Am I get this right.
I'll leave the hat, I guess.
Do you know what border y'all are going in.
Yeah, me then Zeb and Natalie.
Oh,
tore out of the I left the officer, I left the 230 but
before that rain came in I messaged Terry and I was like
I'm gonna hit home before this hits and then I'll finish the
day at home. You know I knew it'd be bad but I just didn't
want to drive through it. I didn't know it was gonna be like
Wrath of gods or
somehow was the drive.
I was right ahead of it the whole time. And I think it was
worse, you know, as I got further south, it was, it was
worse in Baton Rouge and look like. But I don't know did it
look, did you notice it at all, or did you have to drive through
it.
I left.
About 315, I guess, whenever whenever everybody on slack
started saying that they got the tornado alerts I was like okay
I'm gonna go right. So, you have a my drive is only about 10
minutes so it was fine. No,
I felt bad I was like oh I should have told Laurie.
I finished the day at home but it was fine. We didn't get
anything really. You yeah
yeah we're gonna record it now.
Hey, Mike.
My section, I just timed myself and it's only about 10 minutes.
But I think, I think.
Yeah, I'm actually under 15 so.
Okay. So, I think we'll go. We'll fill it in.
I've been working on this Middleton rename project last
few days it was. I knew it'd be involved but it's my mistake.
Yeah. Before days, and seriously is doing it. Hi. Okay. I've done
it before, I feel like I could have done it quicker myself but
I don't know, I guess I was interested to see how they do
it. Uh huh.
Just to make sure we're doing it right.
They offered to do it for free so
that's good.
So well if they get it. Not charted. So yeah, that was nice
and then after that we didn't even ask them, they just came
out of blue. And I guess I'm
Margaret Hansen was saw the news,
or I don't know if it was on Twitter or the news or when she
was like, I can help with this.
Or her team.
Yeah, well it's nice I
was trying so hard to get my picture to show up I don't know
why it doesn't.
I still haven't figured that out either.
I and sometimes it does and sometimes it doesn't. And I
don't know how to do it.
I guess I have to go to the Zune site. At some point and
uploading a picture.
I have uploaded the tanti any day, whatever.
I remember to comb my hair so here I am.
Happy Birthday z.
Thank you.
Thank you just just madly all of them forgot. So what do you
think I should do. Oh, I don't know,
forgot.
I'm asking for a double play to have gluten free treats. That
sounds good. Yeah, way back, so yeah make them pay up. Yeah,
absolutely. That's my chance.
So my system is very traditional very traditional dessert, which
we were decided to make because a mother enjoys it a lot, so we
wanted her to eat it too. So that was nice. Those are little
round balls. They didn't turn out perfectly round and flat in
certain places, but they were tasty so I let it go to good.
She
let it go, but she made sure to mention it to her this to BB
right. Oh, gosh yes
it was my one John's to say, these are supposed to be round
for
you guys. Drop them from a height so they landed in the pot
with a toddler and became flat at the bottom.
Oh, no.
Excuses, excuses.
But if they were tasty I didn't tell her that
I'm scared to make macaroons for you.
They might not come out round.
Hey, I'm willing to eat flat balls, as long as they're tasty.
The trick is, I was able to get it yesterday.
Thank you, coming to my zoom thing again and see.
Like I've had goat cheese on my salad the last couple days.
Good.
Nice, nice. Yeah, I would do that with like some walnuts.
Premium some dried fruit.
Yep, that's how I'm doing it the the kale, sweet kale salad mix
that they have at Sam's Club that's on my weekly grocery
list. The perfect tapping
price. Thanks.
starts at one.
You got to be let in
peanut gallery is over here.
Are you gonna let her join us.
Yeah, she's gonna have headphones on. No comments. I
made ask her questions there you go.
does not show.
Do you know that's a very nice big pot.
Yeah, see.
I think the United.
Easy, you're your microphone is kind of going in and out.
Maybe. Let me
find if I close my VPN, I get it better.
How's it now.
Can you can you talk a little more.
How's it now TESTING TESTING TESTING that was done.
That's good.
It's not popping.
A few people connecting right now so give them a another
minute or two.
Waiting for a few more. Is anyone
talking right now.
Nope, nobody's talking Thank you. We're waiting on, we're
waiting for some more people to come in. I see
people who are connecting to audio so once they're connected
we'll get started.
Should I had some background music. Normally,
I was just looking for a walk on music for you, Mike. i, but I
don't know my Grateful Dead song catalog so I didn't know if walk
me out in the morning was going to be appropriate or not.
About five bucks and my stops.
Alright, it looks like everybody's connected so I'll
kick it off by just introducing the today's topic and then
reminding everyone of the last session in this series which is
next week. but today we're going to talk about Loading Authority
Records, and we have Mike Waugh, and Zee Zee Solomon from LOUIS
and Natty Natalie Palermo from LSU Law are going to talk to us
today, and then just a reminder that next week. Wednesday at one
o'clock, we have Khaleel L. Bochy from SOWELA, and Rob
Stevens from Nicholls who are going to talk to us about tools
for virtual outreach and instruction. So I'll hand it
over to Mike.
All right, let me get started with sharing the screen, you
should be seeing a little slide is that right.
