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AUTHORITY CONTROL What You Need to Know to do it Yourself. Barbara Kriigel & Beth Taylor ([email protected]) ([email protected]) University of Michigan--Dearborn.

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authority control what you need to know to do it yourself

AUTHORITY CONTROLWhat You Need to Know to do it Yourself

Barbara Kriigel & Beth Taylor

([email protected]) ([email protected])

University of Michigan--Dearborn

slide2

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

university of michigan dearborn
University of Michigan--Dearborn
  • 210,000 bibliographic records
  • 95,000 authority records
  • 5,000 titles cataloged annually
  • 2.25 FTE professional catalogers
mercer university
Mercer University
  • Do authority work for 20,000 titles a year
  • Use Marcive for Government Documents
  • 1 professional cataloger, 2 cataloging assistants
using iii authority reports
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
headings are checked when
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
generating the headings reports
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

excluding based on cat date
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
limiting by other criteria
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)

headings used for the first time
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
sample authority record
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

expanded 008 field
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)

sample first time use ftu author
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

first time authors
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
first time authors cont
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
first time authors cont16
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
example from author ftu list
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

example from author ftu list18
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

example from author ftu list19
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

sample ftu subject entry
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

first time subjects
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

first time subjects cont
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
first time subjects cont23
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

first time subjects cont24
First Time Subjects (cont)
  • Is geographical subdivision in correct position?

Aged--Abuse of--United States

Learning disabled--United States--

Identification

example from subject ftu list
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)

example from subject ftu list26
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)

example from subject ftu list27
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

example from subject ftu list28
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

example from subject ftu list29
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

oclc searching tips
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
oclc downloading tips
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
mixed tags
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

view with innopac tags
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

to correct mixed tag record
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)

to correct mixed tag record con t
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
reports on headings
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)

invalid headings used
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
slide38

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

slide39

____

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

slide40

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

duplicate call numbers other errors
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
slide42

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

slide43

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

blind references
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.
slide45

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 ---------------

slide46

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

duplicate authority records
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
slide48

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

slide49

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

slide50

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

automatic authority control processing
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)
  • 4xx will be checked against headings in your database
slide52
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

slide53

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

near matches
NEAR matches
  • Something is slightly different between the heading in database & authority record
    • Punctuation
    • Case (upper or lower)
    • Tagging or Subfield delimiters
    • Diacritics
    • “and” vs. &
  • Reports headings that are not an exact match
  • You make correction
slide55

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

busy matches
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!
non unique 4xxs
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
slide58

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

slide59
Beauty

1--> See AESTHETICS

2--> See ART PHILOSOPHY

3--> See BEAUTY, PERSONAL

slide60

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

slide61

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

cross thesaurus matches
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
all reports
ALL Reports
  • All reports are run with one command
  • Reports are labeled
  • Reports are in the order of the “Reports on Headings” screen
clear report file
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.

how much time does this take
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
lc subject headings weekly lists
LC SUBJECT HEADINGS WEEKLY LISTS
  • Access through Internet
    • http://lcweb.loc.gov/catdir/cpso/wls.html
    • Menu of available lists is displayed
      • Jan. 1997 - current
      • Displayed in reverse chronological order
      • 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.
lc subject headings weekly lists68
LC SUBJECT HEADINGS WEEKLY LISTS
  • 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)
lc weekly lists
LC WEEKLY LISTS
  • 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
lc weekly lists70
LC WEEKLY LISTS
  • 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
lc weekly lists contain
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.)
slide72
CATALOGING POLICY AND SUPPORT OFFICE

L.C. SUBJECT HEADINGS WEEKLY LIST 04

January 27, 1999

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 Crops and climate [May Subd Geog] [sp85-34256]

*450 UF Climatology, Agricultural CANCEL

*550 BT Climatology

*150 Silane compounds [May Subd Geog] ADD GEOG [sp90-1656]

*450 UF Hydrosilicons

*450 UF Silicohydrides

*550 BT Hydrides

lc weekly lists contain73
LC WEEKLY LISTS CONTAIN
  • Headings Being Cancelled
    • If replaced, new heading and cross references are usually listed below cancelled heading

*150 Songs--Accompaniment CANCEL

150 Songs--Accompaniments [sp85-125041]

450 UF Accompaniments for songs

450 UF Song accompaniments

450 UF Songs--Accompaniment [EARLIER

FORM OF HEADING]

lc weekly lists contain74
LC WEEKLY LISTS CONTAIN
  • 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

lc weekly lists contain75
LC WEEKLY LISTS CONTAIN
  • 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 Mosquito [cai] to Miskito [cai]
      • update III language code list
slide76
CATALOGING POLICY AND SUPPORT OFFICE

SUMMARY OF DECISIONS, EDITORIAL MEETING NUMBER 8

February 18, 1998

Subdivisions to be added to lists of free-floating subdivisions:

H 1095

--Remodeling ADD: (May Subd Geog)

H 1180, Plants & Crops

--Therapeutic use--Side effects (May Subd Geog)

Subdivisions to be deleted from lists of free-floating subdivisions:

H 1140, Places

--History--Partition, (date)

common lc change
COMMON LC CHANGE
  • Subdivisions Subdivided Geographically
    • Placement of geographic subdivision can have dramatic impact on access and browsability of headings

