AUTHORITY CONTROL What You Need to Know to do it Yourself Dana Kemp (Mercer University) Beth Taylor...
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AUTHORITY CONTROL
What You Need to Know to do it Yourself
Dana Kemp (Mercer University)
Beth Taylor (Univ. of Mich.-Dearborn)
Barbara Kriigel (Univ. of Mich.-Dearborn)
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Agenda
III headings reports including Automated Authority Control Processing [break]
Maintaining subject headings with LC Weekly lists
Enhancing database using III reports
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Mercer University
300,000 bibliographic records 150,000 authority records Do authority work for 20,000 titles a year Use Marcive for Government Documents 1 professional cataloger, 2 cataloging
assistants
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University of Michigan--Dearborn
215,000 bibliographic records 98,000 authority records 4,500 titles cataloged annually 2.25 FTE professional catalogers
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Using III Authority Reports
Decisions How often to print (or view online)
Mercer prints daily, UMD prints weekly 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
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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 Bib record is deleted Cat date is added to bib record
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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
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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
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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)
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Headings Used for the First Time
Authors Subjects (including subdivisions) NOT series or uniform titles
perform authority work at time of cataloging create list of new bibs with UTs and series, then
check UMD downloads authority record only if
cross references (4xx or 5xx) are present
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Sample Authority RecordA10818753 Last upd:03-28-00 Created:09-15-97 Rev:2
01 ACODE1: 02 ACODE2: 03 ASUPPRESS:
04 001 oca02099795
05 008 860211i anannbab a ana cz n
06 010 sh 85038796
07 053 QL737.C22|cZoology
08 053 SF421|bSF440.2|cDomestic animals
09 150 Dogs
10 450 Dog
11 550 Domestic animals|wg
12 681 |iExample under|aPets
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Expanded 008 Field
01 REC STAT (c) 12 Desc Cat (n) 23 Undefine ( )
02 REC TYPE (z) 13 Sub Head (a) 24 Rec Updt (a )
03 UNDEFINE ( ) 14 Type Ser (n) 25 Und PNam (n)
04 ENC LEVL (n) 15 Num Sers (n) 26 Levl Est (a)
05 UNDEFINE ( ) 16 Hdg-Main (b) 27 Undefine ( )
06 UNDEFINE ( ) 17 Hdg-Subj (a) 28 Mod Recd ( )
07 Date ent (860211) 18 Hdg-Sers (b) 29 Cat Srce ( )
08 Geo subd (i) 19 Type Sub ( )
09 Romanizn ( ) 20 Undefine ( )
10 Lang Cat ( ) 21 Type Gov ( )
11 Kind Rec (a) 22 Ref Eval (a)
Key a number (1-29, Delete, Quit)
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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: 01-19-2000FUNCTION: oc AT TERM: 0 INITIALS: bjt ON Tue Jan
18 2000 15:35:30
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First Time Authors On III report, check preceding and following
entries for new heading Remember that preceding and following entries
may be from 4xx or 5xx field in another authority record
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
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First Time Authors (con’t)
Search name in authority file (OCLC) Download authority record if needed Correct heading in OPAC if necessary
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First Time Authors (con’t)
Alternate method 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 another authority record
Look at other headings on screen and identify other potential problems in index
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First Time Authors (con’t)
Search name in authority file (OCLC) Download authority record if needed (UMD
and Mercer download only if 4xx or 5xx is present)
Correct heading in OPAC if necessary
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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 wrong heading
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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: verify all three names
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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
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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: 01-27-2000FUNCTION: oc AT TERM: 0 INITIALS bjt ON: Thu Jan 27
2000 08:18:48
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First Time Subjects Check preceding and following entries on list
Preceding or following entry may be from a 4xx or 5xx field 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
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First Time Subjects (con’t)
Search OCLC and download authority record if needed Root heading or full subject heading or both
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First Time Subjects (con’t) Can the free-floating subdivision be used for this
type of heading?
