Profile Guide Step 3.1

Authority Cleanup

Update Obsolete Subdivisions

MARS 2.0 Authority Cleanup uses a number of subfield correction tables to correct common errors in LC subfields

Example 
 —Relations (General) with the United States
      changes to
 —Relations—United States

Correct Typographical Errors

MARS 2.0 Authority Cleanup also uses the subfield correction tables to correct common spelling errors in LC subfields:

Error	Changes to	In Field / Subfield
Histroy	History	LC 6XX $x subfields
Untied States	United States	LC 650 $z and 651 $a subfields

Expand Abbreviations

The subfield correction tables also support the expansion of outdated or invalid abbreviations in LC headings to the full form. Changes are made only when the outdated or invalid form is the entire text of the subfield:

Outdated / Invalid	Changes to	In Field / Subfield
Hist. & crit.	History and criticism	LC 6XX $x subfields
U.S.	United States	LC 651 $a, X10 $a. and 6XX $z subfields
Econ. cond.	Economic conditions	LC 6XX $x subfields

Direct-to-Indirect Geographic Conversion

MARS 2.0 Authority Cleanup uses a table to convert direct geographic subdivisions to the indirect form. Changes are made by the direct-to-indirect subfield conversion program only when the invalid form is the entire text of the subfield $z and there is only one subfield $z in the heading:

Direct Subdivision	Changes to	In Field / Subfield
$zParis	$zFrance$zParis	LC 6XX fields
$zJefferson Co., Kan.	$zKansas$zJefferson County	LC 6XX fields
$zJefferson County, Kan.	$zKansas$zJefferson County	LC 6XX fields

Chronological Conversion

MARS 2.0 Authority Cleanup uses a table to convert chronological headings ($y) to their correct form. Corrections are made to spelling and punctuation as well as to format:

Subdivision	Changes to	In Field / Subfield
$yTwentieth century	$y20th century	LC 6XX fields
$z20th century	$y20th century	LC 6XX fields
$y20th centry	$y20th century	LC 6XX fields

Delete Obsolete Subdivisions

MARS 2.0 Authority Cleanup uses a subfield deletion table to eliminate canceled subfields from LC bibliographic headings. Authority Cleanup deletes subfields only when the invalid form is the entire text of the subfield:

Deleted	Field / Subfield
Addresses, essays, lectures	6XX $x subfields
Addresses, sermons, etc.	6XX $x subfields
Collected works	6XX $x subfields

The subfield deletion table also includes common misspellings and typographical errors:

Error	Field / Subfield
Adresses, essays, lectures	6XX $x subfields
Addressses, essays, lectures	6XX $x subfields
Collected work	6XX $x subfields

Retain Selected Subdivisions

The subfield deletion table includes a section that prevents subfield conversions and deletions in headings meeting specific criteria.

—Yearbooks
    changes to:
—Periodicals
    except when  “—Yearbooks” is part of the subfield pair:
                      —Students—Yearbooks

Correct Spacing, Capitalization, and Punctuation

Most errors in spacing, capitalization and punctuation are corrected as an integral part of the Authority Cleanup and authority matching processes. As the final part of Authority Cleanup and also as part of the post-matching process, routines are run to correct spacing and punctuation. The following fields are included in this process:

1XX, 240, 243, 245, 260, 4XX, 6XX, 7XX, 8XX

These processes eliminate any excess spaces in each field, makes sure each field has the correct punctuation within and between each subfield, and makes sure each field has ending punctuation.

Examples
       Original headings:
       100  10 $aBlack, Adam,$d1974-   .$tCrested geckos
       111  20 $aIEEE 1394 (FireWire) Workshop$d(2001,$cBerlin, Germany)
       650   0 $a Horses $z Arizona $z Mesa
       Updated headings:
       100  10 $aBlack, Adam,$d1974-$tCrested geckos
       111  20 $aIEEE 1394 (FireWire) Workshop$d(2001 :$cBerlin, Germany)
       650   0 $aHorses$zArizona$zMesa.

Authority Matching

Introduction

Overview

The second phase of MARS 2.0 Authority Control is Authority Matching. While Authority Cleanup improves authority controlled headings using custom MARS 2.0 correction tables, authority matching compares each authority controlled heading in your bibliographic records against authority record headings from any of a number of national and other authority files. Authority files available in MARS 2.0 Authority Control processing are:

National Authority Files

• NAF -LC Name Authority File
• SAF -LC Subject Authority File
• ACF -LC Children’s Authority File
• MeSH -National Library of Medicine MeSH Authority File
• NLC -Library and Archives Canada Canadiana Authority File
• NLC -Library and Archives Canada Canadian Subject Headings Authority File
• AAT -The Art & Architecture Thesaurus
• GSAFD -Guidelines on Subject Access to Individual Works of Fiction, Drama, etc.

