1. AUTHORITY CONTROL What You Need to Know to do it Yourself Dana Kemp (Innovative Interfaces, Inc.) Beth Taylor (Univ. of Mich.-Dearborn) Barbara Kriigel (Univ. of Mich.-Dearborn)

2. Agenda III headings reports including Automated Authority Control Processing [break] Maintaining subject headings with LC Weekly lists Enhancing database using III reports

3. University of Michigan--Dearborn n n 223,000 bibliographic records n n 100,500 authority records u u Download only authority records which have xrefs n n 4,500 titles cataloged annually n n 2.25 FTE professional catalogers

4. Using III Authority Reports Decisions n n How often to print n n Whether or not to exclude records without a Cat Date in the bib record n n Whether to limit any reports n n What fields to include in duplicate field report u u Call number, ISBN/ISSN, OCLC #, barcode n n Whether to add authority records if they do NOT contain cross references

5. Headings are Checked When: n n Record is downloaded* n n Title is changed* n n Heading is added, deleted or modified n n Record is suppressed or unsuppressed by using BCODE3 field in bib record* n n Bib record is deleted* * all heading checked

6. Generating the Headings Reports From main menu, select D> then H> REPORTS ON HEADINGS F> Headings used for FIRST time I> INVALID headings used.. (other reports) A> ALL reports C> CLEAR report file Q> QUIT

7. Excluding Based on Cat Date n n Select a report (or ALL) u u System provides information and warning Exclude records without a CAT DATE? (y/n) u u System can be set so this question is not asked; reports will automatically exclude bib records without cat date (A>A>S>O>D #4) F F Workflow considerations

8. Limiting by Other Criteria Limit report to specific F> Function done by user ( User Manual #9854 ) U> User T> Terminal number used by user L> Location in bib rec P> Prepare report Q> QUIT Choose one (F,U,T,L,P,Q)

9. Headings Used for the First Time n n Authors n n Subjects (including subdivisions) n n NOT series or uniform titles u u Perform authority work at time of cataloging u u Create list of new bibs with UTs and series, then check n n UMD downloads authority record only if cross references (4xx or 5xx) are present

10. Sample Authority Record A10818753 Last upd:03-28-00 Created:09-15-97 Rev:2 01 ACODE1: 02 ACODE2: 03 ASUPPRESS: 04 001 oca02099795 05 008 860211i anannbab a ana cz n 06 010 sh 85038796 07 053 QL737.C22|cZoology 08 053 SF421|bSF440.2|cDomestic animals 09 150 Dogs 10 450 Dog 11 550 Domestic animals|wg 12 681 |iExample under|aPets

11. Sample First Time Use (FTU) Author FIELD: 100 1 |aCole, Bernard Conrad INDEXED AS AUTHOR: cole bernard conrad MESSAGE: ----------FIRST TIME USE--------- PRECEDED BY: cole babette FOLLOWED BY: cole brock FROM: b1231545x Cole, Bernard Conrad The emergence of net-centric computing / Bernard C. Cole CATALOG DATE: 01-16-2001 FUNCTION: oc AT TERM: 0 INITIALS: bjt ON Tue Jan 16 2001 15:35:30

12. First Time Authors n n On III report, check preceding and following entries for new heading u u Remember that preceding and following entries may be from 4xx or 5xx field in another authority record n n Search OPAC only if a potential problem exists (UMD always searches OPAC) Groft, Tammis Kane Preceded by: grofman bernard Followed by: grogan denis joseph DECISION: no potential problem, skip OPAC search

13. Example from Author FTU List FIELD: 100 1 |aDoyle, Arthur Conan,|d1859-1930 INDEXED AS AUTHOR: doyle arthur conan 1859 1930 PRECEDED BY: doyle anna beth FOLLOWED BY: doyle arthur conan sir 1859 1930 **Decision: verify form of name and correct wrong heading

14. First Time Authors (con’t) n n Search name in authority file (OCLC) n n Download authority record if needed n n Correct heading in OPAC if necessary

15. Sample FTU Subject Entry FIELD: 650 0|aMirrors in art INDEXED AS SUBJECT: mirrors in art MESSAGE: -------FIRST TIME USE-------- PRECEDED BY: mirrors history FOLLOWED BY: mirrors in literature FROM: b12311785 Miller, Jonathan, 1934- On reflection / Jonathan Miller CATALOG DATE: 01-25-2001 FUNCTION: oc AT TERM: 0 INITIALS bjt ON: Thu Jan 25 2001 08:18:48

