netls05

MARC21: GETTING THE MOST FROM YOUR BIB RECORDS: 

MARC21: GETTING THE MOST FROM YOUR BIB RECORDS Great Texas Spring Tour 28 – 31 March, 2005 Presented by: Scott Piepenburg Consultant, MARCman Associates

BASIC PRINCIPLES: 

BASIC PRINCIPLES

We will follow 5 basic principles for our cataloging:: 

We will follow 5 basic principles for our cataloging: 1. Information will be selected from the source by following the principles and guidelines specified in AACR2. 2. Information will be entered into the computer system following the principles and guidelines of MARC21 with an eye toward future manipulation of the data

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3. Information must be entered accurately with regard to punctuation, spelling, and form with principles of authority control applied. 4. Information should be selected and entered so that it can be easily retrieved by the user for whom the item is targeted to and is able to grow and adapt to the changing needs of the user. 5. The process must be economically viable.

ACCESS POINTS: 

ACCESS POINTS Access points are the places where a user can look for an item in a system. The traditional access points are: à        Author à        Title à        Series à        Subject à        Added entries

It is important to remember that these were designed for access in a paper, or card catalog. Computer-based systems give us the opportunity to access information in different ways, most notably with Boolean operators and via keywords. : 

It is important to remember that these were designed for access in a paper, or card catalog. Computer-based systems give us the opportunity to access information in different ways, most notably with Boolean operators and via keywords.

RECORD CONSTRUCTION : 

RECORD CONSTRUCTION The method we use to store information in a computer is the MARC format, also known as MARC21. It is a method of organizing and storing information in a computer so that library automation system can retrieve it. The component parts of a MARC record are Fields, Tags, Subfields, and Indicators

Fields: 

Fields A field is the part of the MARC record that contains broad quantities of information. For example, there is a field for the title, a field for publication information, fields for subjects, and so on.

Tags: 

Tags A tag is a three-digit number that indicates what type of information is recorded in a specific area. It is important to note that tags must be three digits long, must be numerical, but do not have to be in numerical order in a MARC record, although they may be.

Examples: 020 245 650 : 

Examples: 020 245 650

Subfields: 

Subfields Subfields are used to break down information in a tag into smaller units. When it contains large quantities of information, a tag becomes cumbersome to use and access. A subfield let’s us break down the information into small component units.

Examples:245 $aHow green was my valley :$ba study in valley topography /$cRay Garden. Subfields are usually denoted by a lower case letter, although sometimes numbers are used. The subfields are different for each tag. : 

Examples: 245 $aHow green was my valley :$ba study in valley topography /$cRay Garden.   Subfields are usually denoted by a lower case letter, although sometimes numbers are used. The subfields are different for each tag.

Indicators: 

Indicators Indicators are used in conjunction with tags to instruct the computer how to file and organize the data. Each tag can have two indicators. Some tags will use the first indicator only, some the second only, some both, and some none at all. Which indicators are used, and what they mean is different from position to position and from tag to tag. It is critical that you understand what each position means and how your system uses it. If you discover that records are not accessible in your system, particularly subjects and titles, check the indicator values.

Examples: 245 10 505  0 650 0: 

Examples: 245 10 505  0 650 0

PUNCTUATION: 

PUNCTUATION Punctuation is perhaps the most overlooked part of the MARC record. Marks of punctuation serve as “signposts” for the system, telling it where specific pieces of information end, as well as telling it what to expect next.

Example: $aThe pit and the pendulum / Edgar Allen Poe – The open boat / Stephen Crane – The bride comes to Yellow Sky / Bret Harte. : 

Example:   $aThe pit and the pendulum / Edgar Allen Poe – The open boat / Stephen Crane – The bride comes to Yellow Sky / Bret Harte. In the above example, the system could, in the future, be programmed to look for specific titles in the above Contents string.   The importance of correct punctuation cannot be over-emphasized.

ORDER OF INFORMATION: 

ORDER OF INFORMATION The idea of the order of information goes back to those days in school when they told you that “spelling counted.” While you should always endeavor to spell information correctly, it is even more important to do so for those items at the beginning of a tag. Transposing a letter at the beginning of an indexed phrase can render that piece of information irretrievable.

Examples:: 

Examples: 245 Zoos of North America 245 Zoos of North Ameriac 245 Ozos of North America It is obvious from the above examples that, while the last two each have a typo in them, the middle title would be retrievable if a user entered the search term Zoos of North America while the third title would be completely lost to anyone doing a title search.