Yeah. Okay,
so we're gonna we're gonna tag team this. I'll start off with a
short 10 minute. What are Authorities and doing things and
Authorities with Authorities and Symphony Zee Zee's gonna follow
up with talking about Loading Authority Records. And then,
Natalie will follow up the cleanup hitter. We'll talk about
authority load errors, and hint. Handling deletions and changes.
So there. Everyone knows me right, Mike Waugh. Library
Services Platform Administrator at LOUIS. Before LOUIS I was a
System Administrator at LSU for five years and then I worked at
the EBR PL. Before that for 10 years, never once held a
cataloguing position. So caveat emptor be beware here is I'm
treading into territory I normally don't tread but I am
pretty good at given a presentation, I think, and at
reading documentation, so that's why I'm here today. So first of
all what is an authority I wanted to start the presentation
just from from square one. So I'll be given kind of a 10,000
foot, 45,000, foot view here. So an authority would be the
correct name or form of a name or subject subject subdivision.
As the slide says here. I don't know which one would be the
correct term for this. This one, this nebulous one ebook. E dash
book, electronic books, in some ways, we're still trying to, you
know, figure that out, out in the real world, you'll see it in
different places, so much like you might have a style guide for
publication that might give you guidance about which one of
these things to use in the library, and our catalog. We
need some sort of guidance as to which of these terms is the
correct one to use. So, So that's what an authority, would
be right, and authorities can change over time. For example,
we had a cookery for the longest time was the authorized forum
for any sort of cookbook subject term. At some point in the past
10 years it's switched over to cooking, and millions of catalog
records have to be updated with that new terminology.
Probably preferred.
So then what is the authority to control. What's the consistent
use and maintenance of the forms of the names. So this is the
work that you do. In order to keep your authorities, under
control. Right. Otherwise, as you're loading records as you're
cataloging records, creating new subject terms, new authors
coming in. Authors changing names and things like that.
Like, like a garden, it's got to get out of control, unless you
put some control over it, you got to weed your garden you got
to weed your catalog, you have to weed, your subject terms, you
have to weed your authored names. So, authority control is
the name of the game here. So, it's easy to get to get into the
weeds per se, as far as whether you're using the proper heading.
But I think it's useful to remember that the end goal
really is to make searching in your catalog easier for your
user. So, as long as you kind of keep that in the back of your
head or once in a while kind of put it into the front of your
mind. I think it will serve as a motivating force for you. For
me, a good thing to do is to kind of take a look at your
catalog in the same way that your users might, might see it.
So,
just to make a quick point about
Authorities and Enterprise, one we had the elibrary catalog. The
authority database, and the indexes were closely tied they
often were the very same indexes and searches that you would do
in Workflows Symphony Workflows would be the same as he would
find in the public catalog, elibrary with the broader
adoption now Enterprise among the LOUIS libraries, you'll find
that it's not a one to one sort of match.
But, but it's still important
show, so a couple examples here.
This is a screenshot from the Enterprise catalog, wherein.
I've looked at the subject facet. And I clicked this A to
Z. I don't know if you can see my cursor right here. Click the
A to Z so I can alphabetize the subject headings that are being
used. and here we can see this this is something that happens a
lot. among a lot of our LOUIS catalogs is we'll get subject
headings that have slight differences in this case this
anaesthesia methods. One has a period, one doesn't. Same here.
Cats and cats and what that means for the user is that if
they do want to do a subject search, usually typing it in
they're going to find it but if they wanted to narrow it down by
selecting by
hitting these checkboxes right here and then doing include.
You know, they have to have to hit it twice right there. So you
know might not seem like a big deal but you know it's a lot for
one it will make your list here a lot shorter, but with some
authority control. If you went in and authorized these you
could combine these terms, you could verify your spelling's and
make sure everything's neat and tidy. Ah, oh the same screenshot
just a little bit easier to see bigger. This and better, better
in there, in a seizure cats and cats separately. These numbers
on the side are the number of records that have those subject
terms. So oftentimes you'll see, you'll see a subject term that
only has one. You know usually that's kind of a one off, sort
of thing there. This. This is an example that we hit a lot in in
the public library sphere. But this is taken from one of our
academic libraries. The author, looking at doesn't have to be
just subject terms but author names can kind of get out of
control too so if you take a popular author like James
Patterson. And this is the authorized heading right here
with the 35 instances of James Patterson. It's 1947 James
Patterson, but it's a common enough name, James and
Patterson, that there are dozens, in most catalogs, if,
if, I'll say few dozens, if not more, in, in these catalogs.
