Step 4.4

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Step 4.4: Authority Segmentation by Usage


MARS 2.0 can distribute authority records in single- or multiple-file combinations. The number of files that are used to distribute your authority records should mirror the setup of authority indexes in your system.

If all authority records in the ILS are in a single file, regardless of whether a record links to a main/added entry heading or a subject heading, all files can be combined.

If the local authority file is divided into multiple files based on heading usage within bibliographic records, files should be separated to mirror your ILS.

The following table shows the distribution of authority records by authority tag and bibliographic usage:

Files Authority Tags Bibliographic Usage Authority Usage
Name 100, 110, 111 1XX*, 7XX* name
Subject 100, 110, 111, 150, 151 6XX* (excludes 655) subject
Series 130 4XX*, 8XX* series
Title 100, 110, 111 130, 440, 630, 730, 830 name.title, subject.title, series.title
Genre 155 655 genre

*excludes bib 130, 440, 630, 730, 830 for these entries with asterisk

It may be that your ILS requires certain combinations in order to load the indexes properly. MARS 2.0 can combine or separate the usage files in whatever method is desired.

For instance, if your ILS requires Subjects be loaded separately, MARS 2.0 will send you one file with Subjects and one file with Names (which contains the combined authorities for Series, Title, and Genre).

Names as subjects

Some authority records for names are coded for use as both a name and a subject. MARS 2.0 is able to distribute those names in the Name file, in the Subject file or in both files, as determined by the usage of the bib heading.

Brief authority records

For headings in bibliographic records which do not fully match a heading in any of the selected authority files, MARS 2.0 automatically generates brief authority records in MARC 21 Authority Format.

For libraries that subscribe to the Authority Notification Service (see Step 6), these brief authority records allow the program to track the library’s unmatched headings. During each update cycle, MARS 2.0 Notification Service uses these brief authority records to trigger distribution of new national-level authority records for unmatched headings in your database.

Most modern local systems either do not require an authority record to index unmatched bibliographic headings or can generate authority records for any heading not linked to an authority record. Therefore, most libraries do not need to have brief authority records included in their authority distribution files.

LC validation records

MARS 2.0 includes LC validation records as part of the match and delivery processing.

Authority notification services

After completing your bibliographic basefile processing, Backstage retains a copy of your authority records to build a Master Authority File for your library. This file is used when you subscribe to the Authority Notification or Current Cataloging Services (see Step 6).

Authority file retention

Backstage retains archive copies of your authorities distribution files for a minimum of one year following completion of MARS 2.0 projects. The Master Authority File for users of the Authority Notification or Current Cataloging Services will remain archived for at least 3 years.

MARC21 format

All authority records provided by MARS 2.0 are in MARC 21 format. If necessary, files can also be output as MARCXML.


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