1. AUTHORITY CONTROL What You Need to Know to do it Yourself Barbara Kriigel & Beth Taylor (bkriigel@umich.edu) (bjtaylor@umich.edu) (bkriigel@umich.edu) (bjtaylor@umich.edu) University of Michigan--Dearborn University of Michigan--Dearborn

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

3. University of Michigan--Dearborn n 210,000 bibliographic records n 95,000 authority records n 5,000 titles cataloged annually n 2.25 FTE professional catalogers

4. Mercer University n Do authority work for 20,000 titles a year n Use Marcive for Government Documents n 1 professional cataloger, 2 cataloging assistants

5. USING III AUTHORITY REPORTS Decisions n How often to print (or view online) u UMD prints weekly, Mercer prints daily n Whether or not to exclude records without a Cat Date in the bib record u if full record is downloaded at time of order, do not exclude Cat Date n Whether to limit any reports n What fields to include in duplicate field report u call number, ISBN/ISSN, OCLC #, barcode

6. Headings are Checked When: n Record is downloaded n Title is changed n Heading is added, deleted or modified n Record is suppressed or unsuppressed by using BCODE3 field in bib record

7. 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). (other reports). A> ALL reports C> CLEAR report file Q> QUIT

8. Excluding Based on Cat Date n Select a report (or ALL) u system provides information and warning Exclude records without a CAT DATE? (y/n) u system can be set so this question is not asked; reports will automatically exclude bib records without cat date F workflow considerations

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

10. Headings Used for the First Time n Authors n Subjects (including subdivisions) n NOT series or uniform titles u perform authority work at time of cataloging n UMD downloads authority record only if cross references (4xx or 5xx) are present

11. Sample Authority Record A10818753 Last upd:03-04-96 Created:02-15-93 Rev:2 01 ACODE1: 02 ACODE2: 03 ASUPPRESS: 04 001 sh 85038796 05 008 860211i anannbab a ana cz n 05 008 860211i anannbab a ana cz n 06 053 GR720|cFolklore 06 053 GR720|cFolklore 07 053 GT5890|cManners and customs 07 053 GT5890|cManners and customs 08 053 QL737.C2|cZoology 08 053 QL737.C2|cZoology 09 053 SF421|bSF440.2|cDomestic animals 09 053 SF421|bSF440.2|cDomestic animals 10 150 0 Dogs 10 150 0 Dogs 11 450 0 Dog 11 450 0 Dog 12 550 0 Domestic animals 12 550 0 Domestic animals 13 681 |iExample under|aPets 13 681 |iExample under|aPets

12. Expanded 008 Field 01 REC STAT (c) 11 Desc cat (n) 21 Ref eval (a) 02 REC TYPE (z) 12 Sub head (a) 22 Undefine ( ) 03 BIB LEVL ( ) 13 T of ser (n) 23 Rec updt (a) 04 ENC LEVL (n) 14 Num sers (n) 24 Und pnam (n) 05 CAT FORM ( ) 15 Hdg-main (b) 25 Levl est (a) 06 Date ent (860211) 16 Hdg-subj (a) 26 Undefine( ) 07 Geo subd (i) 17 Hdg-sers (b) 27 Mod recd( ) 08 Romanizn ( ) 18 T of sub ( ) 28 Cat srce ( ) 09 Undefine ( ) 19 Undefine ( ) 10 K of rec (a) 20 T of gov ( ) Key a number (1-28, Delete, Quit)

13. 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: 01-19-99 FUNCTION: oc AT TERM: 0 INITIALS: jfw ON Tue Jan 19 1999 15:35:30

14. First Time Authors n Search OPAC for name u look for cross references u look for other forms of name Groarke, Leo Groarke, Leo Groarke, Leo, 1953- Groarke, Leo, 1953- u remember that preceding and following entries may be from 4xx or 5xx field in an authority record u Look at other headings on screen and identify other potential problems