James T there, James D, James Dean Patterson seems to have a
lot of records in our catalog. So, you know, some of these,
they're not together because like this, James T right here
has the extra, comma, but other ones it's a little bit unclear
about as to what the authorized subject term might be RDA
records, you don't notice have a lot of will have this
designation of what what their role is author, in this case, so
you might get some discrepancy there and that's some cleanup
that a lot of catalogers have to do since those changes, those
additional fields were added. So ideally you would have this 1947
and this 1947 James Patterson combined. Same with these
Williams here, and then notice there's a James Patterson, we
don't know who that is. So we have to look at that record and
figure out which of all these James Patterson's might be the
one that we're looking for. and didn't didn't fall in
alphabetically on the screenshot but way up here, there's some
James Patterson's flipped around. Instead of Patterson
James. So let me talk a little bit now about the authority
database. In Symphony, in particular, so you know some
Authority Database, simply is just all of the Loaded Authority
Records. Also within Symphony, are these Authority Indexes, and
the indexes can include the authorized, and authorized
headings and also improper headings in Symphony, we tend to
have two main indexes. One would be the Library Congress Name
Terms, and the other one would be the Library of Congress
Subject Headings. But that's not to say that each library only
has those two. A lot of libraries have more than those
two. And, for example, some might have the Medical Subject
Headings as a separate index, the mesh and it makes it a
little easier to control for those things when they are in
separate indexes you can keep your Mesh headings which can, a
lot of times be very similar to your Library of Congress
headings. You can keep them separate and cleaned up.
That way,
kind of on the back end. Is this something called a authority,
thesauri plural thesaurus, thesaurus nobody wants to say,
so it's your, your chance to use the word thesauri. In a
sentence, but the authority authority of the thesauri are in
this should be plural right are a separate file files that
provide relationships between terms and creates cross
references. And so in Symphony we have the author, title and
subject thesauri you don't edit them directly but you can. When
you do things to the indexes and databases. It will update
thesauri. So a big part of authority control is heading
validation. And you can have three types of heading
validation in Symphony. You can have a cross references only you
can have case insensitive checking where the case if it's
upper or lower case doesn't matter. And then you can have a
case sensitive checking. So, for case significance or case
sensitive checking the bibliographic headings you know
they have to be exactly the same I've got the example here of
goat farming. Subject near and dear to my heart. Goat farming
with a capital F might come in as the bibliographic subject
term, it would not be considered a match for the authorized goat
farming with the small f. If you had case sensitive checking. And
I did a little server checking and I found that all LOUIS sites
are currently configured per case sensitive checking. So, I
was curious and had to know. So that's good. So the way you do
Heading Validation. Most of the time, you're going to be in. In
your Modified Title Wizard in Symphony. And at the very top of
it, top, maybe the second little helper there is the validate
headings helper. You click on that helper and it's going to go
through the record and validate, all of the unauthorized headings
that are in that record, you'll be presented with some choices
there, browse which is to search the list of headings in
alphabetical order, like any browse list would be. You can
get from lists, which is to replace the heading that you've
that you're looking at, with the selected heading. The skip and
skip rest. What that means is that it's checking all of the
unauthorized headings in that record all at once, or one by
one, you know for that whole record. So you could decide to
not decide and skip a heading, and then move to the next one in
the record. And then propose means you want to make a new
authority record based on the heading. And here's a screenshot
of that. There's the buttons on the left. This was an you know
when a heading is unauthorized and Symphony. If you're in
modify title. The name of the wizard there, because this
unauthorized question mark unauthorized appears as a
subfield next to it, you do not see this unauthorized, then you
can assume went to the next one, you can assume that it's
authorized at that point.
So that's the.
That was an author and this was a subject heading, goat farming.
And then if I wanted to. At that point, get from list. I cut off
the what I'm seeing in the Browse list there. But then, if
I were to look at this, the authority.
This actually this is why I'm proposing one, I think.
Anyway, the subject term is goat farming and will this top part
are the fixed fields and then the fields below about explain
what those are. Okay, so the authority fixed fields. You can
have an Authority Level. Authorities can be authorized,
or they can be provisional typically you might mark one is
provisional if you have a team of people looking at it. You
might have junior staff members, checking these things and then
marking authorities as provisional, and then somebody
can come back and check it behind them and authorize it
might be a way to do that. You have different authority types,
established heading, or the establish heading and
subdivision as an example there's more values that are
valid here but these are, you know, the most common. That's
what those letters and next to it are the code for those. The
name use these name use subject uses zero use you kind of think
of those three all at the same time, 'A' means basically yes
this is used for this thing it's appropriate, or 'B' not
appropriate. So here's a screenshot of that. And I'm not
going to list out every one of the fixed fields, but I just
wanted to pick those out as some of the more interesting ones to
look at.
If you right click on any one of those values.
Right here. Whenever you were in modified title, or when you're
modifying authority. You will get you'll be presented with a
list of all the appropriate values.
With the code, and with, you know kind of what it means.