16. First Time Subjects n n Check preceding and following entries on list u u Preceding or following entry may be from a 4xx or 5xx field on another authority record n n Check for “root” heading in OPAC FIELD: 650 0|aDinosaur paraphernalia|zUnited States PRECEDED BY: dinophyta FOLLOWED BY: dinosaur provincial park **Decision: need authority record for Dinosaur paraphernalia since it has a 4xx

17. First Time Subjects (con’t) n n Search OCLC and download authority record if needed u u Root heading or full subject heading or both

18. First Time Subjects (con’t) n n Can the free-floating subdivision be used for this type of heading? United States|xHistory|yCivil War, 1861- 1865|xPhotography **Decision: |xPhotography is authorized for Wars so heading is okay; verified that no authority record with xrefs existed for full subject heading

19. First Time Subjects (con’t) n n Is geographical subdivision in correct position? Aged|xAbuse of|zUnited States Learning disabled|zUnited States|xIdentification **Decision: |xAbuse of may be subdivided geographically; |xIdentification may not be subdivided geographically. Both headings are okay.

20. Example from Subject FTU List FIELD: 650 0 |aFire|xComputer simulation INDEXED AS SUBJECT: fire computer simulation PRECEDED BY: fire companies FOLLOWED BY: fire departments **Decision: search OPAC to see if authority record for “Fire” exists. If not, search OCLC and download if needed (has xrefs) Check to see that |xComputer simulation is okay free-floater and search OCLC to see if authority record exists and is needed (has xrefs)

21. Example from Subject FTU List FIELD: 650 0 |aIndustry and state|zUnited States INDEXED AS SUBJECT: industry and state united states PRECEDED BY: industry and state FOLLOWED BY: industry and state united states videocassettes **Decision: Searched OPAC and found xref: Industry and state SEE Industrial policy. Searched OCLC and verified that Industrial policy was correct; corrected heading on bib record. Heading did NOT appear on Invalid Headings report since it did not match 4xx EXACTLY (Industry and state). Also corrected the “followed by” heading which was on same bib record.

22. Example from Subject FTU List FIELD: 650 0 |aTravel|zGreat Britain|xHistory INDEXED AS SUBJECT: travel great britain history PRECEDED BY: travel french united states FOLLOWED BY: travel guidebooks **Decision: authority record for “Travel” shows it can’t be subdivided geographically. Corrected heading to Great Britain|xDescription and travel. Did not add |xHistory because |xDescription and travel cannot be subdivided by |xHistory (Subject Cat. Manual sect.1647:9)

23. OCLC Searching Tips n n Many subject headings with free-floating subdivisions are established LC authority records with cross references n n May need to search multiple OCLC indexes u u Example: Shakespeare is in both name and subject indexes u u Corporate author, uniform title, personal name, subject, conference

24. OCLC Downloading Tips n n Interactive downloading u u Authority records for 100, 110, 111 or 130 headings automatically index as author or title F F When authority record is needed for the subject index, specify load table choice before exporting u u Watch authority records with mixed tags (150 with 400 and 500 xrefs) u u Choose proper load table if necessary (User Manual #10,349) *atab=asub

25. OCLC Downloading Tips (con’t) n n Batch downloading u u Choose correct downloading table in III u u No need to copy authority records u u No problem with mixed tags

26. Mixed Tags 150 0 Holy Cross 400 00 Jesus Christ|xCross 450 0 Cross 500 00 Jesus Christ|xCrucifixion 500 00 Jesus Christ|xRelics 550 0 Feast of the Cross If using interactive downloading, Jesus Christ will be indexed as an author rather than a subject because it is a x00 field

27. View with Innopac Tags n n In database maintenance, type an asterisk (*) to see Innopac tags SUBJ AUTH Holy Cross NAME S FRM Jesus Christ Cross NAME SA FRM Jesus Christ Crucifixion NAME SA FRM Jesus Christ Relics SUBJ S FRM Cross SUBJ SA FRM Feast of the Cross

28. To Avoid problems with Mixed Tags n n Check tags before exporting from OCLC n n Insert a command line (949) at the end of the authority record with mixed tags n n Specify which “authority record load table” you wish to use u u *atab=asub (for subjects) u u *atab=anam (for names) n n Can also be used when you want to download a name authority record into subject index

29. Other Headings Reports Beth Taylor

30. Reports on Headings F > Headings used for FIRST Time I > INVALID headings used D > DUPLICATE call numbers & other errors B > BLIND References R > Duplicate authority RECORDS U > Bibliographic UPDATES ** N > NEAR matches ** L > BUSY matches ** X > Non-Unique 4XXs ** Y > Cross-Thesaurus matches ** A > ALL reports C > CLEAR report file Q > QUIT Choose one (F,I,D,B,R,U,N,L,X,Y,A,C,Q)