TAG MNEMONICS: 

TAG MNEMONICS 0XX Used for information that is particularly relevant to the computer’s use. Patrons will not use this information, librarians only rarely. 1XX Main entries, or author information 2XX Title and publication information (including variant forms of the title) 3XX Physical description and collation 4XX Series information

TAG MNEMONICS cont.: 

TAG MNEMONICS cont. 5XX Notes and miscellaneous information 6XX Subjects 7XX Added entries, like joint authors, editors, and analytical title information (e.g. episodes from a videorecording or individual parts of an anthology.) 8XX Series added information 9XX Locally defined (system) information

PARALLEL CONSTRUCTION: 

PARALLEL CONSTRUCTION There are some areas of the MARC record that are under authority control. These tags follow a consistent structure from one to another. These tags are the 1XX, 4XX, 6XX, and 7XX. They are constructed in the same manner, based on the values entered in the last two numeric positions.

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X00 Personal names   X10 Corporate names   X11 Conference or meeting names   X30 Uniform title   X40 Title proper information (not in all areas)   X50 Topical information   X51 Geographic information

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Note that sometimes the information in two different numerical tags can be identical, even though each is being used differently. For example:   100 Rand, Ayn This would be the entry for a book by Ayn Rand. 600 Rand, Ayn This would be the entry for a book about Ayn Rand.

COMMON CATALOGING ERRORS: 

COMMON CATALOGING ERRORS 1. Incorrect indicator values Use of the wrong indicator value can cause a system to mis-index a term. Particularly prevalent in title and subject areas. 2. Failure to accurately code the fixed field (008) area Not coding information properly here results in failed detailed searches, particularly when searching by year of publication, genre, or target audience.

3. Typographical errorsMisspelling a word, especially if at the beginning of an indexed tag, results in failed searches. Misspelled words also result in failed keyword searches. 4. “Fixing” title entries in the 245 tagThere is a strong tendency to “fix” entries in searched tags so that the “right” results are achieved. This can actually result in failed searches by users who use the “correct” terms.: 

3. Typographical errors Misspelling a word, especially if at the beginning of an indexed tag, results in failed searches. Misspelled words also result in failed keyword searches.   4. “Fixing” title entries in the 245 tag There is a strong tendency to “fix” entries in searched tags so that the “right” results are achieved. This can actually result in failed searches by users who use the “correct” terms.

5. Use of non-standard subject headingsResist the urge to create local subject headings, particularly if they deviate from the controlled vocabulary you use (Sears, LCSH, etc.) This causes problems with records imported from vendors, from users who access your catalog via the Internet, or from patrons confused by local use that deviates from what they encounter at other libraries. It’s also more work for you. : 

5. Use of non-standard subject headings Resist the urge to create local subject headings, particularly if they deviate from the controlled vocabulary you use (Sears, LCSH, etc.) This causes problems with records imported from vendors, from users who access your catalog via the Internet, or from patrons confused by local use that deviates from what they encounter at other libraries. It’s also more work for you.

6. Not knowing how a particular automation system handles dataWhile automation systems may all use the MARC record, they each handle it differently. You need to know what tags are indexed and what searches retrieve that information. This leads us to our next common error: : 

6. Not knowing how a particular automation system handles data While automation systems may all use the MARC record, they each handle it differently. You need to know what tags are indexed and what searches retrieve that information. This leads us to our next common error:

7. Adjusting cataloging so that it “works” in your automation systemThe temptation to modify cataloging information so that it is accessed “logically” by the system is a dangerous path. While it may “work” today, if the software is modified or if you migrate to another system, your records may not work properly or may be inaccessible, forcing you to redo the records. : 

7. Adjusting cataloging so that it “works” in your automation system The temptation to modify cataloging information so that it is accessed “logically” by the system is a dangerous path. While it may “work” today, if the software is modified or if you migrate to another system, your records may not work properly or may be inaccessible, forcing you to redo the records.

8. Not practicing good authority controlMore on this later. Suffice to say that not doing this results in a cluttered database. 9. “Dashing on” copies to the incorrect recordIt may seem to save time to use the record for the hardcover version when purchasing a mass-market paperback, but come inventory time you will regret it. Its also confusing to patrons looking for a particular item. : 

8. Not practicing good authority control More on this later. Suffice to say that not doing this results in a cluttered database.   9. “Dashing on” copies to the incorrect record It may seem to save time to use the record for the hardcover version when purchasing a mass-market paperback, but come inventory time you will regret it. Its also confusing to patrons looking for a particular item.

10. Not doing proper punctuationThese are signposts for your system. They are useful for future database manipulation and conversion.: 

10. Not doing proper punctuation These are signposts for your system. They are useful for future database manipulation and conversion.

