MARS Authority Control

Sometimes a national authority record just lacks some of the key information that your library needs. Maybe it’s an important cross-reference, a note, or some sort of field identifier. If you just receive the latest Library of Congress authority, for example, you could lose all that hard work that you and your staff have gone through to find the information and add it to your authorities.

Thanks to our project manager for writing that up. Preserving fields is one of the services many of our libraries find most useful, and we have even more options than listed above when it comes to preserving your data for cases where adding a $5 would be unreasonable or impossible. so feel free to talk to on of our project managers about how we can help you with your situation.

Our RDA librarian, Karen, sent me this helpful blog entry with a lot of detail about RDA, without further ado, I present it to you.

Now that RDA has been published, there are lots of questions about when we will start seeing RDA records.  LC and OCLC have both asked that no RDA records, or records using RDA elements be sent out until October 1^st, 2010 when the National RDA Test participants will start producing records officially.  Here are some links to policy statements and other information that may help you figure out what to expect.

http://www.loc.gov/catdir/pcc/RDA-Testing-PCC.pdf – This is the policy statement for PCC (NACO, BIBCO, CONSER) participants.

http://www.oclc.org/us/en/rda/policy.htm – this is OCLC’s policy statement about the RDA test.  It gives their protocols.  If you use OCLC, I highly recommend that you take a look at this.

http://www.oclc.org/us/en/rda/about.htm – OCLC’s main page about RDA where you can find the above link as well as a host of other information

http://www.loc.gov/catdir/cpso/RDAtest/rda_lcps.html – here are the LC Policy Statements (LCPSs) for the RDA rules.  These are the equivalent of the LCRI’s for AACR2.  The LCPSs are for the testers to use.  They will be reviewed after the evaluation of the test.

http://www.rda-jsc.org/workingnew.html – for complete examples of RDA bibliographic and authority records.  This is where the JSC (the group responsible for RDA) puts their working documents.  Be sure to make note of the note at the top.

http://www.loc.gov/catdir/cpso/RDAtest/rdaexamples.html – LC has also posted some examples that demonstrate some of the differences between RDA and AACR 2

LChelp4RDA@loc.gov - where anyone (whether participating or not) can ask questions about the national RDA test.

I hope these links will be helpful. Please feel free to comment or ask questions here (best), or email our listserv, and I’ll do my best to find an answer.   bslwac@mailman.xmission.com

Although the major international library communities who are planning on implementing RDA have agreed to the Oct. 1^st starting date, there is certainly no guarantee that RDA records won’t start showing up.  But they shouldn’t cause problems as long as your system can recognize all the fields.  They should be able to exist alongside AACR2 records.  (We’re only talking MARC here.)  As an official test partner, Backstage will have our policies and processes to deal with RDA records (bibliographic and authority) in place by Oct. 1^st.

So, here again (see RDA Changes in MARC Records) is the list of all the changes made to the MARC Bibliographic and Authority formats from 2008 through March 2010.  It includes changes approved at ALA Midwinter 2010.  Unfortunately, it does not include the changes approved at the ALA Annual meetings.  I haven’t been able to find those yet, but I’ll post them as soon as I do.

The changes are listed by tag, with the Bibliographic format changes first, then the Authority format changes following.  I have included the link to the tag description in the MARC21 Standards.  Also, after each change I’ve given the link to the MARBI proposal for that change in case you would like to see the reasoning behind it.  These will have the word “marbi” in the link and directly follow the actual change

Fields with changes made to directly or indirectly accommodate RDA are marked with an *.  For more information on how RDA is affecting MARC21 see the document “RDA in MARC” found on the MARC21 Standards home page:  http://www.loc.gov/marc/RDAinMARC29.html

Bibliographic format changes by field as of Mar. 2010

*Leader/18 – Descriptive cataloging form   http://www.loc.gov/marc/bibliographic/bdleader.html

Note: will be coded i with RDA

http://www.loc.gov/marc/RDAinMARC29.html

*007/01 – Electronic Resource (007/00=c)  http://www.loc.gov/marc/bibliographic/bd007g.html

New codes defined [2009]

d – disc, type unspecified

e – disc cartridge, type unspecified

k – computer card

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

*007/01 – Projected Graphic (007/00=g)  http://www.loc.gov/marc/bibliographic/bd007g.html

Redefined code: [2009]

f – other or unspecified type of filmstrip (changed from Other type of filmstrip)

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

*007/01 – Microform (007/00=h)  http://www.loc.gov/marc/bibliographic/bd007h.html

New codes defined: [2009]

j – microfilm roll

http://www.loc.gov/marc/marbi/2009/2009-06-3.html

h – microfilm slip

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

*007/01 – Nonprojected Graphic (007/00=k)  http://www.loc.gov/marc/bibliographic/bd007k.html

New codes defined: [2009]

a – activity card

k – poster

p – postcard

q – icon

r – radiograph

s – study print

v – photograph, type unspecified

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

*007/01 – Motion Picture (007/00=m)  http://www.loc.gov/marc/bibliographic/bd007m.html

New code defined: [2009]

o – film roll

http://www.loc.gov/marc/marbi/2009/2009-06-3.html

*007/04 – Map (007/00=a)  http://www.loc.gov/marc/bibliographic/bd007a.html

*007/04 – Globe (007/00=d)  http://www.loc.gov/marc/bibliographic/bd007d.html

*007/04 – Nonprojected Graphic (007/00=k)  http://www.loc.gov/marc/bibliographic/bd007k.html

New codes defined: [2009]

i – plastic

l – vinyl

n – vellum

v – leather

w – parchment

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

007/04 – Videorecording (007/00=v)  http://www.loc.gov/marc/bibliographic/bd007v.html

New code defined: [2008]

s – Blu-ray disc

http://www.loc.gov/marc/marbi/2008/2008-09.html

*007/05 – Nonprojected Graphic (007/00=k)  http://www.loc.gov/marc/bibliographic/bd007k.html

New codes defined: [2009]

i – Plastic

l – Vinyl

n – Vellum

v – Leather

w – Parchment

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

008/18-19 & 006/01-02 – Music – Form of Composition (also valid in field 047 – Form of Musical Composition Code)  http://www.loc.gov/marc/bibliographic/bd008m.html

New codes defined: [2009]

za – Zarzuelas

fl – Flamenco

vi – Villancicos

tl – teatro lirico

http://www.loc.gov/marc/marbi/2009/2009-09.html

*008/20 & 006/03 – Music – Format of Music http://www.loc.gov/marc/bibliographic/bd008m.html