31. INVALID headings used n n Checks incoming 1xx, 6xx & 7xx against 4xx headings in Authority file n n Must be a direct match, headings with subdivisions are not reported n n You must make the correction u u Search OPAC, verify heading u u Search OCLC, verify that the correct heading is still valid, is so, correct the heading

32. INVALID headings used 03-23-99 1 > FIELD: 650 0|aHealth care INDEXED AS SUBJECT: health care MESSAGE: --------------- INVALID HEADING --------------- CORRECT HEADING IS: medical care FROM: b11489339 Health care in big cities / edited by Leslie H. W. Paine CATALOG DATE: 03-07-2000 FUNCTION: ee AT TERM: 701 INITIALS: bjt ON: Tue Mar 7 2000 07:17:27

33. ____ A10733383 Last updated: 03-10-93 Created: 03-10-93 Revision:1 01 ACODE1: 02 ACODE2: 03 ASUPPRESS: 04 001 sh 85082871 05 008 860211i anannbab b ana nz n 06 150 0 Medical care 07 450 0 Delivery of health care 08 450 0 Delivery of medical care 09 450 0 Health care 10 450 0 Health care delivery 11 450 0 Health services 12 450 0 Medical and health care industry 13 450 0 Medical services 14 450 0 Personal health services 15 550 0 Insurance, Health 16 550 0 Public health|wg

34. Headings used for FIRST Time 03-07-2000 2 > FIELD: 650 0|aHealth care|xUtilization INDEXED AS SUBJECT: health care utilization MESSAGE: --------------- FIRST TIME USE --------------- PRECEDED BY: health care technology FOLLOWED BY: health catchment areas FROM: b10323570 World Health Organization. International Collaborative Study of Medical Care Utilization Health care : an international study : report of the World Health Organization/International Collaborative Study of Medical Care Utilization / edited by Robert Kohn and Kerr L. White ; with a foreword by Robert F. Bridgman CATALOG DATE: 03-07-2000 FUNCTION: ee AT TERM: 701 INITIALS: bjt ON: Tue Mar 7 2000 07:17:58 Health care|xUtilization is reported on “Headings Used for First Time” rather than on “Invalid Headings” because it does not match 4xx exactly

35. DUPLICATE call numbers & other errors n n Alerts you of duplicate errors u u Duplicate call numbers u u Duplicate OCLC # or ISBN /ISSN u u Duplicate barcodes (patron and item) u u Or can be set to “none” (catching nothing) n n You make corrections

36. DUPLICATE call numbers & other errors 03-27-2000 1 > FIELD: 39076001931166 INDEXED AS BARCODE: 39076001931166 MESSAGE: --------------- DUPLICATE USE --------------- FROM: i13091372 Cunningham, Michael R Buddhist treasures from Nara / Michael R. Cunningham ; with essays by John M. Rosenfield and Mimi Hall Yiengpruksawan FUNCTION: oc AT TERM: 0 INITIALS: xyz ON: Wed Mar 22 2000 11:10:46 2 > FIELD: 001 39216356 INDEXED AS OCLC NO: 39216356 MESSAGE: --------------- DUPLICATE USE --------------- FROM: b12327025 Cunningham, Michael R Buddhist treasures from Nara / Michael R. Cunningham ; with essays by John M. Rosenfield and Mimi Hall Yiengpruksawan CATALOG DATE: 03-24-99 FUNCTION: oc AT TERM: 0 INITIALS: xyz ON: Wed Mar 22 2000 11:08:04

37. You searched for the BARCODE: 39076001931166 2 entries found, entries 1-2 are: CALL # 39076001931166 1 Buddhist treasures from Nara / Michael R. Cunning N7357.N3 C86 1998 2 Buddhist treasures from Nara / Michael R. Cunning N7357.N3 C86 1998 **Two item records with same barcode to one bib record ________________________________________________________ You searched for the OCLC NO: 39216356 2 entries found, entries 1-2 are: CALL # 39216356 1 Buddhist treasures from Nara / Michael R. 2 Buddhist treasures from Nara N7357.N3 C86 1998 **Overlay did not occur, bib record without call number is short bib record with order record

38. BLIND references n n Reported once n n Author -- title -- subject n n Manually delete if all headings are out of the database n n We retain blind reference when we have the heading with subdivisions so we can have use of the cross references