So that part below the fixed fields where the you know the
record fields themselves. You know the established headings or
the or the one xx personal name would be 100. Subject authority
be 150, there's more of them there. But you know those are
the big ones. The four xx are called see from headings. These
are the forms that have a heading that aren't valid for
use that, you know, 400 for the personal name that 00 is name,
you know, and then 50 for subject for subject. So 450 In
that case, and then the See also headings. These are other
established headings that are related to this heading that
you're looking at. And the same sort of thing, you know, zero to
500 would be personal name and 550 subject. There's more than
one to six xx are notes, those notes can be configured for, you
know, staff use only or public view, things like that. So
here's an example just sort of kind of a random one I was
looking at to Chitimacha Indians, as the established term
150. These see from, you could type in to your system Chitmacha
Indians, and it would bring you to this Chitmacha Indian, in a
sense, and then. See also Indians of North America,
Louisiana. You know Chitimacha Indians are, you know, a tribe
from Louisiana. I mean,
some useful reports that
you might want to be aware of the List Unauthorized Tags
Report is a way to get a list of all the unauthorized headings
that you might have in your system. If you haven't done this
before it might be scary to look at it. Just wide open so you
might, you know, think of some ways to narrow down the
criteria. It's apparently an informational report. Doesn't
make any changes but it gives you some ideas for things to
clean up to authorize or Also, if you're doing original
cataloging. You might identify some tags that you could propose
to larger systems, NEKO, or things like that, then another
one to look at are these authority headings without bibs,
this would be authority headings that don't have associated
bibliographic records, also known as a blind reference. It
only, again, it's informational it lists the records doesn't
make the changes, but you can go in there and delete the
authorities. So that's my high level view of Authorities in
Symphony. I went to the Support Center, SirsiDynix Support
Center, and found a lot of these, but good documents there
and training.
They've got
a lot of things to read right here, but also.
This short Authority Control or Working with Authority Self
Paced this was about a 20 minute 20 to 30 minute class, I'd
recommend that for anybody. Especially now that Mentor is
free training for most of us, there's also this, it's a bit
older, this Authority Control Reference Manual but it seemed
had the most detailed information about the databases
and indexes and thesauri. Inside of Symphony. And then, of
course, just a fun place to kind of poke around, but it's you
know a reference out of these Library of Congress Authorities.
So with that, I will turn it over to Zee Zee
to tell you about how we load these records.
And I don't think I have to do anything I think Zee Zee you can
just shift start sharing your screen, or do I have to stop
sharing,
just stop sharing.
Right now we got to find the button.
Look at the very top of the screen.
Oh, there it is.
Oh, yay, I did it.
Share screen, and to teach you can see it.
Can y'all see my screen.
It's, it looks like it's starting up.
You see it now. Yeah.
Good afternoon. I'm Zee Zee and we're going to show you how to
load a file authority records. So, you can really use
SmartVault to get authority records, you can connect to OCLC
or Library of Congress, or even another site, the search box.
Select record and drop it into your catalog, but you can also
subscribe to a party services from a vendor, like SirsiDynix
or Marcive
So before I show you
the details of how to load an authority file. Let me just take
a minute and give you a very brief background of the options
provided by both descenders. So SirsiDynix offers two options,
the full underlying the full authority record the lightest
party record but they also offer the authority update service
which is ongoing, it's hard to book. So guys this session is
being recorded, so you can go ahead and read the details later
on at your leisure. Marcive also provides similar authority
options. They have the authority, update, which is
ongoing authority work. And here they provide you with overnight
authorities, or monthly notification service. And the
point they try to make every time is that they don't provide
any light authority work, everything is full level
authority. And they also provide some additional options here.
That again you all can read the details later on. We have the
cost for both these vendors. It's based on the number of big
records in your catalog. SirsiDynix will stand and reload
the records for the initial implementation, and they will
also do it for the ongoing authority work. But the best
part with them is that they resolve the unauthorized
headings in your web records that Mike was showing just now.
Mark Guard for the initial extract and reload. You have to
be involved, or LOUIS was always there to help you. And for that
you can schedule the Gibbons heading and he will text
reports. But for the overnight authorities and the update
authority services. Most of the time don't need to rebuild
heading in text reports. The good point with their services
that they provide fifth party records for any documents that
you have in your catalog. So for the sites that are using large
loads of government documents. This is really quite a boon.
We have a
question. Sorry to interrupt
You want to add.
Yes, from Louisiana Tech Dale I'm sorry. Does it show that we
have Marcive or not, is that what I'm looking at. Are we okay
so I guess, again I just hope that I just started recently but
it moved kind of quick to this pandemic here but haven't got a
chance to grab everything before I went back home to Houston but
anyhow. So Marcive do they have, I guess, a schedule run with us
to clean up the records at this point or is it something I can
look at a contract or how does that work.
So, I can send you the details. At the end of the session. But
yeah, not to contact them. Yeah, you will have to send extract
your records from the last time the load and the cleanup was
done, and they will be glad to give you a price for that.
Yeah, Yeah, again just coming in there at this particular time in
January in January, it's just been a little bit of a challenge
to see how far back, Louisiana Tech has been in. I, since I've
been there I've been trying to clean it up as much as possible
and there's just so much but I do like what Mike brought up
also some more cleaning up with the unauthorized records. I'm
sure we're going to find a few of them out there in our systems
but uh but if Marcive is doing that. I think that takes care of
some stuff for me as well.
Yes, the way
you have a charge for it. So, if you open a task ticket for it.
I'll be glad to get them to identify when was the last load
done for you all, and how much would it cost to extract your
records and clean it up all over again.
I deeply appreciate it I know I'm still trying to grasp as
much stuff with Louisiana Tech and work, working from home it's
been really interesting. So, but I know those are some of the
areas that I see that it was needed to clean up a system but
that's just any other libraries, you can just keep on digging and
digging and digging and find something that needs to be
cleaned up. Yeah, let us. Thanks again for that. Yeah.