Aged--United States--Abuse of (Old Hdg)

Aged--Abuse of--United States (New Hdg)

correcting subdivision placement
Correcting Subdivision Placement
  • Search subdivision as subject heading in global update and correct headings OR create a list and correct headings
  • Manually update “Free-Floating Subdivisions” and “Subject Cataloging Manual” to indicate MSG (May Subd Geog)
  • Check incoming entries with geographic subdivisions on “Headings Used for First Time” report for accurate placement. Verify in “Free-Floating Subdivisions”
updating headings tips
UPDATING HEADINGS (TIPS)
  • Automatic Authority Control Processing
    • Use when many titles are attached to heading and subdivisions
    • Use when MARC tag is changing

United States|xConstitutional history (old)

Constitutional history|zUnited States (new)

    • Be sure old heading is listed as 4xx on new authority record
updating headings tips80
UPDATING HEADINGS (TIPS)
  • Global Update
    • Use when many titles are attached to heading
    • Use only when MARC tag stays the same
    • Change only bibliographic records, not authority records
    • Use for changing subdivisions
updating headings tips81
UPDATING HEADINGS (TIPS)
  • Catalog Database Maintenance Update
    • Use when there are only a few titles attached to heading
    • Use to update authority records after verifying change in 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
    • Use block and paste functions when appropriate
updating headings tips82
UPDATING HEADINGS (TIPS)
  • 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)

cancelled headings tips
CANCELLED HEADINGS (TIPS)
  • 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 Washing-machines CANCEL

150 Washing machines [May Sub Geog][sp85-145333]

053 TT997

550 BT Laundry machinery

cancelled headings tips84
CANCELLED HEADINGS (TIPS)
  • LC sometimes forgets to change cancelled heading which exists as a 5xx on other authority records, leaving an incorrect “see also” link

150 Bottle washing machines

550 BT Washing-machines

  • LC sometimes deletes cancelled 5xx headings rather than changing them to the new heading

150 Voting [May Subd Geog] [85-144418]

*550 BT Decision-making CANCEL

resource tools
RESOURCE TOOLS
  • Free-Floating Subdivisions: An Alphabetical Index

ISSN 1052-1445

Annual LC publication $25.00

  • Subject Cataloging manual: Subject Headings

5th ed., 1996 $120

2 updates per year $60

LC publications

beginning after vendor clean up
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
beginning without vendor help
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
cataloging service bulletin
CATALOGING SERVICE BULLETIN
  • Subject Cataloging Section
    • Reports on Subdivision Simplification Progress
  • Revised LC Subject Headings
    • Final check to ensure LC Weekly List changes are implemented
    • Search the list in the OPAC and make corrections
cataloging service bulletin90
CATALOGING SERVICE BULLETIN
  • 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

analyzing subject searches
ANALYZING SUBJECT SEARCHES
  • Print list of patron subject searches resulting with no direct hits
  • Analyze searches to determine if additional xrefs are appropriate
  • Create links between current searching terms and LC subject headings
other uses for the list
OTHER USES FOR THE 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
pathway into no direct hits list
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)
headings to check
Headings to Check
  • legitimate-seeming searches

**passes the “looks good to me” test**

headings sometimes checked
Headings sometimes checked

RECURRING SEARCHES

  • Same list / different times
  • Multiple lists
same list
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

headings not checked
Headings Not Checked
  • Searches with misspellings/typos
  • Searches in sentence form
  • Subject areas not collected
  • Names in direct order
headings not checked98
Headings Not Checked
  • Searches in WRONG Index
    • obvious keyword/Boolean searches
    • titles (searched in wrong index)
  • Previously analyzed and considered “unhelpable”
what to do
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
authority record
AUTHORITY RECORD

A10916581 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

slide101

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 7pharmaceutical ethics 603 4:07 PM, Mar 13probability 601 9:30 PM, Mar 9probability 601 4:59 PM, Mar 13

abnormal behavior
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

campaign financing
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

dress codes
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!!!

electric cars
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

pharmaceutical ethics
pharmaceutical ethics

3 Pharmaceutical Chemistry Congresses ...................................... 2 entries

4 Pharmaceutical Chemistry Periodicals ...................................... 1 entry

5 Pharmaceutical Chemistry Technique Congresses .................... 1 entry

6 Pharmaceutical Education --> See PHARMACY STUDY AND . 1 entry

Your entry Pharmaceutical Ethics would be here

7 Pharmaceutical Industry ............................................................. 6 entries

Newer Authorized heading --

added to older cataloging found in

keyword search

youth smoking
youth smoking

You 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

time spent
Time spent
  • Check the list -- ~45 min each (2 - 2 1/2 hours)
  • Discuss & make changes -- 1 hr.
  • Total time 3-4 hours biweekly
xreferences added
XReferences added
  • 93/94 122
  • 94/95 137
  • 95/96 126
  • 96/97 177
  • 97/98 108 (as of 4/20/98) +

379 Gov. Headings

  • 98/99 134
questions
QUESTIONS????

Barbara Kriigel

[email protected] -- (313) 593-5614

Beth Taylor

[email protected] -- (313) 593-5402

Dana Kemp (Gov. Docs.)

[email protected] EDU --(912) 752-2027

Handouts

www.umd.umich.edu/lib/iug

need PowerPoint or get pdf doc

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