiction technique **Decision: |xSocieties, etc. is okay free-floater. Searched OCLC and found authority record with xrefs so it was downloaded

  28. Example from Subject FTU List FIELD: 650 0 |aSlave insurrrections|zUnited States|xSources INDEXED AS SUBJECT: slave insurrrections united states sources PRECEDED BY: slave insurrections virginia FOLLOWED BY: slave keeping **Decision: wondered why …United States was following …Virginia and saw typo in new heading. Corrected bib record

  29. Example from Subject FTU List FIELD: 650 0 |aTravel|zGreat Britain|xHistory INDEXED AS SUBJECT: travel great britain history PRECEDED BY: travel french united states FOLLOWED BY: travel guidebooks **Decision: authority record for “Travel” shows it can’t be subdivided geographically. Corrected heading to Great Britain|xDescription and travel

  30. OCLC Searching Tips • Many subject headings with free-floating subdivisions have been established by LC with cross references • May need to search multiple OCLC indexes • Example: Shakespeare is in both name and subject indexes • Corporate author, uniform title, personal name, subject, conference

  31. OCLC Downloading Tips • Interactive Downloading • Authority records for 100, 110, 111 or 130 headings automatically index as author or title • When authority record is needed for the subject index, copy authority record to subject index • Delete authority record in original index if not needed • Watch authority records with mixed tags (150 with 400 and 500 xrefs) • Batch downloading • Choose correct downloading table in III • No need to copy authority records • No problem with mixed tags

  32. MIXED TAGS 150 0 Holy Cross 400 00 Jesus Christ|xCross 450 0 Cross 500 00 Jesus Christ|xCrucifixion 500 00 Jesus Christ|xRelics 550 0 Feast of the Cross Jesus Christ will be indexed as an author rather than a subject because it is a x00 field

  33. View with Innopac Tags • In database maintenance, type an asterisk (*) to see Innopac tags SUBJ AUTH Holy Cross NAME S FRM Jesus Christ Cross NAME SA FRM Jesus Christ Crucifixion NAME SA FRM Jesus Christ Relics SUBJ S FRM Cross SUBJ SA FRM Feast of the Cross

  34. To Correct Mixed Tag Record View record with MARC tags I> Insert a field (don’t use full screen edit) d> subj auth e> subj s frm (4xx) Jesus Christ|xCross f> subj sa frm (5xx) Jesus Christ|xCrucifixion a> name auth b> name s frm (4xx) c> name sa frm (5xx)

  35. To Correct Mixed Tag Record (con’t) • Select appropriate III tag • Re-key xref (use correct MARC tag, i.e. 400 not 450) • Delete original xref (it will display before the new field) • When saved, xref will be in proper index

  36. REPORTS ON HEADINGS F > Headings used for FIRST Time I > INVALID headings used D > DUPLICATE call numbers & other errors B > BLIND References R > Duplicate authority RECORDS U > Bibliographic UPDATES ** N > NEAR matches ** L > BUSY matches ** X > Non-Unique 4XXs ** Y > Cross-Thesaurus matches ** A > ALL reports C > CLEAR report file Q > QUIT Choose one (F,I,D,B,R,U,N,L,X,Y,A,C,Q)

  37. INVALID headings used • Checks incoming 1xx, 6xx & 7xx against 4xx headings in Authority file • Must be a direct match, headings with subdivisions are not reported • You must make the correction • Search OPAC, verify heading • Search OCLC, verify that the correct heading is still valid, is so, correct the heading

  38. INVALID headings used 03-23-99 1 > FIELD: 650 0|aHealth care INDEXED AS SUBJECT: health care MESSAGE: --------------- INVALID HEADING --------------- CORRECT HEADING IS: medical care FROM: b11489339 Health care in big cities / edited by Leslie H. W. Paine CATALOG DATE: 02-23-93 FUNCTION: ee AT TERM: 701 INITIALS: bjt ON: Tue Mar 23 1999 07:17:27

  39. ____ A10733383 Last updated: 03-10-93 Created: 03-10-93 Revision:1 01 ACODE1: 02 ACODE2: 03 ASUPPRESS: 04 001 sh 85082871 05 008 860211i anannbab b ana nz n 06 150 0 Medical care 07 450 0 Delivery of health care 08 450 0 Delivery of medical care 09 450 0 Health care 10 450 0 Health care delivery 11 450 0 Health services 12 450 0 Medical and health care industry 13 450 0 Medical services 14 450 0 Personal health services 15 550 0 Insurance, Health 16 550 0 Public health