AUTHORITY CONTROL : 

AUTHORITY CONTROL Authority control is the process that makes certain that the same information is entered the same way each time it is used.

EXAMPLE Clemens, Samuel becomes Twain, Mark : 

EXAMPLE   Clemens, Samuel   becomes   Twain, Mark

Authority records can also be used to generate cross-references in the author and subject databases. The importance of authority control cannot be stressed enough. Databases are not immune to the same laws of entropy that afflict all things on the face of the earth. Authority control helps us to lessen the impact of entropy and to reverse its effects. Librarians should never, ever compromise authority control, no matter how trivial it seems. What is a “minor” change today can have far-reaching consequences. : 

Authority records can also be used to generate cross-references in the author and subject databases.   The importance of authority control cannot be stressed enough. Databases are not immune to the same laws of entropy that afflict all things on the face of the earth. Authority control helps us to lessen the impact of entropy and to reverse its effects. Librarians should never, ever compromise authority control, no matter how trivial it seems. What is a “minor” change today can have far-reaching consequences.

MANDATORY TAGS : 

MANDATORY TAGS

Those tags which MUST be in a MARC record for it to be considered valid are: 000 Leader008 Fixed field040 NUC code245 Title information260 Publication information300 Physical description852 Call number information : 

Those tags which MUST be in a MARC record for it to be considered valid are:   000 Leader 008 Fixed field 040 NUC code 245 Title information 260 Publication information 300 Physical description 852 Call number information

245 TITLE STATEMENT 1st indicator0 No title added entry Use if no 1XX tag1 Title added entry Use if there is a 1XX tag 2nd indicator0-9 Nonfiling characters: 

245 TITLE STATEMENT   1st indicator 0 No title added entry Use if no 1XX tag 1 Title added entry Use if there is a 1XX tag   2nd indicator 0-9 Nonfiling characters

SUBFIELD CODES a Titleh General Material Designator (GMD)b Remainder of titlec Remainder of title page transcription/statement of responsibility. : 

SUBFIELD CODES   a Title h General Material Designator (GMD) b Remainder of title c Remainder of title page transcription/statement of responsibility.

Information is entered exactly as on the chief source of information! The chief source of information is usually the title page of a book, the opening frame of a piece of computer software or videorecording/motion picture, or it can be the label from an item. If a word is wrong, do not correct it, even if it is "obviously" wrong. Enter errors, abbreviations, numbers, places, names, etc. as shown on the chief source of information and make a 246 tag if necessary to improve access. : 

Information is entered exactly as on the chief source of information! The chief source of information is usually the title page of a book, the opening frame of a piece of computer software or videorecording/motion picture, or it can be the label from an item. If a word is wrong, do not correct it, even if it is "obviously" wrong. Enter errors, abbreviations, numbers, places, names, etc. as shown on the chief source of information and make a 246 tag if necessary to improve access.

THE SUBFIELDS IN DETAIL : 

THE SUBFIELDS IN DETAIL

a Title This subfield contains the title proper exclusive of the designation of number or name of part and any alternative title. Only the first letter and proper nouns are capitalized. : 

a Title This subfield contains the title proper exclusive of the designation of number or name of part and any alternative title. Only the first letter and proper nouns are capitalized.

h General Material Designator (GMD)This subfield contains a medium designator used in the title statement. It is always entered in lowercase and enclosed in square brackets {[ ]} These medium designators are also used in the 246 and 740 tags. Below is a list of the acceptable GMD's and a brief description of each. Some items do not lend themselves to a particular GMD. This includes items like sound filmstrips, books with an accompanying cassette, items that have a videorecording and models or realia to follow along or examine while playing the tape. You will need to determine which one of the items, if any is predominant. : 

h General Material Designator (GMD) This subfield contains a medium designator used in the title statement. It is always entered in lowercase and enclosed in square brackets {[ ]} These medium designators are also used in the 246 and 740 tags. Below is a list of the acceptable GMD's and a brief description of each.   Some items do not lend themselves to a particular GMD. This includes items like sound filmstrips, books with an accompanying cassette, items that have a videorecording and models or realia to follow along or examine while playing the tape. You will need to determine which one of the items, if any is predominant.

