Cataloging from A (authorities) to C (Connexion)

1. Cataloging from A (authorities) to C (Connexion) Authority control in Millennium Presented by: Lynn Whittenberger Catalog/Database Management Librarian Raynor/Memorial Libraries, Marquette University

2. Setting up to do Authority Control in Mill. • Add Headings Rept. to your “modes” • Go to the login manager (under Admin on the menu bar)

3. Highlight your login & click the “Manager-Controlled Options” button (If you aren’t passworded to use the Login manager, find someone who is!)

4. add Headings reports to your “modes” & click “OK”

5. 2. Make sure you have the proper authorizations • #111,112,114,115 (View, Create, Update & Delete Authority Records) • #303 (Purge Headings Report Entries)

6. 3. Check System setup for headings reports: A> Additional Sys functions A> Alter Sys Parameters S> System codes O> Set System Options D> Database Maint.

7. 4. Check to see if you have Automatic Authority Control Processing turned on: Page #101467 in the III Millennium manual If on – should see “Updated Bibliographic Records” in the heading report. Call III to check if not sure – may cost $ to have turned on

8. Using Headings Reports

9. A look at the headings report screen:Report Types (most important IMHO: First time use, invalid headings & updated bibs (if you have AACP))Limits (limiting to specific users is useful after batchloads, we exclude some statistical groups for daily reporting (Acquisitions & Reserves) – note: limiting to all users except 1 will crash system)Date Range (keeps things manageable)

10. First time use report Alpha list of authors then subject headings (what headings display depends on your system setup (see slide 6))Can check OCLC for each & export found headings – or scan list for conflicts & just export those records

11. Double-clicking on heading in Headings Reports takes you to the index with your entry in red & highlighted if there are no authority records (refs or x-refs)

12. Search name/subject in OCLC.Cutting & pasting from the Mill. Search box to the Connexion Authority browse/search saves keystrokes – just remember to insert a comma after the last name! ,

13. Or LC Authorities on the Web: http://authorities.loc.gov Getting records into III is a more complicated & time-consuming process, but can be done.

14. After you export the authority record, just click the “search” button in Mill. & you will see the new authority record in the index.

15. To correct a heading:After you download the correct heading (or if the correct heading is already in the index),Double-click on the authority record, click “OK” in the popup window

16. This will bring up a window with your change in it. To save the change, click “Close” it will prompt you to save changes. (There is no “save” button or shortcut (ctrl+S) here – not sure why…)If you want to make other edits on the record, click “Edit” – you’ll be prompted to save changes before proceeding

17. First time use reports: SubjectsLook for S.H’s with no subdivisions – these *definitely* need to be checked & A.R. downloaded

18. Double-clicking on heading in Headings Reports takes you to the index with your entry in red & highlighted if there are no authority records (refs or x-refs)

19. After you export the authority record, just click the “search” button in Mill. & you will see the new authority record in the index.Correcting headings is the same process as for author records.

20. Know your free-floating subdivisions!Knowing what are legit subdivisions will let you skip over checking many first time use subject headings.

21. If you like to be thorough, you can double-click to check the index to see if the various “nodes” & “root” have Authority records.Here, we see that the 1st node has an A.R.

22. And the root has an Authority record

23. Using LC Weekly Lists LC Weekly lists are available on the web at: http://www.loc.gov/catdir/cpso/cpso.html#subjects It lists new and changed subject headings. Can check each heading on the list vs. your catalog to see which Authority records you should delete locally & download again from OCLC/LC Authorities/Other source Or just scan the list for those headings likely to be in your catalog & then check those, deleting & downloading as necessary

25. Automatic Authority Control & LC Weekly Lists &/or Headings reports • Delete the old authority record (if there is one). • Import the new / replacement authority record. • DO NOT correct any headings – WAIT!

26. From LC Weekly List 11 (March 15, 2006):150 Diesel motor--Alternate fuels CANCEL 150 Diesel motor--Alternative fuels [May Subd Geog] [sp 85037830 ] Note the X-Ref with the old form of heading

27. Delete the old authority record & import the new.Also delete any authority records with X-refs to the old heading & import new ones (check to make sure the x-ref is updated, sometimes they forget!)DON’T correct any records yet – WAIT until tomorrow!

28. Automatic Authority Control & LC Weekly Lists The next day, check the Updated Bib headings in the headings report – you should see that many headings have been changed for you. Remember – AAC is triggered by downloading an Authority record. AAC will not correct the headings in the “Invalid Headings” report

29. Automatic Authority Control & LC Weekly Lists Finally, check the index

30. If an entry has been tagged incorrectly, or if there is some other problem, AAC may not automatically correct the heading

31. Here, the heading was not changed because there was a “.” in the heading instead of a comma

32. Cataloging Service Bulletin.pdf format available online: http://www.loc.gov/cds/freepdf.html Contents: Changed/Cancelled free-floating subdivisions Subject headings of current interest Revised subject headings (compiles 12 weeks of LC Weekly lists)

33. Cataloging Service Bulletin Subject headings of current interest (selected from CSB no. 107 (Winter 2005)) Affirmative action programs in education(May Subd Geog) Blockbusters (Motion pictures) (May Subd Geog) Board books (May Subd Geog) Electronic contracts (May Subd Geog) Heat index (May Subd Geog) Morning news talk shows (May Subd Geog) Mountainboarding (May Subd Geog) Patient refusal of treatment (May Subd Geog) Political kidnapping (May Subd Geog) Rock music festivals (May Subd Geog) Web archives (May Subd Geog)

34. Cataloging Service Bulletin Do a keyword search in your catalog on these subject terms. Add the subject heading as appropriate.

35. New – Closed dates in name authority recordshttp://www.oclc.org/rss/feeds/authorityrecords/default.htm

36. Possible help – Automated Authority ProcessingYa'aqov Ziso yaaqov@unm.edu Authority Control Librarian University of New Mexico Libraries • Presentation at : http://innovativeusers.org/iug2006/programs/K2 • Perl script to be posted on the IUG clearing house: http://innovativeusers.org/clearinghouse/ (iug login / password needed for access to both) Shows how to use a Perl script that extracts files from the Headings used for the first time (for personal, corporate, conference, geographical names, uniform titles (series) and subjects) and readies them to be batch searched in OCLC via the Connexion Client. Found Authority records can then be batch downloaded into Millennium.

37. Cataloging from A (authorities) to C (Connexion) Authority control in Millennium QUESTIONS? lynn.whittenberger@marquette.edu 414-288-3406