1 THE Catalog Forester: Managing Authority Records in Evergreen, Singly and in BatchGalen Charlton and Mary Jinglewski, Equinox Software, Inc Chad Cluff, Backstage Library Works 2016 EvERGREEN CONFERENCE — 23 April 2016

2 What are authority records?

3 LC control no.: n LCCN Permalink: https://lccn.loc.gov/n HEADING: Bowie, David cz a n 450 n| azannaabn |a aaa 100 1_ |a Bowie, David 370 __ |a Brixton (London, England) |c Great Britain |2 naf 372 __ |a Rock music |a Glam rock music |2 lcsh 374 __ |a Musicians |a Singers |a Composers |a Actors |a Sound recording executives and producers |a Arrangers (Musicians) |a Rock musicians |a Glam rock musicians |2 lcsh 375 __ |a male 377 __ |a eng 400 1_ |a Jones, David Robert 400 1_ |a Jones, Davy, |d 400 1_ |a Stardust, Ziggy 400 0_ |a Ziggy Stardust 510 2_ |w r |i Corporate body: |a Tin Machine (Musical group) 670 __ |a His Aladdin Sane. [Phonodisc] 1973. 670 __ |a Cann, K. David Bowie, a chronology, 1984, c1983: |b t.p. (David Bowie) p. 11, etc. (b. David Robert Jones, Brixton, London; uses stage name David Bowie since 1966, but has never officially changed it; Davy Jones) 670 __ |a Moonage daydream, 2005: |b t.p. (Ziggy Stardust) 670 __ |a Wikipedia, July 4, 2006 |b (David Bowie; b. Jan. 8, 1947; re-emerged in 1972 under the guise of the flamboyant, androgynous alter ego Ziggy Stardust) Oct. 31, 2012 (David Bowie; David Robert Jones (born 8 January 1947), known by his stage name David Bowie; English musician, actor, record producer and arranger; re-emerged in 1972 during the glam rock era with the

4 Authorities use within Catalog:Browse Catalog

5 Authorities use within Catalog:Subject, Author, Title Headings in bib records

6 Authority Control SetsAdmin > Server Administration > Authorities >Control Sets Create a New Control Set with a Name & Description Can create custom control sets

7 Thesauri Tells Evergreen what information in MARC record subject headings match with what Control Set. MARC subfield = Thesaurus Code Create New Thesaurus: Fill in Code, Name and Description, & Select Control Set

8 Authority Fields Define the fields that are in your authority records.

9 After Creating A New Authority FieldWill need to add 1) Control Bib Field and 2) Axes

10 Control Set Bib Field Tells what authority field may appear in what MARC record tag.

11 Axes How to map between the field on the authority record side and ‘browse catalog’ on the catalog side. Create New Browse Authority-Axis Field Map: Select Axis

12 Axis Management Admin > Server Administration > Authorities > Browse Axes

13 Manage Record AuthoritiesCataloging > Manage Authorities 1) Enter Authorities search term 2) Select Authority Type from dropdown 3) Click ‘Submit’ 1) 2) 3)

14 Manage Record AuthoritiesAbility to Edit, Delete, and Merge Record Authorities individually

15 Applying Existing Authority Records to a Bib RecordExisting Bib Record: Within Bib Record, Actions For This Item > MARC Edit View New Bib Record: Apply as one catalogs. Within the MARC Record, Click Validate to show unlinked controlled fields.

16 Can also “Create New Authority from this Field.”Select field and right-click to cause authority record options to appear. Can also “Create New Authority from this Field.” Options: Create Immediately or Create and Edit

17 Select which Authority record to useApply Selected or Apply Fully Authority (1XX)

18 Full Authority (Applied & with linked subfield)

19 Planning a batch authority control project — questionsAre there already authority records in the database? If so, do you care about them? Is there other work worth tacking on to the project? Exporting and reloading all of your bib records can be time consuming, so adding on additional data changes (e.g., RDA enrichment) can make sense Deduplication?