GMDs IN SUMMATION: 

GMDs IN SUMMATION activity card art original art reproduction braille cartographic material chart diorama electronic resource filmstrip flash card game kit manuscript microform microscope slide model motion picture music

GMDs cont.: 

GMDs cont. picture realia slide sound recording technical drawing text toy transparency videorecording

c Remainder of title page transcription/statement of responsibility If there are 3 or less names, then they should all be traced. If there are more than three names, only trace the first one. Do not count illustrators. They should be traced regardless. : 

c Remainder of title page transcription/statement of responsibility   If there are 3 or less names, then they should all be traced. If there are more than three names, only trace the first one. Do not count illustrators. They should be traced regardless.

260 PUBLICATION, DISTRIBUTION, ETC. (IMPRINT)  1st indicatorThe First indicator is blank 2nd indicatorThe Second indicator is blank : 

260 PUBLICATION, DISTRIBUTION, ETC. (IMPRINT)     1st indicator The First indicator is blank   2nd indicator The Second indicator is blank

SUBFIELD CODES a Place of publication, distribution, etc. (R)b Name of publisher, distributor, etc. (R)c Date of publication, distribution, etc. (R) : 

SUBFIELD CODES   a Place of publication, distribution, etc. (R) b Name of publisher, distributor, etc. (R) c Date of publication, distribution, etc. (R)

300 PHYSICAL DESCRIPTION books  1st indicatorb blank 2nd indicatorb blank : 

300 PHYSICAL DESCRIPTION books    1st indicator b blank   2nd indicator b blank

SUBFIELD CODES a Extent (R)b Other physical detailsc Dimensions (R) This field contains the physical description of the item that consists of the extent of the item and its dimensions and may also include other physical details of the item and information concerning accompanying material. : 

SUBFIELD CODES   a Extent (R) b Other physical details c Dimensions (R)   This field contains the physical description of the item that consists of the extent of the item and its dimensions and may also include other physical details of the item and information concerning accompanying material.

a Extent (R) This subfield contains the extent of the item, which usually consists of the number of pages, volumes, etc. of each type of unit. For multipart items, it includes volumes (and pagination when pages are numbered consecutively.) Subfield a is required..  b Other physical details This subfield contains information that further specifies other physical characteristics of an item, such as identification of illustrative matter, coloration, portraits, etc. c Dimensions This subfield contains the dimensions of an item in centimeters. : 

a Extent (R) This subfield contains the extent of the item, which usually consists of the number of pages, volumes, etc. of each type of unit. For multipart items, it includes volumes (and pagination when pages are numbered consecutively.) Subfield a is required. .   b Other physical details This subfield contains information that further specifies other physical characteristics of an item, such as identification of illustrative matter, coloration, portraits, etc.   c Dimensions This subfield contains the dimensions of an item in centimeters.

300 PHYSICAL DESCRIPTION [videorecording ; motion picture] 1st indicatorThe 1st indicator is always blank. 2nd indicatorThe 2nd indicator is always blank. : 

300 PHYSICAL DESCRIPTION [videorecording ; motion picture]   1st indicator The 1st indicator is always blank.   2nd indicator The 2nd indicator is always blank.

SUBFIELD CODES a Extent (R)b Other physical details (NR)c Dimensions (R)e Accompanying material (NR) : 

SUBFIELD CODES   a Extent (R) b Other physical details (NR) c Dimensions (R) e Accompanying material (NR)

RELATED TAGS If you are working on this tag, there are some other tags that you may need to enter information into. The three most often used when working with films and videorecordings are the 500, 538 and 546 tags. : 

RELATED TAGS   If you are working on this tag, there are some other tags that you may need to enter information into. The three most often used when working with films and videorecordings are the 500, 538 and 546 tags.

500 TAGWhen doing visual items, you should note if the item has any unique sound characteristics, like Dolby, stereo., or surround sound encoded.  500 $aDolby stereo, mono. compatible.500 $aDolby surround sound.500 $aTHX encoded. : 

500 TAG When doing visual items, you should note if the item has any unique sound characteristics, like Dolby, stereo., or surround sound encoded.   500 $aDolby stereo, mono. compatible. 500 $aDolby surround sound. 500 $aTHX encoded.

538 TAGThis tag is used to give the system used for a videorecording.  538 $aVHS Hi-fi.538 $aLaser optical CLV.538 $aDVD, region 1 coded, dual-layer disc, Dolby surround sound. : 

538 TAG This tag is used to give the system used for a videorecording.   538 $aVHS Hi-fi. 538 $aLaser optical CLV. 538 $aDVD, region 1 coded, dual-layer disc, Dolby surround sound.

546 TAG546 $aCaptions in Spanish.546 $aDialog in English and French, with English, French, and Spanish subtitles.546 $aClosed-captioned.: 

546 TAG 546 $aCaptions in Spanish. 546 $aDialog in English and French, with English, French, and Spanish subtitles. 546 $aClosed-captioned.