15. First Time Authors (cont) n Search name in authority file (OCLC) n Download authority record if 4xx or 5xx are present n Correct heading in OPAC if necessary

16. First Time Authors (cont) n Alternate method: u on III report, check preceding and following entries for new heading u search OPAC only if a potential problem exists Groft, Tammis Kane Groft, Tammis Kane Preceded by: grofman bernard Preceded by: grofman bernard Followed by: grogan denis joseph Followed by: grogan denis joseph DECISION: no potential problem, skip OPAC search DECISION: no potential problem, skip OPAC search u search name in authority file and download authority record if needed u correct heading in OPAC if necessary

17. 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 new heading

18. Example from Author FTU List FIELD: 100 1 |aDavis, Kenneth C INDEXED AS AUTHOR: davis kenneth c PRECEDED BY: davis kenneth FOLLOWED BY: davis kenneth culp **Decision: verified all three names

19. Example from Author FTU List FIELD: 710 2 |aGood Thinking, Inc INDEXED AS AUTHOR: good thinking inc PRECEDED BY: good ronald g FOLLOWED BY: good thomas 1943 **Decision: no potential problem, verify heading

20. 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: 01-28-99 FUNCTION: oc AT TERM: 0 INITIALS bjt ON: Thu Jan 28 1999 08:18:48

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

22. First Time Subjects (cont) n Search OCLC and download authority record if 4xx or 5xx fields are present u root heading or full subject heading or both

23. First Time Subjects (cont) n Can the free-floating subdivision be used for this type of heading? United States--History--Civil War, 1861- United States--History--Civil War, 1861- 1865--Photography 1865--Photography --Photography is authorized for Wars

24. First Time Subjects (cont) n Is geographical subdivision in correct position? Aged--Abuse of--United States Aged--Abuse of--United States Learning disabled--United States-- Learning disabled--United States-- Identification Identification

25. 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 it 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)

26. Example from Subject FTU List FIELD: 650 0 |aMendicant orders|zEngland INDEXED AS SUBJECT: mendicant orders england PRECEDED BY: mendicant orders FOLLOWED BY: mendiete geronimo de d 1604 **Decision: Searched OPAC and found xref: Mendicant orders SEE Friars. Searched OCLC and verified that Friars was correct; Corrected heading on bib record. Heading did NOT appear on Invalid Headings report since it did not match 4xx EXACTLY (Mendicant orders) **Decision: Searched OPAC and found xref: Mendicant orders SEE Friars. Searched OCLC and verified that Friars was correct; Corrected heading on bib record. Heading did NOT appear on Invalid Headings report since it did not match 4xx EXACTLY (Mendicant orders)

27. Example from Subject FTU List FIELD: 650 0 |aScience fiction|xSocieties, etc INDEXED AS SUBJECT: science fiction societies etc PRECEDED BY: science fiction russian translations into english FOLLOWED BY: science fiction technique **Decision: |xSocieties, etc. is okay free-floater. Searched OCLC and found authority record with xrefs so it was downloaded Searched OCLC and found authority record with xrefs so it was downloaded

28. Example from Subject FTU List FIELD: 650 0 |aSlave insurrrections|zUnited States|xSources INDEXED AS SUBJECT: slave insurrrections united states sources PRECEDED BY: slave insurrections virginia FOLLOWED BY: slave keeping **Decision: wondered why …United States was following …Virginia and saw typo in new heading. Corrected bib record

29. 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

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

31. OCLC Downloading Tips n Interactive Downloading u Authority records for 100, 110, 111 or 130 headings automatically index as author or title F When authority record is needed for the subject index, copy authority record to subject index F Delete authority record in original index if not needed u Watch authority records with mixed tags (150 with 400 and 500 xrefs) n Batch downloading u Choose correct downloading table in III u No need to copy authority records u No problem with mixed tags

32. 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 Jesus Christ will be indexed as an author rather than a subject because it is a x00 field

