1. Becky Dean, MLS Product Analyst, Cataloging Products & Services OCLC Upcoming changes to Controlling functionality using Connexion OCLC Webinar August 2011

2. Welcome! Dean, Becky Dean, Rebecca Beck, Rebecca Beck, Rebekah Beck, Becky

3. Goal of controlling The goal of the controlling software is to facilitate the automatic updating of headings in bibliographic records. That goal is supported by giving users the ability to match headings in bibliographic records to established authority records. The functionality used to meet that goal normalizes headings in bibliographic records, matches them with authority records, and inserts the linked heading in the bibliographic record.

4. Discussion topics 1.Changes to Connexion controlling functionality to support automatic date expansion for personal names 2.Changes to Connexion controlling functionality to reduce unexpected automatic subfield flips 3.Resolution of selected Connexion controlling known problems 4.Information on Connexion changes related to the OCLC-MARC Bibliographic, Authority, and Holdings Formats Update 2011 5.Information on upcoming controlling efforts

5. Implementation date for upcoming Connexion changes Sunday, August 21, 2011

6. Discussion topics 1.Changes to Connexion controlling functionality to support automatic date expansion for personal names 2.Changes to Connexion controlling functionality to reduce unexpected automatic subfield flips 3.Resolution of selected Connexion controlling known problems 4.Information on Connexion changes related to the OCLC-MARC Bibliographic, Authority, and Holdings Formats Update 2011 5.Information on upcoming controlling efforts

7. Overview: Date expansion for personal names Functionality: The system will automatically add a closing date and insert the controlled heading into the bibliographic record when attempting to control a personal name tagged as a 100, 600, 700, or 800. The heading cannot contain any typographical errors or omissions in either the name or the opening date. Heading in bibliographic record: McLaren, Malcolm, ǂ d 1946- When controlled: McLaren, Malcolm, ǂ d 1946-2010

8. Overview: Date expansion for personal names Limitations: The name portion and the opening date of the heading must be an exact normalized text match to a 100 or 400 heading in an authority record. Typographic errors or omissions will prevent matching and expansion. The date expansion functionality is not ‘auto-suggest’. The opening date criteria includes all text and/or numerals that appears prior to the hyphen (e.g., ca.). Headings that include centuries (e.g., 14 th cent.-15 th cent.) are not candidates for date expansion.

9. Limitations: Typographical errors will prevent matching and date expansion Heading in authority record: McLaren, Malcolm, ǂ d 1946- Heading in bibliographic record: MacLaren, Malcolm, ǂ d 1946- McLaren, Malcolm, ǂ d 1945-

10. Limitations: Date expansion is not auto- suggest Heading in authority record: Schurmann, Franz, ǂ d 1926-2010 Heading in bibliographic record: Schurmann, Franz, ǂ d 1 Schurmann, Franz, ǂ d 19 Schurmann, Franz, ǂ d 192

11. Limitations: Inclusion of text/numerals prior to hyphen If the heading contains additional text after the opening date, all the text to the closing date must be entered: Heading in authority record: Feuillet, Raoul-Auger, ǂ d 1659 or 60-1710 Must enter all text prior to the hyphen in the bibliographic record: Feuillet, Raoul-Auger, ǂ d 1659 or 60- Heading in authority record: Ferris, William, ǂ d 1937 Feb. 26-2000 Must enter all text prior to the hyphen in the bibliographic record: Ferris, William, ǂ d 1937 Feb. 26-

12. Limitations: Inclusion of text/numerals prior to hyphen Heading in authority record: Benedetti, Giovanni Antonio de, ǂ d fl. 1492-ca. 1511 Must enter all text prior to the hyphen in the bibliographic record: Benedetti, Giovanni Antonio de, ǂ d fl. 1492

13. Limitations: Inclusion of text/numerals prior to hyphen If the opening dates end in a question mark (?), the question mark does not need to be included: Heading in authority record: Smith, John, ǂ d 1792?-1824 Must enter all text prior to the hyphen in the bibliographic record but not required to include the question mark: Smith, John, ǂ d 1792 Smith, John, ǂ d 1792? When controlled: Smith, John, ǂ d 1792-1824

14. Functionality: Date expansion for personal names As previously mentioned, all text and dates prior to the hyphen must be included. The inclusion of ǂ d and the hyphen are both optional. All of the following headings in a bibliographic record would expand to: Smith, Al 1923 Smith, Al, ǂ d 1923-1974 Smith, Al, 1923 Smith, Al, ǂ d 1923-1974 Smith, Al, 1923- Smith, Al, ǂ d 1923-1974 Smith, Al ǂ d 1923 Smith, Al, ǂ d 1923-1974 Smith, Al, ǂ d 1923 Smith, Al, ǂ d 1923-1974 Smith, Al, ǂ d 1923- Smith, Al, ǂ d 1923-1974

