1. How to create and use authority records Version 16 and up Yoel Kortick

2. How to create and use authority records 2 All of the information in this document is the property of Ex Libris Ltd. It may NOT, under any circumstances, be distributed, transmitted, copied, or displayed without the written permission of Ex Libris Ltd. The information contained in this document has been prepared for the sole purpose of providing information for the members of the MELI users group. The material herein contained has been prepared in good faith; however, Ex Libris disclaims any obligation or warranty as to its accuracy and/or suitability for any usage or purpose other than that for which it is intended. © Ex Libris Ltd., 2006

3. How to create and use authority records 3 Authority Records There are several types of authority records. ALEPH assumes that the cataloger will catalog (or upload) authority records which are in accordance with accepted standards A full explanation of the use of authority records may be found on the Library of Congress web site “MARC 21 Concise Format for Authority Data” http://www.loc.gov/marc/authority

4. How to create and use authority records 4 Authority Records – This presentation Here we will use USMARC authority records We will discuss the creation and display of authority records, but not tabular configuration, batch upload or background processes We will include: Preferred / Non Preferred (See / Seen from) headings Broader term / Narrow term headings

5. How to create and use authority records 5 Preferred / Non Preferred headings Preferred and non preferred headings are most often created for Authors or Subjects, with the aim of giving multiple points of access for one heading. An author may be known by more than one name, and we want the person searching to be able to find the author according to the various ways by which the author (or subject) is known

6. How to create and use authority records 6 Preferred / Non Preferred headings For example, the author “White, Emma Chandler “ is also known as “Chandler, Emma Mary”. Her official name is “White, Emma Chandler“ Here is her Library of Congress authority record:

7. How to create and use authority records 7 Preferred / Non Preferred headings The 1## fields are the preferred terms (see), or “main heading” The 4## fields are the non preferred terms (seen from) The headings may be personal names, corporate names, meeting names, etc. For a full list and to see what 1## field to use for various cases see http://www.loc.gov/marc/authority

8. How to create and use authority records 8 Preferred / Non Preferred headings From http://www.loc.gov/marc/authority

9. How to create and use authority records 9 Preferred / Non Preferred headings Here is the authority record for “White, Emma Chandler” in ALEPH cataloging module The authority record is a cataloging record in the authority library. The authority library is the library for which the fourth digit is “1”, such as UPC10 or NTL12

10. How to create and use authority records 10 Preferred / Non Preferred headings Here is the related bibliographic record in ALEPH cataloging The bibliographic record is a cataloging record in the bibliographic library. The bibliographic library is the library for which the fourth digit is “0”, such as UPC01 or NTL01

11. How to create and use authority records 11 Preferred / Non Preferred headings There is a match between the authority record and bibliographic record. A heading in the bibliographic record is identical (must be exactly identical) to a heading in the authority record. Authority Bibliographic

12. How to create and use authority records 12 Preferred / Non Preferred headings A browse in the GUI for authors in bibliographic library may be done on the preferred term or non preferred term The 1## or 4## tells us if term is preferred or non preferred

13. How to create and use authority records 13 Preferred / Non Preferred headings A browse in the web for authors may be done on the preferred term or non preferred term If we browse for preferred term then we may click the heading to see the record(s) or click the “authority record” link …

14. How to create and use authority records 14 Preferred / Non Preferred headings And see the authority record

15. How to create and use authority records 15 Preferred / Non Preferred headings If we browse for the non preferred term Then we can click “Authority record” to see the authority record or we may click the author heading to see the record(s) associated with this author.

16. How to create and use authority records 16 Preferred / Non Preferred headings Summary for preferred / non-preferred headings: Preferred / non preferred authority records allow for multiple entries to a heading An end user in this case could browse for “White, Emma Chandler” (preferred term) or “Chandler, Emma Mary” (non preferred term). The heading in the authority record must be identical to the heading in the bibliographic record in order for the “match” to be made.

17. How to create and use authority records 17 Narrow terms / Broader terms The “narrow term / broader term” heading assumes the existence of a related “preferred / non preferred” heading. For example we have this “preferred / non preferred” heading: This means “Frozen Berries” is the preferred term, and “Berries, Frozen” is the non preferred term. “Berries” and “Frozen fruit” are broader terms Preferred non-preferred broader

18. How to create and use authority records 18 Narrow terms / Broader terms The broader or narrow terms are catalogued in field 5## of the authority record. If it is a broader term then subfield “w” will have “g”. If it is a narrow term then subfield “w” will have “h”.

19. How to create and use authority records 19 Narrow terms / Broader terms A main heading must exist for all broader or narrower terms. In this case there should be authority records with main headings “Berries” and “Frozen Fruit”.

20. How to create and use authority records 20 Narrow terms / Broader terms If we try to save this record when there are not also authority records with main headings “Berries” and “Frozen Fruit” then we will get the following message:

21. How to create and use authority records 21 Narrow terms / Broader terms But if we do have authority records with the main headings of “Berries” and “Frozen Fruit”: Then we will not get an error message when saving a record with “Berries” and “Frozen Fruit” as broader terms.

22. How to create and use authority records 22 Narrow terms / Broader terms The broader terms and narrower terms should exist as a main entry and as a 5## field of another main entry.

23. How to create and use authority records 23 Narrow terms / Broader terms Now if user browses web for “Frozen berries” … He can click “Frozen berries” to see the record(s) or click “Authority Record” …

24. How to create and use authority records 24 Narrow terms / Broader terms And after clicking “authority record” he may view the broader terms (or narrower terms) by clicking on them:

25. How to create and use authority records 25 Narrow terms / Broader terms And if the user browses for “Berries” And clicks “Authority Record” …

26. How to create and use authority records 26 Narrow terms / Broader terms He gets a Narrow term “Frozen berries” and Broader term “Fruit”

27. How to create and use authority records 27 Narrow terms / Broader terms Even though we did not catalog Narrow Term “Frozen berries” with main heading “Berries”, ALEPH automatically puts it into the authority record of the web Was added by ALEPH to authority record display in web

28. How to create and use authority records 28 Narrow terms / Broader terms We did not catalog “Frozen berries” as a narrow term of “Berries” We did catalog “Berries” as a “Broader term” of “Frozen berries” Thus in web “Frozen Berries” appears as Narrower Term of “Berries” System number 282 in USM10 System number 283 in USM10

29. How to create and use authority records 29 Narrow terms / Broader terms The “Preferred term” / “non-preferred term” of this record behave as regular “preferred / non – preferred headings”. The inclusion of “narrow” and “broad” terms does not effect the behavior of the “preferred” and “non preferred” headings. Preferred / non-preferred Broader / Narrower

30. How to create and use authority records 30 Narrow terms / Broader terms A browse for the non preferred term will give us a link to authority record and to the preferred term.

31. How to create and use authority records 31 Narrow terms / Broader terms Summary for narrow / broader terms: The narrow and broader terms are catalogued in field 5## of authority record. Broader terms will have a “g” in subfield w of 5## Narrow terms will have a “h” in subfield w of 5## The narrow and broader terms should also exist as main headings in a separate authority record. One authority record may have a preferred heading, non preferred heading, broad term and narrow term.