So for SirsiDynix we have six sites that are using services,
five of them use the light option, and only one slide that
uses the full option, whereas for Marcive we have nine sites
using Marcive. And you'll notice that LSU, and Louisiana Tech
have reason default is for government documents. So for
them it makes perfect sense to get free authority records for
Google Docs also. Now, if any other side is interested in
getting authority records for them, just send in a task
tickets, and I'll be glad to get the cost and the details from
both vendors so that you can make your decisions. Okay, so
now moving on to how to load authority records from Marcive.
I am going to provide a lot of screenshots, so that you can use
this document later on and load your authority files. So what
does Marcive send you. They send you an email that information,
download. Record the file of authority records are there to
FTP, or you can use the browser to download the files in the
browser, it looks like this and all you have to do is drag and
drop them. But the important thing to notice is the number of
records in the file, because this is the number you're going
to track throughout the load process. Load in authority file
is really a three step process you number one you have to get
those hard to find, and you use them archive email for that.
Number two, you have to add it to import it to the server, and
I strongly recommend that everyone get in the habit of
loading to the tester. First, and after that if everything is
fine, move to production. To import it or add it to the
server you need to use the utilities to that. And the third
step is to load it into the catalog using the report called
authority load. So let's pretend that I have received the email
from Marcive. I've got my file. It has four records, and I have
saved it to my desktop. So now I have to move to step number two
which is added to this server imported the file into this
server using the utilities toolbar to go to, utilities, and
click on Marc Import to get the criteria screen. Here is a
better shot of that screen, you're going to use. And you're
going to use the gadget to browse to the spot where you
save the file. In my case, I save the desktop, its
destination feel that you need to add a meaningful name,
something that will make sense to you, and this is the name
that you're going to see when you use the authority load
report. So make it meaningful sites, often use the month they
received the data received, or they put the initials of who's
the person who's doing the load just so that they can keep a
track of it. Once you click Import. You get a pop up that
says, Are there any more files to load the Marcive has got a
large file broken into multiple files. Please come back here
browse to find number two, and when it's important, it gets
appended to file number one. If you have only a single file and
save, and the file will get imported into the test server or
the production server whichever one you use, and you get the
input log. This is a very good visual for you. Go ahead and
have a look at the number of records converted, but the most
important part is at the bottom, which is how many records are
processed, my file had four records so great, everything has
been loaded onto the server successfully. So this means I
can move on to step number three, which is, add the records
to my catalog, using the report. So click on the reports tool
bar. Come to the parties tab and select the records report.
In the authority data file tab. If you can use the drop down to
select the file that you had just imported. Remember we gave
it the name Authority Demo Four. There it is. For more, if it's a
brand new file that you're getting from Marcive and
selecting the Create. Most of the time, Marcive will be
sending you a mixed batch of new records and updated records, so
select Create an update. I think this is the default, which comes
anyway. The date catalog is as a default set to the date of the
load, but you can use the gadgets to select the calendar,
and any date that you want in case you're tracking it for some
reason. Now subfield five. This is a neat feature for you. If
you have in your existing authority records. A note field,
which you want to retain something like Mike's that has
no notes, how you earrings or your classification practices,
then all you need to do is put a checkmark in this in this box
and enter your OCLC code over here to make it look like this
you put a checkbox, you put your OCLC code. Today, your existing
authority record. If you have a field with the same OCLC code in
subfield file. This field now becomes protected and it will
not be overwritten with a new authority record being loaded.
Instead, it will get merged with the new record that is
overlaying, or it's a brand new record. So once you have filled
in the fields. Click Run now to run your report. And once it's
completed running, go ahead and go to your finish reports. The
first thing you're gonna do is check the status, make sure it's
okay there's no error, and then view the report results, the
load report results. So I can see in this results that four
records were read. Good. That's the number I wanted and in my
files
there were no errors, zero records were created, but four
were replaced is good. So now my authority load is done. This is
it, you've loaded your authority record, fine. But if you're like
me, I'm always curious to see and want to see. Did the records
look correctly. What do they look like. So normally I'd take
a few records and spotted them So scroll down and see the
records that were loaded in my test file, I have purposely
loaded the name authority record and the subject authority
record. So to spot check them. What I do is I look at the
authority record number, normally look at the last four
digits, it's easy to remember. So it's 1229. I swipe the title,
and I go into my catalog toolbar and modify authority and select
the name index because this is a name authority record based in
my title selected from the hit list and look at the details of
the record the first thing I check is, is the same authority
record number, yes it is 1229, and TA DA, there's my title. So
for the subject authority record. I do the same thing.
Look at that party number 5525 swipe the title time, as, as the
subject index, and the modifier party paste in the title
selected from the hit list. Double check is the same
authority number Yes, 5525. And there it is. And that's it. Now
I feeling satisfied, Marc authority load was successful,
everything looks good. So the ideal scenario is that you have
perfect records everything matches, everything overlays,
yeah right. Sometimes you're going to get a load report which
will indictate what you need to do that certain records that are
delete authority records need to be removed. These will come in
with the code D in position five or the leader of the record. So
you need to remove 'D'. And you're going to get a list of
records that require manual intervention. Fortunately, we
have manager who's going to tell us how to take care of these
errors. But before she does that. Occasionally, once in a
while. When you load that authority file the load will not
go through instant generate an error. And it very clearly tells
you, entry ID is not found the entry ID number is this, and
it's not found in this authority format. And the reason is that
the incoming record the file that you're loading. It has a
tag, which is missing and is defined in this authority format
policy to fix that you have to go to the configuration toolbar.
