The Global Change Queue: Basics and Beyond

1. The Global Change Queue:Basics and Beyond Presented by: Jenifer Marquardt (jkm@uga.edu) and Julie Dyles (jdyles@uga.edu) University of Georgia Libraries

2. Outline: • Introduction • What is the Queue? • How is it used? • Name Headings • Corporate Body Headings • Conference Headings • Subject Headings • Series Headings • Name/Title Headings & Uniform Titles • Forcing changes into the Queue • Using Cataloger’s Toolkit

3. What is the Global Change Queue? When a change is made to the 1XX field in an authority record, the change is sent to the queue to let you trigger database clean up • Batch loads (MARCIVE / other vendors) • Individual import of authority record • Manual change of authority record in Voyager The queue works by using a combination of a user interface and server batch jobs 11, 12 and 13 Why use the Global Change Queue? The queue lets you change headings on more than one bibliographic record at a time

4. The colors that you will see in screenshots of the queue throughout this presentation are optional. The queue has customizable settings for viewing. Under Options → Preferences, choose the Colors/Fonts tab.

5. At UGA, the Queue is normally loaded at midnight on the 23rd of each month. It will look something like this when you first open it. Only the original (old) headings are displayed here because no batch jobs have been run yet.

6. This is the website that we use to run our batch jobs . Under “Cataloging Reports” you can choose job 11, 12 or 13. The System Admin section has the reports generated by each job.

7. After a job has run successfully, the system will send an email to let you know it is finished.

8. After you run batch job 11, the proposed new headings can be displayed.

9. The next step is to evaluate the proposed changes. • Unless you forced a change into the queue, consider items in the queue to be proposals only. Many proposed changes are correct, but you usually can’t tell without looking! • Batch loaded records from a vendor (such as MARCIVE) are only okay as far as the authority record itself is concerned. • Human judgment is needed before making changes to bibliographic records, especially because of historical problems that may exist in your database.

10. To begin investigating/evaluating proposed changes, highlight a heading and choose the Search or Auth button.

11. The Search button will display the old heading in a list so you can browse and choose to look at bib records or authority records

12. The Auth button will bring up the new (proposed) authority record

13. The Global Change Queue will only change the text of the heading in your bib record. It will not change tags or indicators.It may be a good idea to choose to do the full change manually at this point in the process if tags/indicators need changing and only a few records are involved. Examples of these types of changes could be: A heading change from type [geographic area]—[topic] to type [topic]—[geographic area] 651 _0 |a Canada |x Constitutional law 650 _0 |a Constitutional law |z Canada A heading change from type [corporate name as jurisdiction] to type [name in direct order] 110 1_ |a Toronto (Ont.) |b University 110 2_ |a University of Toronto

14. After examining the proposed changes to bibliographic records, click on the “Process?” box for each heading that you want to continue processing. If you don’t want to process the change to bib records (or if you have already processed the changes manually), highlight the old heading and choose the Delete button.

15. After you have either checked or deleted all of the headings in the Queue, it is time to run Job 12. You will receive another ## email when Job 12 is complete A warning about running Job 12: in the past, name as subject headings have disappeared from the queue after Job 12 is run. We are not sure if it is still the case that the queue works this way (and we didn’t have a chance to try it because our queue is so full of RDA headings right now!) – but it may be something to watch out for.

16. Search names by Subject also to round up any stray Subject headings if you forget to check before running Job 12! Because these headings can look like they have zero bibs attached, but when you search them in a browse list …

17. After running Job 12: • Expand the headings again by clicking on the + next to each. In most cases, there will be nothing more to see. • In some cases, a 5XX will appear. If this happens, it is fine – just an indication that another authority record has your proposed heading as a See Also Reference.

18. In many cases right now, the headings in the queue are changes associated with RDA, such as “Dept.” to “Department”, and there is no need to investigate each instance of a 5XX appearing in cases such as this.

19. However, if a 4XX or a 1XX appears, you may have a conflicting authority record in your database. Be sure to resolve each real conflict before you run the next (and final) batch job!

20. If subject headings remain in the queue and there appear to be zero bibliographic records attached, be sure to follow up on these in your catalog. The queue only fixes bibliographic record headings that exactly match the authority record 1XX, and there may be records where the root heading was changed, but other old root plus subdivision headings remain in your catalog.

21. In addition to displaying some associated records, running Job 12 also creates a “Heading changeable via name/title change only” report. The global change process will not make changes to uniform name/title headings whether one field or two fields (100/240 for example) are involved. These leftover headings are found in the “Heading changeable via name/title change only” report.