15. Functionality: Date expansion for personal names The name portion and the opening date of the heading must be an exact normalized text match to a 100 or 400 heading in an authority record. If multiple matches are found, all results will be presented in a Heading Control Window: Heading in bibliographic record: Smith, Albert, 1923-

16. Functionality: Date expansion for personal names If a personal name heading in a bibliographic record contains only an opening date and is an exact match to an authority record, the heading will be automatically controlled. So if a personal name heading in an authority record with the same opening date contains a closing date, any potential candidate date headings will not be presented. Heading in bibliographic record: Smith, J. Edward, 1943- When controlled: Smith, J. Edward, ǂ d 1943- Regardless of the presence of other authority records with the same text and opening date: Smith, J. Edward, ǂ d 1943-1993

17. Functionality: Date expansion for personal names The name portion and the opening date of the heading must be an exact normalized text match to a 100 or 400 heading in an authority record. Heading in bibliographic record: Smith, John Alexander, ǂ d 1864- Will be matched to: Smith, John Alexander, ǂ d 1864-1939 Will be controlled to: Smith, J. A. ǂ q (John Alexander), ǂ d 1863- 1939

18. Functionality: Date expansion for personal names If a personal name heading is followed by $c (Spirit), both $c and Spirit must be present for date expansion to work as expected. Heading in bibliographic record: Schumann, Robert, ǂ d 1810- ǂ v Poetry Will be matched to: Schumann, Robert, ǂ d 1810-1856 ǂ v Poetry Heading in bibliographic record: Schumann, Robert, ǂ d 1810- ǂ c (Spirit) ǂ v Poetry Will be matched to: Schumann, Robert, ǂ d 1810-1856 ǂ c (Spirit) ǂ v Poetry

19. Functionality: Date expansion for personal names If a subdivision follows a candidate date expansion heading, the functionality will expand dates and retain additional subdivisions: Heading in bibliographic record: Smith, Betty, 1896 ǂ x Homes and haunts Will be matched to: Smith, Betty, ǂ d 1896-1972 Will be controlled to: Smith, Betty, ǂ d 1896-1972 ǂ x Homes and haunts

20. Functionality: Date expansion for personal names The date expansion functionality will work with non-four digit date ranges, however, any text preceding the opening date must be present. Heading in bibliographic record: Plato, Comicus, fl. 410 When controlled: Plato, ǂ c Comicus, ǂ d fl. 410-391 B.C.

21. Functionality: Date expansion for personal names Date expansion will work using the New Query box from the Control Headings window. If a heading contains a typographical error or is incorrectly tagged and cannot be matched or automatically inserted because of a tag flip, if corrected in the New Query box the date expansion functionality will be applied when appropriate.

22. Functionality: Date expansion for personal names The core assumption for date expansion is that the personal name is established independently of any name/title authority records. For example, if attempting to control a name/title heading, and a name authority record does not exist, then the expansion of the name portion of a name/title heading will not work. For example, if an authority record existed for: Xenakis, Iannis, ǂ d 1922-2001. ǂ t ST/4-1,080262 But a name authority record did not exist for: Xenakis, Iannis, ǂ d 1922-2001 Then date expansion will not work for any occurrence of the name or any name/title entry. Xenakis, Iannis, ǂ d 1922-

23. Functionality: Date expansion for personal names Control All will include automatic date expansion for candidate personal name headings This functionality expands work from an OCLC Research project that controlled more than 26 million personal name headings in WorldCat.

24. Scope: Only applicable for personal name headings Functionality: The system will automatically add a closing date and insert the controlled heading into the bibliographic record when attempting to control a personal name tagged as a 100, 600, 700, or 800. The date expansion functionality will not add closing dates to any other type of heading (e.g., corporate headings): 710 20 Catholic Church. ǂ b Pope (1073- : Gregory VII) Will not be changed to 710 20 Catholic Church. ǂ b Pope (1073-1085 : Gregory VII) 651 [blank]0 Zimbabwe ǂ x History ǂ y Chimurenga War, 1966- Will not be changed to 651 [blank]0 Zimbabwe ǂ x History ǂ y Chimurenga War, 1966-1980