New codes defined: [2009]

h – chorus score

i – condensed score

j – performer-conductor part

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

008/23 & 006/06 – Books – Form of item  http://www.loc.gov/marc/bibliographic/bd008b.html

New codes defined: [2010]

o – Online

q – Direct electronic

http://www.loc.gov/marc/marbi/2010/2010-01.html

008/22 & 006/05 – Continuing Resources – Form of original item http://www.loc.gov/marc/bibliographic/bd008s.html

New codes defined: [2010]

o – Online

q – Direct electronic

http://www.loc.gov/marc/marbi/2010/2010-01.html

008/23 & 006/06 – Continuing Resources – Form of item  http://www.loc.gov/marc/bibliographic/bd008s.html

New codes defined: [2010]

o – Online

q – Direct electronic

http://www.loc.gov/marc/marbi/2010/2010-01.html

008/23 & 006/06 – Computer File – Form of item http://www.loc.gov/marc/bibliographic/bd008c.html

New codes defined: [2010]

o – Online

q – Direct electronic

http://www.loc.gov/marc/marbi/2010/2010-01.html

008/22-23 & 006/05-06 – Maps format – Projection  http://www.loc.gov/marc/bibliographic/bd008p.html

New codes defined: [2009]

bk – Krovak

bl – Cassini-Soldner

http://www.loc.gov/marc/marbi/2009/2009-04.html

008/23 & 006/06 – Music – Form of item  http://www.loc.gov/marc/bibliographic/bd008m.html

New codes defined: [2010]

o – Online

q – Direct electronic

http://www.loc.gov/marc/marbi/2010/2010-01.html

00823 & 006/06 – Mixed Materials – Form of item  http://www.loc.gov/marc/bibliographic/bd008x.html

New codes defined: [2010]

o – Online

q – Direct electronic

http://www.loc.gov/marc/marbi/2010/2010-01.html

008/24-27 & 006/07-10 – Books – Nature of content  http://www.loc.gov/marc/bibliographic/bd008b.html

New codes defined: [2008]

y – Yearbooks.  -  made obsolete in 1988, but is now being redefined

2 – Offprints

5 – Calendars

6 – Comics/graphic novels  – this replaces 008/33 and 006/16 code c (comic strip)

http://www.loc.gov/marc/marbi/2008/2008-04.html

008/24 & 006/07 – Continuing Resources – Nature of Entire Work  http://www.loc.gov/marc/bibliographic/bd008s.html

New codes defined: [2008]

y – Yearbooks – this code was made obsolete in 1988, but is now being redefined

5 – Calendars

6 – Comics/graphic

http://www.loc.gov/marc/marbi/2008/2008-04.html

008/25-27 & 006/08-10 – Continuing Resources – Nature of contents  http://www.loc.gov/marc/bibliographic/bd008s.html

New codes defined: [2008]

y – Yearbooks

5 – Calendars

6 – Comics/graphic novels

http://www.loc.gov/marc/marbi/2008/2008-04.html

008/29 & 006/12 – Map – Form of item  http://www.loc.gov/marc/bibliographic/bd008p.html

New codes defined: [2010]

o – Online

q – Direct electronic

http://www.loc.gov/marc/marbi/2010/2010-01.html

008/29 & 006/12 – Visual Materials – Form of item http://www.loc.gov/marc/bibliographic/bd008v.html

New codes defined: [2010]

o – Online

q – Direct electronic

http://www.loc.gov/marc/marbi/2010/2010-01.html

008/33 & 006/16 – Books format – Literary Form   http://www.loc.gov/marc/bibliographic/bd008b.html

Obsolete code: [2008]

c – Comic strips – made obsolete (replaced by a code 6 in 008/24-27 or 006/7-10 for Books format.)

http://www.loc.gov/marc/marbi/2008/2008-04.html .

017 – Copyright or Legal Deposit Number   http://www.loc.gov/marc/bibliographic/bd017.html

New subfield: [2008]

$z – Canceled/invalid copyright or legal deposit number (R)  [2008]

http://www.loc.gov/marc/marbi/2008/2008-08.html

*033 – Date/Time and Place of an Event   http://www.loc.gov/marc/bibliographic/bd033.html

New subfields defined: [2010]

$p – Place of event

$0 – Record control number

$2 – Source of term

http://www.loc.gov/marc/marbi/2010/2010-03.html

034 – Coded Cartographic Mathematical Data http://www.loc.gov/marc/bibliographic/bd034.html

New subfield: [2010]

$3 – Materials specified

http://www.loc.gov/marc/marbi/2010/2010-05.html

*040 – Cataloging Source http://www.loc.gov/marc/bibliographic/bd040.html

Subfield made repeatable [2010]

$e – Description conventions

code “rda” added to the MARC code list for Descriptive Conventions to indicate the use of the RDA rules for description. Leader/18 will be coded i with RDA.

041 – Language Code   http://www.loc.gov/marc/bibliographic/bd041.html

New first indicator [2008]

# – No information provided – Formerly undefined

http://www.loc.gov/marc/marbi/2008/2008-03.html

080 – Universal Decimal Classification Number http://www.loc.gov/marc/bibliographic/bd080.html

Redefined Indicator 1 – Type of edition – Prior to 2009 undefined
# – No information provided
0 – Full
1 – Abridged

http://www.loc.gov/marc/marbi/2009/2009-03.html

082 – Dewey Decimal Classification Number   http://www.loc.gov/marc/bibliographic/bd082.html

New subfields defined:  [2008]

$m – Standard or optional designation (NR)  code values:

a  – Standard

b – Optional

$q – Assigning agency (NR)

http://www.loc.gov/marc/marbi/2008/2008-01.html

083 – Additional Dewey Decimal Classification Number  http://www.loc.gov/marc/bibliographic/bd083.html

New field: [2008]

http://www.loc.gov/marc/marbi/2008/2008-01.html

http://www.loc.gov/marc/marbi/2008/2008-01.html#proposal01-5

085 – Synthesized Classification Number Components   http://www.loc.gov/marc/bibliographic/bd085.html

New field: [2008]

http://www.loc.gov/marc/marbi/2008/2008-01.html

http://www.loc.gov/marc/marbi/2008/2008-01.html#proposal01-6

257 – Country of Producing Entity   http://www.loc.gov/marc/bibliographic/bd257.html

Removed ‘for Archival Films’ from title.  Made tag repeatable.