33. View with Innopac Tags 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

34. To Correct Mixed Tag Record View record with MARC tags I> Insert a field (don’t use full screen edit) d> subj auth d> subj auth e> subj s frm (4xx) Jesus Christ|xCross e> subj s frm (4xx) Jesus Christ|xCross f> subj sa frm (5xx) Jesus Christ|xCrucifixion f> subj sa frm (5xx) Jesus Christ|xCrucifixion a> name auth a> name auth b> name s frm (4xx) b> name s frm (4xx) c> name sa frm (5xx) c> name sa frm (5xx)

35. To Correct Mixed Tag Record (con’t) n Select appropriate III tag n Re-key xref (use correct MARC tag, i.e. 400 not 450) n Delete original xref (it will display before the new field) n When saved, xref will be in proper index

36. 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)

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

38. 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: 02-23-93 FUNCTION: ee AT TERM: 701 INITIALS: bjt ON: Tue Mar 23 1999 07:17:27

39. ____ 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

40. Headings used for FIRST Time 03-23-99 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: 02-23-93 FUNCTION: ee AT TERM: 701 INITIALS: bjt ON: Tue Mar 23 1999 07:17:58

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

42. DUPLICATE call numbers & other errors 03-25-99 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 24 1999 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 24 1999 11:08:04

43. 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 ________________________________________________________ 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

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

45. BLIND References 03-19-99 2 > FROM: a11036825 SUBJECT 150 0|aDrivers' licenses FUNCTION: oc AT TERM: 0 INITIALS: ON: Thu Mar 18 1999 15:07:26 MESSAGE: --------------- IS A BLIND REFERENCE ---------------

46. 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

47. Duplicate authority RECORDS n Alerts of duplicate authority records n Will alert of “duplicate” author records when there is an added |t, |l, |k [Not really a duplicate] n You make correction

48. Duplicate authority RECORDS 03-19-99 1 > FIELD: 150 0|aMicrofinance INDEXED AS SUBJECT: microfinance MESSAGE: --------------- DUPLICATE AUTHORITY --------------- FROM: a11036904 FUNCTION: oc AT TERM: 0 INITIALS: ON: Thu Mar 18 1999 15:11:42

49. Duplicate authority RECORDS 03-26-99 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 25 1999 11:02:34

50. 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

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

52. 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 Headings with subdivisions ARE changed automatically

53. 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

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

55. 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

56. BUSY matches n Record should have been updated n Busy -- “In use by the system” n Report tells you what the heading is in your database currently and what it should be changed to n We haven’t actually seen this report yet!

57. Non-Unique 4XXs 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 You verify that all 4xx headings should remain on the authority records n Fastest way--call up 4xx heading in OCLC and make sure your authority records are still valid

58. 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

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

60. 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

61. 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

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

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

64. CLEAR report file 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. 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.

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

66. Using the Library of Congress Subject Headings Weekly Lists

67. LC SUBJECT HEADINGS WEEKLY LISTS n Access through Internet u http://lcweb.loc.gov/catdir/cpso/wls.html u Menu of available lists is displayed F Jan. 1997 - current F Displayed in reverse chronological order F Lists will be posted for several years u Specifying less of the address results in a display of other LC services, information about contacting them, etc.

68. LC SUBJECT HEADINGS WEEKLY LISTS n WARNING!! u Changes in a list are reflected in OCLC 2-3 weeks later u Changes in a printed list may not be in the corresponding tape sent to vendors u Lists may not be available during government shut-down u Diacritics are not included (check OCLC if diacritics are suspected)

69. LC WEEKLY LISTS n Why Do the Work? u Authority records kept up-to-date u Patrons can search headings more easily u Many new cross references are “natural language” which help patrons u Subject index is UMD’s most used index u 4xx cross references catch and report old headings downloaded during current cataloging

70. LC WEEKLY LISTS n Who Does the Work? u Clerical or student workers search the list and highlight headings which are in UMD OPAC u Catalogers perform changes to highlighted headings n How Much Time is Involved? u Average of 20 minutes to search weekly list and highlight headings u Average of 20-35 minutes to perform changes

71. LC WEEKLY LISTS CONTAIN n Changes to Existing Authority Records u 4xx and 5xx fields added/deleted u Changes to note fields (call numbers, scope, may subdivide geog., etc.)