39. BLIND References 03-27-2000 2 > FROM: a11036825 SUBJECT 150 0|aDrivers' licenses FUNCTION: oc AT TERM: 0 INITIALS: ON: Thu Mar 23 2000 15:07:26 MESSAGE: ----------- IS A BLIND REFERENCE -----------

40. You searched for the SUBJECT: drivers lic 3 SUBJECTS found, with 3 entries; SUBJECTS 1-3 are: 1 Drivers Licenses --> Authority Record............ 1 entry 2 Drivers Licenses United States........................ 1 entry 3 Drivers Licenses United States States...............1 entry

41. Duplicate authority RECORDS n n Alerts you of duplicate authority records n n Will alert you of “duplicate” author records when there is an added |t, |l, |k [Not really a duplicate] (User Manual #10,006) n n You make correction

42. Duplicate authority RECORDS 03-27-2000 1 > FIELD: 150 0|aMicrofinance INDEXED AS SUBJECT: microfinance MESSAGE: --------------- DUPLICATE AUTHORITY --------------- FROM: a11036904 FUNCTION: oc AT TERM: 0 INITIALS: ON: Thu Mar 23 2000 15:11:42

43. Duplicate authority RECORDS 03-27-2000 1 > FIELD: 100 10|aTwain, Mark,|d1835-1910.|tCorrespondence.|kSelections INDEXED AS TITLE: correspondence MESSAGE: --------------- DUPLICATE AUTHORITY --------------- FROM: a11037428 FUNCTION: oc AT TERM: 0 INITIALS: ON: Thu Mar 23 2000 11:02:34

44. You searched for the AUTHOR: twain mark 13 entries found, entries 1-8 are: Twain Mark 1835 1910 1 --> Authority Record -- Adventures of Huckleberry Finn 2 --> Authority Record -- Autobiography 3 --> Authority Record -- Correspondence 4 --> Authority Record -- Correspondence. Selections 5 --> Authority Record -- Novels. Selections 6 --> Authority Record -- Selections. 1982 7 --> Authority Record -- Selections. 1983 8 --> Authority Record -- Selections. 1984

45. Automatic Authority Control Processing Bibliographic UPDATES n n New authority record is loaded u u First time headings u u A heading changes (new/revised authority record overlays old record or is loaded & old record is deleted) n n All 4xx fields on authority record will be checked against headings in your database

46. n n Overnight, III checks the 4xx fields on new or updated authority records against the database and changes headings on bib records that match the 4xx fields n n Headings with subdivisions ARE changed automatically Automatic Authority Control Processing (con’t)

47. BIBLIOGRAPHIC RECORD UPDATED 03-19-99 1 > FIELD: d650 0|aAutomobile drivers' licenses|zUnited States INDEXED AS SUBJECT: automobile drivers licenses united states MESSAGE: --------------- HEADING UPDATED --------------- CHANGED TO: d650 0|aDrivers' licenses|zUnited States BIBLIOGRAPHIC RECORD:.b10627972 AUTHORITY RECORD:.a11036825 CATALOG DATE: 02-23-93 FUNCTION: au AT TERM: 0 INITIALS: ON: Fri Mar 19 1999 05:20:04 2 > FIELD: d650 0|aAutomobile drivers' licenses|zUnited States|xStates INDEXED AS SUBJECT: automobile drivers licenses united states states MESSAGE: --------------- HEADING UPDATED --------------- CHANGED TO: d650 0|aDrivers' licenses|zUnited States|xStates BIBLIOGRAPHIC RECORD:.b12169067 AUTHORITY RECORD:.a11036825 CATALOG DATE: 08-22-96 FUNCTION: au AT TERM: 0 INITIALS: ON: Fri Mar 19 1999 05:20:04

48. NEAR matches n n Reports headings that are not an exact match n n Something is slightly different between the heading in database & authority record u u Punctuation u u Case (upper or lower) u u Tagging or Subfield delimiters u u Diacritics u u “and” vs. & n n You make correction

49. NEARLY MATCHES 03-26-99 1 > FIELD: d610 20|aGoldman, Sachs & Co INDEXED AS SUBJECT: goldman sachs and co MESSAGE: --------------- NEAR MATCH --------------- CORRECT HEADING MAY BE: d110 20|aGoldman, Sachs & Co BIBLIOGRAPHIC RECORD:.b12325740 AUTHORITY RECORD:.a11037635 CATALOG DATE: 03-17-99 FUNCTION: au AT TERM: 0 INITIALS: ON: Fri Mar 26 1999 05:20:03

50. BUSY matches n n Record should have been updated n n Busy -- “In use by the system” n n Report tells you what the heading is in your database currently and what it should be changed to n n We have seen this only a few times

