Forcing a change into the Global Change Queue

1. Forcing a change into the Global Change Queue A strategy for handling heading changes when there is no matching authority record

2. Remember that the queue only changes headings for which there is an exactly matching authority record. In cases where you have more bibliographic records with a particular heading than you want to change one at a time, you can force the heading change into the global change queue by locally creating a matching authority record.

3. Step by Step Outline • Call up bib. record that includes heading you want to change 2. Begin to Save record. Stop at Authority Validation screen • Highlight the heading you wish to create • Click the Create Auth button • Save the dummy authority record • Record the authority id number!

4. Step by Step continued • Still on the dummy authority record, change the 1XX to the correct (new) form of the heading 8. Save the dummy authority record again. (This action puts the heading change into the queue.) • Select the change to be processed in the queue • After the change occurs, delete the dummy authority record!

5. Example from Recent RDA Heading Changes • Dept. changed to Department “While abbreviating the word ‘Dept.’ was not AACR2 practice (but national practice under the LCRIs), the shift to RDA provides an opportunity to convert existing headings that contain the abbreviation ‘Dept.’ to represent the full form of the word in headings and appropriate references.” (from: Summary of Programatic Changes to the LC/NACO Authority http://www.loc.gov/aba/rda/pdf/lcnaf_rdaphase.pdf)

7. Dept. of Agriculture - subordinatebodies with no exactly matching authority records

8. 1. Select a bibliographic record that uses the heading you wish to change

10. 2. Begin to save the record. Stop at the authority validation screen3. Highlight the heading you wish to create.4. Click the Create auth button

11. 5. Save the dummy authority record that you created.

12. 6. Write down the Auth number.

13. 7. Make the change to the heading

14. 8. Save the dummy record again.

15. Global Change Queue shows old heading only before running job 11.

16. 9. Select the change to be processed

17. Confirm that the bibliographic records have been processed by searching your catalog by the old and new headings. Did any not change?

18. Confirm that it is the dummy record (id# on your list? Question marks in 040?) 10. Delete the authority record

19. Cataloger’s Toolkit andCorrection ReceiverPrograms you can use in conjunction with Voyager to facilitate global changes

20. http://www.library.northwestern.edu/public

21. Program and documentation by Gary L. Strawn, Authorities librarian, etc., Northwestern University Library.

22. Help from Clayton State’s Adam Kubik - http://www.clayton.edu/library/documentsandinstructionsheets/installingctk

23. Important Points! • Powerful tools which can make large batch changes. Understand what will happen. Read the documentation! • Test on small changes first or in a test database. • You have to do more than just install, you also have to work though a variety of special settings • If you change versions of Voyager, you also have to change versions of Cataloger’s Toolkit and Correction Receiver.

24. The toolkit contains lots of buttons which perform discrete functions. We use two buttons.

25. The grey button is a dashboard, taking you to the full button array and the special settings tabs. The big red plus button is the action button that we use for performing global changes. Looking at the authority record, it creates a small file that gets written to a folder. This file is used by Correction Receiver to find and modify a group of records.

26. Correction Receiver • Works together with Cataloger’s Toolkit (Assign settings under Options) • Finds the ‘old’ heading in a bibliographic record within the file and replaces it with the new heading defined by the authority record

27. What do these two programs do to help with headings changes? • Solve the big problems with the queue • Able to change both field tags and indicators • Able to make changes to base heading and base heading with additions or subdivisions • Able to fix uniform titles • Able to fix geographic subdivisions

28. Uniform Title Example Here part of the uniform title is changing from arr. to arranged, and there are 15 bibliographic headings to be changed.

29. A search of the current heading brings us to this browse list. Old and New headings show up here in this case. The important part is access to the authority record.

30. Once on the authority record, click on the red plus button. That activates the toolkit functionality

31. Cataloger’s Toolkit suggests corrections based on x-references in the authority record. In this case one heading is suggested for correction.

32. Correction Receiver changes from it’s normal “Active” state to “Working,” showing the heading and progress through the changes.

33. Searching again, you can see that the 15 headings have been corrected.

34. Correction Receiver creates a number of files as it works. One of those is a summary of activity. As you process each change, the program keeps a running tally of the total records changed. We record these in a special statistical category.

35. Example of changes to headings plus subdivisions

36. If we search the Subject line, we find that there are two additional headings that would not be changed by the global change queue. They don’t exactly match the base heading which is the name alone. Headings with additions are not recognized for change.

37. Also, if we look at the second record, we can see that a uniform title is involved. And the queue will not change that either.

38. Retrieve the authority record and click on the red plus.

39. In this case, Toolkit suggests three headings that could be changed. Sometimes these are very generic (no date at all, for instance) so examine carefully. You have to select each change. Toolkit only does one at a time.

40. Once again the Correction Receiver applies the changes.

41. A search of the Name and then the Subject file shows thatall the needed changes were made in the catalog.

42. Send this to ‘special’ form feature

43. If there was a suggestion on the first screen it will appear at the top. If not, the “Old heading” boxes will be blank. You can edit those.

44. Here is an example of a likely heading that might have existed in our catalog but not as a choice generated by the authority record. Click OK to process changes.

45. Geographic heading example

46. Check out the Indirect subdivision form – Old and New. The New looks correct. But …

47. The entire form was filled out then this box was edited.