United States|xHistory|yCivil War, 1861-
1865|xPhotography
**Decision: |xPhotography is authorized for Wars so heading is okay; verified that no authority record with xrefs existed for full subject heading
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First Time Subjects (con’t)
Is geographical subdivision in correct position?
Aged|xAbuse of|zUnited States
Learning disabled|zUnited States|xIdentification
**Decision: |xAbuse of may be subdivided geographically; |xIdentification may not be subdivided geographically. Both headings are okay.
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Example from Subject FTU ListFIELD: 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 needed (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)
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Example from Subject FTU ListFIELD: 650 0 |aIndustry and state|zUnited States
INDEXED AS SUBJECT: industry and state united states
PRECEDED BY: industry and state
FOLLOWED BY: industry and state united states videocassettes
**Decision: Searched OPAC and found xref: Industry and state SEE Industrial policy. Searched OCLC and verified that Industrial policy was correct; corrected heading on bib record. Heading did NOT appear on Invalid Headings report since it did not match 4xx EXACTLY (Industry and state). Also corrected the “followed by” heading which was on same bib record.
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Example from Subject FTU ListFIELD: 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
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Example from Subject FTU ListFIELD: 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 …Virginia preceded …United States since V doesn’t come before U
and saw typo in new heading (3 r’s). Corrected bib record
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Example from Subject FTU ListFIELD: 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. Did not add |xHistory because |xDescription and travel cannot be subdivided by |xHistory SCM 1647:9
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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
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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, specify load table choice before exporting
Watch authority records with mixed tags (150 with 400 and 500 xrefs)
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OCLC Downloading Tips (con’t)
Batch downloading Choose correct downloading table in III No need to copy authority records No problem with mixed tags
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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
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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
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To Avoid problems with Mixed Tags Check tags before exporting from OCLC Insert a command line (949) at the end of the
authority record with mixed tags Specify which “authority record load table” you
wish to use *atab=asub (for subjects) *atab=anam (for names)
Can also be used when you want to use a name as a subject
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OTHER HEADINGS REPORTS
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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)
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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
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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: 03-07-2000 FUNCTION: ee AT TERM: 701 INITIALS: bjt ON: Tue Mar 7 2000 07:17:27
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____A10733383 Last updated: 03-10-93 Created: 03-10-93 Revision:101 ACODE1: 02 ACODE2: 03 ASUPPRESS: 04 001 sh 85082871 05 008 860211i anannbab b ana nz n 06 150 0 Medical care07 450 0 Delivery of health care08 450 0 Delivery of medical care09 450 0 Health care10 450 0 Health care delivery11 450 0 Health services12 450 0 Medical and health care industry13 450 0 Medical services14 450 0 Personal health services15 550 0 Insurance, Health16 550 0 Public health|wg
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Headings used for FIRST Time 03-07-2000
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: 03-07-2000 FUNCTION: ee AT TERM: 701 INITIALS: bjt ON: Tue Mar 7 2000 07:17:58
Health care|xUtilization is reported on “Headings Used for First Time” rather than on “Invalid Headings” because it does not match 4xx exactly