51. Non-Unique 4XXs n n Report gives the incoming non-unique 4xx, its authority record number and the authority record number of at least one other record with the same 4xx n n You verify that all 4xx headings should remain on the authority records n n Fastest way--call up 4xx heading in OCLC and make sure your authority records are still valid

52. NON-UNIQUE 4XX 03-19-99 01 > FIELD: e450 0|aBandits INDEXED AS SUBJECT: bandits MESSAGE: --------------- NON-UNIQUE 4XX --------------- AUTHORITY RECORD:.a10631951 AUTHORITY RECORD:.a10755792 CATALOG DATE: FUNCTION: au AT TERM: 0 INITIALS: ON: Fri Mar 19 1999 05:20:01 02 > FIELD: e450 0|aBeauty INDEXED AS SUBJECT: beauty MESSAGE: --------------- NON-UNIQUE 4XX --------------- AUTHORITY RECORD:.a10607225 AUTHORITY RECORD:.a11036588 CATALOG DATE: FUNCTION: au AT TERM: 0 INITIALS: ON: Fri Mar 19 1999 05:20:01

53. Beauty 1--> See AESTHETICS 2--> See ART PHILOSOPHY 3--> See BEAUTY, PERSONAL

54. 5 > FIELD: e450 0|aMedical malpractice INDEXED AS SUBJECT: medical malpractice MESSAGE: --------------- NON-UNIQUE 4XX --------------- AUTHORITY RECORD:.a11036874 AUTHORITY RECORD:.a1103693x CATALOG DATE: FUNCTION: au AT TERM: 0 INITIALS: ON: Fri Mar 19 1999 05:20:05 6 > FIELD: e450 0|aMedical malpractice INDEXED AS SUBJECT: medical malpractice MESSAGE: --------------- NON-UNIQUE 4XX --------------- AUTHORITY RECORD:.a1103693x AUTHORITY RECORD:.a11036874 CATALOG DATE: FUNCTION: au AT TERM: 0 INITIALS: ON: Fri Mar 19 1999 05:20:05

55. You searched for the SUBJECT: medical malpractice 2 SUBJECTS found, with 3 entries; SUBJECTS 1-2 are: 1 Medical Malpractice --> See Related Subjects.......... 2 entries 2 Medical Malpractice Insurance --> See INSURANCE, PHYSIC 1 entry ____________________________________________________________ You searched for the SUBJECT: medical malpractice 2 entries found, entries 1-2 are: Medical Malpractice 1 --> See MEDICAL PERSONNEL MALPRACTICE 2 --> See PHYSICIANS MALPRACTICE

56. Cross-Thesaurus Matches n n III verifies that the authority record and the heading on the bibliographic record are from the same thesaurus n n If the indicators do not match, no changes take place n n Headings are reported for you to check n n Have III enable this feature

57. ALL Reports n n All reports are run with one command n n Reports are labeled n n Reports are in the order of the “Reports on Headings” screen

58. CLEAR report file n n When all reports are run, clear the file otherwise the next time this report is run, the headings from the first report will be reported again with all the new incoming headings generated by the new work done in the database.

59. How Much Time Does This Take??? n n First Time Headings Report u u UMD generates 2.4 new headings per title cataloged u u 2/3 of new headings are subject headings u u Catalogers spend 2-3 hours total per week n n ALL Other Reports u u 15 minutes per week

60. Using the Library of Congress Weekly Subject Headings List to Maintain Existing Subject Headings Barbara Kriigel

61. LC Subject Headings Weekly Lists n n Access through Internet http://lcweb.loc.gov/catdir/cpso/cpso.html#subjects u u Menu of available lists is displayed F F Jan. 1997 - current F F Lists will be posted for several years u u Specifying less of the address results in a display of other LC services, information about contacting them, etc.

62. LC Subject Headings Weekly Lists (con’t) n n WARNING!! u u Changes in a list are reflected in OCLC 2-3 weeks later u u Changes in a printed list may not be in the corresponding tape sent to vendors u u Lists may not be available during government shut-down u u Diacritics are not included (check OCLC if diacritics are suspected)

63. LC Subject Headings Weekly Lists (con’t) n n Who Does the Work? u u Clerical or student workers search the list and highlight headings which are in UMD OPAC u u Catalogers perform changes to highlighted headings n n How Much Time is Involved? u u Average of 20 minutes to search weekly list and highlight headings u u Average of 20-35 minutes to perform changes

64. LC Weekly Lists Contain n n Changes to Existing Authority Records u u 4xx and 5xx fields added/deleted u u Changes to note fields (call numbers, scope, may subdivide geog., etc.)