Subfield redefined: [2009]

$a – Country of producing entity – subfield renamed & made repeatable

New subfield defined: [2009]

$2 –  Source

http://www.loc.gov/marc/marbi/2009/2009-08.html

*336 – Content Type   http://www.loc.gov/marc/bibliographic/bd336.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

*337 – Media Type   http://www.loc.gov/marc/bibliographic/bd337.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

*338 – Carrier Type   http://www.loc.gov/marc/bibliographic/bd338.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

New code under $b

ur – object

http://www.loc.gov/marc/marbi/2009/2009-06-3.html

*380 – Form of Work  http://www.loc.gov/marc/bibliographic/bd380.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

*381 – Other Distinguishing Characteristics of Work or Expression   http://www.loc.gov/marc/bibliographic/bd381.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

*382 – Medium of Performance   http://www.loc.gov/marc/bibliographic/bd382.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

*383 – Numeric Designation of a Musical Work  http://www.loc.gov/marc/bibliographic/bd383.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

*384 – Key    http://www.loc.gov/marc/bibliographic/bd384.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

440 – Series Statement/Added Entry – Title

Field made obsolete  http://www.loc.gov/marc/bibliographic/bd440.htm – this link contains instructions for conversion to appropriate 490/830 fields.

http://www.loc.gov/marc/marbi/2008/2008-07.html

490 – Series Statement   http://www.loc.gov/marc/bibliographic/bd490.html

1^st indicator redefined – Series traced, formerly Series traced differently

http://www.loc.gov/marc/marbi/2008/2008-07.html

Subfield redefined:

$x – made repeatable

http://www.loc.gov/marc/marbi/2009/2009-06-2.html

New subfield defined:

$3 – Materials specified

http://www.loc.gov/marc/marbi/2008/2008-06.html

502 – Dissertation Note   http://www.loc.gov/marc/bibliographic/bd502.html

New subfields defined: [2008]

$b – Degree type

$c – Name of granting institution

$c – Year degree granted

$g – Miscellaneous information

$o – Dissertation identifier

http://www.loc.gov/marc/marbi/2008/2008-05-4.html

510 – Citation/References Note   http://www.loc.gov/marc/bibliographic/bd510.html

New subfield defined:

$u – Uniform Resource Identifier (R)

http://www.loc.gov/marc/marbi/2009/2009-05.html

*518 – Date/Time and Place of an Event Note http://www.loc.gov/marc/bibliographic/bd518.html

New subfields defined: [2010]

$d – Date of event

$o – Other event information

$p – Place of event

$0 – Record control number

$2 – Source of term

http://www.loc.gov/marc/marbi/2010/2010-03.html

534 – Original Version Note   http://www.loc.gov/marc/bibliographic/bd534.html

New subfields:

$o – Other resource identifier (R) [2008]

http://www.loc.gov/marc/marbi/2008/2008-10.html

$3 – Materials specified [2009]

http://www.loc.gov/marc/marbi/2009/2009-10.html

542 – Information Relating to Copyright Status   http://www.loc.gov/marc/bibliographic/bd542.html

New field: [2008]

http://www.loc.gov/marc/marbi/2008/2008-02.html

588 – Source of Description Note   http://www.loc.gov/marc/bibliographic/bd588.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-07.html

*700, 710, 711, 730 –    http://www.loc.gov/marc/bibliographic/bd70x75x.html

New subfield: [2009] (see X00, X10, X11 sections for description)

$i – Relationship information

http://www.loc.gov/marc/marbi/2009/2009-06-1.html

*760, 762, 765, 767, 770, 772, 773, 774, 775, 776, 777, 780, 785, 786, 787 – Linking Entries   http://www.loc.gov/marc/bibliographic/bd76x78x.html

Subfields redefined [2009]

$g – Related parts (R) – renamed from Relationship information text

$i – Relationship information (R) - renamed from Display text and made repeatable

New subfield defined [2009]

$4 – Relationship code (added for RDA Appendix J)

http://www.loc.gov/marc/marbi/2009/2009-06-1.html

*787 – Other Relationship Entry   http://www.loc.gov/marc/bibliographic/bd787.html

Renamed from Nonspecific Relationship Entry [2009]

http://www.loc.gov/marc/marbi/2009/2009-06-1.html

800, 810, 811, 830 – Series Added Entries   http://www.loc.gov/marc/bibliographic/bd80x83x.html

New subfields defined: [2008]

$x – International Standard Serial Number

$3 – Materials specified

http://www.loc.gov/marc/marbi/2008/2008-06.html

$5 – Institution to which field applies [2010]

http://www.loc.gov/marc/marbi/2010/2010-02.html

*New Subfield – $0 – Authority Record Control Number

Added to the following fields

100, 110, 111, 130, 240, 600, 610, 611, 630, 648, 650, 651, 654, 655, 656, 657, 662, 700,                                     710, 711, 730, 752, 754, 800, 810, 811, 830

http://www.loc.gov/marc/marbi/2007/2007-06.html#p1

Authority format changes by field as of Mar. 2010

034 – Coded Cartographic Mathematical Data   http://www.loc.gov/marc/authority/ad034.html

New subfield codes: [2010]

$3 – Materials specified

http://www.loc.gov/marc/marbi/2010/2010-05.html

*040 – Cataloging Source http://www.loc.gov/marc/authority/ad040.html

$e – Description conventions – made repeatable [2010]

code “rda” added to http://www.loc.gov/marc/relators/reladesc.html

see http://www.loc.gov/marc/RDAinMARC29.html

*046 – Special Coded Dates  http://www.loc.gov/marc/authority/ad046.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

New subfield codes [2010]

$k – Beginning or single date created

$l – Ending date created

http://www.loc.gov/marc/marbi/2010/2010-04.html

080 – Universal Decimal Classification Number http://www.loc.gov/marc/authority/ad080.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-03.html

083 – Dewey Decimal Classification Number   http://www.loc.gov/marc/authority/ad083.html

New subfield: [2008]

$y – Table sequence number for internal subarrangement or add table

http://www.loc.gov/marc/marbi/2008/2008-01.html#proposal01-1

*336 – Content Type  http://www.loc.gov/marc/authority/ad336.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-2.html – proposal

*370 – Associated Place   http://www.loc.gov/marc/authority/ad370.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

*371 – Address   http://www.loc.gov/marc/authority/ad371.html

New field [2009] (see Marc standards for description)

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

*372 – Field of Activity   http://www.loc.gov/marc/authority/ad370.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

*373 – Affiliation   http://www.loc.gov/marc/authority/ad373.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