And since this tag is missing. You have to add the tag create
the tag. And once it's created, you have to add it to this. This
geograph format policy, the one which is saying it's missing in
this policy. So this is something that normally the SIS
admins, or the backup sis admins will do, because they have
access to the configuration toolbar. I since we have three
new sis admins, or new backup sis admins, I'm going to show
you how to do that, but please remember, you can always open
the task ticket, and I'll be glad to take care of it for you.
So to fix it. You go to the format, it is missing so config
authority format, select the format in which it is missing.
And by. And if you're like me, you always click the increase
tab and scroll down and double check and say yeah, it didn't
really missing. But if it is missing you. The first step is
you have to create that missing tab, and for that you've been
provided with a nice entry ID helper. This cute looking a
yellow labeled tab. So you click it and it drops you into the net
all the tags, which are currently available for all the
party format policies. So I normally eyeball it and say
yeah, sure enough, both 35 is missing, I need to add it to
create to click Create and enter the name the description, and
the rest of the region the values, if it is for a single
tag like we are doing just now it's a single 35 tag, then the
purpose should be authority. So it looks like this, you enter
the name to be very honest for description you should go to LC
authorities page and pick up the correct description for the tag.
I just added it here geograph just to show that this is the
one that we're missing in this authority format policy. Once
you save it, you come back into the, your drop back into the
entry list for the helper and TA-DA, there it is good to see
that it has been created. So what you've done is that you've
created the missing tag O34. Now you need to add it to the format
policy in which it is missing. So for that, You have to go to
the configuring configuration authorities format geographic.
Add the missing tab, and it will have multiple fields where you
need to add different values, and the workflows had topic,
defining format variations is very clear cut and very helpful
in what you need to add. So I go to a target formatting
configuration, pick up the format where it is missing, and
click Modify, this is the one place that sites tend to make a
mistake this by mistake click Create. You're not creating a
new format. You're modifying the geographic format to add a tag.
So when you click
Modify, you can now click on the drop down arrow and pick up the
new tag you just created O34, and enter the correct name which
is coded cartographic mathematically data. And the
rest of the values, added using the workflows help, and click
Save. Done, your authority. Missing tag has been added and
now you can wait for a while to run. Anytime you make changes to
a config toolbar you need a halting run, which takes place
every night for everyone. And then you can reload the file and
you will not get this error. Now there's one final optional step
that now you are in config, you are in this format, why not add
this tag to the add authority visit template. So that in your
staff when they're in cataloging when they're in authorities and
they want to add an authority record. for example, they're
creating an authority record for maps. They want to see the O35
tag, the O34 tag, yeah, they can add it. But if it's available
it's one thing. And it's very easy to add it. You go into your
scene to grab authorities policy. And in menu modify it,
come down and look at what is the template entries name, in
this case is called your graph dash T, T for template. So you
stick in this scene the name. Click on the
entry ID helper
and scroll all the way down all the way down past the nine xx
dots, that's when the templates start showing up, and click on
your geograph team, and modify it. This will take you to the
details of this template. Click on the gadget, see the list of
tags that are available. This is currently in your. Add authority
template. Now you pick up your O34, and just add it over to
this side, and click Save. Done. All you need your hard round of
the system for this entry to display the format policy. And
if you haven't reloaded the file just yet, go ahead and reload it
now. No more errors. So this is how you load an authority file,
and how you resolve the load errors, now turning it back to
Natalie, to show you how to handle the other things. Let me
stop sharing and Natalie it's all yours.
Okay,
my slides will be created into a task portal, Doc. So you should
be able to see over there and Laurie will also post the slides
so that you can check it from there also. Okay, um,
see.
I'm trying to
yeah but I didn't see. Now I see my. Okay.
So can you see?
yes. Okay,
so I'm going to talk about the authority load errors that
indicate manual intervention may be required. And I'll start with
some disclaimers, I'm not an expert on authority control in
general or as it isn't implemented in Symphony. And I
can only offer limited information in the time allotted
I'm sharing how I handle errors you may choose to handle them
differently. My only recommendation is that you do
not ignore them. So we'll look at when and why manual
intervention may be required. And I'll show examples of name
heading that's been deleted a subject heading that's been
deleted and a heading change from a one particular one xx
field to a different one xx field. And then I'll just
mention that additional information can be made
available after the webinar. So, when might manual intervention
be required. Anytime a heading has been deleted and that would
be a name or a subject heading. And when a heading is changed
from a one xx to a different one x x x. What I've seen mostly is
110, that's changed to either a 111, a 130 or 151. Why would
manual intervention be required. So when a heading has been
deleted the load report, only removes the associated headings
from the thesaurus. That's what Mike mentioned earlier. So the
headings are no longer authoritative the authority
record is not removed but retained for reference. Hence,
you get the message about manual intervention being required the
headings and the bibliographic records are still linked to the
wrong authority record which is that deleted record. So manual
intervention is required to delete the authority record and
correct the headings in the bibliographic records. When a
heading changes the load report does not change Marc tags in
bibliographic records so therefore manual intervention is
required. So again, we'll look at three examples and we'll
start with a deleted name heading. So you'll see three
lines in the load report log, the first line is going to give
you the authority ID, any authority ID beginning with an
end as a name heading, unless it's no ID, and that indicates
the authority record had been deleted from the system prior to
the authority load and actually no ID can refer to a name, or a
subject heading, and I can provide information about that.
