1. Authorities in Alma and F3
Yoel Kortick Senior Librarian

2. Manual linking between headings - F3
Introduction
Manual linking between headings - F3
Automatic linking between headings
Local authority records

3. Introduction
Alma institutions may use either global authorities, local authorities, or both
By default Alma provides a set of global authority records that are updated and maintained regularly by Ex Libris in the Community Zone (CZ).
If local authorities are enabled for the Alma institution then local authority records may also be created and used as part of the authority control.

4. Introduction
There are several types of global authorities maintained by Ex Libris in the Community Zone, for example (as of April 2016):
LC Subject (LCSH): Library of Congress Subject Headings
LC Name (LCNAF): Library of Congress Name Authority File
NLM MeSH: United States National Library of Medicine Subject Headings
Integrated Authority File (GND): German National Library Gemeinsame Normdatei- Subjects and Names authorities
Bare: Norway National Library
LACNAF: Library and Archives Canada name authority file
NLI: National Library Israel
RVK: Regensburger Verbundklassifikation
CSH: Canadian subject headings

5. Introduction
From the editing mode of the metadata editor there is an indicator if the field is linked to an authority heading
The magnifying glass next to a field means that it is linked to an authority heading

6. Introduction
After clicking the magnifying glass of a heading the linked authority record will open in the right pane. It will also include a separate tab with all related bibliographic records.
There are a total of three bibliographic records linked to this authority record
Clicked here
This opened with related authority record

7. Manual linking between headings - F3
Introduction
Manual linking between headings - F3
Automatic linking between headings
Local authority records

8. Manual linking between headings - F3
The manual linking of authority headings is done while a record is being edited in the metadata editor
By clicking "F3" with cursor on a field a window will open with
Authority records listed beginning in the alphabetically ordered place of the bibliographic heading
A list of bibliographic headings which already exist in the institution
The list of authority records will be taken from the relevant authority record vocabulary (global or local) based on the field from which F3 is clicked

9. Manual linking between headings - F3
For example the following will occur after clicking F3:
If user has text in 650 2nd indicator 0 then the Library of Congress subject headings will appear
If user has text in 650 2nd indicator 2 then the MSH medical subject headings will appear
If user has text in 650 2nd indicator 5 then the CSH Canadian subject headings will appear
If user has text in 650 2nd indicator 7 and subfield 2 GND then the GND subject headings will appear
If user has text in 650 2nd indicator 7 and subfield 2 NLI then the GND subject headings will appear

10. Manual linking between headings - F3
With cursor at the end of the 650 2nd indicator 0 field the user clicks F3
And gets this list
LCSH list

11. Manual linking between headings - F3
With cursor at the end of the 650 2nd indicator 2 field the user clicks F3
And gets this list
MSH

12. Manual linking between headings - F3
With cursor at the end of the 650 2nd indicator 5 field the user clicks F3
And gets this list
CSH

13. Manual linking between headings - F3
With cursor at the end of the 650 2nd indicator 7 field with subfield 2 "gnd" the user clicks F3
And gets this list
GND

14. Manual linking between headings - F3
With cursor at the end of the 650 2nd indicator 7 field with subfield 2 "nli" the user clicks F3
And gets this list
NLI

15. Manual linking between headings - F3
The list which is received after clicking F3 is compromised of
Authority headings
Bibliographic headings
The list of authority headings contains
Preferred headings
Non preferred headings

16. Manual linking between headings - F3
The preferred terms have a star next to them
The non-preferred terms do not have a star next to them
Preferred
Non-Preferred

17. Manual linking between headings - F3
After the list of authority headings the list of bibliographic headings appear
Scrolled down to the "Headings from bibliographic records"

18. Manual linking between headings - F3
Options from the F3 list:
View:
For authority headings it shows the authority record in the right pane of split editor mode with a tab for existing related bibliographic records.
For bibliographic headings it shows the related bibliographic records in the right pane of split editor mode
Select:
Selects the heading and uses it to replace the heading which already exists in the bibliographic record. If a non preferred term is selected then the preferred term will be used

19. Manual linking between headings - F3
Clicked "View" on "Feminist art criticism". In right pane we see the authority record and a tab to view the 18 bibliographic records already linked to this heading
18 bibliographic records are already linked to this heading

