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Navigating Authority Databases: Effective Strategies for Searching and Revising Records

This guide explores the complex process of searching within authority databases, focusing on avoiding multiple representations of the same entity and understanding how to manage bibliographic records. It outlines practical purposes of searching, such as gathering information to create or revise authority records, identifying relationships between entities, and clarifying data inconsistencies. Additionally, it discusses methodologies for searching, including normalized forms and character strings, and the importance of adhering to best practices in record-keeping across various types of entities.

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Navigating Authority Databases: Effective Strategies for Searching and Revising Records

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  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

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