72. CATALOGING POLICY AND SUPPORT OFFICE L.C. SUBJECT HEADINGS WEEKLY LIST 04 January 27, 1999 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 Crops and climate [May Subd Geog] [sp85-34256] 150 Crops and climate [May Subd Geog] [sp85-34256] *450 UF Climatology, Agricultural CANCEL *450 UF Climatology, Agricultural CANCEL *550 BT Climatology *550 BT Climatology *150 Silane compounds [May Subd Geog] ADD GEOG [sp90-1656] *150 Silane compounds [May Subd Geog] ADD GEOG [sp90-1656] *450 UF Hydrosilicons *450 UF Hydrosilicons *450 UF Silicohydrides *450 UF Silicohydrides *550 BT Hydrides *550 BT Hydrides

73. LC WEEKLY LISTS CONTAIN n Headings Being Cancelled u If replaced, new heading and cross references are usually listed below cancelled heading * 150 Songs--Accompaniment CANCEL * 150 Songs--Accompaniment CANCEL 150 Songs--Accompaniments [sp85-125041] 450 UF Accompaniments for songs 450 UF Song accompaniments 450 UF Songs--Accompaniment [EARLIER 450 UF Songs--Accompaniment [EARLIER FORM OF HEADING] FORM OF HEADING]

74. LC WEEKLY LISTS CONTAIN n New Authorized Subject Headings 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 Over-the-counter markets--Law and legislation [May Subd Geog] [99-308] 550 BT Trade regulation

75. LC WEEKLY LISTS CONTAIN n Changes to Free-Floating Subdivisions u Subdivisions may be added, deleted or changed for specific categories u Manually update “Free-Floating Subdivisions” and “Subject Cataloging Manual” to reflect changes n Changes to USMARC Language Code List u from Mosquito [cai] to Miskito [cai] F update III language code list

76. CATALOGING POLICY AND SUPPORT OFFICE SUMMARY OF DECISIONS, EDITORIAL MEETING NUMBER 8 February 18, 1998 Subdivisions to be added to lists of free-floating subdivisions: H 1095 H 1095 --Remodeling ADD: (May Subd Geog) --Remodeling ADD: (May Subd Geog) H 1180, Plants & Crops H 1180, Plants & Crops --Therapeutic use--Side effects (May Subd Geog) --Therapeutic use--Side effects (May Subd Geog) Subdivisions to be deleted from lists of free-floating subdivisions: H 1140, Places H 1140, Places --History--Partition, (date) --History--Partition, (date)

77. COMMON LC CHANGE n Subdivisions Subdivided Geographically u Placement of geographic subdivision can have dramatic impact on access and browsability of headings Aged--United States--Abuse of (Old Hdg) Aged--Abuse of--United States (New Hdg)

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

79. UPDATING HEADINGS (TIPS) n Automatic Authority Control Processing u Use when many titles are attached to heading and subdivisions u Use when MARC tag is changing United States|xConstitutional history (old) United States|xConstitutional history (old) Constitutional history|zUnited States (new) Constitutional history|zUnited States (new) u Be sure old heading is listed as 4xx on new authority record

80. UPDATING HEADINGS (TIPS) n Global Update u Use when many titles are attached to heading u Use only when MARC tag stays the same u Change only bibliographic records, not authority records u Use for changing subdivisions

81. UPDATING HEADINGS (TIPS) n Catalog Database Maintenance Update u Use when there are only a few titles attached to heading u Use to update authority records after verifying change in list or OCLC, especially for cancelled/replaced headings which exist as 5xx cross references u Use when MARC tag is changing, i.e. 650 to 651 u Use block and paste functions when appropriate