*374 – Occupation   http://www.loc.gov/marc/authority/ad374.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

*375 – Gender   http://www.loc.gov/marc/authority/ad375.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

*376 – Family Information   http://www.loc.gov/marc/authority/ad376.html

New field: ([2009]

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

*377 – Associated Language   http://www.loc.gov/marc/authority/ad377.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

*380 – Form of Work http://www.loc.gov/marc/authority/ad380.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

*381 – Other Distinguishing Characteristics of Work or Expression http://www.loc.gov/marc/authority/ad381.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

*382 – Medium of Performance http://www.loc.gov/marc/authority/ad382.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

*383 – Numeric Designation of Musical Work http://www.loc.gov/marc/authority/ad383.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

*384 – Key http://www.loc.gov/marc/authority/ad384.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

*4XX, 5XX –

Subfield redefined (adjusted) [2009]

$i – Relationship information (done to accommodate RDA app. K and J)

http://www.loc.gov/marc/marbi/2009/2009-06-1.html

New subfield

$4 – Relationship code [2009]

http://www.loc.gov/marc/marbi/2009/2009-06-1.html

New subfield codes

$w/0 – r – Relationship designation in $i or $4 [2009]

http://www.loc.gov/marc/marbi/2009/2009-06-1.html

See Tracings and References–General Information -http://www.loc.gov/marc/authority/adtracing.html for instructions on using these subfields.

Last week we talked a little bit about the history of how series have been handled, but what is series authority control? Of all the types of Authority Control (Names, Subjects, Series) series is likely the most complex aspect and can be quite overwhelming for both newcomers and veterans of Authority Control. Our Authority Librarian, Karen, has once again come to our aid to help explain what a series is, and how Authority Control works with series.

A series is defined by AACR2 as a group of separate items related to one another by the fact that each bears, in addition to its own title proper, a collective title applying to the group as a whole.  A series under authority control uses a controlled or unique chosen access point for the collective title of a series in the analytic bibliographic records.

Series authority work is the process of controlling those collective titles through the use of authority records.  Series authority work is done for the same reasons as name authority work; that is first, to create a single form of the series title which will collocate records so that the user can find all the records related to that resource; and second to create a unique form of the series title which will distinguish records for one resource from those for a different resource.  Uniqueness is especially important since many series have the same or similar titles.

There are several decisions that need to be made to control a series.  These decisions should be based on a standard such as AACR2.

The first decision is to decide which form of the series title will be used as the authorized form.  A single, unique form of the title needs to be chosen often from among several variant forms.  Then that decision needs to be recorded.  Three possibilities for this include:

• Use the bibliographic record for the resource used for the series data to record the authorized form.
• Create an alphabetic listing of series in the library.
• Use a Series Authority Record  (SAR)

The SAR provides the best method for access, and can also contain a lot of other valuable information about the series.  The authority record can be on a card, or most commonly now, a machine-readable record.  More on SAR’s below.

The second decision to make is how the series will be treated.  How will you handle the parts of the series that come in to your institution?  A couple of points to consider are:

• Analyze or not
• Class together or separately

The third decision is whether to trace the title or not.  This means deciding whether to use the access point in your database or catalog.

It is important that these decisions be recorded because not all series will be handled in the same way.  Actions taken for subsequent acquisitions need to be consistent.  The most common way to record series authority records is a MARC 21 record format.  Since MARC21 is a machine-readable format, the records can be updated at any stage in the workflow.  They are based on standards and can be easily shared with the greater library community.

A Series Authority Record (SAR) is the means to generate consistency in any database (or catalog) and allow the retrieval of all the series in a logical display.  The SAR should serve three functions:

1. Provide a unique and authoritative heading.  The record reflects the chosen form that will be used as an access point for the series for all bibliographic records containing references to the series.  Uniqueness promotes consistency in the database and allows the retrieval of all analytics in a predictable display.  Several fields in a MARC format SAR provide the required information.  The 1xx field is used to record the chosen form of the series title.  This is the authorized heading.  Related to the function of the 1xx to record the chosen form, the 4xx fields are used to record variant forms of the heading (series title) that were not chosen as the authorized form.  The 642 field provides the style of numbering to be used with the series if it is numbered and also provides consistency.
2. Provide identification – the record should provide enough information to identify the resource used in doing the authority work for a particular series, and distinguish this series from all others.  The 1xx and 4xx fields are also part of this function.  Other fields providing identification are:

643 –   contains the place and publisher of the series

670 –   contains the time period of publication

642 –   numbering example taken from the source listed in the first 670 field.

667 –   this is a note field that is used to record other information that is valuable,  but does not fit into other fields.

1. Show the treatment – the SAR should be a record of the decisions regarding analysis, tracing, and classification.  It can have both local and other decisions.  Fields used for this function are:

050-090 –  These fields record the call number chosen for the series if the decision is to class holdings together.

644 –   this field records the analysis decision

645 –   this field records the tracing decision

646 –   this field records the classification decision (see fields 050-090)

One other type of SAR can actually be for something that is not a series.  Many resources have phrases or other character strings that will not be considered as a series.  Although a SAR is not required to record this conclusion, providing one with the documentation for the decision to not consider it a series will create consistency for questionable cases.  It will also save time in the future by avoiding having to make the same decision over and over again as other materials come in.

In a MARC21 bibliographic record the 490 field is used to record the transcription of the series from the item.  In this field, the series appears exactly like it does on the item.  A 500 note field may also be used for the series.  The 8xx fields (800, 810, 811, and 830) are used to provide a tracing for the series when needed.  These fields will contain the authorized form of the series title.  This demonstrates the need for the authority work to provide consistency.  The series on items do not always appear the same way so there could be different headings in the 490 fields for the same series.  But by having one authorized form, the 8xx fields for that series will always have the exact same heading.  Without this consistency, it could be very difficult to find all the parts of the same series in the catalog or database.

Series authority records can provide effective management for the bibliographic headings and can also provide physical control of series holdings in the library. By creating series authority records and maintaining a database of the records (an authority file) consistency will be maintained.  Time and effort will be saved in the future.  As new materials come in, the work on the series and the decisions regarding it will not have to be done over and over again.

For a detailed explanation of Series authority work see the excellent power point presentation by Judith A. Kuhagen of the Cataloging Policy & Support Office at the Library of Congress.  http://library.ust.hk/info/other/feb2005/series.html Although this presentation is from 2005 and some of the LC policies and MARC tags talked about have changed, the process of making the decisions needed for series authority work in gone into in great detail.

