Cancelled Authority Records:

1. Cancelled Authority Records: Maintenance After MARCIVE Notification Tape Loads Jenifer K. Marquardt University of Georgia

2. Outline • What is a Cancelled Authority Record? • Step by step maintenance • Questions at any time!

3. Cancelled Authority Records • Most commonly more than one record was created to cover the same person or concept. • Griffith, David Craig, 1951- AND Griffith, David C. • Associations, institutions, etc. |x Management AND Institution management • Hypotháeses (Strasbourg, France) AND Hypotháeses (Editions ARCANES)

4. An authority record might also be cancelled when more appropriate headings are developed. • Bristlecone pine used to be a valid subject heading. It was cancelled in favor of two more specific headings. • Rocky Mountain bristlecone pine • Great Basin bristlecone pine

5. One record is cancelled and any valuable information is transferred to the remaining authority record. • 010 from cancelled record appears in delimiter z (usually) • Other form of heading used as a cross reference (often) • 670s (often)

6. MARCIVE Role • Keeps track of all authority records they have supplied to your local institution • If there is a change in any of those authority records they re-supply them in a Notification file so that you can update your database • Does not attempt to understand what the change is, why it was made, or how it will effect your database

7. Tape Load of Notification File • If a cancelled record is found during the load into your GIL database, it is written to the delete file • The already existing record in your database IS STILL IN YOUR DATABASE! • Bibliographic records using the cancelled heading ARE STILL IN YOUR DATABASE!

8. Maintenance Step by Step • This cleanup requires a bit of research and judgement - not a simple process of merely deleting the cancelled record from your database

9. Lets look at: • Name and Subject Headings • Series Headings • General Notes

10. Name and Subject Headings - Step 1 • Print the delete file. Starting with the first heading, begin to work through the list

11. Step 2 • Search for the heading in GIL. You must search each name heading in the Name, Name/Title, and Subject indexes to retrieve all bibliographic records that use the heading • Staff Name Heading Search • Staff Name/Title Heading Search • Staff Subject Heading Search

12. Non-Keyword Searching • Direct access to the heading indexes

13. Step 3 - Option 1 • If the left-hand column shows “Auth/Ref” by the cancelled heading ...

14. ... change the headings in the linked bibliographic records to the “Ref” or “See” form.

15. When all bib. records are attached to the correct heading, delete the cancelled authority record. • Verify against the 010 number from your printout before deleting!

16. Step 3 - Option 2 • If the left-hand column shows “Authorized” by the cancelled heading, right click on “Authorized.”

17. Sometimes two identical headings appear. One is the cancelled heading, and the other is the “new” heading.

18. Verify that the cancelled 010 number on the printout appears in the delimiter z of the record for the “new” heading.

19. If the cancelled 010 does appear, you can simply delete the cancelled record from GIL. There is no need for bibliographic record cleanup!

20. Step 3 - Option 2 continued • If there are not identical headings either check a nearby record that looks like it could be the “new” heading for the 010 of the cancelled record ...

21. … or search for the valid heading using the Non-Keyword index “Auth LCCN (010z)” and the 010 from the cancelled record printout.

23. Use the valid heading to correct the bibliographic records attached to the cancelled heading. Cancelled authority number you used in your search Use cut and paste

24. When all bibliographic records are attached to the correct heading, delete the cancelled authority record Remember to verify the 010 number against your printout before deleting!

25. Sometimes the cancelled LCCN is not included on the “new” authority record. The 670 from the cancelled record, however, is likely there, so examine the 670s to identify the correct “new” heading.

27. New Heading not in GIL? If we did not already have the “new” authority heading, MARCIVE would not send it to us.

28. It is up to us to determine that the heading has been cancelled (actually Voyager does this) and what heading, if any has replaced it. MARCIVE only lets us know that some undefined update has taken place on an authority record that they have sent to us some time in the past.

29. In other words, we receive the “new” heading if and only if two situations are met: 1. MARCIVE has sent us the authority record in the past. 2. That heading has been updated in some way.

30. So … if the new heading is not in GIL search OCLC using the cancelled LCCN. Your search Cancelled LCCN in delimiter z

31. Double-check in GIL that the heading you found is not in your database. Then export the record from OCLC Import the record into your database Correct your bibliographic records

32. Then delete the cancelled heading from GIL, remembering to verify the 010 number against your printout before deleting!

33. Some headings may simply be cancelled and have no one to one replacement. In such cases, remove the heading from the effected bibliographic records and delete the cancelled authority record from your files.

34. If you look in the LC catalog you may find that LC has made compensatory changes to the bibliographic records that you might like to make. http://lcweb.loc.gov/catalog

35. 151 0 Pingelap Atoll (Micronesia) was cancelled, so this 651 is no longer valid.

36. LC has added a heading for the people to substitute for the place and so retained the “Social life and customs” subdivision in the bib. record

37. Cancelled Series Headings Appear on the delete file printout

38. Use the same procedures described for Name and Subject headings to determine the correct heading. Search in Non-Keyword by the Staff Title Headings Search or the Staff Name/Title Heading Search depending on the type of series

39. Correcting the series headings in the bibliographic record is more complicated than simply deleting the old heading and replacing it with the new heading.

40. Remember that the bibliographic record must show both the series statement - which is descriptive of what actually appears on the piece - and the series tracing/authorized access point.

41. The series statement and tracing may be the same and combined in one field on a bibliographic record.

42. Also be alert for possible captioning differences that you would want to reflect in the series tracing as well. For instance, the cancelled authority record may have had vol. in the 642 series numbering example field. The “new” authority record might have v. instead.

43. General notes

44. When many bibliographic records need to be corrected, consider using the global change process. You can “force” a needed change into the queue.

45. Be alert for changes in tags and indicators as you make changes to the bibliographic records.

46. You might also want to reconsider the suitability of subdivisions. Are they authorized under the new heading?

47. Questions?