Catalog Librarians will conduct this process. This section is just
to give a general idea of the workflow. Library Assistants will not be
doing this work at this time.
CTRL- G to retrieve the global change queue.
Click on the plus (+) mark to the left of the Authority ID number
to expand the information for the heading.
Select (Click on) the Old heading line.
Click on the Auth button on the right to view the authority
record for the heading.
Read the information in the 670 field to get an idea of what
subject is involved.
Close the authority record.
Select (click on) the New Heading line.
Click the Preview button on the right to view a related list of
bibliographic records in our system.
Select the bibliographic records one at a time to verify that
their subjects are consistent with the new authority record.
Close each bibliographic record when done.
IF the bibliographic records are consistent with the New Heading,
then click to place a check mark in the Process box and move on to the
next item on the list.
IF the bibliographic records aren’t consistent with the new
heading or our catalog already contains the desired heading, then
select the Old Heading line and click the Delete button on the right.
Move on to the next item on the list.
The Systems Librarian will then run Batch Job 13 to change all of the
items and their related bibliographic records for those lines for which
the Process box was checked.
We will use the main headings loaded into the Global change queue each
month as a guide to update headings with subdivisions since the
authorized form of the main heading has been changed by the Library of
Congress.
The Heading alone (with no subdivisions) will be changed in the course
of the normal routine for the Global Change queue. Each heading with
subdivisions
must be changed manually (if there are fewer than 3 bibs) or be forced
into
the Global Headings Change Queue (if there are 4 or more bibs).
The process of forcing the headings with subdivisions into the queue
will include creating, then changing authority records for each heading
and subdivision combinations. The locally created authority records
should be deleted after Batch Jobs 11, 12, and 13 are done unless the
locally created authority record
contains "See" references essential to the function of the OPAC.
To update these headings (manually, 3 or fewer bibs):
Search the old form of the heading using the Staff Subject
Headings Search
Click on a line that shows the main heading plus subdivision with
3
or fewer bibs
Change the heading to the new form
Save the bibliographic record to the database
Repeat for all headings on the list
To update these headings (forcing into the queue, 4 or more bibs):
Search the old form of the heading using the Staff Subject
Headings Search
Click on a line that shows the main heading plus subdivision with
4 or more bibs
Click on Save to the Database (With the Voyager Authority Control
Validation on)
Select the heading that you are changing from the Authority
Validation window and click Create Auth.
Save the authority record to the database
Change the heading on the Authority record that you just created
to the new form and save it to the database.
Ctrl-G may be used to verify that the heading is in the Global
Headings Change Queue
Print the Authority record and save the printout in order to
retrieve and delete the authority record after the batch jobs are run.
Close the record and search the next subject heading in the
Global change queue.
Authority reports: Access the web reports at
http://gil.georgiasouthern.edu/reports/cat_reports/auth/ and select
log.imp. Go to the end of the report and review the log. The number of
records processed should include added, replaced, or deleted records.
There should be no rejected records. If there are rejected records,
then the Systems Librarian should be notified.
Bibliographic reports: Access the web reports at
http://gil.georgiasouthern.edu/reports/cat_reports/bib/ and select
log.imp. Go to the end of the reports and review the log. The number of
records processed should match the number of records merged. There
should be no bibs added, discarded, or rejected. If the numbers do not
match, then we will report this problem to the Systems Librarian.
Access the reports at
http://gil.georgiasouthern.edu/reports/cat_reports/auth/.
Select the reports by date. Retrospective work was done from most
recent report to the oldest report.
Select delete.imp and print the report.
Close the Web Reports.
Search each heading from the list in Voyager cataloging.
The resulting Headings List will show one entry that is
Authorized with 0 Bibs (new form of the heading) and one entry that is
Authorized with Bibs (old heading, should be the form that you searched
from the delete list). Retrieve both authority records and Tile the
screen so that both are
visible.
Compare the 010 fields. The 010 field in the authority record
for the old form of the heading should match the 010 $z on the new
authority record.
Add a 4xx field onto the new record for the old form of the
heading and Save this change to the Database. (This creates a SEE
REFERENCE in the OPAC.)
Delete the old authority record.
Retrieve the Headings list again.
Select the Old Heading (it should now be marked Reference, 1 Bib).
Click OK to retrieve the bibliographic record.
Right click in the gray block beside the heading entry on the
bibliographic record and Validate the Heading in this field.
Select the new form of the heading and click on Replace. (You
may need to add ending punctuation if required for the field. It is not
supplied automatically.)
Save the bibliographic changes to the database.
Repeat steps 5-15 for each heading on the delete list.
Save all unresolved headings to a Word file for further review
with notes as to why they weren’t deleted.
Notes:
Sometimes there are 2 auths that appear identical. Keep the updated
one.
If there are 0 bibs for either heading, why do we need the auth records?
Answer: Sometimes 0 bibs appears when the authorized form is entered
into a 610 2_. Some examples may be found by searching the Headings as
a
Keyword phrase.
MARCIVE extracts all bibliographic records for authority work based
the date that the Bibliographic record was first edited in Cataloging.
Editing the record in CRS location will prevent it from going to
Marcive.
The following examples use the average date on which the gap has begun
to give the idea of how the work is done. We can apply the pattern to
any month by placing the date of e-mail notification of the beginning
of the gap in the sentence below.
Records extracted on the evening of January 26th are titles for which
the History has CATALOGING activity between December 27th and January
26th.
Records extracted on the evening of February 26th are titles for which
History has CATALOGING activity between January 27th and February 26th.
Records extracted on the evening of March 26th are titles for which
History has CATALOGING activity between February 27th and March 26th.
The action that sends the record to Marcive will be the last activity
in Cataloging happening location in the prescribed date range (27th
day- 26th day). It should be the date that Resource Management updated
the bibliographic record.