1. THE Catalog Forester: Managing Authority Records in Evergreen, Singly and in Batch
Galen 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:
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 Sets
Admin > 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 Field
Will 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 Authorities
Cataloging > Manage Authorities
1) Enter Authorities search term 2) Select Authority Type from dropdown 3) Click ‘Submit’ 1) 2) 3)

14. Manage Record Authorities
Ability to Edit, Delete, and Merge Record Authorities individually

15. Applying Existing Authority Records to a Bib Record
Existing 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 use
Apply Selected or Apply Fully Authority (1XX)

18. Full Authority (Applied & with linked subfield)

19. Planning a batch authority control project — questions
Are 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 Transfer
Process
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 Control
Record Enhancement
RDA and Linked Data
Record Deduplication

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

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

27. Bib & Authority Matching
Original 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 Matching
Original 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 reports
htm xls
deliver

30. AACR2 Validation LCCN, ISBN, ISSN LDR, 006, 007, 008 Obsolete fields
Subfield 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 partner
Developed 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 Points
245, 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 10,000,000
LC 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 reports
Statistics, 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 Summary
Near 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 records
Don’t want to retain authorities? TRUNCATE them! TRUNCATE TABLE authority.record_entry;

42. Load authority records
Vandelay 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 records
Vandelay for small batches
Matchpoint is easy: just the 901$c

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

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

46. Command-line assistance
eg_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 Notification
Updated Authorities
New Authorities
insert
Backstage
Changed Authorities
overlay
Search National Authorities
DELIVER
Deleted Authorities
remove

49. Current Cataloging New Bibs Updated Bibs Backstage
Matching Authorities
PROCESS
DELIVER
Relevant Reports

50. Collaboration
Collaboration by thinkpublic on Flickr (CC-BY-ND)

51. Questions Chad Cluff, PMP Backstage Library Works chad@bslw.com
Galen Charlton
Equinox Software Inc.
Mary Jinglewski
Equinox Software, Inc.