For more information on the changes to series policies and MARC tags see the article “A Brief History of Series Authority Work”

For more information on using the MARC21 standards, see the MARC21 Format for Authority Data http://www.loc.gov/marc/authority/ecadhome.html and the MARC 21 Format for Bibliographic Data http://www.loc.gov/marc/bibliographic/ecbdhome.html

Our Authority Librarian, Karen, provided me with this extremely useful and detailed history of the way series entries are handled in both bibliographic records and authority records.

Series description has changed and evolved over time along with other descriptive cataloging practices.  Most changes have been realized in LC policies and standards as more libraries chose to follow LC practices.

Prior to Sept 1, 1989, the Library of Congress policy was to trace only some series.  They would create series authority records (SARs) for all series cataloged and record the tracing decisions on the SARs.

In the 1960’s LC developed the MARC format for the computerized storage and exchange of bibliographic information.  As series policies have changed, the MARC format fields dealing with series have also changed.

Up to 1978 when AACR2 was published (see below), MARC had the following fields defined for the input of series information:  (All definitions are from Its Marc http://itsmarc.com/crs/Bib1468.htm)

400 –   This field contains an author/title series statement in which the author portion is a personal name or a possessive pronoun that refers back to the name in the 100 main entry field in the record. Field 400 is both a series statement and a series added entry. When a 400 field is present, a corresponding 800 field is not used, since it would duplicate the 400 field

410 –   This field contains an author/title series statement in which the author portion is a corporate name or a pronoun representing it that refers back to a 110 field . Field 410 is both a series statement and a series added entry. When a 410 field is present, a corresponding 810 field is not used, since it would duplicate the 410 field.

411 -    This field contained an author/title series statement in which the author portion is a conference/meeting name or a pronoun representing it that refers back to a 111 field . Field 411 is both a series statement and a series added entry. When a 411 field is present, a corresponding 811 field is not used, since it would duplicate the 411 field.

The descriptions of the indicator values, subfields and input conventions associated with the 400, 410, 411 fields corresponded to those for the 100, 110, and 111 fields respectively, with the addition of subfields specifically for series:

$x – ISSN #

$v – Volume designation

440 –   This field contains a series statement consisting of a series title alone.  Used when the series statement and the controlled added entry form of the series title are the same. Field 440 is both a series statement and a series added entry.

490 –   This field contains a series statement for which no series added entry is to be made, or for which the series added entry is in a controlled form different from that which appears in the series statement. Field 490 does not serve as a series added entry. When field 490 is used and a series added entry is desired, both the series statement (field 490) and a corresponding series added entry (800-830 fields) are separately recorded in the bibliographic record.

800 –   This field contains an author/title series added entry in which the author portion is a personal name. It is used when the added entry form of a series is different from that in the corresponding series statement. An 800 field is usually justified by a series statement (field 490 ) or a general note (field 500 ) relating to the series.

810 –   This field contains an author/title series added entry in which the author portion is a corporate name. It is used when the added entry form of a series is different from that in the corresponding series statement. An 810 field is usually justified by a series statement (field 490 ) or a general note (field 500 ) relating to the series.

811 –   This field contains an author/title series added entry in which the author portion is a meeting or conference name. It is used when the added entry form of a series is different from that in the corresponding series statement. An 811 field is usually justified by a series statement (field 490 ) or a general note (field 500 ) relating to the series.

830 –   This field contains a title series added entry in which the entry of the series is a conventional title.  It is used when the added entry form of a series title is different from that in the corresponding series statement.

840 –   This field contains a title series added entry in which the entry of the series is under uniform title . It is used when the added entry form of a series title is different from that in the corresponding series statement.

All of the 8XX fields are justified by a series statement (field 490) or a general note (field 500 ) relating to the series.  No 8XX series added entry field was used in conjunction with a series statement in the 400-440 fields because each of these fields functions both as part of the bibliographic description and as a series added entry.  The indicator and subfield definitions for 8xx fields are the same as the corresponding 1xx fields, except for the addition of the $x (ISSN) and $v (numbering designation) subfields

In 1978 the second edition of the Anglo-American Cataloging Rules was published. Changes in the rules with the largest impact on series were the rules to formulate entries for personal, corporate, and meeting names, which made a separate distinction between the descriptive transcription and the form of entry.  So the new rules did not really provide for name/title series statements as part of the transcription.  Under these rules, the authorized form of the series (established in the authority file in Series Authority Record) did not always match the form found on the item.  So if the series were traced, it would need to be traced differently.

Library of Congress implemented AACR2 in January of 1981.  Eventually the MARC tags changed to accommodate the new cataloging rules.

The 440 and 490 fields were revised and used for the transcription of the series statement from the item.   Fields 400, 410, and 411 were no longer to be used for the transcription of the series from any type of material.

440 -   This field contains a series title statement when the series statement and the controlled added entry form of the series title are the same. Field 440 is both a series statement and a series added entry (title is traced). When a 440 field is present, a corresponding 830 field is not used since it would duplicate the 440 field.

490 –   This field contains a series statement for which no series added entry is to be made, or for which the series added entry is in a controlled form different from that which appears in the series statement. Field 490 does not serve as a series added entry. When field 490 is used and a series added entry is desired, both the series statement (field 490) and a corresponding series added entry (800-830 fields ) are separately recorded in the bibliographic record.

The 8XX fields were also revised to better accommodate the new rules.  The 800, 810, and 811 fields contain a name/title added entry used as a series added entry in which the entry of the series in under personal name, corporate name, or meeting name respectively, when the series statement is contained in field 490 (Series Statement) or field 500 (General Note) and a series added entry is required for the bibliographic record.  No 8XX series added entry field is used in conjunction with a series statement in the 400-440 fields because each field functions both as part of the bibliographic description and as a series added entry.  The indicator and subfield definitions for 8xx fields are the same as the corresponding 1xx fields, except for the addition of the $x (ISSN) and $v (numbering designation) subfields:

In 1988 fields 400, 410 and 411 were officially made obsolete in the CAN/MARC format.  They can still be used as local fields.  This left only the 440 and 490 as transcription fields.  Their definitions as well as the 8xx’s remained much the same.  Instructions are given to convert to 4xx/8xx as follows

MARC 21 conversion to current fields:

If indicator 2 is 0 in the 400, 410 or 411:

• 4XX indicator 1 and all subfields except subfield $x convert to 8XX with same indicator 1 value and same subfields,
• 4XX $t, $v, $x are also copied to 490 $a, $v, $x, respectively
• 490 indicator 1 is set to 1.