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DUPLICATE call numbers & other errors
Alerts you 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
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DUPLICATE call numbers & other errors 03-27-2000
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 22 2000 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 22 2000 11:08:04
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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
**Two item records with same barcode to one bib record ________________________________________________________
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
**Overlay did not occur, bib record without call number is short bib record with order record
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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
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BLIND References 03-27-2000
2 > FROM: a11036825 SUBJECT 150 0|aDrivers' licenses FUNCTION: oc AT TERM: 0 INITIALS: ON: Thu Mar 23 2000 15:07:26 MESSAGE: ----------- IS A BLIND REFERENCE -----------
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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
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Duplicate authority RECORDS
Alerts you of duplicate authority records Will alert you of “duplicate” author records
when there is an added |t, |l, |k [Not really a duplicate]
You make correction
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Duplicate authority RECORDS 03-27-2000
1 > FIELD: 150 0|aMicrofinance INDEXED AS SUBJECT: microfinance MESSAGE: --------------- DUPLICATE AUTHORITY --------------- FROM: a11036904 FUNCTION: oc AT TERM: 0 INITIALS: ON: Thu Mar 23 2000
15:11:42
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Duplicate authority RECORDS 03-27-2000
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 23 2000 11:02:34
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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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Automatic Authority Control Processing
Bibliographic UPDATES New authority record is loaded
First time headings A heading changes (new/revised authority
record overlays old record or is loaded & old record is deleted)
All 4xx fields on authority record will be checked against headings in your database
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Overnight, III checks the 4xx fields on new or updated authority records against the database and changes headings on bib records that match the 4xx fields
Headings with subdivisions ARE changed automatically
Automatic Authority Control Processing (con’t)
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BIBLIOGRAPHIC RECORD UPDATED 03-19-99
1 > FIELD: d650 0|aAutomobile drivers' licenses|zUnited States INDEXED AS SUBJECT: automobile drivers licenses united states MESSAGE: --------------- HEADING UPDATED --------------- CHANGED TO: d650 0|aDrivers' licenses|zUnited States BIBLIOGRAPHIC RECORD: .b10627972 AUTHORITY RECORD: .a11036825 CATALOG DATE: 02-23-93 FUNCTION: au AT TERM: 0 INITIALS: ON: Fri Mar 19 1999 05:20:04
2 > FIELD: d650 0|aAutomobile drivers' licenses|zUnited States|xStates INDEXED AS SUBJECT: automobile drivers licenses united states states MESSAGE: --------------- HEADING UPDATED --------------- CHANGED TO: d650 0|aDrivers' licenses|zUnited States|xStates BIBLIOGRAPHIC RECORD: .b12169067 AUTHORITY RECORD: .a11036825 CATALOG DATE: 08-22-96 FUNCTION: au AT TERM: 0 INITIALS: ON: Fri Mar 19 1999 05:20:04
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NEAR matches Reports headings that are not an exact match Something is slightly different between the
heading in database & authority record Punctuation Case (upper or lower) Tagging or Subfield delimiters Diacritics “and” vs. &
You make correction
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NEARLY MATCHES 03-26-99
1 > FIELD: d610 20|aGoldman, Sachs & Co INDEXED AS SUBJECT: goldman sachs and co MESSAGE: --------------- NEAR MATCH --------------- CORRECT HEADING MAY BE: d110 20|aGoldman, Sachs & Co BIBLIOGRAPHIC RECORD: .b12325740 AUTHORITY RECORD: .a11037635 CATALOG DATE: 03-17-99 FUNCTION: au AT TERM: 0 INITIALS: ON: Fri Mar 26 1999 05:20:03
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BUSY matches
Record should have been updated Busy -- “In use by the system” Report tells you what the heading is in your
database currently and what it should be changed to
We haven’t actually seen this report yet!
