Authority Control in Library Catalogs

RESOURCE MANAGEMENT TRAINING Session 7 Authority Control

Session Logistics This webinar is being recorded. Attendees will receive a link to the recording later for 30 days of access. An edited version of the recording will be posted for broader use later. Captions and transcript are enabled for the webinar. Use chat to share questions and comments as they come to you. Work along in a sandbox or your own IZ as you prefer.

Authority Control The procedures by which consistency of form is maintained in the headings used in a library catalog or file of bibliographic records through the application of an authoritative list to new items as they are added to the collection. Online Dictionary for Library and Information Science Purpose: Save the time of the user by bringing together all works under a given heading name, subject, uniform title, series title and documenting the details for use of each heading to differentiate one term from another.

Learning Objectives Learn to search and locate authority records in Alma zones. Practice linking bibliographic access points to authorized headings. Understand the scheduled authority jobs and the use of the Authority Control Task List. Discuss options for reparative authorities work in the I-Share network.

Shorthand / Notation / Glossary Authorized Access Point / 1XX / authority 1XX An access point that is selected for preference in a specific application or context. (RDA) E.g., the term or name established as the filing entry on an authority record. See from / 4XX An access point that presents the non-preferred form of a term or name. See also from / 5XX A related, preferred form for another term that is related to the authority 1XX Vocabulary / Authority File An established list of terminology, names, places, etc., that identifies the preferred access points within a domain of work.

Authority Control in Alma Zones Institution Zone (IZ) Network Zone (NZ) Community Zone (CZ) Institution Catalog Bibliographic records for an institution s collections CARLI Network Catalog Bibliographic records for I-Share member libraries Community Zone Catalog Bibliographic Records for electronic resources CARLI Shared Collections Bibliographic records and electronic inventory for consortially-provided collections Central Knowledge Base Administrative data for electronic collections and portfolios Institution Inventory Physical and electronic resources and their availability Institution Authorities Authority records for a single institution not included in global authorities. CARLI Authorities Authority records for I-Share member libraries not included in global authorities Global Authorities Authority records from multiple vocabularies (e.g., LCSH, MESH)

Searching Authorities: Persistent Search Bar Authorities search Find authority records within a specific zone. Almost all headings are in Community Zone. Use facets to limit by heading usage and vocabulary. Heading result entry Results are based on authority records found, not titles in the catalog. Click the linked heading to view the authority record. Search bibliographic records matching this value Performs a keyword search for the selected term; not a matching heading search.

Browsing Authorities: Metadata Editor Resources > Cataloging > Browse Authority Headings or, in the MDE: Search & Browse > Browse authority headings Select Community & Institution or Community & Network Heading Types: Names or Subjects Select source code for heading subtype (e.g., 1XX) Select vocabulary.

Headings and Records Displays Left-pane: Searched value will be third in list if it exists. Headings sorted in LC sorting order Star to the left indicates an authorized (1XX) heading. Expand option may display preferred term. Right-pane: View authority record Authority record that contains the searched heading as either 1XX or 4XX Bibliographic records related to the searched term. Matched headings: Shows records with headings matching the entry on the left-pane. Linked headings: Shows records that are linked to the authority record displayed.

Linked Headings To link a bibliographic heading to an authority record: Editing Actions menu > Open Authority Headings F3 key Screen similar to browse authorities appears. MARC tag field at top remains editable. Shows matching field or place your heading would appear. F3 does not search authority record 4XX fields. May also search other bibliographic records with matching headings. Select button inserts the given heading, copying the existing 1XX.

Browsing Bibliographic Headings Resources > Cataloging > Browse Bibliographic Headings or, in the MDE: Search & Browse > Browse bibliographic headings Select Institution for bibs in use in your IZ (includes NZ-linked and CZ-linked bibs) Select Network for bibs in use in the NZ (includes CZ-linked bibs) Heading Types: Names or Subjects Select source code for heading subtype (e.g., 1XX) Select vocabulary. Bibliographic tabs include more options Open in repository search: perform a search on the exact heading selected. Sort by and search within options

Authority Control Job: Link Bib Headings Authorities Link BIB Headings Runs nightly at 23:00. Search authority records, main heading and subdivisions. Attempt to match complete terms in bibliographic heading fields (1xx, 6xx, 7xx, 8xx) Outcomes Exact match: Link the heading. Partial match: Exclude subdivisions and link if main heading matches. Multiple matches requires manual work. Headings changes Mark linked records for preferred term corrections. Headings without matches may become unlinked.