  40. Headings used for FIRST Time 03-23-99 2 > FIELD: 650 0|aHealth care|xUtilization INDEXED AS SUBJECT: health care utilization MESSAGE: --------------- FIRST TIME USE --------------- PRECEDED BY: health care technology FOLLOWED BY: health catchment areas FROM: b10323570 World Health Organization. International Collaborative Study of Medical Care Utilization Health care : an international study : report of the World Health Organization/International Collaborative Study of Medical Care Utilization / edited by Robert Kohn and Kerr L. White ; with a foreword by Robert F. Bridgman CATALOG DATE: 02-23-93 FUNCTION: ee AT TERM: 701 INITIALS: bjt ON: Tue Mar 23 1999 07:17:58

  41. DUPLICATE call numbers & other errors • Alerts of duplicate errors • Duplicate call numbers • Duplicate OCLC # or ISBN /ISSN • Duplicate barcodes (patron and item) • Or can be set to “none” (catching nothing) • You make corrections

  42. DUPLICATE call numbers & other errors 03-25-99 1 > FIELD: 39076001931166 INDEXED AS BARCODE: 39076001931166 MESSAGE: --------------- DUPLICATE USE --------------- FROM: i13091372 Cunningham, Michael R Buddhist treasures from Nara / Michael R. Cunningham ; with essays by John M. Rosenfield and Mimi Hall Yiengpruksawan FUNCTION: oc AT TERM: 0 INITIALS: xyz ON: Wed Mar 24 1999 11:10:46 2 > FIELD: 001 39216356 INDEXED AS OCLC NO: 39216356 MESSAGE: --------------- DUPLICATE USE --------------- FROM: b12327025 Cunningham, Michael R Buddhist treasures from Nara / Michael R. Cunningham ; with essays by John M. Rosenfield and Mimi Hall Yiengpruksawan CATALOG DATE: 03-24-99 FUNCTION: oc AT TERM: 0 INITIALS: xyz ON: Wed Mar 24 1999 11:08:04

  43. You searched for the BARCODE: 39076001931166 2 entries found, entries 1-2 are: CALL # 39076001931166 1 Buddhist treasures from Nara / Michael R. Cunning N7357.N3 C86 1998 2 Buddhist treasures from Nara / Michael R. Cunning N7357.N3 C86 1998 ________________________________________________________ You searched for the OCLC NO: 39216356 2 entries found, entries 1-2 are: CALL # 39216356 1 Buddhist treasures from Nara / Michael R. 2 Buddhist treasures from Nara N7357.N3 C86 1998

  44. BLIND references • Reported once • Author -- title -- subject • Manually delete if all headings are out of the database • We retain blind reference when we have the heading with subdivisions so we can have use of the cross references.

  45. BLIND References 03-19-99 2 > FROM: a11036825 SUBJECT 150 0|aDrivers' licenses FUNCTION: oc AT TERM: 0 INITIALS: ON: Thu Mar 18 1999 15:07:26 MESSAGE: --------------- IS A BLIND REFERENCE ---------------

  46. You searched for the SUBJECT: drivers lic 3 SUBJECTS found, with 3 entries; SUBJECTS 1-3 are: 1 Drivers Licenses --> Authority Record ............ 1 entry 2 Drivers Licenses United States ........................ 1 entry 3 Drivers Licenses United States States ...............1 entry

  47. Duplicate authority RECORDS • Alerts of duplicate authority records • Will alert of “duplicate” author records when there is an added |t, |l, |k [Not really a duplicate] • You make correction

  48. Duplicate authority RECORDS 03-19-99 1 > FIELD: 150 0|aMicrofinance INDEXED AS SUBJECT: microfinance MESSAGE: --------------- DUPLICATE AUTHORITY --------------- FROM: a11036904 FUNCTION: oc AT TERM: 0 INITIALS: ON: Thu Mar 18 1999 15:11:42

  49. Duplicate authority RECORDS 03-26-99 1 > FIELD: 100 10|aTwain, Mark,|d1835-1910.|tCorrespondence.|kSelections INDEXED AS TITLE: correspondence MESSAGE: --------------- DUPLICATE AUTHORITY --------------- FROM: a11037428 FUNCTION: oc AT TERM: 0 INITIALS: ON: Thu Mar 25 1999 11:02:34

  50. You searched for the AUTHOR: twain mark 13 entries found, entries 1-8 are: Twain Mark 1835 1910 1 --> Authority Record -- Adventures of Huckleberry Finn 2 --> Authority Record -- Autobiography 3 --> Authority Record -- Correspondence 4 --> Authority Record -- Correspondence. Selections 5 --> Authority Record -- Novels. Selections 6 --> Authority Record -- Selections. 1982 7 --> Authority Record -- Selections. 1983 8 --> Authority Record -- Selections. 1984

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