20. Manual linking between headings - F3
Clicked "View" on "Feminist consultants". In right pane we see the authority record and a tab showing that there are 0 bibliographic records already linked to this heading
0 bibliographic records are already linked to this heading

21. Manual linking between headings - F3
Clicked "View" on bibliographic heading "Feminist criticism Periodicals". In right pane we see 4 bibliographic records which have this heading.
4 bibliographic records have this heading

22. Manual linking between headings - F3
We will now click "select" on "Feminist cinema" which is a non-preferred term for "Feminist films"

23. Manual linking between headings - F3
The preferred term heading is copied to the bibliographic record with a link to the authority heading

24. Manual linking between headings - F3
We will now click "select" on "Feminist criticism – Europe – History " which is from a bibliographic record.

25. Manual linking between headings - F3
The heading is copied to the bibliographic record without a link to the authority heading

26. Manual linking between headings - F3
Introduction
Manual linking between headings - F3
Automatic linking between headings
Local authority records

27. Automatic linking between headings
The automatic linking of bibliographic headings to authority headings, as well as the update of the bibliographic heading to the preferred term of the authority heading, is done via two daily automated jobs:
Authorities - Link BIB Headings
Checks if there are any headings in bibliographic records which match a heading in an authority record and if so links the bibliographic heading to the authority record
Authorities - Preferred Term Correction
Checks to see if a bibliographic heading linked to an authority record is a non preferred term and if so changes it to the preferred term

28. Automatic linking between headings
For example, we will look at the report of the preferred term correction job

29. Automatic linking between headings
The report states that in record the term "$$a Huntington"s chorea $$x Patients $$v Biography. " was changed to "$$a Huntington"s disease $$x Patients $$v Biography. "

30. Automatic linking between headings
Here is the heading in the bibliographic record

31. Automatic linking between headings
We will "View Versions" to see how the record used to be before the automated job changed it

32. Automatic linking between headings
We can see that the heading was changed:
The heading in the record now after the job ran
The heading in the record before the job ran

33. Automatic linking between headings
If we look at the related authority record we can see that the previous form of the heading in the bibliographic record, "Huntington"s chorea", is a non-preferred term in the authority record.

34. Automatic linking between headings
The previous case shown here displays that the job "Authorities = preferred term correction" changed the record
It changed the record by "flipping" non-preferred term "Huntington"s chorea" to preferred term "Huntington"s disease"

35. Manual linking between headings - F3
Introduction
Manual linking between headings - F3
Automatic linking between headings
Local authority records

36. Local authority records
In order to be able to use local authorities (in addition to simultaneously using global authorities) the system must be configured to allow this.
The configuration is done by an Ex Libris implementation or support team member.

37. Local authority records
For example this library does have defined that they can create and use local authority records
Option to create local authority records
This means that it is possible to catalog new local authority records

38. Local authority records
For example this library does not have defined that they can create and use local authority records
No option to create local authority records

39. Local authority records
BARE and CSH are handled only globally
GND and RVK are handled locally and globally

40. Local authority records
When local authority records are used the system first checks the local authorities and if there is a match then the local authority record is used.
If there is no match then the system will check the global authority records.

41. Local authority records
CZ Record
This is the LCNAMES authority record for "100 great ideas" in the CZ. It is according to the official version.
01OKSTATESTILL_OKSTAT

42. Local authority records
Local Record
This is the LCNAMES authority record for "100 great ideas" in the local repository. It has an additional field.
01OKSTATESTILL_OKSTAT

43. Local authority records
There is no "official" LCNAMES authority record for "100 great ideas series"
01OKSTATESTILL_OKSTAT

44. Local authority records
The institution created their own version of an LCNAMES authority record for "100 great ideas series"
01OKSTATESTILL_OKSTAT

45. Local authority records
Now if a user is in the metadata editor and does F3 on a heading "100 great" …
01OKSTATESTILL_OKSTAT

46. Local authority records
He will see his both his local authority records and the global CZ authority records and can link
01OKSTATESTILL_OKSTAT

47. Local authority records
Now if a user is in the metadata editor and does F3 on a heading "100 greatest ideas series" …
01OKSTATESTILL_OKSTAT

48. Local authority records
He will see his only his local authority record and can link
01OKSTATESTILL_OKSTAT

49. Yoel Kortick Senior Librarian
Thank you
Yoel Kortick Senior Librarian