Searching expectations

1. Searching expectations UCSD NACO

2. Purposes of searching - • avoid • multiple representations for the same entity • records in an authority database • headings in a bibliographic database • multiple entities represented by the same character string • heading vs. heading • heading vs. see reference • (see reference vs. see reference generally okay)

3. Purposes of searching +/~ • gather information to create/revise • the authority record for your entity • “supporting” authority records • locations of conferences • parent bodies • see also references, such as earlier/later names • iterative • clarify a situation

4. The issues • where to search? • how to search? • what to do with information found? I’ll go through them backwards for our policy-making discussion

5. Aspects to think about • single straightforward policy vs. different policies for different situations • new records vs. revisions • UCSD entities vs. others • by type of entity: person vs. corporate body vs. geographic entity • by language • rule vs. best practice vs. individual judgement ≡ basement and ceiling

6. What & why • what information should we look for? • what should we do with what we do find? Let’s look at the possibilities….

7. “Entity” • what is represented in a record does not always have a 1-1 relationship to a person, corporate body, work, expression, etc. • a person can have multiple separate bibliographic identities • Charles L. Dodgson (mathematics) • Lewis Carroll (fiction) • a corporate body may go through multiple name changes

8. Authority database • your entity • represented → don’t create a new record • do you have useful new information to add? if so → revise the existing record • not represented → create a new record

9. Authority database • supporting entities you already know about → analogous to the above for your main entity • additional relationships between your entity and supporting entities • use in the authority record for your main entity • initiate authority record for each newly used supporting entity • analogous to the above for your main entity

10. Authority database • the character string for your new heading or see reference is already in the database for a different entity • in normalized form! • heading vs. heading → generally: • break the conflict if possible • make the authority record undifferentiated name or title • heading vs. see reference → generally: • break the conflict if possible • change the reference to see also • see reference vs. see reference → okay

11. Bibliographic database • your entity • additional • forms used in resources • information in headings used • birth year • fuller form of name • → use in your authority record • cite • as appropriate, also • use a different form for the heading • add additional see references

12. Bibliographic database • supporting entities you already know about → analogous to the above for your main entity • additional relationships between your entity and supporting entities → as above for authority database • determine predominance as instructed by various rules, LCRIs, and DCM Z1 instructions • forms used • language of author’s resources • headings used

13. How • method • how do we search to find the above information?

14. Character string • for the heading and for all of its see references • search to find that string • search to find strings whose NACO-normalized forms match the NACO-normalized form of your string • OCLC normalization not always the same as NACO, such as • ( ) • NACO = blank • OCLC = as is • + • NACO = as is • OCLC = blank

15. Entity • search to find reasonably expected forms • cultural context • example: basic personal name • Sarah Minter • surname(s) • Minter • Minter [second surname] • forename(s) • Sarah • Sarah [middle initial or name] • S. • S. [middle initial or name]

16. Entity • William Peter Browne • forename(s) • William Peter • William P. • W. Peter • W. P. • [without and with middle initial or name] • Will • Willy • Bill • Billy • not Peter or Pete?

17. Entity • Eduardo Rubén Saucedo Sánchez de Tagle • surname(s) • Saucedo Sánchez de Tagle • Saucedo Sánchez • Saucedo S. • Saucedo • Sánchez de Tagle • Sánchez • De Tagle • Tagle

18. Entity • corporate names • symbols vs. words • California. Office of Law & Legislation • California. Office of Law and Legislation • spelled-out words vs. abbreviations • Saint Croix International Waterway Commission • St. Croix International Waterway Commission • expected other language forms • German Blind Association • Deutscher Blindenverband

19. Where • domain • universe of records • which database (subset) do we search? • which records do we pay attention to?

20. Authority records • LC/NAF • OCLC • authorities.loc.gov • III authority file • UCSD records in Pactech

21. Bibliographic records • LC • LC’s own database • OCLC • UCSD • OCLC • Pactech • other OCLC records

22. Other • geographic entity → official geographic name files • Canadian headings • UCSD entities → UCSD website? • other?

23. Impacts of different policy decisions

24. Form of heading • title page form = Alejandro Torres • form on p. 595 = Alejandro Torres García • pre-existing record in LC/NAF: Torres, Alejandro, ǂc Lic. • no pre-existing see references in LC/NAF for: Torres, Alejandro • no pre-existing bibliographic records in LC’s database • LC set up as: Torres, Alejandro • OCLC bibliographic database has at least 2 other people • usage is: Alejandro Torres • heading is: Torres, Alejandro • so Ann set it up as: Torres, Alejandro ǂq (Torres García)

25. Authority record for your entity • cite forms not used as see references? • Karen Sparck Jones vs. Karen Sparck-Jones • Palm vs. palm • cite additional information? • to aid in understanding the nature of your entity • person’s profession, degree • corporate body’s purpose • to provide data that could be used to resolve a future conflict • person’s birth year, full form of middle name • corporate body’s geographic scope, founding date

26. Other authority records • corporate hierarchies • earlier/later names • other relationships • additional bibliographic identities for a person