82. UPDATING HEADINGS (TIPS) n Create a List and Update from List u Use if change is not one-for-one and requires decision Heroines (old) Heroines (old) Heroines in literature (new) Heroines in literature (new) Women heroes (new) Women heroes (new)

83. CANCELLED HEADINGS (TIPS) n LC occasionally does not list old heading as a 4xx [Earlier form of heading] u Automatic authority control processing will NOT update bib records if old 4xx is not present * 150 Washing-machines CANCEL 150 Washing machines [May Sub Geog][sp85-145333] 150 Washing machines [May Sub Geog][sp85-145333] 053 TT997 053 TT997 550 BT Laundry machinery 550 BT Laundry machinery

84. CANCELLED HEADINGS (TIPS) u LC sometimes forgets to change cancelled heading which exists as a 5xx on other authority records, leaving an incorrect “see also” link 150 Bottle washing machines 150 Bottle washing machines 550 BT Washing-machines 550 BT Washing-machines u LC sometimes deletes cancelled 5xx headings rather than changing them to the new heading 150 Voting [May Subd Geog] [85-144418] 150 Voting [May Subd Geog] [85-144418] *550 BT Decision-making CANCEL *550 BT Decision-making CANCEL

85. RESOURCE TOOLS n Free-Floating Subdivisions: An Alphabetical Index ISSN 1052-1445 ISSN 1052-1445 Annual LC publication $25.00 Annual LC publication $25.00 n Subject Cataloging manual: Subject Headings 5th ed., 1996 $120 5th ed., 1996 $120 2 updates per year $60 2 updates per year $60 LC publications LC publications

86. BEGINNING AFTER VENDOR CLEAN-UP n Ask vendor for the number of the latest LC Weekly List used to clean-up the database n Begin work using the next published list

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

88. ENHANCE YOUR DATABASE

89. CATALOGING SERVICE BULLETIN n Subject Cataloging Section u Reports on Subdivision Simplification Progress n Revised LC Subject Headings u Final check to ensure LC Weekly List changes are implemented u Search the list in the OPAC and make corrections

90. CATALOGING SERVICE BULLETIN n Subject Headings of Current Interest u New Headings reflect either F new subject areas F acknowledgment of current terms n Keyword search new heading in III database n Add new headings to appropriate records Cataloging Service Bulletin (ISSN 0160-8029) Quarterly $25.00

91. ANALYZING SUBJECT SEARCHES n Print list of patron subject searches resulting with no direct hits n Analyze searches to determine if additional xrefs are appropriate n Create links between current searching terms and LC subject headings

92. OTHER USES FOR THE LIST F Collection development Topic not in databaseTopic not in database Only old materials in databaseOnly old materials in database F Designing help screens Identify searching problemsIdentify searching problems Give clues for correct searchesGive clues for correct searches F Fine-tuning bibliographic instruction See searching errorsSee searching errors Librarians can give clues before searching beginsLibrarians can give clues before searching begins

93. PATHWAY INTO NO DIRECT HITS LIST n M (MANAGEMENT) n A (ANALYZE patron searches) n [initials and password] n L (LIMIT) You may limit by terminal type n I (INDEXES used and search results) n CHOOSE “SUBJECTS” n A (actual searches) n N (no hits)

94. Headings to Check u legitimate-seeming searches **passes the “looks good to me” test**

95. Headings sometimes checked RECURRING SEARCHES n Same list / different times n Multiple lists

96. Same list auto industry 601 9:05 PM, Mar 12 auto industry 601 11:52 AM, Mar 9 auto industry 601 3:34 PM, Mar 14 Insanity plea 601 2:02 PM, Mar 14 Insanity plea 601 2:04 PM, Mar 14