Authority Control Job: Preferred Term Correction Authorities Preferred Term Correction Runs nightly at 03:00. Based on outcomes of Link BIB Headings job Outcomes Bibliographic headings updated to new authorized term. Subfields may be reordered if they match the non-preferred term Job may handle punctuation (e.g., closing period) Preferred Term Correction job was disabled between June 2020 and November 2024 Bibliographic headings will have become unlinked during that time.

Authority Control Task List Resources > Cataloging > Authority Control Task List Shows institution records (including NZ-linked and CZ-linked) that were reviewed Review tab: Records requiring attention. All tab: Record requiring attention and those that were modified successfully. Getting Started Use Linked to filter to records of primary interest. Use Field and Vocabulary facets to focus on headings changes of most concern. Optionally dismiss entries that aren t used locally.

Possible ACTL Workflows 1. Apply filters to limit to bibs in IZ or linked to NZ. 2. Apply facets to limit to LCNAMES or LCSH. 3. Work on list of records as time permits. Focus on one record at a time to start. Select multiple records and push to MDE with Edit Selected Records. Print report and review records individually. Look for patterns of issues, create sets from searches or analytics, use rules to update. When practical, update the corresponding record in WorldCat.

Authority Control in Primo VE Authority records are indexed Authority 1XX and 4XX headings indexed by default. Authority 5XX headings may be added to extend indexing. Some controlled vocabulary included in expanded search LCSH, MESH, Wikipedia used to expand basic search results LCSH, MESH used to expand searches with CDI scopes

Cooperative Cataloging Policies and Authorities II.3. Authorized access points. Headings for names and subjects should conform to the Library of Congress authority files or other nationally recognized thesauri. New authorized access points should be constructed to be compliant with RDA. III.4. Retain access points. Retain in records any access points that may be valid under different vocabularies, including those for non-English language vocabularies. Member libraries may opt to configure Primo VE to display only selected vocabularies. IV. Bibliographic records for I-Share member libraries permanent collections should be shared with the network to improve consortial data on holdings. These data support consortium-wide discovery, copy cataloging, resource sharing, and collection retention. VII.3. Locally-relevant access points. Authorized access points that pertain to member library collections (e.g., collection names, local authors, etc.) should be included in local extension 69X fields.

Reparative Cataloging Reparative cataloging A process where libraries, archives, and museums review and address harmful language in their collection descriptions, aiming to create accurate, inclusive, and community-centered records. (Rosenbach Museum) Building collections and the cataloging of those collections are not neutral activities. Accurate bibliographic description captures the identity of the resource. Headings express the biases of catalogers, organizations, etc. Catalog users also have biases that will affect how they search Apply principles for inclusivity to improve search results and mitigate negative biases.

Reparative Authorities Possibilities in I-Share Network Level options under consideration Enhance network bib with community-preferred headings. E.g., 650 #7 $$a Mexico, Gulf of $$2 Local Apply headings via network normalization jobs. Eventually add community-preferred terms to network-based authority file. Use terminology from alternative vocabularies. E.g., 650 #7 $$ Mexico, Gulf of $$2 tgn When practical, add these to WorldCat record as well as to NZ record. Supplement LCNAMES with localized authority records Possibly useful for deadnames, name changes and updates (e.g., dates) not yet accepted

Reparative Authorities Possibilities in I-Share Institution Level Options DEI Exclude List for Primo VE Configuration > Discovery > Other > DEI - List of Terms to Exclude from Subject Heading Matching terms (word/phrase) hidden from brief display, full display, facets. Applies to MARC records from Alma, records added to Primo VE, and CDI data. Apply subject headings as local extension fields (69X) May require Primo VE display configuration 69X fields do not link to authorities Copy bib record to institution catalog Apply local headings (e.g., 650 #7 $$2 Local) Create and use local authorities to document your work.

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