65. CATALOGING POLICY AND SUPPORT OFFICE L.C. SUBJECT HEADINGS WEEKLY LIST 11 March 14, 2001 Changes to existing headings are indicated by an asterisk. (A) indicates proposals that were approved before the editorial meeting. (C) indicates proposals submitted by cooperating libraries. 150 Minorities--Political activity [May Subd Geog] [sp85085807] *450 UF Minorities in politics *550 BT Political participation CANCEL *150 Wildlife painting--20th century DELETE GEOG [sp99004139]

66. LC Weekly Lists Contain (con’t) n n Headings Being Cancelled u u If replaced, new heading and cross references are usually listed below cancelled heading *150 Children--Costume CANCEL 150 Children’s costumes [May Subd Geog] [sp85023429] 450 UF Children--Costume [EARLIER FORM OF HEADING] 550 BT Children’s clothing 550 BT Costume

67. LC Weekly Lists Contain (con’t) n n New Authorized Subject Headings u u Heading may already exist in your database as an established heading with free-floating subdivision, as a pattern-type heading, etc. but LC is now assigning cross references 150 Family--History [2001000105] 053 HQ503-HQ518 450 UF Family history (Genealogy)

68. LC Weekly Lists Contain (con’t) n n Changes to Free-Floating Subdivisions u u Subdivisions may be added, deleted or changed for specific categories u u Manually update “Free-Floating Subdivisions” and “Subject Cataloging Manual” to reflect changes n n Changes to USMARC Language Code List u u From Romany [rom] to Romani [rom] F F Update III language code list

69. CATALOGING POLICY AND SUPPORT OFFICE SUMMARY OF DECISIONS, EDITORIAL MEETING NUMBER 10 March 7, 2001 Subdivisions to be added to lists of free-floating subdivisions: H 1100, Classes pers $x Clothing (May Subd Geog) H 1103, Ethnic groups $x Clothing (May Subd Geog) Subdivisions to be deleted from lists of free-floating subdivisions: H 1100, Classes pers $x Costume H 1104, Ethnic groups $x Costume

70. Subdivisions to be added to lists of free-floating subdivisions: H 1100, Classes pers $x Retirement ADD: (May Subd Geog) H 1103, Ethnic groups $x Retirement ADD: (May Subd Geog)

71. Common LC Change n n Subdivisions Being Authorized for Geographical Subdivision u u Placement of geographic subdivision can have dramatic impact on access and browsability of headings in OPAC Aged--United States--Abuse of (Old Hdg) Aged--Abuse of--United States (New Hdg)

72. Correcting Subdivision Placement u u Search subdivision as subject heading in global update and correct headings (requires rotated subdivisions) OR create a list and correct headings from list u u Manually update “Free-Floating Subdivisions” and “Subject Cataloging Manual” to indicate MSG (May Subd Geog) for future reference u u ALWAYS check incoming entries with geographic subdivisions on “Headings Used for First Time” report for accurate placement. Verify in “Free-Floating Subdivisions”

73. Updating Headings n n Automatic Authority Control Processing u u Use when many titles are attached to heading and subdivisions u u Use when MARC tag is changing 651 0 United States|xConstitutional history (old) 650 0 Constitutional history|zUnited States (new)

74. Automatic Processing Will NOT Occur If: n n Old heading is not listed as 4xx on new auth. rec. n n Old hdg exists as 4xx on more than 1 auth. rec. n n Heading on bib record is mis-tagged 651 0 Afro-Americans|xHistory n n Indicator in heading on bib record is different than thesaurus indicated in 008/11 field 650 4 Afro-Americans|xHistory|xVideocassettes

75. Automatic Processing Will NOT Change: n n Free-floating subdivisions without a matching authority record Twain, Mark, 1835-1910|xCharacters|xAfro- Americans Lincoln, Abraham, 1809-1865|xRelations with Afro- Americans

76. Updating Headings (con’t) n n Global Update u u Use when many titles are attached to heading u u Use only when MARC tag stays the same u u Change only bibliographic records, not authority record u u Use for changing geographical subdivision placement

77. Updating Headings (con’t) n n Catalog Database Maintenance Update u u Use if only a few titles are attached to heading u u Use to update authority records after verifying change in weekly list or OCLC, especially for cancelled/replaced headings which exist as 5xx cross references u u Use when MARC tag is changing, i.e. 650 to 651 and there are not many bib records u u Use if change is not one-for-one and requires a decision