If indicator 2 is 1 in the 400, 410 or 411:

• 4XX indicator 1 and all subfields except subfields $a and $x convert to 8XX with same indicator 1 value and same subfields,
• and all 1XX subfields are copied into the same 8XX, preceeding the subfields from the 4XX field,
• and 4XX $t, $v, $x are also copied to 490 $a, $v, $x, respectively; 490 indicator 1 is set to 1.

On Sept. 1, 1989, Library of Congress implemented a policy to trace all series.  New series authority records showed the decision to trace.  When they needed to update a series, they would not go back and re-catalog the previous items.  The change in tracing decision would be recorded on the SAR using multiple 645 fields.

On June 1, 2006, the Library of Congress implemented its decision not to create/update series authority records and not to provide controlled series access points in its bibliographic records for resources in series.  This meant that in newly created bibliographic records for LC original cataloging (040 $a is solely “DLC”), the series statement will be given in a 490 0# field and LC will stop using 8xx fields.  This decision from LC was not well received by the cataloging community and even sparked a protest from LC catalogers

The Program for Cooperative Cataloging (PCC) will not follow this policy.  Members will continue to provide controlled series access on records and create and maintain series authority records through their BIBCO, NACO, and CONSER programs.  More details can be found under the PCC programs NACO, BIBCO, and CONSER, and in the PCC Series Statement http://www.loc.gov/catdir/pcc/seriesPCC.html.

LC will continue to support the PCC by deleting duplicate series records reported, answering questions if no research is needed, and coordinating and conducting series training.  In newly created CIP-partnered cataloging, in PCC member copy used for cataloging, and in non-PCC copy cataloging, existing series statements/access points will be accepted as is and “passed through.”  This will help prevent LC-issued records without series access points from overlaying records that have them in OCLC.

On June 6, 2008, MARBI (Machine-Readable Bibliographic Information) the interdivisional committee of the American Library Association that deals with MARC standards, approved the proposal to make field 440 (Series Statement/Added Entry-Title) obsolete in the MARC 21 Bibliographic Format.  This was done after much debate in the library community.  This decision leaves the 490 as the only field to record the transcription of the series statement from the item. The intention of the change is to resolve the long-standing problem of field 440 being both a descriptive field and a controlled access point.  The assumption is that separating the two functions will result in a more reliable description and easier maintenance through automated authority control over time.

This led to another change approved by MARBI:

In the 490 tag, the first indicator value ‘1’ has been redefined to:

1 – Series traced in 8XX field

When value “1″ is used, the appropriate field 800-830 is included in the bibliographic record to provide the series added entry using the authorized form even if that form matches the transcribed form in the 490 field.  It was felt that since there are now few space limitations in online systems, the duplication of the data in 490 and 8xx should not be a problem.  An 8XX field can still be justified by a both a series statement in the 490 field or a general note in a 500 note field.

At this same time a second MARC proposal was made and approved.  This proposal made two changes:

Added $x subfield (ISSN) to 8XX fields.

Added $3 (Materials specified) added to field 490 and 8xx fields

The Library of Congress approved these proposals on October 2, 2008.  They will continue to accept the 440 field in records, and will not be retrospectively changing any records to conform to these changes.

The library community has been somewhat divided on whether to implement these changes, some have, and some have not, or are still deciding.  Libraries always have the option to formulate policies to fit their own circumstances.

This is where series description stands as of July 2009.

———————————

References:

Website “Its MARC” The Library Corporation:  http://itsmarc.com/crs/Bib1468.htm

MARC21 Format for Bibliographic Data 1999 ed.  Library of Congress Network Development and Marc Standards Office:   http://www.loc.gov/marc/bibliographic/ecbdhome.html

MARC21 Format for Authority Data 1999 ed.  Library of Congress Network Development and Marc Standards Office:   http://www.loc.gov/marc/authority/ecadhome.html

Article “Series at the Library of Congress: June 1, 2006” on the Library of Congress website: http://www.loc.gov/catdir/cpso/series.html

Many people know what the Library of Congress Authority Record Database is and how it can help their library. But what do you know about the other large authority collections? Nate Cothran, Product Manager of MARS Automation Services and expert on the Art and Architecture Thesaurus (AAT) sheds a little light on it for us:

The Art & Architecture Thesaurus (AAT) is a collection of 131,000 authority records about the visual arts and architecture maintained by the Getty Institute. Though the AAT is updated every month, the licensed version—which Backstage uses—is sent out once annually.

Within the authority record itself, the AAT entry lists the main heading in the 155 tag:

001 __ 300015529

155 __ $abird's-eye views$B(<views by vantage point or orientation>, views,
<visual works by form: image form>, <visual works by form>, <visual works>,
Visual Works, Visual and Verbal Communication, Objects
Facet)$I1000015529$TDescriptor$GN/A$HCurrent$VUndetermined$L70052/American
English$AN/A$ON/A$8300015529.1

The 155 $a is the part of the heading that will be reflected in your updated bib heading:

 655 __ $abird's-eye views

I can see what you’re thinking on this: How is it that the authority’s 155 above contains so much more information than the bib’s 655 field? Sometime in the last year, the AAT authority records began including an incredible amount of reference points & additional information encoded into capital-letter & numbered subfields. Unless your system is able to incorporate this extra data, the pertinent information you likely prefer to retain resides in the main (lower-cased) subfields.

In order to bring the authority records received from AAT back into a more manageable structure, Backstage can remove all of the capital-letter subfields as well as the numbered [0-9] subfields. This makes the loading into your system error-free in case your system balks at the extra subfields it has to somehow categorize on the fly.

So this revised authority heading:

001 __ 300015529

155 __ $abird's-eye views

Now matches cleanly and updates easily within your ILS system.

At least now you’ll know what to look AAT in your Art & Architecture Thesaurus authorities.

http://www.getty.edu/research/conducting_research/vocabularies/aat/about.html

Those of us in the Authority side of library sciences (the dark side?) talk a lot about Authority records, but while most librarians understand bibliographic records, understanding authority records requires a whole different understanding. To help cover that, we had one of our Project Managers explain exactly what an authority record is, and whats in it.

One of the reasons Authority Control was developed was to keep headings consistent.  Just think how much fun it would be trying to sort out whose published work was whose, if there wasn’t some way to consistently clarify each author or subject or series.  For example, if you have 5 books written by 5 John Smiths, unless there is a standard for each John Smith (one is Smith, John, Jr., one is Smith, John,$d1957- , one is Smith, John$q(Johnathan), etc.) it could get crazy.