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Non-Unique 4XXs Report gives the incoming non-unique
4xx, its authority record number and the authority record number of at least one other record with the same 4xx
You verify that all 4xx headings should remain on the authority records
Fastest way--call up 4xx heading in OCLC and make sure your authority records are still valid
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NON-UNIQUE 4XX 03-19-99
01 > FIELD: e450 0|aBandits INDEXED AS SUBJECT: bandits MESSAGE: --------------- NON-UNIQUE 4XX --------------- AUTHORITY RECORD: .a10631951 AUTHORITY RECORD: .a10755792 CATALOG DATE: FUNCTION: au AT TERM: 0 INITIALS: ON: Fri Mar 19 1999 05:20:01
02 > FIELD: e450 0|aBeauty INDEXED AS SUBJECT: beauty MESSAGE: --------------- NON-UNIQUE 4XX --------------- AUTHORITY RECORD: .a10607225 AUTHORITY RECORD: .a11036588 CATALOG DATE: FUNCTION: au AT TERM: 0 INITIALS: ON: Fri Mar 19 1999 05:20:01
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Beauty
1--> See AESTHETICS
2--> See ART PHILOSOPHY
3--> See BEAUTY, PERSONAL
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5 > FIELD: e450 0|aMedical malpractice INDEXED AS SUBJECT: medical malpractice MESSAGE: --------------- NON-UNIQUE 4XX --------------- AUTHORITY RECORD: .a11036874 AUTHORITY RECORD: .a1103693x CATALOG DATE: FUNCTION: au AT TERM: 0 INITIALS: ON: Fri Mar 19 1999 05:20:05
6 > FIELD: e450 0|aMedical malpractice INDEXED AS SUBJECT: medical malpractice MESSAGE: --------------- NON-UNIQUE 4XX --------------- AUTHORITY RECORD: .a1103693x AUTHORITY RECORD: .a11036874 CATALOG DATE: FUNCTION: au AT TERM: 0 INITIALS: ON: Fri Mar 19 1999 05:20:05
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You searched for the SUBJECT: medical malpractice 2 SUBJECTS found, with 3 entries; SUBJECTS 1-2 are: 1 Medical Malpractice --> See Related Subjects .......... 2 entries 2 Medical Malpractice Insurance --> See INSURANCE, PHYSIC 1 entry
____________________________________________________________
You searched for the SUBJECT: medical malpractice 2 entries found, entries 1-2 are: Medical Malpractice 1 --> See MEDICAL PERSONNEL MALPRACTICE
2 --> See PHYSICIANS MALPRACTICE
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Cross-Thesaurus Matches
III verifies that the authority record and the heading on the bibliographic record are from the same thesaurus
If the indicators do not match, no changes take place
Headings are reported for you to check Have III enable this feature
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ALL Reports
All reports are run with one command Reports are labeled Reports are in the order of the “Reports
on Headings” screen
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CLEAR report file
When all reports are run, clear the file otherwise the next time this report is run, the headings from the first report will be reported again with all the new incoming headings generated by the new work done in the database.
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How Much Time Does This Take???
First Time Headings Report UMD generates 2.4 new headings per title
cataloged 2/3 of new headings are subject headings Catalogers spend 2-3 hours per week
ALL Other Reports 15 minutes per week
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BREAK!
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Using the Library of Congress Weekly Subject Headings List to
Maintain Existing Subject Headings
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LC Subject Headings Weekly Lists
Access through Internethttp://lcweb.loc.gov/catdir/cpso/cpso.html#subjects
Menu of available lists is displayed Jan. 1997 - current Lists will be posted for several years
Specifying less of the address results in a display of other LC services, information about contacting them, etc.
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LC Subject Headings Weekly Lists (con’t)
WARNING!! Changes in a list are reflected in OCLC 2-3
weeks later Changes in a printed list may not be in the
corresponding tape sent to vendors Lists may not be available during government
shut-down Diacritics are not included (check OCLC if
diacritics are suspected)
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LC Subject Headings Weekly Lists (con’t)
Why Do the Work? Authority records kept up-to-date Patrons can search headings more easily Many new cross references are “natural
language” which help patrons Subject index is UMD’s most used index 4xx cross references catch and report old
headings downloaded during current cataloging
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LC Subject Headings Weekly Lists (con’t)
Who Does the Work? Clerical or student workers search the list and
highlight headings which are in UMD OPAC Catalogers perform changes to highlighted
headings How Much Time is Involved?
Average of 20 minutes to search weekly list and highlight headings
Average of 20-35 minutes to perform changes
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LC Weekly Lists Contain
Changes to Existing Authority Records 4xx and 5xx fields added/deleted Changes to note fields (call numbers, scope,
may subdivide geog., etc.)
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CATALOGING POLICY AND SUPPORT OFFICE
L.C. SUBJECT HEADINGS WEEKLY LIST 01
January 12, 2000
Changes to existing headings are indicated by an asterisk. (A) indicates
proposals that were approved before the editorial meeting. (C) indicates
proposals submitted by cooperating libraries.