25. Discussion topics 1.Changes to Connexion controlling functionality to support automatic date expansion for personal names 2.Changes to Connexion controlling functionality to reduce unexpected automatic subfield flips 3.Resolution of selected Connexion controlling known problems 4.Information on Connexion changes related to the OCLC-MARC Bibliographic, Authority, and Holdings Formats Update 2011 5.Information on upcoming controlling efforts

26. Changes to Controlling to reduce automatic tag flips Existing functionality: After controlling a heading, you find that the ǂ x or ǂ v is incorrectly changed. The Control Headings window did not open when you used the control headings command. Instead, the incorrect heading was automatically inserted into the bibliographic record In most cases, this scenario results from the presence of a pre-coordinated authority record. Because the system tries to match the heading to the fullest form, normalization finds the full heading and changes ǂ x to ǂ v (or vice versa). Change in behavior: If the heading in the bibliographic record is an exact match to single established heading in an authority record, the system will continue to flip subdivisions. For example: Heading in bibliographic record: 650 [blank] 0 English literature ǂ v Periodicals ǂ x History Controlled heading: 650 [blank] 0 English literature ǂ x Periodicals ǂ x History

27. Changes to Controlling to reduce automatic tag flips However, if the heading in the bibliographic record is not an exact match to single established heading in an authority record, the system will not attempt to automatically flip a heading. Heading in bibliographic record: 650 [blank] 0 Dog trainers ǂ v Periodicals Controlled heading: 650 [blank] 0 Dog trainers ǂ v Periodicals Heading in bibliographic record: 650 [blank] 0 Dog trainers ǂ x Periodicals Controlled heading: 650 [blank] 0 Dog trainers ǂ x Periodicals

28. Changes to Controlling to reduce automatic tag flips This change also means that the system will make no attempt to autolock the heading; rather, the system will now open a Control Heading window with the list of matched headings. Heading in bibliographic record: 650 [blank] 0 Dog trainers ǂ g Periodicals

29. Discussion topics 1.Changes to Connexion controlling functionality to support automatic date expansion for personal names 2.Changes to Connexion controlling functionality to reduce unexpected automatic subfield flips 3.Resolution of selected Connexion controlling known problems 4.Information on Connexion changes related to the OCLC-MARC Bibliographic, Authority, and Holdings Formats Update 2011 5.Information on upcoming controlling efforts

30. Resolution of known punctuation problem Currently, when a heading ends with a mark of terminal punctuation other than a period and is followed by the uncontrolled element ǂ o arr., which is preceded by a semicolon (;), the system deletes the ending punctuation. In the following example, the incorrectly deleted mark of punctuation is an exclamation mark (!). Heading in bibliographic record: Bernstein, Leonard, ǂ d 1918-1990. ǂ t Slava!; ǂ o arr. Currently, the system is incorrectly changing the heading to: Bernstein, Leonard, ǂ d 1918-1990. ǂ t Slava; ǂ o arr. Corrected functionality: Bernstein, Leonard, ǂ d 1918-1990. ǂ t Slava!; ǂ o arr.

31. Resolution of known punctuation problem When a heading ends with a period that is part of an abbreviation, the period is incorrectly deleted prior to ǂ v. Heading in bibliographic record: 810 1[blank] United States. ǂ b Congress. ǂ b Senate. ǂ t S. hrg. ; ǂ v 111-749. Currently, the system is incorrectly changing the heading to: 810 1[blank] United States. ǂ b Congress. ǂ b Senate. ǂ t S. hrg ; ǂ v 111-749. Corrected functionality: 810 1[blank] United States. ǂ b Congress. ǂ b Senate. ǂ t S. hrg. ; ǂ v 111-749.

32. Resolution of known punctuation problem When a heading tagged as 130 and has a mark of terminal punctuation preceding a non-controlled subdivision, for example ǂ n, the system is incorrectly changing the punctuation in the heading. Heading in bibliographic record: 130 0[blank] Poldark (Television program). ǂ n Season 2 Currently, the system is incorrectly changing the heading to: 130 0[blank] Poldark (Television program) ǂ n Season 2. Corrected functionality: 130 0[blank] Poldark (Television program). ǂ n Season 2

33. Discussion topics 1.Changes to Connexion controlling functionality to support automatic date expansion for personal names 2.Changes to Connexion controlling functionality to reduce unexpected automatic subfield flips 3.Resolution of selected Connexion controlling known problems 4.Information on Connexion changes related to the OCLC-MARC Bibliographic, Authority, and Holdings Formats Update 2011 5.Information on upcoming controlling efforts

