1. Authority Services, RDA Conversion – Two Tasks in One Project
Mark Braden, Library Systems Analyst /14/ Joan Chapa, Director of Marketing
CSU Los Angeles MARCIVE, Inc.

2. Why do RDA conversion on legacy data?
Such projects typically performed as a part of a bigger project, such as backfile authorities processing, or migration to a new system
Consistency works best for a unified catalog, especially with use of a discovery layer
Doing a migration without data cleanup, performing authorities processing without RDA conversion can be compared to putting lipstick on a pig
JOAN

3. Reasons driving Occidental and CSU Los Angeles
Long standing tradition of “authority control” to facilitate discovery
Limited efforts at authority control over time at both universities
Participation in “union” or shared catalogs
MARK: At Occidental,: meager efforts (major changes, such as a Subject field that had major changes)
At Los Angeles: small, sustained efforts over time, but like Occidental—most authority file unchanged since initial file load

4. Background work begins early for such a project
Ascertain that loaders are in place for export and re-import of data. Need bib control number in records for overlay
Tag tables are modified for RDA fields or other new data (e.g. Tables of Contents)
Decide what to do with that GMD!
Evaluate profile options
MARK: At Los Angeles (as in other libraries), many libraries consider the GMD an appealing way to display material type with the title/in the title. SO SCULA asked to retain the GMD at that point, even though the GMD is not part of the RDA scheme

5. CMC: Content, Media, Carrier
Determine if standard CMC (336, 337, 338) are what is desired. Built from fixed fields and other variable fields
Alternatively, can request customized CMC fields built from holdings or other criteria
JOAN: These are the biggest changes in RDA, mostly because they affect display as well as limits in searching. Many of the discovery layers use the formats in facets.

6. MARC Load Tables

7. Default bib export table

8. Commonly-used bib load table

9. Subject Authority Load Profile

10. Authority indexing rules table

11. We chose customized CMC creation
Our records had inadequate or outdated info about the material type of the work
Supplied MARCIVE with item records containing item type data
Not a perfect solution
For most items, a very helpful technique to build meaningful 33X fields
A combo solution: some records lacked 945 $ fields, so fixed field values were used for those to create CMC fields
MARK: CSULA resembles many other libraries, where USMARC areas of bibliographic records did not necessarily have adequate or current data about the material type of the work. Since MARCIVE could not use USMARC fixed fields reliably, we supplied Item Type data from the Item Records attached to the bibliographic records. This was not perfect—e.g. some clusters had attached items representing print books and accompanying compact discs. But for most items this was a very helpful technique to build meaningful 33X fields. The load table used for the returned records had coding to take 945 fields and create item records, so it was important that MARCIVE dispense with the 945 data. The standard 903 fields containing the Bibliographic Record Number helped ensure overlay was successful.

12. A look inside
Itype/Label
336 field
337 field
338 field
23 Microforms
text
microform
microfiche
24 Films
two-dimensional moving image
projected *
film reel
25 Videos
video
video cassette
26 CD-rom databases
computer
computer disc
27 CD-rom music
performed music
audio
audio disc
29 Music scores
notated music
unmediated
volume
31 Audiotapes
performed music/sounds/spoken word
audiocassette
32 Phonorecords
35 DVD
videodisc
36 Ejournal
online resource
38 Ebook
39 eResource
50 high dvd
51 high VHS
videocassette
52 high music CD
MARK: a sample from the table of i-types used to create CMC fields. For those bib records lacking 945 $t fields, MARCIVE used standard programming for CMC creation.

13. CMC for VHS Video

14. CMC for Microforms

15. CMC for DVD Video

16. What records should be excluded?
Volatile or brief records were left out
Safari Books
ebrary
Other records associated with database subscriptions
MARK: Because CSULA subscribes to services that are volatile (the Library at that time had subscriptions to databases like Safari Books (whose records are supplied to SCU system-wide from San Marcos), these categories were considered inappropriate for the work done by MARCIVE, particularly the tracking of headings for revisions/deletions by the LC and NACO.

17. Testing phase Stop making changes to bibs, but continue to catalog
Load both bibs & authorities into Millennium/Sierra
Examine how profile decisions affected results
Can’t review every record, but look for patterns
Report questions/errors to vendor. Second test may be necessary

18. Indexing issues. III involved in creating a load table for authorities
Prep work
Indexing issues. III involved in creating a load table for authorities
Purchased an index for ARN (Authority Record numbers)
Deleted old authority records
Two central concerns:
MARK: -load table used to re-load the records—Los Angeles had a few load tables, none were specifically designed for returning bibliographic records, so tests had to be made to verify that the results fit what was needed.
-Purchased an index for ARN (Authority Record Numbers). Old file of records were deleted—there had been no major work to establish local authority records, so the entire file could be cleared out, and the incoming records loaded and indexed.

19. Ongoing maintenance: Authority records
Delete records
Load new/changed records
Update affected bib records
Work with vendor reports to resolve issues
MARK Loading monthly feed of authority records calls for procedures to delete records, along with load of changed records and new records. The reports from Marcive, along with use of the Headings Report function, serve to implement needed changes.

20. Ongoing maintenance: Sending new bib records
Requires thoughtful use of Create Lists
Focus on records created since list shipment
Exclude non-volatile records
Use Export function in Data Exchange to build a file of records to FTP to MARCIVE
Files sent by 2pm CST are returned next business day
MARK

21. Other maintenance
On a regular basis (as determined by the Library) should send ARN’s representing records no longer needed to MARCIVE to delete from history file
Can produce a list by running Blind Headings Report
JOAN

22. Other enrichment can be added during this process
Tables of Contents at $.50/hit Summaries ($.30/hit)
Fiction/Biography data ($.50/hit)
Author notes (free)
Reading notes (Lexile, Accelerated Reader, Reading Counts) are free
JOAN: Occidental College got TOC enrichment. Mountain View and Yolo County public libraries got all three kinds of Reading Notes enrichment.

23. Questions?
Feel free to contact us! Mark Braden Joan Chapa