150 Cave ecology [May Subd Geog] [sp85021494]
*550 BT Ecology CANCEL
*550 BT Underground ecology
*150 Religion and literature [May Subd Geog] ADD GEOG [sp85112573]
*550 BT Literature
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LC Weekly Lists Contain (con’t) Headings Being Cancelled
If replaced, new heading and cross references are usually listed below cancelled heading
*150 Women coaches CANCEL
150 Women coaches (Athletics) [May Subd Geog] [sp92000621]
450 UF Women coaches [EARLIER FORM OF
HEADING]
550 BT Coaches (Athletics)
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LC Weekly Lists Contain (con’t) New Authorized Subject Headings
Heading may already exist in your database as an established heading with free-floating subdivision, as a pattern-type heading, etc. but LC is now assigning cross references
150 Over-the-counter markets--Law and legislation [May Subd Geog] [99-308]
550 BT Trade regulation
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LC Weekly Lists Contain (con’t)
Changes to Free-Floating Subdivisions Subdivisions may be added, deleted or changed
for specific categories Manually update “Free-Floating Subdivisions”
and “Subject Cataloging Manual” to reflect changes
Changes to USMARC Language Code List from Gaelic (Scots) [gae] to Scottish Gaelic
[gae] update III language code list
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CATALOGING POLICY AND SUPPORT OFFICE
SUMMARY OF DECISIONS, EDITORIAL MEETING NUMBER 1
January 12, 2000
Subdivisions to be added to lists of free-floating subdivisions:
H 1147, Animals
$x Metamorphosis (May Subd Geog)
H 1153, Industries
$x Ownership ADD: (May Subd Geog)
Subdivisions to be deleted from lists of free-floating subdivisions:
H 1105, Corp bodies
$x Organ
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Common LC Change
Subdivisions Being Authorized for Geographical Subdivision Placement of geographic subdivision can have
dramatic impact on access and browsability of headings in OPAC
Aged--United States--Abuse of (Old Hdg)
Aged--Abuse of--United States (New Hdg)
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Correcting Subdivision Placement
Search subdivision as subject heading in global update and correct headings OR create a list and correct headings from list
Manually update “Free-Floating Subdivisions” and “Subject Cataloging Manual” to indicate MSG (May Subd Geog) for future reference
ALWAYS check incoming entries with geographic subdivisions on “Headings Used for First Time” report for accurate placement. Verify in “Free-Floating Subdivisions”
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Updating Headings (Tips) Automatic Authority Control Processing
Use when many titles are attached to heading and subdivisions
Use when MARC tag is changing
651 0 United States|xConstitutional history (old)
650 0 Constitutional history|zUnited States (new)
Be sure old heading is listed as 4xx on new authority record or processing will NOT occur
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Updating Headings (con’t)
Global Update Use when many titles are attached to heading Use only when MARC tag stays the same Change only bibliographic records, not
authority record Use for changing subdivision placement
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Updating Headings (con’t) Catalog Database Maintenance Update
Use when there are only a few titles attached to heading
Use to update authority records after verifying change in weekly list or OCLC, especially for cancelled/replaced headings which exist as 5xx cross references
Use when MARC tag is changing, i.e. 650 to 651 and there are not many bib records
Use block and paste functions when appropriate
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Updating Headings (con’t) Create a List and Update from List
Use if change is not one-for-one and requires decision
Heroines (old)
Heroines in literature (new)
Women heroes (new)
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Updating Headings (con’t) LC occasionally does not list old heading as a
4xx [Earlier form of heading] Automatic authority control processing will not
update bib records if old 4xx is not present
* 150 Evening-service music CANCEL
150 Evening service music [sp85-45968]
550 BT Sacred vocal music