Outside of the webinar. Then you'll see a line telling you
what the actual error is so in this case heading has been
deleted. And then the third line is telling you that manual
intervention may be required. Again, I'll mention that the
load report does not delete the authority record it only
replaces the existing one with a record that's marked for
deletion. The status will be changed to deep or deleted and a
note may be added in the six xx field to explain the reason for
deletion. So I usually start by searching the authority file by
the authority ID that you see above. And here's an authority
record it's a deleted one so you can see the status has been
changed to D for deleted, and there's a 667 field that
provides the reason for deletion in this case, this was the last
identity on an undifferentiated record so it's been reported for
deletion. So my next step is I'm going to browse my catalogue to
see how this heading is being used in the case of a name
heading, it can actually be used as, you know, an author or
subject, so you want to make sure you browse both, I had
already browsed the subject index and didn't find anything
so here I am browsing the author index. I see this heading. And
there's one title for that heading sex crime and morality
so I take note of the title and the subjects because that's
going to help me find my matching authority record.
So I'm browsing the LC name authority index inside
workflows. So I get two results. The first one is the deleted
heading and I know that because there is no icon in front of it.
So that's the one that needs to be deleted Marcive has also
delivered. Another heading. And the reason is because the LCCN
which is the Library of Congress control a number of the deleted
record appears in subfield Z of the O one o field. And in this
particular case this Sharon Hayes, is the Deputy State Chief
Information Officer for North Carolina and it's probably not
the author of the title Sex Crime and Morality. So, you
know, there are no other Sharon Hayes, in my LC name authority
index so I'm going to take a look at OCLC's authority file to
see if there's an authority record that matches
my title.
So I've browsed the OCLC personal names index, and this
is what I get so I can see that delivered authority record for
Sharon Hayes, the deputy CIO and that's the one we don't need,
and the ones highlighted any one of those could be the authorized
heading that I need to match the title in my catalog and Sharon
Hayes the criminologist looks like a good choice to check
first so I do that. And this is just part of the record it's so
long I couldn't get it into a screenshot, but I can tell that
this is the authorized heading, that's needed in my catalog How
do I know that because the title in our catalog appears as one of
the source citations in the 670 field so this is the authority
record that I need. And you can also note that the heading I
thought might be a match is actually a C from reference, and
that's one of those things that Mike had mentioned. Also, there
are two other C from references that appeared in that browse
list. And there's a 667. That also includes the LCCN from the
deleted authority record, and I'll mention it also appears in
subfield Z of the O1O of this record but it's not included in
the screenshot. So I'm going to import this authority record
from OCLC into our Symphony authority file. I could wait
around to see if Marcive would deliver it, but I usually don't
wait for that, even if they do deliver it it's just going to
overlay the one I import. So I've imported it I've gone back
and I'm browsing than the LC name authority index in
workflows so I can see now I have the correct authority
record Sharon Hayes. Born in 1958. I'm going to delete the
highlighted records so the first one is the one that's actually
deleted so I call it the Delete record and the other one is
Sharon Hayes, Deputy CIO, I usually refer to that as an
extra record so I'm going to delete both of those and then
I'm going to correct the bibliographic record. So,
deleting the Delete record is easy, just go ahead and delete
it. For the extra records. I actually record the LCCN before
deleting it so that I can report it to Marcive for removal from
our history file. If I don't report it Marcive will continue
to deliver this authority record, whenever it's updated
and we don't need it, so you don't have to report the deleted
record you just report the LCCN of any other authority record
that you don't need in your file. So here I corrected the
heading. So, And if you remember, I imported that
authority record from OCLC so I need to report that LCCN to
Marcive so the record can be added to our history file if I
don't report it, Marcive does, doesn't know that you know it's
in my authority file and, you know, they will not deliver the
record whenever it's updated. So that's a deleted name, heading,
and for subjects, you're going to see similar thing in the
report log subject headings of authority ID is going to begin
with the letters sh again. The report is not going to delete
the record, just replaces it with the record marked for
deletion the status has changed to D, and a note may be added in
the 666 xx field to explain the reason for deletion. And just as
I did with the deleted name heading I'm going to start my
search and authority file by the authority ID. So here's the
authority record for the deleted subject heading the status is D
for deleted. The 150 heading, that's the one that's no longer
is going to be used it's no longer going to be a subject
heading. And there's a 682 field indicating this authority record
has been deleted because the subject heading is covered by an
identical name heading. And that's because fictitious
headings are now named headings and that's due to REA. So
Marcive delivered the authority record for the identical name
heading, and you can see the LCCN for these deleted subject
heading record. And now our headings, a 100 a name, heading.
