AUTHORITIES TRAINING
description
Transcript of AUTHORITIES TRAINING
AUTHORITIES TRAINING
March 14 and 28, 2006
Presented by Marcia Salmon
AGENDA
Introduction to Authorities Headings to check in copy How to search for authorities in Sirsi Java Workflows Client How to search Validator
– Introduction to Validator– Demonstration of how to search Validator
How to search Library of Congress Authorities Website How to search Amicus for Authorities Break Exercises
Introduction to Authorities
What is authority control? Characteristics of authority control Why do we need authority control? Authority records
Introduction to AuthoritiesWhat is authority control?
Definition of Authority Control from Wikipedia “Authority control is a term used in library and
information science to describe the practice of ensuring that any term used as a catalogue entry is correlated with all other forms of that term. This is most commonly applied to authorship details - hence the name - but the term has been broadened to cover anything where a single concept may be entered in multiple different ways. It is thus an example of a controlled vocabulary. It also serves to ensure that people with the same name can be distinguished.”--Wikipedia
Introduction to AuthoritiesCharacteristics of an authority control
A well-developed authority file has an elaborate syndetic structure
Syndetic structure refers to the system of cross references such as Used For (UF), USE, Broader Term (BT), Narrower Term (NT) and Related Term (RT)
(Konovalov, Yuri. Cataloging as a Customer Service: Applying Knowledge to Technology Tools. Information Outlook, 1999.)
Introduction to AuthoritiesWhy do we need authority control?
Syndetic structure allows library users to find what they are looking for even if they do not know the authorized term, it also allows the machine to retrieve all relevant materials
Introduction to AuthoritiesWhy do we need authority control?
Examples: If you search by the subject
E-Business the system will direct the user
to the authorized heading Electronic
commerce by a “See” reference
Introduction to Authorities Authority records
An authority record contains standardized forms for names and subjects (and in some cases, titles) that are used in bibliographic records and provides cross references in catalogues. A record includes three basic components:
1. Headings
2. Cross references
3. NotesAuthority Tutorial created by Kathleen Wells and Nashaat Sayed, 2004
Introduction to Authorities Authority records
Leader
00X Control Field
01X-09X Number and Code Fields
1XX Heading Fields
2XX-3XX Complex Subject Reference Fields
4XX See From Tracing Fields
5XX See Also Tracing Fields
64X Series Treatment Fields
663-666 Complex Name Reference Fields
667-68X Note Fields
7XX Heading Linking Entry Fields
8XX Location and Alternative Graphics
MARC 21 Concise Format for Authority Data
Introduction to Authorities Authority records
Heading Types Standard Form
Headings See From Tracing (4XX)
See Also Tracing (5XX)
Heading Linking Entries (7XX)
Personal names X00 100 400 500 700
Corporate names
X10 110 410 510 710
Meeting names X11 111 411 511 711
Uniform Titles / Series Titles
X30 130 430 530 730
Topical Subject X50 150 450 550 750
Geographic Name
X51 151 451 551 751
Introduction to Authorities Authority records -- Interpretation
A See From label contains a wrong form of the heading (4XX)
A See Also From label contains an earlier/ later or a broader/narrower form of a heading (5XX)
Introduction to Authorities Authority records – Name Headings
Introduction to Authorities Authority records – Series Headings
Introduction to Authorities Authority records – Subject Headings
Headings to check in copy
Local guidelines on when to check headings in bibliographic records
What headings to check Basic procedures for checking for headings
Headings to check in copy When to check headings in bibliographic records
Determine the source of the copy from looking at the MARC field 040 in the bibliographic record
If the code “DLC” appears in the delimiter “a” MARC field of the 040 (|aDLC) 040 this means that the item was originally catalogued by the Library of Congress, and therefore heading do not need to be checked unless there is a problem.
If headings MARC field 040 has any other code than the headings need to be checked
Headings to check in copyWhat headings to check
Note Check Series Headings for the form of entry, traced or untraced, classed together or classed separately, local treatment notes found in the MARC field 690 in the authority record
If YORK treatment differs from the treatment in the authority record, please bring it to the attention of Doug Adams or Heather Fraser
Main Entry Personal Names
Corporate Names
Meeting Names
Uniform Titles
100
110
111
130
Series Series Title Statement
Series Added Entry – Uniform Title
440
830
Subjects Personal Name Subject Headings
Corporate Name Subject Headings
Meeting Name Subjects Headings
Uniform Title Subjects Headings
Topical Subject Headings
Geographic Name Subject Headings
600
610
611
630
650
651
Added Entries Personal Names
Corporate Names
Meeting Names
700
710
711
Headings to check in copyBasic procedures for checking for headings
The following is the local procedures for checking for headings
1. Check heading in Sirsi Authority File (the |?UNAUTHORIZED beside the heading in the bibliographic record is a signal that the heading is not found in our local authority file)
2. Check Validator or Check Amicus for Canadian Corporate Authors
3. Check Library of Congress Authorities Website
Headings to check in copyBasic procedures for checking for headings
Check the heading in the copy against the authority file in SIRSI.