550 RT Evening worship services
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Updating Headings (con’t)
LC sometimes forgets to change cancelled heading which exists as a 5xx on other authority records, leaving an incorrect “see also” link 150 Philosophy, Comparative
550 BT Philosophy, Oriental
Philosophy, Oriental changed to Philosophy, Asian in list #47 in 1999
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Updating Headings (con’t) LC sometimes deletes cancelled 5xx
headings rather than changing them to the new heading 150 Manx language [May Subd Geog] [85-
80787]
*550 BT Gaelic language CANCEL
Gaelic language changed to Scottish Gaelic language in list #47 in 1999
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Resource Tools
Free-Floating Subdivisions: An Alphabetical Index ISSN 1052-1445
Annual LC publication $30.00 Subject Cataloging Manual: Subject Headings
5th ed., 1996 $120
2 updates per year $40
LC publications
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Beginning After Vendor Clean-up
Ask vendor for the number of the latest LC Weekly List used to clean-up the database
Begin work using the next published list
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Beginning Without Vendor Help
Try using a combination of Cataloging Service Bulletins and current LC Weekly Lists CSB covers cancelled/replaced headings and
subdivisions Changes to 4xx, 5xx, scope and note fields would
be lost Use LC Weekly Lists following the last CSB used
Convince administrators to fund database clean-up by vendor
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ENHANCE YOUR
DATABASE
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Cataloging Service Bulletin
Subject Cataloging Section Reports on Subdivision Simplification Progress
Revised LC Subject Headings Final check to ensure LC Weekly List
cancelled/replaced headings were changed Search the list in the OPAC and make necessary
corrections
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Cataloging Service Bulletin (con’t)
Subject Headings of Current Interest New headings reflect either
new subject areas acknowledgment of current terms
Keyword search new heading in III database Add new headings to appropriate records
Cataloging Service Bulletin (ISSN 0160-8029) Quarterly $25.00
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Analyzing Subject Searches
Print list of patron subject searches resulting in “no direct hits”
Analyze searches to determine if additional xrefs are appropriate
Create links between current searching terms and LC subject headings
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Other Uses for the “No Hits” List Collection development
Topic not in database Only old materials in database
Designing help screens Identify searching problems Give clues for correct searches
Fine-tuning bibliographic instruction See searching errors Librarians can give clues before searching
begins
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Pathway into “No Direct Hits” List
M (MANAGEMENT) A (ANALYZE patron searches) [initials and password] L (LIMIT) You may limit by terminal type I (INDEXES used and search results) CHOOSE “SUBJECTS” A (actual searches) N (no hits)
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Headings to Check
Legitimate-seeming searches **passes the “looks good to me” test**
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Headings Sometimes Checked
Recurring searches Same list / different times Multiple lists over time
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Multiple Searches on Same list
auto industry 601 9:05 PM, Mar 12
auto industry 601 11:52 AM, Mar 9
auto industry 601 3:34 PM, Mar 14
Insanity plea 601 2:02 PM, Mar 14
Insanity plea 601 2:04 PM, Mar 14
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Headings Not Checked
Searches with misspellings/typos Searches in sentence form Subject areas not collected Names in direct order
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Headings Not Checked (con’t)
Searches in WRONG index Obvious keyword/Boolean searches Titles (searched in wrong index)
Previously analyzed searches considered “unhelpable”
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What to do Re-do search
Heading on screen?? Cross-reference on screen?? Clues on screen??