For all libraries who participate (and that’s most of them) a standard is established for every single heading created (called the “authorized form”).  Whenever a heading is used on a bib record, that authorized form should be the one a library uses.  That’s why you may enter a heading on a bib record but if we do authority control on it you might see it flipped to something else.  Currently the Library of Congress gives final approval for that standard and an authority record is created for every single heading.  What we do in the Authority Control department is help libraries manage their authority data.

All headings fall under 4 categories:  (1) NAMES; (2) NAME/TITLE COMBOS; (3) UNIFORM TITLES/SERIES; and (4) SUBJECTS.  There are also genre authorities and these come from different databases.

In the bibliographic record you have 1XX’s, 4XX’s, 6XX’s, 7XX’s and 8XX’s as the tags under authority control.  On an authority record, the authorized headings are in the 1XX of the authority record.  The “see-references” and “see-also” references are found in the 4XX and 5XX of the authority record.  Here’s an example of how the headings sync up:

Your Bib: 100 1_ $aRowling, J. K.

Authority Record: 100 1_ $aRowling, J. K.

Your Bib: 100 1_ $aRowling, J. K.

240 10 $aHarry Potter and the prisoner of Azkaban

Authority Record: 100 1_ $aRowling, J. K.$tHarry Potter and the prisoner of Azkaban

Your Bib:  440_0 $aHarry Potter and the prisoner of Azkaban (Motion picture)

Authority Record: 130_0 $aHarry Potter and the prisoner of Azkaban (Motion picture)

(ditto if this were an 830)

Your Bib:  650 _0 $aPotter, Harry (Fictitious character)

Authority Record:  150 _0 $aPotter, Harry (Fictitious character)

Your Bib: 651 _0 $aLondon (England)

Authority Record: 151 _0 $aLondon (England)

Your Bib:  710 2_ $aWarner Bros.

Authority Record: 110 2_ $aWarner Bros.

So …what are the parts of an Authority Record?  They are:

0XX =  These are standard numbers, classification numbers, codes, etc.  (Mostly you’ll see 001, 003, 005, 008, 010, 035, 040, 043).  A few comments about the usual ones:

001 =  In bib records this is a bib ID number (wln, oclc, etc.) – in authorities it’s the owning agency, typically the Library of Congress’, control number.  On a bib record this LCCN is found in the 010.  On the LC authority record it is the 001.

005 =  This is a date/time stamp – it will show the last time an authority record was updated.  Example:  20030808053519.0.  2003 is the year, 08 is the month, 08 is the day, and then the rest of the numbers equate down to the minute and second.

008 =  A fixed field – this field is very similar to a bib record in that it provides info on how an authority can and cannot be used (example:  it can be used as a name and/or subject heading, it can’t be used as a serial).

010 =  This is a repeat of the 001 control number.  Past control numbers appear here too:

010  $an  79065753 $zno 92031869

1XX =  Your main heading (whoo-hoo!) = see above explanation for how they match up with bib headings.  You will see:  100, 110, 111, 130, 150, 151, 155 and 185.  The 155 is for genres (which show up on bibs as 655_0 or 655_7 with a $2) and the 185 is for subject subfields (for instance, the $x in a 650 tag).

2XX =  Complex see-references.

3XX =  Complex see-also references.

4XX =  See-from references = These lead a user from an older, not authorized heading to the current valid heading (1XX).  In the authority record the tag structure typically reflects that of the 1XX:  400, 410, 411, 430, 450, 451, 455, 485.

5XX =  See-also references = These lead a user from one valid heading to another related valid heading.  In the authority record the tag structure typically reflects that of the 1XX:  500, 510, 511, 530, 550, 551, etc.

When a patron wants to look something up in an authority file on their ILS system, their findings will reflect what is found on an authority record.  For example, The authority Record below:

100 1_ $aTwain, Mark,$d1835-1910

400 1_ $aConte, Louis de,$d1835-1910

500 1_ $aClemens, Samuel Langhorne,$d1835-1910

Would Display as follows on your typical ILS System:

Twain, Mark, 1835-1910

See also:          Clements, Samuel Langhorne, 1835-1910

Clements, Samuel Langhorne, 1835-1910

See also:          Twain, Mark, 1835-1910

Conte, Louis de, 1835-1910

See:                 Twain, Mark, 1835-1910

6XX =  Notes.  These are used to explain various aspects of the authority record or to justify the heading.  The most common ones you see are 667 and 670.

7XX =  Heading Linking entries.  The most common one is the 781 field, which may show you how a geographic subdivision should be used.  Example:  781 $zIreland$zDublin.

8XX =  Alternative graphics.

9XX =  Library of Congress local tags.

By Judy Archer

Definition:

Blind References:  A subject, name or series title authority record contains a blind reference if there is no heading in the database corresponding to the valid form stored in the authority file.  Usually the last bibliographic record that contained the heading has been deleted.  These authority records are to be deleted from your ILS system authority file.

On a library’s ILS system the blind reference will either not be included in the authority index or will be included in the index with zero hits (bibliographic connections) associated with it. When an authority file is in place on an ILS system only the authorized heading 1XX or the see also reference 5XX of the authority record can be a blind reference. The nature of the see reference 4XX always points to the authorized heading 1XX and can not be a blind reference though on some ILS systems a search on the see reference will have the same result as a search on the authorized heading if the authority record is a blind reference. That is no bibliographic record will be found.

Example of a Blind Reference: Note the 0 that is in yellow is a blind reference.  The other 0 under Topographic Brain mapping is a see reference.

Subject                                                                                    Titles

Topographic brain mapping.                                      0 

• See: Brain mapping.                                           1

Topographic maps – Databases. 2

Topographic maps — Databases — Software. 0

Topographic maps — Software. 2

How a Blind Reference gets on a Library’s ILS system

There are several ways an ILS system produces Blind References.  The following is a list of a few.

1.      If a library deletes the last bibliographic record associated with an authority it will become a blind reference unless it is removed from the system.

2.      If a new authority does not match up to an existing authorized bibliographic heading it will become a blind reference.

3.      If an authority automation vendor delivers an authority that the library no longer owns it will become a blind reference.

The first description of how a blind reference gets on a library system can be avoided by making sure that you delete any authority associated with a deleted bibliographic record.  Most ILS systems automatically generate a report of these occurrences.