008 FIXED LENGTH DATA ELEMENTS books  1st IndicatorThere is no 1st indicator for this tag. 2nd IndicatorThere is no 2nd indicator for this tag. : 

008 FIXED LENGTH DATA ELEMENTS books     1st Indicator There is no 1st indicator for this tag.   2nd Indicator There is no 2nd indicator for this tag.

Most automation systems offer some type of graphical interface, be it windows, drop down boxes, or screen prompts to aid the user in correctly entering this information. Users may wish to enter the information in this tag after completing the rest of the record as much of the information here is duplicated in other records. : 

Most automation systems offer some type of graphical interface, be it windows, drop down boxes, or screen prompts to aid the user in correctly entering this information.   Users may wish to enter the information in this tag after completing the rest of the record as much of the information here is duplicated in other records.

008/00-05 Date entered on fileMandatory  008/06 Type of date/Publication statusMandatory  008/07-10 Date 1/Beginning date of publicationMandatory 008/11-14 Date 2/Ending date of publicationMandatory  008/15-17 Place of publication, production, or executionMandatory: 

008/00-05 Date entered on file Mandatory   008/06 Type of date/Publication status Mandatory   008/07-10 Date 1/Beginning date of publication Mandatory   008/11-14 Date 2/Ending date of publication Mandatory 008/15-17 Place of publication, production, or execution Mandatory

008/18-21 IllustrationsOptional 008/22 Target audienceMandatory  008/23 Form of itemMandatory  008/24-27 Nature of contentsOptional : 

008/18-21 Illustrations Optional   008/22 Target audience Mandatory   008/23 Form of item Mandatory   008/24-27 Nature of contents Optional

008/28 Government publication codeMandatory 008/29 Conference publicationOptional 008/30 FestschriftOptional 008/31 IndexOptional 008/32 UndefinedOptional : 

008/28 Government publication code Mandatory   008/29 Conference publication Optional   008/30 Festschrift Optional   008/31 Index Optional   008/32 Undefined Optional

008/33 Literary form (Formerly Fiction)Optional 008/34 BiographyMandatory  008/35-37 Language codeMandatory  008/38 Modified recordMandatory  008/39 Cataloging sourceMandatory : 

008/33 Literary form (Formerly Fiction) Optional   008/34 Biography Mandatory   008/35-37 Language code Mandatory   008/38 Modified record Mandatory   008/39 Cataloging source Mandatory

650 SUBJECT ADDED ENTRY - TOPICAL TERM 1st indicatorblank No information available (Use this value unless specifically instructed otherwise)0 No level specified1 Primary subject2 Secondary subject 2nd indicator0 Library of Congress Subject Headings (LCSH)1 Library of Congress Subject Headings for children's literature (LCAC)2 Medical Subject Headings (MeSH) : 

650 SUBJECT ADDED ENTRY - TOPICAL TERM  1st indicator blank No information available (Use this value unless specifically instructed otherwise) 0 No level specified 1 Primary subject 2 Secondary subject   2nd indicator 0 Library of Congress Subject Headings (LCSH) 1 Library of Congress Subject Headings for children's literature (LCAC) 2 Medical Subject Headings (MeSH)

AUTHORITY CONTROL  DEFINITION Authority control is a term used to define two separate but related operations. First: It is used to define terms that are acceptable for use in a controlled vocabulary. These can be names, phrases, titles, or topics. Second: It is used to define the process of applying those terms to specific area(s) of the MARC record. : 

AUTHORITY CONTROL  DEFINITION   Authority control is a term used to define two separate but related operations.   First: It is used to define terms that are acceptable for use in a controlled vocabulary. These can be names, phrases, titles, or topics.   Second: It is used to define the process of applying those terms to specific area(s) of the MARC record.

The result of this is that we create a system which defines which terms are acceptable in a controlled environment, then applies those terms to the appropriate area, referencing incorrect terms to those acceptable terms or headings. Authority control is a pre-coordinate­ system. It creates acceptable search and indexing terms before a bibliographic record is entered into an online catalog. : 

The result of this is that we create a system which defines which terms are acceptable in a controlled environment, then applies those terms to the appropriate area, referencing incorrect terms to those acceptable terms or headings.   Authority control is a pre-coordinate­ system. It creates acceptable search and indexing terms before a bibliographic record is entered into an online catalog.