22. You must fix these headings manually either before or after running the final job of the queue. An example of a heading that will need to be changed manually

23. Batch Job 13After you have expanded each heading in the queue and resolved any conflicts, it is time to run Job 13. Running Job 13 makes the proposed changes to the bibliographic records. Most headings will be dropped from the queue.You will receive another ## email when this job is complete.Some headings may remain – if there are remaining headings, check them out, fix the attached bibs, and delete them from the queue.

24. Evaluating Proposed Name Heading Changes One of the easiest possible situations to evaluate is when the authority record contains the old form of the heading in the 4XX and the proposed new form in the 1XX. Headings like this are fine to change.

25. At other times, the justification for the proposed change will be somewhere in the authority record, but not in the 4XX field (here it is in one of the 670 fields)

26. At still other times, though, evaluation of proposed name heading changes can involve a little detective work. If the old form of the heading covers multiple people in your catalog, you will need to sort out the headings that are appropriate to change to the new form from the headings that are not appropriate to change. This usually happens when a heading is proposed to be changed from a name that has no dates or qualifiers to a name that does have dates and/or qualifiers.

27. How can you determine whether to change a heading or not? Take a look at the proposed name heading. The 670 fields tell us this person is involved with English departments, literature and translation. There is also a 670 with details from an email from the author (“not a tenor!”).

28. Now look at the titles in your catalog. The description in the bib record shows this person is a tenor. The other records may be appropriate to change to the proposed form, but this one should be left as is if an appropriate authority record for Douglas Robinson the tenor cannot be found.

29. If you do find a record for Douglas Robinson the tenor, import it and make any necessary changes in your bib record!

30. There are 3 titles attached to the plain heading Foster, Carl. Should we change all three?

31. If we investigate, we see that one title is in the 670 of the auth record.

32. What about the other 2 titles? Search Voyager, OCLC, LC’s catalog, VIAF or another authority file.

33. And the last title?We can’t always be so lucky as to match a bib title exactly.Based on what we know of this person’s areas of expertise and the fact that he has authored so many articles and books on the subject, I would feel comfortable assigning the new proposed heading to all three titles. Match based on: Subject Affiliations Internet searches Judgment

34. “Name as Subject” HeadingsThe number that appears next to these headings is not always right. Best practice would be to always at least glance at the heading in the browse list to make sure!

35. Adding death dates : should you investigate?

36. Usually these will be correct, especially when the name is kind of unusual in the database, as this one is. However, it is a good idea to look at the heading in the browse list.In this case, everything looks fine.

37. But in some cases, there will be other forms of the name that need to be fixed as well!

38. Or you may find other, unrelated problems that can be fixed.

39. Evaluating Proposed Corporate Body Heading ChangesAs we said earlier, many of the changes to corporate body headings right now in the queue are RDA associated changes, such as “Dept.” to “Department”

40. Do all of these changes need to be investigated?Many or most will be like the example below – a correct change with only a root heading and no other records with subdivisions attached. You can check to make sure that your record is like this by examining the heading in a browse list (Search button).

41. However, some headings will be like the example below. The queue tells us there are no bib records attached, but when you check the browse list, you see that there actually are!

42. Or sometimes you may discover that there are other forms of the old heading that need to be changed.

43. Evaluating Proposed Conference Heading ChangesRight now, many conference headings that come into the queue will involve changes that have been made to make these records RDA compliant. Here the additions of (Conference) and numbering are being made

44. These changes are usually fine to process, but, if you can, you should evaluate them just to make sure. Sometimes there will be associated changes above and below your record in the browse list that you may want to make now.

45. Evaluating Proposed Subject Heading Changes Most proposed subject heading changes will be fine!

46. However, it is usually a good idea to take a closer look at certain types of subject headings. For instance, subject headings with closing dates may require special attention. This proposed change is to change the date “1960-” to “1960-1990”. In cases like this one, each bib record in your database will need to be evaluated by you individually to ensure that the proposed change is applicable to the work, and that no additional subject headings need to be assigned.

47. In this instance, you would probably choose to add both headings in order to cover the time period given in the title. Sometimes you can determine whether subject heading proposals are correct based on information from the bib record….

48. …sometimes you will be able to check LC’s catalog(catalog.loc.gov) to see what changes they have made (if any) …and other times you will need to pull books from the shelves!

49. Other types of subject headings will also need investigation. Different ships can sometimes have the same name

50. In the bib record we see that this ship was involved in an oil spill in Melville Bay, Greenland, in 1977…