The second blind authority problem occurs during the automation authority control process.  In the past these had to be reconciled or connected through a semi automated and sometimes time consuming process.  Backstage now has a process called “Heading Tracker” that makes manual reconciliation almost obsolete.

The last blind authority problem also occurs during the automated authority control process but can be easily remedied by routine maintenance described below.

Maintenance:

The library needs to send their authority deletes to their automation vendor.  There is no automatic removal from the master authority file your vendor keeps with the library’s authority database.  The process can be part of a simple routine maintenance. Most ILS systems automatically generate a file of deleted authority records that can be accessed through reports.  If a list of the deleted records is sent to Backstage we can remove them from your master authority file.  That list should include the control number (001) of the authority record.

Backstage Library Works is pleased to announce Heading Tracker, a much-anticipated enhancement to the MARS^™ Authority Control Service. This enhancement is free to MARS clients using ongoing authority control services — Current Cataloging, Notification Services, or both.

In response to requests from many of our clients, the MARS team has developed this Heading Tracker enhancement to bridge the gap between antiquated and updated headings provided by the Library of Congress, when LC does not formally establish a see reference to connect the old heading to its new version.

This gap is most often noticeable in the problem whose solution we’ve long referred to as the ‘death date fix’ — where LC adds a death date to a name heading, causing a disconnect between your records with open death dates and the new authorized headings with closed dates — but it shows up in changes to uniform titles and other headings as well.

To resolve this problem, the Heading Tracker subroutine automatically generates a see reference (4XX) in your authority record, using the old Library of Congress heading. This see reference is marked as a local tag with a subfield ’5′ and Backstage’s institution code: $5UtOrBLW. The see reference is also prefaced with a subfield ‘w’ and the appropriate coding to hide the reference from the library’s public access module: $wnnea.

An example of a see reference (4XX) correcting for the addition of a death date would look like this:
(Note that the $w and $5 are highlighted in yellow.)

001 __ n 50000918
003 __ DLC
005 __ 20090218072944.0
008 __ 800208n| acannaabn |a aaa
010 __ $an 50000918
035 __ $a(OCoLC)oca00036619
040 __ $aDLC$beng$cDLC$dOCoLC
100 1_ $aParker, Fan,$d1908-2004
400 1_ $aPockrose, Fania M.,$d1908-2004
400 1_ $wnnea$aParker, Fan,$d1908-$5UtOrBLW
670 __ $aOCLC, Feb. 17, 2009$b(hdgs.: Parker, Fan, 1908- ; Parker, Fan, 1908- ; usage: Fan Parker)

As with most functions of MARS 2.0, options for the Heading Tracker can be selected in your profile. For instance, if you want to display in the Public Access module, we can do that. If you want the enhancement, but you would rather not include undifferentiated or generic headings, we can specify that, too. The standard options available for this feature are listed below.

• Display in public access, or not. The default will be to not display.
• Create an undifferentiated or generic see reference, or not. The default is to create the reference.
• Clean up see references (other than a 430) by making the second indicator of that tag blank, in compliance with Library of Congress standards. The default is to not adjust the LC-provided indicator.
• Run a second file without Heading Tracker data, directly after the first file, to remove the Backstage-created see references. This provides the connection between old and new headings when importing the files to your ILS, but removes the old references when the second file is loaded. The default is to not provide a second file.

If there are options that you are interested in that are not listed above, let us know and we’ll work to accommodate your needs.

To incorporate the Heading Tracker process on your next Current Cataloging or Notification run, please contact your MARS project manager.

The MARS staff hopes this enhancement will further streamline your automated authority control process. Your input is always appreciated. Contact us if you have questions or concerns.

To learn more, ask questions, or make comments on this enhancement, click over to the Heading Tracker thread on our Control Center Community Forum.

Yours,

John Reese
Vice President, Authority Services
Backstage Library Works
1-800-288-1265 x.249
jreese@bslw.com

An update from Polaris Integrated Library Systems – $z in the 010 tag

Polaris ILS versions prior to version 3.5 do not allow an incoming authority record to overlay if the Library of Congress authority record is replaced by an older version of that authority record.  When a newer record replaces an older record at the Library of Congress a “$z” with the old authority control number is added to the 010 of the new record.  This tells the library that there was an old version of this record and it has been replaced with this new version.  Prior to Polaris version 3.5, the Polaris system would not recognize the $z as the old record and the overlay would not take place.

According to Brad Rogers, Director of Implementation Services at Polaris, version 3.5 addresses this issue with a new dedupe rule added specifically for authority record importing.  Version 3.5 is slated for release by Polaris in just a few weeks.  The following Polaris importing setup screen reflects the change.

Screenshot showing new import rules allowed by the soon to be released latest Polaris update.

WHY IT’S A GOOD IDEA TO LOAD YOUR AUTHORITIES IN THE ORDER WE PROCESSED THEM

We have often had clients ask us in what order they should load their authorities, if they have several groups to load.  Perhaps you’ve found yourself in the situation where you haven’t loaded your last set of authority updates and now you’ve sent in new bibliographic records to be processed, or maybe your next scheduled update has arrived.  You find yourself looking at two or more batches of authorities and you wonder, “Does it really matter which goes first?”  Absolutely!  And here’s why:

    *  Say you had a scheduled authority update in December, but things went crazy busy and you haven’t had time to load those authorities yet.  Now it’s March and you have a large group of new bibliographic records that need processing, so you send them in.  Thinking you can save time by loading both the December updates and the bibliographic authorities at the same time, you wait for the new group to be returned.  But now … which to load first?  You should load the December updates first.  Example:

    *  You have a heading for Doe, John,$d1955-   and sometime last year LC updated that to Doe, John Joseph,$d1955- (and if we’re lucky, LC added the “old” heading as a 400 see-reference).  This changed authority would deliver with the December group you hadn’t loaded yet.

    *  Now you’ve sent in your bib records and in there is the heading for Doe, John,$d1955-  .  However, between December and today’s date LC decided to edit the record again and they put out a new authority with the new heading of: Doe, John J.,$d1955- (and still kept the original “old” heading of Doe, John,$d1955-  in a 400 see-reference tag).

    *  With the processed bibs you’d get back the very newest authority for Doe, John J.,$d1955-, which is what you’d want in your system.

    *  But if you decide to load the bibliographic records and associated authorities first and the December authority updates second, the middle version of Doe, John Joseph,$d1955-  (from the December updates) would overwrite the newest authority sent with the bibs, and you would be stuck with an older, not current LC version of this heading.

Which is why it’s always wisest to load oldest-to-newest, when you’re working with several projects at once.