34. Overview: OCLC MARC Update 2011 Changes related to the OCLC-MARC Bibliographic, Authority, and Holdings Formats Update 2011. These include: MARC 21 Update No. 12, dated October 2010 Elements from other recent MARC 21 Updates whose implementations had been postponed Code list additions and changes published chiefly since May 2010 Other suggestions from WorldCat users and OCLC staff Many of these elements are related to Resource Description and Access (RDA) Details are available in OCLC Technical Bulletin 260 http://www.oclc.org/support/documentation/worldcat/tb/260/defaul t.htm http://www.oclc.org/support/documentation/worldcat/tb/260/defaul t.htm

35. Overview: OCLC MARC Update 2011 Definition of a new “Descriptive Cataloging Form” (Leader/18; OCLC Fixed Field: Desc) value “c” indicating “ISBD Punctuation Omitted” in the Bibliographic Format. Implementation of four additional 007 fields (“Physical Description Fixed Fields”) for Kit, Notated Music, Text, and Unspecified, in the Bibliographic and Holdings Formats. Implementation of a new fixed field element in the Computer File format, “Form of Item” (Computer File 008/23 and 006/06; OCLC Fixed Field: Form) in the Bibliographic Format. Implementation of a new subfield ǂ 3 “Materials Specified” in field 034 “Coded Cartographic Mathematical Data” in the Bibliographic and Authority Formats. Implementation of a new subfield ǂ u “Uniform Resource Identifier” in field 561 “Ownership and Custodial History” in the Bibliographic and Holdings Formats. Implementation of a new subfield ǂ i “Relationship Information” in OCLC-defined 79X “Local Added Entry” fields in the Bibliographic Format. Implementation of a new subfield ǂ 5 “Institution to Which Field Applies” in Series Added Entry fields 800, 810, 811, and 830 in the Bibliographic Format.

36. Overview: OCLC MARC Update 2011 Implementation of three new Bibliographic indexes: Date Created as MARC Physical Description Entity Attributes In Connexion client, the new indexes will not appear in dropdown lists, but can be input manually via the command line. The Connexion client dropdown lists will be updated with new indexes in a future version of the client. Please send questions related to the MARC Update directly to: askqc@oclc.org askqc@oclc.org

37. Overview: OCLC MARC Update 2011 Two additional new Bibliographic indexes will be implemented within the coming months: Name and Title Provenance Following the implementation of these two additional indexes, all five new indexes will be gradually populated, and all other indexing changes will become apparent, as WorldCat is re-indexed.

38. Discussion topics 1.Changes to Connexion controlling functionality to support automatic date expansion for personal names 2.Changes to Connexion controlling functionality to reduce unexpected automatic subfield flips 3.Resolution of selected Connexion controlling known problems 4.Information on Connexion changes related to the OCLC-MARC Bibliographic, Authority, and Holdings Formats Update 2011 5.Information on upcoming controlling efforts

39. Upcoming controlling efforts Over the past few months, OCLC has embarked on a project to create a service for routinely and independently applying a “Control All Headings” type functionality to WorldCat bibliographic records. This process will be applied to: All existing WorldCat master bibliographic records on a yet-to-be- determined scheduled and as capacity will allow. Both newly added and changed/replaced master bibliographic records on a daily schedule, with the advantage of including records added/replaced online and via other methods such as batchload. The controlling service will add the symbol OCLCO to the 040 field in ǂ d in records that have headings controlled by this process.

40. Upcoming controlling efforts Staff are in the process of testing the new controlling service to determine processing and updating capacity. More information will be provided as it becomes available. As with “Control All Headings” in Connexion, the new automatic service cannot control all headings. The automatic service will not be able to ‘Single Control’ headings, meaning that non- qualified personal names or headings that are mis-tagged, contain typographical errors, etc., cannot be controlled. Please continue to Control Headings when adding or upgrading records to WorldCat and share your cataloging expertise with the cooperative.

41. Questions?

42. Important pieces of information Implementation date of changed functionality: Sunday, August 21, 2011 Documentation: Information on the changes to controlling will be available in OCLC Technical Bulletin 259R-2 http://www.oclc.org/support/documentation/worldcat/tb/259/259.pdf http://www.oclc.org/support/documentation/worldcat/tb/259/259.pdf Information on MARC Update 2011 is available in OCLC Technical Bulletin 260 http://www.oclc.org/support/documentation/worldcat/tb/260/default.htm http://www.oclc.org/support/documentation/worldcat/tb/260/default.htm Questions: Please send questions related to the MARC Update directly to: askqc@oclc.orgaskqc@oclc.org Please send questions related to the controlling functionality or other general questions to: support@oclc.orgsupport@oclc.org