78. Updating Headings (con’t) n n Create a List and Update from List u u Use if change is not one-for-one and requires a decision Art, Modern--17th-18th centuries (old) Art, Modern--17th century (new) Art, Modern--18th century (new) u u Use to look for terms embedded in headings Lincoln, Abraham, 1809-1865|xRelations with Afro-Americans

79. Updating Headings (con’t) n n Warning: LC occasionally does not list old heading as a 4xx [Earlier form of heading] u u Automatic authority control processing will not update bib records if old 4xx is not present * 150 Evening-service music CANCEL 150 Evening service music [sp85-45968] 550 BT Sacred vocal music 550 RT Evening worship services

80. Updating Headings (con’t) n n Warning: LC sometimes forgets to change cancelled heading which exists as a 5xx on other authority records, leaving an incorrect “see also” link 150 Philosophy, Comparative 550 BT Philosophy, Oriental Philosophy, Oriental changed to Philosophy, Asian in list #47 in 1999; LC corrected problem in March 2000

81. Updating Headings (con’t) n n Warning: LC sometimes deletes cancelled 5xx headings rather than changing them to the new heading 150 Children’s clothing [May Subd Geog] [85023582] *550 RT Children--Costume CANCEL Children--Costume was changed to Children’s costumes

82. Resource Tools n n Free-Floating Subdivisions: An Alphabetical Index ISSN 1052-1445 Annual LC publication $30.00 n n Subject Cataloging Manual: Subject Headings 5th ed., 1996 $120 2 updates per year $40 LC publications

83. Beginning After Vendor Clean-up n n Ask vendor for the number of the latest LC Weekly List used to clean-up the database n n Begin work using the next published list

84. Beginning Without Vendor Help n n Try using a combination of Cataloging Service Bulletins and current LC Weekly Lists u u CSB covers cancelled/replaced headings and subdivisions u u Changes to 4xx, 5xx, scope and note fields would be lost u u Use LC Weekly Lists following the last CSB used n n Convince administrators to fund database clean-up by vendor

85. ENHANCE YOUR DATABASE Beth Taylor

86. Cataloging Service Bulletin n n Subject Cataloging Section u u Reports on Subdivision Simplification Progress n n Revised LC Subject Headings u u Final check to ensure LC Weekly List cancelled/replaced headings were changed u u Search the list in the OPAC and make necessary corrections

87. Cataloging Service Bulletin (con’t) n n Subject Headings of Current Interest u u New headings reflect either F F New subject areas F F Acknowledgment of current terms u u Keyword search new heading in III database u u Add new headings to appropriate records Cataloging Service Bulletin (ISSN 0160-8029) Quarterly $30.00

88. Analyzing Subject Searches n n Print list of patron subject searches resulting in “no direct hits” n n Analyze searches to determine if additional xrefs are appropriate n n Create links between current searching terms and LC subject headings

89. Other Uses for the “No Hits” List n n Collection development u u Topic not in database u u Only old materials in database n n Designing help screens u u Identify searching problems u u Give clues for correct searches n n Fine-tuning bibliographic instruction u u See searching errors u u Librarians can give clues before searching begins

90. Pathway into “No Direct Hits” List n n M (MANAGEMENT) n n A (ANALYZE patron searches) n n [initials and password] n n L (LIMIT) You may limit by terminal type n n I (INDEXES used and search results) n n CHOOSE “SUBJECTS” n n A (actual searches) n n N (no hits)

91. Headings to Check n n Legitimate-seeming searches **passes the “looks good to me” test**

92. Headings Sometimes Checked n n Recurring searches u u Same list / different times u u Multiple lists over time

93. Multiple Searches on Same list auto industry 801 9:05 PM, May 12 auto industry 801 11:52 AM, May 9 auto industry 601 3:34 PM, May 14 Insanity plea 801 2:02 PM, May 14 Insanity plea 801 2:04 PM, May 14

94. Headings Not Checked n n Searches with misspellings/typos n n Searches in sentence form n n Subject areas not collected n n Names in direct order

95. Headings Not Checked (con’t) n n Searches in WRONG index u u Obvious keyword/Boolean searches u u Titles (searched in wrong index) n n Previously analyzed searches considered “unhelpable”

96. What to do n n Re-do search u u Heading on screen?? u u Cross-reference on screen?? u u Clues on screen?? n n Try keyword search to find possible headings n n Are there 1 or 2 subject headings? u u Consider making a cross reference on authority record