Try keyword search to find possible headings
Are there 1 or 2 subject headings? Make cross reference on authority record
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Authority RecordA10916581 Last updated: 01-30-97 Created: 05-18-95 Revision: 7
01 ACODE1: 02 ACODE2: a 03 ASUPPRESS:
04 001 oca02087213
05 008 860211i| anannbab| |n ana ||| cz n
06 010 sh 85037058
07 150 0 Depressions|y1929
08 450 0 1929 depression
09 450 0 Great depression
10 550 0 Stock market crash, 1929
09 667 UMD DECISION: Added 450 Great depression based on no hits list. 5/18/95 bjk. Added 450 1929 depression based on no hits list. 10/31/95 bjk
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SEARCH TERMINAL TIMEabnormal behavior 601 6:27 PM, Mar 7airbags automobiles 603 9:04 PM, Mar 13auto industry 601 9:05 PM, Mar 12auto industry 601 11:52 AM, Mar 9campaign financing 601 12:10 PM, Mar 10cgi programming 830 9:15 AM, Mar 9child abuse laws 601 9:55 PM, Mar 11child abuse laws 601 9:57 PM, Mar 11debt management 601 3:36 PM, Mar 9dress codes 601 5:24 PM, Mar 11electric cars 602 7:46 PM, Mar 7internet auctions 603 4:07 PM, Mar 13probability 601 9:30 PM, Mar 9probability 601 4:59 PM, Mar 13
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abnormal behavior 4 Abner Lil Fictitious Character --> See LI'L ABNER (FICT ……... 1 entry
Your entry Abnormal Behavior would be here
5 Abnormal Children --> See Related Subjects .........…………….... 2 entries
6 Abnormal Hemoglobin --> See HEMOGLOBINOPATHY .......... 1 entry
7 Abnormal Psychology --> See PSYCHOLOGY, PATHOLOGICAL..1 entry
Keyword search retrieves multiple headings other than Psychology, Pathological
Remains keyword search
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campaign financing
1 Campaign Contributions --> See CAMPAIGN FUNDS 1entry
2 Campaign Debates United States …………………. 6 entries
3 Campaign Expenditures --> See CAMPAIGN FUNDS 1 entry
4 Campaign Finance --> See CAMPAIGN FUNDS …….1 entry
Your entry Campaign Financing would be here
5 Campaign Funds ……………………………………….2 entries
On screen -- No further help given
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dress codes
3 Dresden Painting Germany .............................. 1 entry
4 Dress --> See CLOTHING AND DRESS ...................... 1 entry
Your entry Dress Codes would be here
5 Dress Design --> See COSTUME DESIGN ................... 1 entry
6 Dress Designers --> See FASHION DESIGNERS .............1 entry
No help on screen
Keyword retrieves NO HITS
TOPIC NOT IN DATABASE!!!
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electric cars
3 Electric Capacitors --> See CAPACITORS ..........…...….. 1 entry
4 Electric Capacity --> See Related Subjects .........………. 2 entries
Your entry Electric Cars would be here
5 Electric Charge And Distribution --> See Related Subjec 3 entries
6 Electric Charge And Distribution ..................…………….. 1 entry
Added 450 xref to Automobiles, Electric in June 1993
LC added as 450 xref in July 1996
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internet auctions3 Internet addiction......................................................................... 2 entries
4 Internet addresses......................................................................... 1 entry
5 Internet advertising .................................................................... 3 entries
6 Internet advertising Case studies................................................... 2 entries
Your entry Internet auctions would be here
7 Internet commerce --> see ELECTRONIC COMMERCE......... 1 entry
Newly authorized heading --
added to a bib record found through
keyword search
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youth smokingYou searched for the SUBJECT: youth smoking
Nearby SUBJECTS are:
1 Youth Sexual Behavior Cross Cultural Studies .......... 1 entry
2 Youth Sexual Behavior Longitudinal Studies ................ 1 entry
3 Youth Sexual Behavior Videocassettes ....................... 1 entry
Your entry Youth smoking would be here
4 Youth Soviet Union ........................................ 1 entry
5 Youth Soviet Union Social Conditions .......................... 1 entry
No help on screen
Keyword search retrieves Youth--Tobacco use
Added as 450 to Youth--Tobacco use
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Time Spent
Check the list -- ~45 min each (2 - 2 1/2 hours)
Discuss & make changes -- 1 hr. Total time 3-4 hours biweekly
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Cross References Added 93/94 122 94/95 137 95/96 126 96/97 177 97/98 108 + 379 Government headings 98/99 134 99/00 89
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Questions????
Dana Kemp
kemp_dl@Mercer. EDU --(912) 752-2027
Beth Taylor
[email protected] -- (313) 593-5402
Barbara Kriigel
[email protected] -- (313) 593-5614
Handouts
www.umd.umich.edu/lib/iug
need PowerPoint or get pdf doc