Authority control is related to, but not equivalent to bibliographic records. Bibliographic records depend on authority records to validate the information in them, but authority records do not have to have a complimentary bibliographic record (although this situation is not normally considered desirable.) Authority records can be used to generate cross-references, but is not primarily a cross-reference system. : 

Authority control is related to, but not equivalent to bibliographic records. Bibliographic records depend on authority records to validate the information in them, but authority records do not have to have a complimentary bibliographic record (although this situation is not normally considered desirable.)   Authority records can be used to generate cross-references, but is not primarily a cross-reference system.

PRE-COORDIANTE vs. POST-COORDINATE : 

PRE-COORDIANTE vs. POST-COORDINATE

PRE-COORDINATEIn a pre-coordinate system, the cataloger determines which names, words, or phrases the patron will use to find the item, and then verify if those terms are valid according to the controlled vocabulary. Generally, these terms are defined in some type of thesaurus or list which is accepted for use by the users of the system. Using these terms users will recover fewer items during a search, but most of those items will be relevant to their needs. This type of search is said to have low recall but high precision. : 

PRE-COORDINATE In a pre-coordinate system, the cataloger determines which names, words, or phrases the patron will use to find the item, and then verify if those terms are valid according to the controlled vocabulary. Generally, these terms are defined in some type of thesaurus or list which is accepted for use by the users of the system. Using these terms users will recover fewer items during a search, but most of those items will be relevant to their needs. This type of search is said to have low recall but high precision.

POST-COORDINATEIn a post-coordinate system, index and search terms are constructed without regard to the validity of those terms in the larger context. As a general rule, the use of these terms by a patron recovers more items, but fewer items which are relevant. This is said to have high recall but low precision. : 

POST-COORDINATE In a post-coordinate system, index and search terms are constructed without regard to the validity of those terms in the larger context. As a general rule, the use of these terms by a patron recovers more items, but fewer items which are relevant. This is said to have high recall but low precision.

While some Internet browsers have “subject” areas, they utilize uncontrolled terms. This means that search interfaces, such as Yahoo and Alta Vista would be considered post-coordinate indexes. In fact, many web designers choose the words used in the meta-tags carefully so that a given search will “hit” their particular web page. The use of XML is a step in the direction of bringing more control to the Internet. : 

While some Internet browsers have “subject” areas, they utilize uncontrolled terms. This means that search interfaces, such as Yahoo and Alta Vista would be considered post-coordinate indexes. In fact, many web designers choose the words used in the meta-tags carefully so that a given search will “hit” their particular web page. The use of XML is a step in the direction of bringing more control to the Internet.

TAG CONSTRUCTION Tags in authority records are constructed exactly like their counterparts in bibliographic records. Again, this aids in the computerized matching of them. : 

TAG CONSTRUCTION   Tags in authority records are constructed exactly like their counterparts in bibliographic records. Again, this aids in the computerized matching of them.

EXAMPLE 600 TAG (Bibliographic) 100 TAG (Authority)$a =Name of person $a =Name of person$b =Numeration of person $b =Numeration of person$c =Title of person $c =Title of person$d =Dates of person $d =Date of person : 

EXAMPLE   600 TAG (Bibliographic) 100 TAG (Authority) $a =Name of person $a =Name of person $b =Numeration of person $b =Numeration of person $c =Title of person $c =Title of person $d =Dates of person $d =Date of person

CREATING AUTHORITY RECORDS FROM BIB RECORDSIt is because the way that authority records are created based on bibliographic records you see many entries that look different, but are actually the same, like the following: BierceBierce, Amborse, 1842- Bierce, AmbroseBierce, Ambrose, 1841-1914?Bierce, Ambrose, 1842-1914?Bierce, Ambrose, 1843-Biercee, Ambrose, 1842-1914? : 

CREATING AUTHORITY RECORDS FROM BIB RECORDS It is because the way that authority records are created based on bibliographic records you see many entries that look different, but are actually the same, like the following:   Bierce Bierce, Amborse, 1842- Bierce, Ambrose Bierce, Ambrose, 1841-1914? Bierce, Ambrose, 1842-1914? Bierce, Ambrose, 1843- Biercee, Ambrose, 1842-1914?