20 Selecting records to export“Nearly everything” Exceptions can include Brief acquisitions records Brief circulation records Brief records for paperbacks Electronic resource records that get reloaded anyway Deleted records

21 Scheduling General sequence is Cataloging freeze Export TransferProcess Fetch Re-import Cataloging freeze

22 Exporting For small databases, can use Vandelay

23 Exporting For larger databases, use the command line:

24 Backstage’s Role Services for Libraries Authority ControlRecord Enhancement RDA and Linked Data Record Deduplication

25 Bib & Authority MatchingOriginal Bib Heading 100 1# $a Barrows, David Prescott, $d 1873-

26 Bib & Authority MatchingOriginal Bib Heading 100 1# $a Barrows, David Prescott, $d 1873- Authority Match no 400 1# $a Barrows, David Prescott, $d

27 Bib & Authority MatchingOriginal Bib Heading 100 1# $a Barrows, David Prescott, $d 1873- Authority Match no 100 1# $a Barrows, David P., $d 400 1# $a Barrows, David Prescott, $d

28 Bib & Authority MatchingOriginal Bib Heading 100 1# $a Barrows, David Prescott, $d 1873- Authority Match no 100 1# $a Barrows, David P., $d 400 1# $a Barrows, David Prescott, $d Updated Bib Heading

29 Backstage Process marc export cleanup validate match access reportshtm xls deliver

30 AACR2 Validation LCCN, ISBN, ISSN LDR, 006, 007, 008 Obsolete fieldsSubfield updates & deletes 1st and 2nd Indicators Field conversions Initial articles GMD standardization & processing

31 AACR2 Profile

32 RDA or Not, Here We Come! Original 2010 RDA test partnerDeveloped RDA enrichment options early 2013 vs 2014 RDA comparison Free RDA offering to existing, active clients RDA is included with AC at no extra cost

33 RDA Validation All of AACR2 validation (if desired)Insert precise 33X CMC based on 245 $h GMD Relator term controlled vocabulary (OMR) Expand abbreviations in selected fields only Title and Imprint field updates Specific reports tied to RDA validation Enrichment applied to non-RDA bibs only

34 RDA Enrichment Descriptive Fields Access Points245, 250, 255, 260, 264, 300, 33X, 34X, 38X, 500, 502, 504 Access Points X00, X10, X11, X30 Conference place names, dates (b., d., etc), uniform titles, relator terms, sacred works, personal name titles, many abbreviations spelled out

35 RDA Profile

36 Backstage Matching File Updates Size LC NAF/SAF Weekly 10,000,000LC Annotated Card (Child) 1,000 LC Genre Form Terms (LCGFT) 1,800 Medical Subject Headings (MeSH) Annual 636,500 Library and Archive Canada (LAC) Monthly 775,000 Art & Architecture Thesaurus (AAT) 35,000 Rare Books & Manuscripts Section (RBMS) 1,600 Thesaurus for Graphic Materials (TGM) Frozen 7,900 Guidelines for Subject Access of Fiction, Drama (GSAFD) 160 Faceted Access for Subject Terminology (FAST) Quarterly 1,700,000 *Local authority files N/A ?

37 Backstage Reports Standard reports Over 60 different reportsStatistics, Partial & Unmatched headings Invalid tags, Split headings, Filing indicators Unrecognized $z headings, Tag flips Over 60 different reports Near match report for names, subjects Reports in HTM format; most also available as XLS

38 Backstage Reports Recommended Reports Statistical SummaryNear Match (xls) Possible Invalid Tags Unrecognized $z Subfields Updated Headings Side-by-Side Comparison

39 Updated Records Example 1

40 Importing records Clear out old authority records (maybe)Load authorities Overlay bib records Do authority-to-authority linking Do bib-to-authority linking

41 Clearing out old authority recordsDon’t want to retain authorities? TRUNCATE them! TRUNCATE TABLE authority.record_entry;

42 Load authority recordsVandelay can be used for small databases Command-line options exists WARNING: overlaying authority records that are linked to bibs can be time-consuming

43 Overlay bibliographic recordsVandelay for small batches Matchpoint is easy: just the 901$c

44 Authority-to-authority linkingDo this from the command line: authority_authority_linker.pl -a

45 Bib-to-authority linkingDo this from the command-line: authority_control_fields.pl -a

46 Command-line assistanceeg_staged_bib_overlay:

47 Things to watch out for Bib and authority record updates can produce a LOT of PostgreSQL WAL files Make sure you have enough disk space Keep an eye on database replication VACUUM is your friend

48 Authority NotificationUpdated Authorities New Authorities insert Backstage Changed Authorities overlay Search National Authorities DELIVER Deleted Authorities remove

49 Current Cataloging New Bibs Updated Bibs BackstageMatching Authorities PROCESS DELIVER Relevant Reports

50 Collaboration Collaboration by thinkpublic on Flickr https://www.flickr.com/photos/thinkpublic/ (CC-BY-ND)

51 Questions Chad Cluff, PMP Backstage Library Works [email protected]Galen Charlton Equinox Software Inc. Mary Jinglewski Equinox Software, Inc.