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Global Change in GIL

Global Change in GIL. An Introduction by Jenifer Marquardt (UGA) June 2000. Outline. What is Global Headings Change? What is the Global Change Queue? How do headings get into the queue? Step by step view Discouraging problems/deficiencies. What is Global Headings Change?.

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Global Change in GIL

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  1. Global Change in GIL An Introduction by Jenifer Marquardt (UGA) June 2000

  2. Outline • What is Global Headings Change? • What is the Global Change Queue? • How do headings get into the queue? • Step by step view • Discouraging problems/deficiencies

  3. What is Global Headings Change? • Lets you change headings on more than one bibliographic record at a time • In GIL this occurs through a combination of user interface and server batch jobs • You must have the proper security profile to do your part • Documentation in 99.1 Cataloging Manual pages 80-90

  4. What is the Global Change Queue? • When a change is made to a heading (the 1XX field) in an authority record, the change is sent to this queue to set up further database clean up options. • Cataloging Batch Jobs 11, 12, 13

  5. How do headings get into the queue? • Marcive Notification Tapes • Manual changes to headings in your database • Individual imports of changed records

  6. Marcive Notification Tapes • Marcive knows what headings they have sent us in the past • Marcive sends us changes to those headings - replacement records - in a Notification file • We bulk import those tapes

  7. Manual Changes to Headings in Your GIL Database • Often have problem headings to correct that do not come from new changes but from existing errors in your database • When there are changes not made during the initial batch jobs - such as subdivisions. • When numbers make it more efficient to handle as a batch change

  8. Easy viewing of the Queue • Customize your settings

  9. Colors/Fonts tab

  10. Basic Change Queue Process • Original heading displayed • Proposed new heading displayed • Process check boxes • Number of bibliographic records • New heading display augmented with • Affected authority headings - 1XX, 4XX and 5XX • Process check boxes • Changes completed and saved to database

  11. Open the queue: CTRL-G

  12. Original Headings Displayed

  13. Batch job 11 is run • Proposed New Headings are Displayed

  14. Can use cursor to see full heading

  15. Investigate proposed changes Highlight a heading and choose the Search or Auth… button

  16. Search button drops you into the headings list

  17. Auth… button takes you to the proposed authority record

  18. Example: nne in 400

  19. Example: 670 fields

  20. Some bibs. should stay the same & some should change

  21. Example: 1939 to 1969?

  22. If you do not want to process the change at all highlight the old heading and choose the Delete button

  23. After examining the proposed headings, check the process box for each heading you wish to continue processing now

  24. Batch job 12 is run • Expand the headings again - in some cases there will be nothing more to see • In others, affected authority headings - 1XX, 4XX, 5XX - are displayed

  25. 5XX’s are okay. Merely a list of any authority records which have your heading as a see also reference.

  26. If a 4XX reference is displayed it is usually a sign of a conflicting authority record • Might be a dummy record you created to force a change into the queue • Resolve each real conflict before running the next batch job

  27. 1XX should be VERY unusual • Local cataloger working in the National Authority File may change an existing authority record and create a new one in order to distinguish between people of the same name. • Likely that some records will belong with each form of name • Follow-up on these vital - keep paper before and after copies

  28. 1XX example:

  29. Batch Job 13 is Run • Proposed changes to bibliographic records are made • Most headings are successfully changed and dropped from the list • Some remain for no apparent reason. Others are there because ...

  30. The root heading was changed but other old headings with subdivisions are still in your catalog. • These headings will remain in the Global Change Queue list, but when they are expanded will show 0 bibliographic records • If they only involve one or two records, you can manually evaluate and change to the new heading

  31. Choose Search Example:

  32. What Doesn’t Change? Other Problems • Headings with subdivisions for which there is no authority record • Tags & Indicators • Problems with uniform titles and series

  33. If there is an authority record for a heading including a subdivision, those headings in bib. records will be changed. • Example: Trade unions has changed to Labor Unions

  34. Lots of subdivisions in the authority file

  35. But if you have records, as we do, with subdivsions not in the file, global change will not fix them.

  36. Tags & Indicators • Voyager will only change the heading. It will not change tags or indicators • Heading from: [geographic area] -- [topic] to [topic] -- [geographic area] • Heading from: [corporate name as Jurisdiction] to [name in direct order]

  37. Examples that Voyager would not change - need manual intervention • 651 0 |a Canada |x Constitutional law to 650 0 |a Constitutional law |z Canada • 110 1 |a Toronto (Ont.) |b University to 110 2 |a University of Toronto

  38. Problem with uniform titles • Example with a 100/240 combination (rather than whole entry being in one 700 field)

  39. Authority validation process shows this heading not corrected by global change

  40. Will need to make manual change from “Reference” to “Authorized” form on bib.

  41. “Heading changeable via name/title heading change only” report after job 12

  42. Search each in the Staff Name & Staff Subject Headings Indexes to see if headings still need to be corrected

  43. Series problems • Example 1: 830 no longer needed - used to have plural word “communications”

  44. Series problems • Example 2: 440 no longer reflects series statement as it appeared on piece - Strumenti. |p Linguistica e critica letteraria. Should have 490/830

  45. How to Get Stuff into the Queue • Imagine you have a heading change that effects 28 bibliographic records • Got the time to change each one manually?

  46. Obsolete heading is now 410 on two authority records

  47. Create a duplicate authority record • Create Authority Button - Choose any bibliographic record with the old heading and save it

  48. Matches existing incorrect heading - Save it • Write down the authority record number

  49. Now Change this Dummy Record • New form of heading you desire • Change to this heading will make it show up in the global change queue

  50. Go through Global Change Process

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