AUTHORITY RECORD CONSTRUCTIONAuthority record construction is similar but not identical to bibliographic records. If anything, their structure is much more logical. Each authority record must have a 1XX tag, and only a single 1XX tag. This is the valid heading that can be used in the system. The most commonly used 1XX tags are: 100 Heading – Personal Name110 Heading - Corporate Name111 Heading - Meeting Name130 Heading - Uniform Title150 Heading - Topical Term151 Heading - Geographic Name : 

AUTHORITY RECORD CONSTRUCTION Authority record construction is similar but not identical to bibliographic records. If anything, their structure is much more logical.   Each authority record must have a 1XX tag, and only a single 1XX tag. This is the valid heading that can be used in the system. The most commonly used 1XX tags are:   100 Heading – Personal Name 110 Heading - Corporate Name 111 Heading - Meeting Name 130 Heading - Uniform Title 150 Heading - Topical Term 151 Heading - Geographic Name

Having these terms alone is not enough, and they cannot stand alone in the authority record. Somehow, they must point to the cataloger, and possibly the library patron, to the correct term. These tags in the authority records are called the See tags. If a user of the system enters a search term that “hits” one of these, they should be directed to the correct term. These terms in the authority record are in the 4XX tags: 400 See From Tracing - Personal Name410 See From Tracing - Corporate Name411 See From Tracing - Meeting Name430 See From Tracing - Uniform Title450 See From Tracing - Topical Term451 See From Tracing - Geographic Name : 

Having these terms alone is not enough, and they cannot stand alone in the authority record. Somehow, they must point to the cataloger, and possibly the library patron, to the correct term. These tags in the authority records are called the See tags. If a user of the system enters a search term that “hits” one of these, they should be directed to the correct term. These terms in the authority record are in the 4XX tags:   400 See From Tracing - Personal Name 410 See From Tracing - Corporate Name 411 See From Tracing - Meeting Name 430 See From Tracing - Uniform Title 450 See From Tracing - Topical Term 451 See From Tracing - Geographic Name

So far, we have shown how authority records contain the valid form as well as invalid forms which point to the correct form. How do we steer users to related terms, or the See also entries? This is accomplished by using the 5XX tags. These tags are constructed similarly to the 1XX and 4XX tags: 500 See Also From Tracing - Personal Name510 See Also From Tracing - Corporate Name511 See Also From Tracing - Meeting Name530 See Also From Tracing - Uniform Title550 See Also From Tracing - Topical Term551 See Also From Tracing - Geographic Name : 

So far, we have shown how authority records contain the valid form as well as invalid forms which point to the correct form. How do we steer users to related terms, or the See also entries? This is accomplished by using the 5XX tags. These tags are constructed similarly to the 1XX and 4XX tags:   500 See Also From Tracing - Personal Name 510 See Also From Tracing - Corporate Name 511 See Also From Tracing - Meeting Name 530 See Also From Tracing - Uniform Title 550 See Also From Tracing - Topical Term 551 See Also From Tracing - Geographic Name

INDEXES When users search a library’s collection, they are not actually searching the bibliographic records. Rather, they are searching indexes based on the specific tags in those records. For example, the Author index may contain information from the 100, 110, 111, 700, 710, 711 tags of the bibliographic record. When the user “selects” a particular entry, index pointers then “collect” the rest of the record for screen display. These indexes are not limited to information from our bibliographic records. They can also contain information from our authority records as well. This means that the Author index in a system may contain the following: : 

INDEXES   When users search a library’s collection, they are not actually searching the bibliographic records. Rather, they are searching indexes based on the specific tags in those records. For example, the Author index may contain information from the 100, 110, 111, 700, 710, 711 tags of the bibliographic record. When the user “selects” a particular entry, index pointers then “collect” the rest of the record for screen display.   These indexes are not limited to information from our bibliographic records. They can also contain information from our authority records as well. This means that the Author index in a system may contain the following:

100           Bibliographic110 Bibliographic111 Bibliographic700           Bibliographic100           Authority110           Authority111           Authority400           Authority410           Authority411           Authority500           Authority510           Authority511 Authority : 

100           Bibliographic 110 Bibliographic 111 Bibliographic 700           Bibliographic 100           Authority 110           Authority 111           Authority 400           Authority 410           Authority 411           Authority 500           Authority 510           Authority 511 Authority

WHERE TO GO FROM HERE If a library never has had any authority control work performed on its database, it should do so before progressing any further down the authority control path. First of all, export all the records and send them to a reputable vendor for authority checking and validation.Second, load the corrected bibliographic records into the database, overlaying the old records.Third, validate the appropriate tags in new bibliographic records added to the system. This can either be done on a record-by-record basis, or it can be accomplished by exporting the records on a regular basis and having them checked by an authority vendor.Finally, add/update headings as necessary for your specific library. : 

WHERE TO GO FROM HERE   If a library never has had any authority control work performed on its database, it should do so before progressing any further down the authority control path.   First of all, export all the records and send them to a reputable vendor for authority checking and validation. Second, load the corrected bibliographic records into the database, overlaying the old records. Third, validate the appropriate tags in new bibliographic records added to the system. This can either be done on a record-by-record basis, or it can be accomplished by exporting the records on a regular basis and having them checked by an authority vendor. Finally, add/update headings as necessary for your specific library.

