authority control what you need to know to do it yourself

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)

Agenda

III headings reports including Automated Authority Control Processing [break]

Maintaining subject headings with LC Weekly lists

Enhancing database using III reports

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

University of Michigan--Dearborn

215,000 bibliographic records 98,000 authority records 4,500 titles cataloged annually 2.25 FTE professional catalogers

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

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

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

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

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

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

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

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)

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

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

First Time Authors (con’t)

Search name in authority file (OCLC) Download authority record if needed Correct heading in OPAC if necessary


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


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

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


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


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

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

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

First Time Subjects (con’t)

Search OCLC and download authority record if needed Root heading or full subject heading or both

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

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.

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)

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.

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

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

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

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

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)

OCLC Downloading Tips (con’t)

Batch downloading Choose correct downloading table in III No need to copy authority records No problem with 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

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 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

OTHER HEADINGS REPORTS

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

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

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

____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

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

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

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

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

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

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 -----------

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

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

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

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

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

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

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)

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 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

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

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 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

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

Beauty

1--> See AESTHETICS

2--> See ART PHILOSOPHY

3--> See BEAUTY, PERSONAL

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

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

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 are run with one command Reports are labeled Reports are in the order of the “Reports

on Headings” screen

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???

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

BREAK!

Using the Library of Congress Weekly Subject Headings List to

Maintain Existing Subject Headings

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.

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)


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


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

Changes to Existing Authority Records 4xx and 5xx fields added/deleted Changes to note fields (call numbers, scope,

may subdivide geog., etc.)

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

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)

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

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

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

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)

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”

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

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

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

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)

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

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

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

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

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

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

ENHANCE YOUR

DATABASE

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

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

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

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

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

Legitimate-seeming searches **passes the “looks good to me” test**

Headings Sometimes Checked

Recurring searches Same list / different times Multiple lists over time

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

Headings Not Checked

Searches with misspellings/typos Searches in sentence form Subject areas not collected Names in direct order

Headings Not Checked (con’t)

Searches in WRONG index Obvious keyword/Boolean searches Titles (searched in wrong index)

Previously analyzed searches considered “unhelpable”

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 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

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

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

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

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

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

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

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

Time Spent

Check the list -- ~45 min each (2 - 2 1/2 hours)

Discuss & make changes -- 1 hr. Total time 3-4 hours biweekly

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

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