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

98. Headings Not Checked n Searches in WRONG Index u obvious keyword/Boolean searches u titles (searched in wrong index) n Previously analyzed and considered “unhelpable”

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

100. 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

101. SEARCH TERMINAL TIME abnormal behavior 601 6:27 PM, Mar 7 airbags automobiles 603 9:04 PM, Mar 13 auto industry 601 9:05 PM, Mar 12 auto industry 601 11:52 AM, Mar 9 campaign financing 601 12:10 PM, Mar 10 cgi programming 830 9:15 AM, Mar 9 child abuse laws 601 9:55 PM, Mar 11 child abuse laws 601 9:57 PM, Mar 11 debt management 601 3:36 PM, Mar 9 dress codes 601 5:24 PM, Mar 11 electric cars 602 7:46 PM, Mar 7 pharmaceutical ethics 603 4:07 PM, Mar 13 probability 601 9:30 PM, Mar 9 probability 601 4:59 PM, Mar 13

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

103. 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 Your entry Campaign Financing would be here 5 Campaign Funds ……………………………………….2 entries On screen -- No further help given

104. dress codes 3 Dresden Painting Germany.............................. 1 entry 4 Dress --> See CLOTHING AND DRESS...................... 1 entry Your entry Dress Codes would be here Your entry Dress Codes would be here 5 Dress Design --> See COSTUME DESIGN................... 1 entry 6 Dress Designers --> See FASHION DESIGNERS.............1 entry No help on screen Keyword retrieves NO HITS TOPIC NOT IN DATABASE!!!

105. electric cars 3 Electric Capacitors --> See CAPACITORS..........…...….. 1 entry 4 Electric Capacity --> See Related Subjects.........………. 2 entries Your entry Electric Cars would be here Your entry Electric Cars would be here 5 Electric Charge And Distribution --> See Related Subjec 3 entries 6 Electric Charge And Distribution..................…………….. 1 entry Added 450 xref to Automobiles, Electric in June 1993 LC added as 450 xref in July 1996

106. pharmaceutical ethics 3 Pharmaceutical Chemistry Congresses...................................... 2 entries 4 Pharmaceutical Chemistry Periodicals...................................... 1 entry 5 Pharmaceutical Chemistry Technique Congresses.................... 1 entry 6 Pharmaceutical Education --> See PHARMACY STUDY AND. 1 entry Your entry Pharmaceutical Ethics would be here Your entry Pharmaceutical Ethics would be here 7 Pharmaceutical Industry............................................................. 6 entries Newer Authorized heading -- added to older cataloging found in keyword search

107. youth smoking You searched for the SUBJECT: youth smoking Nearby SUBJECTS are: Nearby SUBJECTS are: 1 Youth Sexual Behavior Cross Cultural Studies.......... 1 entry 1 Youth Sexual Behavior Cross Cultural Studies.......... 1 entry 2 Youth Sexual Behavior Longitudinal Studies................ 1 entry 2 Youth Sexual Behavior Longitudinal Studies................ 1 entry 3 Youth Sexual Behavior Videocassettes....................... 1 entry 3 Youth Sexual Behavior Videocassettes....................... 1 entry Your entry Youth smoking would be here Your entry Youth smoking would be here 4 Youth Soviet Union........................................ 1 entry 4 Youth Soviet Union........................................ 1 entry 5 Youth Soviet Union Social Conditions.......................... 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

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

109. XReferences added n 93/94 122 n 94/95 137 n 95/96 126 n 96/97 177 n 97/98 108 (as of 4/20/98) + 379 Gov. Headings 379 Gov. Headings n 98/99 134

110. QUESTIONS???? Barbara Kriigel bkriigel@umich.edu -- (313) 593-5614 Beth Taylor bjtaylor@umich.edu -- (313) 593-5402 Dana Kemp (Gov. Docs.) kemp_dl@Mercer. EDU --(912) 752-2027 Handoutswww.umd.umich.edu/lib/iug need PowerPoint or get pdf doc