SOURCES FOR CATALOG RECORDSThere are a variety of sources for catalog records. When considering records from outside sources, remember the following axioms: 1. No matter the source, records will usually require some type of editing.2. You get what you pay for.3. Time searching can often exceed time cataloging.4. Make certain the record matches the item in hand.5. Don’t forget to download matching authority records. In the subsequent slides, we will look at some different sources for catalog : 

SOURCES FOR CATALOG RECORDS There are a variety of sources for catalog records. When considering records from outside sources, remember the following axioms:   1. No matter the source, records will usually require some type of editing. 2. You get what you pay for. 3. Time searching can often exceed time cataloging. 4. Make certain the record matches the item in hand. 5. Don’t forget to download matching authority records.   In the subsequent slides, we will look at some different sources for catalog

LIBRARY OF CONGRESS PROS:Low cost – Typically freeRecords meet defined quality specificationsGood coverage for most published materialsGuaranteed availability of authority records CONS:Limited AV coverageFrequently very limited annotationsLimited availability for juvenile and fiction titlesSmall-market presses frequently not covered : 

LIBRARY OF CONGRESS   PROS: Low cost – Typically free Records meet defined quality specifications Good coverage for most published materials Guaranteed availability of authority records   CONS: Limited AV coverage Frequently very limited annotations Limited availability for juvenile and fiction titles Small-market presses frequently not covered

OCLC PROS: Extensive coverage Printed card sets available Promotes consistency and resource sharing CONS: Inconsistent quality Proprietary record format Relatively expensive: 

OCLC   PROS: Extensive coverage Printed card sets available Promotes consistency and resource sharing   CONS: Inconsistent quality Proprietary record format Relatively expensive

JOBBERS PROS: Guaranteed availability with ordered titles Typically offer data enhancements Configurable to local specifications Saves time, records available with order CONS: Relatively expensive Limited to titles ordered from vendor Authority records frequently not available Quality can be inconsistent : 

JOBBERS   PROS: Guaranteed availability with ordered titles Typically offer data enhancements Configurable to local specifications Saves time, records available with order   CONS: Relatively expensive Limited to titles ordered from vendor Authority records frequently not available Quality can be inconsistent

REMOTE WEB SEARCHES PROS: Inexpensive Large numbers of records available Ability to select matching record from returned list CONS: Time-consuming Some library types not well represented Inconsistent quality : 

REMOTE WEB SEARCHES   PROS: Inexpensive Large numbers of records available Ability to select matching record from returned list CONS: Time-consuming Some library types not well represented Inconsistent quality

UNION DATABASESPROS: Focused content Reasonable cost Definable quality CONS: Limited content Can be difficult to upload Frequently contain local cataloging decisions : 

UNION DATABASES PROS: Focused content Reasonable cost Definable quality   CONS: Limited content Can be difficult to upload Frequently contain local cataloging decisions

SHARED CATALOGING CONSIDERATIONS Are the records complete and in appropriate detail.Do they have validated or correct access points.Are the annotations adequate for your collection.Do they adhere to current cataloging principles and standards.Are they accurate.What is the cost/benefit ratio for adding/editing them.Can you ethically/legally use them and/or share them.What about local enhancements? : 

SHARED CATALOGING CONSIDERATIONS   Are the records complete and in appropriate detail. Do they have validated or correct access points. Are the annotations adequate for your collection. Do they adhere to current cataloging principles and standards. Are they accurate. What is the cost/benefit ratio for adding/editing them. Can you ethically/legally use them and/or share them. What about local enhancements?

WHERE TO GO FROM HERE Ø      Examine current processes and procedures and update where necessary.Ø      Create a policy/procedure manual to promote consistency.Ø      Train staff where necessary.Ø      Look at ways of enhancing current bibliographic database. TRAIN! TRAIN! TRAIN! : 

WHERE TO GO FROM HERE   Ø      Examine current processes and procedures and update where necessary. Ø      Create a policy/procedure manual to promote consistency. Ø      Train staff where necessary. Ø      Look at ways of enhancing current bibliographic database. TRAIN! TRAIN! TRAIN!

Contact information: 

Contact information Scott Piepenburg Assistant Director for Technical Services Hampton University 757.727.5181 scott.piepenburg@hamptonu.edu marcman844@aol.com