And we'll assign that as a personal name subject heading
and 600 field and bibliographic records.
So I've corrected, have changed the 650 to 600 field, and, you
know, change the indicators as needed. And the final example is
a heading, that's changed from a 110 to 111 so a corporate name
heading change to um, meaning name, heading. You get a little
bit more information in the report log, you'll get the
authority ID it'll tell you the heading is changed, manual
intervention is required and it's actually going to show you
the two headings. So this is the authority record that's been
changed the status is C for changed, and you can see that
the heading is now a meeting name heading. You can see the
former corporate name heading is now a C from reference.
And this is the bibliographic record before. It's been
corrected it's a 110.
And this is after the heading has been corrected. And I'll
mention I do all of this manually, you could use the
validate headings helper. If you choose that option I just prefer
to do everything manually just because it's the way I've been
doing it.
So that's a brief overview of how I handle
errors that might require manual intervention and I just wanted
to mention and I can provide detailed instructions to LOUIS
for, for all of this I will mention that reporting additions
and deletions to the Marcive does involve a cost it's five
cents per record or LCCN number, and there's a particular format
that you use to report that information to Marcive and I can
provide that. And I'm going to go ahead and stop sharing so
that we can entertain your questions.
I have a question on the, I guess your Marcive use, which
you prefer, I mean seem like you prefer to do it beforehand and
then let Marcive come in later versus, I guess, depending on
how many records you'd have I guess, other places I worked at
colleges they would use Marcive to the full extent. I guess
because they would budget, but it seemed more efficient, you
know to get it done and then we come in after there and start
cleaning up after, we'll see some items but is that what I'm
getting at you prefer to have you do it personally or your,
your technical service group, and then use Marcive late I
mean. Yeah, Marcive later.
So, um.
So Marcive has already processed our file so I'm just keeping up
with, with the monthly stuff. Um, so I'm actually the person
who does it. I, you know, we send off our bib. records and
have them corrected but there's always going to be things that
happen when you load authority records on a monthly basis that
you have to handle. And that's what I'm doing,
I get it. and then with the it's always kind of question who
works in the records and that depth, meaning you use your
career professionals or do you feel more comfortable me doing
it, I guess, a librarian doing it, versus a copy cataloger or
something or do you feel comfortable, or how's it done,
did you do
so, I do it, I inherited it from our cataloger who retired. Many
years ago, and I just have not had the time to show our current
cataloger how to do it. You know what I showed you was a very
brief snippet of what I do I can spend a whole day going through
a report log, it can be that, you know,
okay. And that's
how involved so I'm, I'm hoping to pass this on or at least
share it with our cataloger but at this point it's just me.
Believe me, I know where you're at on that end, but yeah and
that's one thing I'm questioning, you know against
just starting here, Louisiana Tech and I know there's probably
things to be cleaned up. But again, getting the load up it
makes more sense on our end it's probably this makes sense on
your end to do it that way so we'll see what happens.
And there's a there's a there's a step that was before what Zee
had shown Zee was showing us how to load the records, yeah there
is that from Marcive where you export your bib records and send
them to Marcive. And that's how they tell which, you know, which
records need to be updated. So, you know, that's, you know,
might be done at the beginning of the month or the end of the
month depending you know you have some sort of schedule, and
then some Marcive, you know, we'll send you something that
says that they you know they process this, and then later,
some, I don't know, I seem to remember it taken about a week
or two, you would get the authorities to load. And then
you, then you would follow is what Zee had showed there.
Yeah, yeah, I've never used a Marcive and I guess a bigger
project when we first at U of H. When we started getting into RDA
you know have we just started dumping X amount of records to
them, and getting them back and started cleaning up, but that
was scheduled in a long process, and with me there I didn't know
about the governor, government documents on how well that's
been, I guess, looked at or how that's working right now I'm not
familiar, on how it's working as far as records, we'll
find out. Yeah, and so Dale what Marcive does is, first of all,
even if you are going to do it in the middle. When you extract
your bib records and send it to them, they will process the bib,
bib records correct them all the punctuation all the audio new
fields and tags. And then they make a copy of the authority
that they create and keep it as your history file. So any
changes that come through. They want it against the history file
and that's when they said the modification and changes that
are taking place and that is what Natalie is pointing out
that she lets them know, so that they update those history files
and they don't keep sending you the same record over and over
again, making extra work for you,
and not getting double charts kind of deal. Yeah, that makes
sense. And again, I thank you for your input on that.
Any other questions. We've gone a little bit over our time but
we started slightly late too
the good thing here is that this presentation has been recorded.
It was pretty information dense, so congratulations if you were
able to follow every step along the way but you'll be able to
refer to the documentation. Probably going out with this and
then, as well as the recording itself. So, thank you so much
for attending our Learning With LOUIS and be sure to join us
next time.
All right, thank you all guys.
Yeah.
Thank you. Bye.
Bye everybody. Hi.
Thanks Natalie thanks, thanks Zee.
Thank you. Thanks, Mike. Thanks, Zee