97. Authority Record A10916581 Last updated: 01-30-97 Created: 05-18-95 Revision: 7 01 ACODE1: 02 ACODE2: a 03 ASUPPRESS: 04 001 oca02087213 05 008 860211i| anannbab| |n ana ||| cz n 06 010 sh 85037058 07 150 0 Depressions|y1929 08 450 0 1929 depression 09 450 0 Great depression 10 550 0 Stock market crash, 1929 09 667 UMD DECISION: Added 450 Great depression based on no hits list. 5/18/95 bjk. Added 450 1929 depression based on no hits list. 10/31/95 bjk

98. SEARCH TERMINAL TIME abnormal behavior 801 6:27 PM, May 7 airbags automobiles 803 9:04 PM, May 13 auto industry 801 9:05 PM, May 12 auto industry 801 11:52 AM, May 9 campaign financing 601 12:10 PM, May 10 cgi programming 830 9:15 AM, May 9 child abuse laws 801 9:55 PM, May 11 child abuse laws 801 9:57 PM, May 11 compulsive hair pulling 601 3:36 PM, May 9 dress codes 801 5:24 PM, May 11 ecommerce 802 7:46 PM, May 7 internet auctions 803 4:07 PM, May 13 probability 801 9:30 PM, May 9 teenage pregnant boys 601 4:59 PM, May 13

99. abnormal behavior 4 Abner Lil Fictitious Character --> See LI'L ABNER (FICT ……... 1 entry Your entry Abnormal Behavior would be here 5 Abnormal Children --> See Related Subjects.........…………….... 2 entries 6 Abnormal Hemoglobin --> See HEMOGLOBINOPATHY.......... 1 entry 7 Abnormal Psychology --> See PSYCHOLOGY, PATHOLOGICAL..1 entry Keyword search retrieves multiple headings other than Psychology, Pathological Remains keyword search

100. campaign financing 1 Campaign Contributions --> See CAMPAIGN FUNDS 1entry 2 Campaign Debates United States …………………. 6 entries 3 Campaign Expenditures --> See CAMPAIGN FUNDS 1 entry 4 Campaign Finance --> See CAMPAIGN FUNDS …….1 entry Your entry Campaign Financing would be here 5 Campaign Funds ……………………………………….2 entries On screen -- No further help given

101. compulsive hair pulling 3 Compulsive Eating Popular Works......................……….... 1 entry 4 Compulsive Gambling United States …....................……..... 1 entry Your entry Compulsive Hair Pulling would be here 5 Compulsive Internet Use --> See INTERNET ADDICTION ….1 entry 6 Compulsory Education --> See EDUCAION, COMPULSORY..1 entry No help on screen Keyword retrieves NO HITS TOPIC NOT IN DATABASE!!!

102. ecommerce 3 Ecology Zooplankton Congresses ………….........…...….. 1 entry 4 Ecomarketing --> See GREEN MARKETING......………. 1 entry Your entry Ecommerce would be here 5 Econometric Models ………………………………………...1 entry 6 Econometric Models Automobile Industry and Trade ….... 1 entry Added 450 xref to Electronic commerce in Feb. 1999 LC added as 450 xref in Dec. 2000

103. internet auctions 3 Internet addiction......................................................................... 2 entries 4 Internet addresses......................................................................... 1 entry 5 Internet advertising.................................................................... 3 entries 6 Internet advertising Case studies................................................... 2 entries Your entry Internet auctions would be here 7 Internet commerce --> see ELECTRONIC COMMERCE......... 1 entry Newly authorized heading -- added to a bib record found through keyword search

104. youth smoking You searched for the SUBJECT: youth smoking Nearby SUBJECTS are: 1 Youth Sexual Behavior Cross Cultural Studies.......... 1 entry 2 Youth Sexual Behavior Longitudinal Studies................ 1 entry 3 Youth Sexual Behavior Videocassettes....................... 1 entry Your entry Youth smoking would be here 4 Youth Soviet Union........................................ 1 entry 5 Youth Soviet Union Social Conditions.......................... 1 entry No help on screen Keyword search retrieves Youth--Tobacco use Added as 450 to Youth--Tobacco use

105. Time Spent n n Check the list -- ~45 min each (2 - 2 1/2 hours) n n Discuss & make changes -- 1 hr. n n Total time 3-4 hours biweekly

106. Cross References Added n n 93/94 122 n n 94/95 137 n n 95/96 126 n n 96/97 177 n n 97/98 108 + 379 Government headings n n 98/99 134 n n 99/00 207 n n 00/01 102

107. Questions???? Dana Kemp dkemp@iii.com Beth Taylor bjtaylor@umich.edu -- (313) 593-5402 Barbara Kriigel bkriigel@umich.edu -- (313) 593-5614 Handouts www.umd.umich.edu/iug need PowerPoint or get pdf doc