If a conflict occurs between the form of the heading in the bibliographic record and what is in the Sirsi authority record
– either the copy is incorrect and should be corrected to match the authority record in SIRSI
– the heading in the copy is correct and the authority record in SIRSI is outdated, this may happen if you are working from copy that was not saved recently or if you have imported updated copy for your record from SmartPort
Headings to check in copyBasic procedures for checking for headings
If this is the same heading, adjust the copy to match the form of the name in the SIRSI authority file. The authority record will contain information to help you decide if it is the same person. Look in the 670 tag in the authority record. It will usually include information regarding other works by the same person. If the title(s) of those other works are in a similar subject area to the person in your bibliographic record, it is probably the same person. If you are unsure if it is the same, please consult: D. Adams or H. Fraser
Headings to check in copyBasic procedures for checking for headings
if you are working from older copy or if you bring in updated copy for an item, you may find an updated form of the heading in Validator. If you are sure it is the same heading, correct the heading in your record to match the newer heading. If you are unsure please consult: D. Adams or H. Fraser
Print out BOTH the old authority record from SIRSI and the new one from Validator, etc. Staple them together with the revised heading on top and put “Revised Heading” at the top of the revised heading printout.
Check with D. Adams or H. Fraser if you are unsure as to whether or not it is the same person.
If you see that there are several headings under the incorrect form of a heading, i.e., a split file. Please make a print out and advise D. Adams or H. Fraser to arrange correction.
Headings to check in copyBasic procedures for checking for headings
If there is no authority record in Sirsi Print out the authority from Validator, LC or
AMICUS and drop it in the box for import. For subjects print out an authority record for the root or the main portion of the subject heading only (only search for the subject in the delimiter “a” field). Do not print out authority records for subject subdivision records.
Headings to check in copyBasic procedures for checking for headings
If there is no authority in Validator, Library of Congress Authorities Website or AMICUS
Accept the copy as is. If you feel that an original authority record should be created, especially in the case of a series heading, please bring it to H. Fraser.
Remember that not all headings will be under authority control. In those cases, the ?UNAUTHORIZED message will remain. It cannot be removed as it is information for the cataloguer but it does not display to the public.
How to search for authorities in Sirsi Java Workflows Client
The document Authorities in Sirsi contains procedures and screen shots that describe how to search and display authority records in Sirsi. (http://www.library.yorku.ca/binaries/Staff/SIRSImanuals/authoritiesinSIRSI.pdf)
How to search for authorities in Sirsi Java Workflows Client
Demonstration of searching and displaying authorities in Sirsi
Demonstration of validating headings within the bibliographic record
How to search ValidatorIntroduction to Validator
Validator contains Names, Series, Subject and Subdivision headings created by catalogers at the Library of Congress and at institutions contributing to the file through the National Coordinated Cataloging Operations (NACO). It is divided into two separate databases : Names and Subjects. To access Validator, click on the Validator icon from the menu screen or from the Task bar (bottom of screen).
How to search ValidatorIntroduction to Validator
Names Database. The Names database consists of Names and Series Authority records. Name Authority records include Personal, Corporate, Meeting, Geographic terms, and Uniform Title (used mostly for music cataloguing) that may be used as a main or added entry. Series Authority records include monographic series, multipart items and series like phrases that may be construed to constitute a series.
Subjects Database. The Subjects database is primarily a listing of Topical Subject Headings. Also included are terms and subdivision headings.
It should be noted that Geographic headings such as 651 $aCanada will be found in the Names database
How to search Validator Demonstration of how to search Validator
The document Using Validator contains procedures that describe how to
search and display authority records in Validator
http://www.library.yorku.ca/binaries/Biblio/usingvalidator.pdf
How to search Validator Demonstration of how to search Validator
Demonstration of how to search Validator for authorities
How to search Library of Congress Authorities Website
Online tutorial on searching name authorities using Library of Congress Website
file:///D:/LCnames2.html
How to search Amicus for Authorities
Online tutorial on searching for Canadian corporate name authorities using AMICUS
D:\authorities.avi
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