Other Authority Files

• Your local Authority File
• MARS 2.0 Auxiliary File

Goals of Authority Matching

Authority matching uses the headings in authority records to update or correct the bibliographic headings so they conform to current standards. Authority matching is also the basis for providing full authority records for your local system. The goals of authority matching are to:

• Identify invalid headings and change them to valid forms based on cross-references found in authority records (convert to the established form of heading)
• Identify headings that have incorrect spacing, punctuation, indicators or subfield codes, and change to the correct form based on matches found on authority records in the NAF/SAF
• Identify invalid higher levels of a heading and change them to their valid forms, based on cross-references found in authority records (for example, convert the name portion of a name/title heading to the established form of heading), and then compare the updated heading against the authority records
• Identify matched MARC authority records that are to be selected and distributed to the library
• Identify headings requiring manual review, if the Library requests manual review by the MARS 2.0 staff

Fields Under Authority Control

The MARS 2.0 Authority Control process corrects and updates the full range of authority controlled headings. The following bibliographic headings/tags are included in MARS 2.0 authority control processing:

Name, Title, and Series Authority Controlled Headings
Personal Names	100, 700
Corporate Names	110, 710
Conference Names	111, 711
Uniform Titles	130, 240, 730
Uniform Titles in a $t subfield	600, 610, 611, 700, 710, 711
Series	400, 410, 411, 440, 800, 810, 811, 830

Subject Authority Controlled Headings
Personal Names	600
Corporate Names	610
Conference Names	611
Uniform Titles	630
Topical	650
Geographic	651
Genre	655

Subfields Disregarded A number of MARC subfields are disregarded during MARS 2.0 authority matching. In the following headings, the volume designations in fields 810 and 440 subfields $v, the heading linkage information in field 130 $6 subfield, and the ISSN in field 440 $x subfield, are all examples of subfield information which is not under authority control.

Examples 810 2 $aJohn Bartholomew and Son.$tBartholomew world travel series ;$v10. 130 0 $6880-01$a”Hsūūan lai his kan” his lieh. 440 4 $aRomanica Gothoburgensia ;$v12, 16$x0080-3863

Subfields Matched or Ignored The table below shows the subfields that are included in the MARS 2.0 authority matching process: MARC Tag Subfields Retained During Matching Subfields Ignored During Matching 100, 400, 700, 800 a b c d f g h k l m n o p q r s t y z e u v w x 2 3 4 5 6 110, 410, 710, 810 a b c d f g h k l m n o p r s t y z e u v w x 2 3 4 5 6 111, 411, 711, 811 a b c d e f g h k l m n o p q r s t u y z v w x 2 3 4 5 6 130, 830 a d f g h k l m n o p r s t x y z v w 2 3 5 6 730 a d f g h k l m n o p r s t y z v w x 2 3 5 6 440 a n p v w x 6 600 a b c d f g h k l m n o p q r s t v x y z e u w 2 3 4 5 7 610 a b c d f g h k l m n o p r s t v x y z e u w 2 3 4 5 6 611 a b c d e f g h k l m n o p q r s t u v x y z 2 3 4 5 6 630 a d f g h k l m n o p r s t v x y z w 2 3 5 6 650 a b c d v x y z e w 2 3 6 651 a b v x y z w 2 3 6 655 a b c v x y z e w 2 3 6

Normalization Headings from both your bibliographic records and the MARS 2.0 authority files (LC, MeSH, etc.) are normalized before they are compared for matching. Backstage uses the NACO normalization standard. During normalization: • Alphabetic characters are converted to uppercase • The first comma will be retained in the ‘a’ subfield for personal name headings • All other punctuation is removed • Certain diacritics and hyphens are left in for CJK normalization • All other diacritics are removed • Special characters are replaced by an alphabetic equivalent • Subfield codes are removed • Subfield delimiters for all but first subfield will be left in

Example Bib record heading: $aArchitecture$zBrazil$xS’ao Paulo (State) Normalized heading: ARCHITECTURE$BRAZIL$SAO PAULO STATE

Notice the subfield codes and the diacritic in S’ao Paulo have been discarded when constructing the normalized form of the heading. Because the subfield codes are ignored during the authority matching process, invalid subfield codes do not affect the matching and may be corrected during the process.

For this example, the normalized form of the established heading (1XX) in the authority record is: Authority heading: $aArchitecture$zBrazil$zS~ao Paulo (State) Normalized heading: ARCHITECTURE$BRAZIL$SAO PAULO STATE

Since the normalized forms of the bibliographic and authority headings are the same, the established form in the authority record replaces the form in the bibliographic record. The bibliographic heading then contains the correct diacritic (~ instead of ‘) and the subfield code for “S’ao Paulo” has been corrected to $z.