Authority Control
Mary Marchio
What is Authority Control?
Formulation and recording of authorized heading forms in a library catalogHeadings must be consistent
Twain, Mark not Clemens, SamuelHeadings must be unique
Madonna vs Mary, Blessed Virgin, Saint
Types of Headings that are controlled
Personal Names Subjects
Topical Geographic
Form Terms Corporate Bodies Meetings
Uniform Titles
More types of controlled headings
SeriesGenre headings
Controlled vocabularies commonly used in libraries
Library of Congress Authority FilesOCLC Name Authority FileMedical Subject Headings (MeSH)Sears List of Subject HeadingsGSAFD Genre Terms
Why bother?
Provide consistent, uniform access to materials in library catalogsProvide clear indentification of authors and subject headingsProvide cross references to lead customers to the headings used in the catalog
How to gain control
Vigilant catalogers who scrutinize new cataloging records, keep up with changes in headings, and who use available tools to best advantageVendors who perform authority control on existing databases and/or process ongoing cataloging records
Why use an authority control vendor?
Bring local authority files up-to-date with current headings and standardsEnrich database with the addition of cross referencesImprove the consistency and quality of an online catalogFree staff time for other activities
Some things to think about when preparing for a project
Consider database clean-upConsider local cataloging practicesPlan cataloging workflow during projectKnow your system requirements
how do you export/import large numbers of records?
is a test database available?
How does a Marcive authority control project work?
Contact vendor at marcive.comDecide on level of service (initial cleanup, ongoing, etc.)Receive cost estimate based on # of bib records in databaseComplete and submit profileCopy bib database and send to vendor
How continued
Receive sample database (about 10% of actual database)Load sample authority records and bib records to local test databaseExamine records and reportsMake needed changes to library system settings to correctly handle actual data load
More How
Reload sample records to test database if neededApprove sample records or ask for changesReceive updated bib and authority recordsLoad records to production database
Even more How
Examine records, reportsConsider using reports to make further, manual changesConsider changes in daily cataloging workflow to maintain new authority filesConsider using vendor’s ongoing authority services
Where things might go awry with data loads
Unexpected system difficultiesYou missed the part about not updating the copied portion of the bib database including downloading new OCLC records for the duration of the project??!!
Where things might go awry with authorities
Unexpected system difficultiesLocal cataloging practices
Sources
Maxwell, Robert L. Maxwell’s guide to authority work. Chicago, ALA, 2002.
Understanding MARC Authority Records: Machine-Readable Cataloging
at Library of Congress website
More Sources
Library of Congress Authorities (Search for Name, Subject, Title and Name/Title) http://authorities.loc.gov/Maine State Library: Minerva Cataloging - GSAFD Term List http://www.state.me.us/msl/infotech/minerva/cataloging/gsafd_terms.htm