AUTHORITY CONTROL OFSUBJECT HEADINGS:

DOING IT YOURSELF

Barbara Kriigel (Univ. of Mich.-Dearborn)

Beth Taylor (Univ. of Mich.-Dearborn)

Dana Kemp (Innovative Interfaces, Inc.)

Agenda

Maintaining subject headings with LC Weekly Lists

Tips for updating records Using Milcat

University of Michigan--Dearborn

225,000 bibliographic records 102,000 authority records

Download only authority records which have xrefs

4,500 titles cataloged annually 2.25 FTE professional catalogers

LC Subject Headings Weekly Lists

Access lists on Internethttp://lcweb.loc.gov/catdir/cpso/cpso.html#subjects

Menu of available lists is displayed Jan. 1997 - current

Specifying less of the address results in a display of other LC services, information about contacting them, etc.

LC Subject Headings Weekly Lists (con’t)

WARNING!! Changes in a list are reflected in OCLC 2-3

weeks later Changes in a printed list may not be in the

corresponding tape sent to vendors Lists may not be available during government

shut-down Diacritics are not included (check OCLC, etc. if

diacritics are suspected)

LC Subject Headings Weekly Lists (con’t)

Who does the work? Clerical or student workers search the list and

highlight headings which are in UMD OPAC Catalogers perform changes to highlighted

headings How much time is involved?

Average of 20 minutes to search weekly list and highlight headings

Average of 20-35 minutes to perform changes

LC Weekly Lists Contain

Changes to existing authority records 4xx (invalid headings) and 5xx fields (valid

headings) added/deleted Changes to note fields (call numbers, scope,

may subdivide geog., etc.)

CATALOGING POLICY AND SUPPORT OFFICEL.C. SUBJECT HEADINGS WEEKLY LIST 02 January 9, 2002Changes to existing headings are indicated by an asterisk. (A) indicatesproposals that were approved before the editorial meeting. (C) indicates proposals submitted by cooperating libraries.

150 Piano--Customizing [May Subd Geog] [86008005]*450 UF Customizing of pianos CANCEL*681 Example under reference from Customizing of musical instruments

150 Thrift shops [May Subd Geog] [sp85135050] *450 UF Charity shops *550 BT Charities CANCEL

*150 Welfare state [May Subd Geog] ADD GEOG [sp85146037]

LC Weekly Lists Contain (con’t)

Headings being cancelled If replaced, new heading and cross references are

usually listed below cancelled heading

*150 Variation (Music) CANCEL 150 Variations—History and criticism [sp85142096] 450 UF Variation (Music) [EARLIER FORM OF HEADING]

*150 Imint CANCEL 150 Imiut [sp85064498] 053 BL2450.I44 550 BT Anubis (Egyptian deity)

LC Weekly Lists Contain (con’t) New authorized subject headings

150 Swine as pets [May Subd Geog] [sp2001010849] 053 SF395.6 450 UF Pet pigs 550 BT Pets

Some new headings may already exist in your database as an established heading with free-floating subdivision, as a pattern-type heading, etc. but LC is now assigning cross references

150 Rural development—Bibliography [sp2001009775] 550 RT Rural development literature

LC Weekly Lists Contain (con’t)

Changes to free-floating subdivisions Subdivisions may be added, deleted or changed

for specific categoriesManually update “Free-Floating

Subdivisions” and “Subject Cataloging Manual” to reflect changes

Changes to USMARC Language Code List From Romany [rom] to Romani [rom]

Update III language code list

CATALOGING POLICY AND SUPPORT OFFICESUMMARY OF DECISIONS, EDITORIAL MEETING NUMBER 46November 14, 2001

Subdivisions to be added to lists of free-floating subdivisions: H 1095 $x Barrier-free design (May Subd Geog) $v Maps for people with visual disabilities H 1140, Places $v Maps for people with visual disabilities

Subdivisions to be deleted from lists of free-floating subds: H 1095 $v Maps for the visually handicapped H 1140, Places $v Maps for the visually handicapped H 1151, Indiv schools $x Buildings $x Access for the physically handicapped

Subdivisions being authorized for geographical subdivision

Subdivisions to be added to lists of free-floating subdivisions: H 1095 $x Collection and preservation ADD: (May Subd Geog) H 1147, Animals $x Collection and preservation ADD: (May Subd Geog)

Common LC Change

Common LC Change (con’t) Placement of geographic subdivision can have

dramatic impact on access and browsability of headings in OPAC

Aged--United States--Abuse of (Old Hdg)

Aged--Abuse of--United States (New Hdg)

Two headings were almost 30 screens apart in OPAC

Correcting Subdivision Placement Search subdivision as subject heading in global

update and correct headings (requires rotated subdivisions) OR create a list and correct headings from list

Manually update “Free-Floating Subdivisions” and “Subject Cataloging Manual” to indicate MSG (May Subd Geog) for future reference

ALWAYS check incoming entries with geographic subdivisions on “Headings Used for First Time” report for accurate placement. Verify placement in “Free-Floating Subdivisions.”

Difficult Changes Changes to pattern-type, free-floating subdivisions

since there is no authority record |xRelations with [specific class of persons or

ethnic group] Ex. |xRelations with Afro-Americans

Changes in geographic subdivision Art, Modern no longer subd geog and LC added

a second heading to most bibs they revisedArt, Modern|y20th century|zFrance Art, Modern|y20th century Art, French|y20th century

Updating Headings Warning: LC occasionally does not list old

heading as a 4xx [Earlier form of heading] Automatic authority control processing will not

update bib records if old 4xx is not present

* 150 Imint CANCEL 150 Imiut [sp85064498] 053 BL2450.I44 550 BT Anubis (Egyptian deity)

Updating Headings (con’t)

Warning: LC sometimes forgets to change cancelled heading which exists as a 5xx on other authority records, leaving an incorrect “see also” link

150 Philosophy, Comparative 550 BT Philosophy, Oriental

Philosophy, Oriental changed to Philosophy, Asian in list #47 in 1999; LC corrected problem in March 2000

Updating Headings (con’t) Warning: LC sometimes deletes cancelled

5xx headings rather than changing them to the new heading 150 Children’s clothing [May Subd Geog]

[85023582] *550 RT Children--Costume CANCEL

Children--Costume was changed to Children’s costumes but 550 was deleted rather than replaced

Options for Updating Headings Automatic authority control processing Global update (character version) Catalog database maintenance (character

version) Create lists Milcat (edit, global update, rapid update,

create lists)

Automatic Authority Control Processing

Use when heading exists on many titles Use when MARC tag is changing (be sure

cancelled heading is a 4xx on revised authority record)

651 0 United States|xConstitutional history (old)650 0 Constitutional history|zUnited States (new)

Use if revised authority records are supplied by vendor

Automatic Processing Will NOT Occur If:

Old hdg is not listed as 4xx on new auth. rec. Old hdg exists as 4xx on more than 1 auth. rec.

Bib records will be listed on “Non-unique 4xxs” report

Heading on bib record is mis-tagged

651 0 Afro-Americans|xHistory Indicator in heading on bib record is different than

thesaurus indicated in 008/11 field

650 4 Afro-Americans|xHistory|xVideocassettes Near matches, busy records, etc.

Automatic Processing Will NOT Change:

Free-floating subdivisions without a matching authority record

Twain, Mark, 1835-1910|xCharacters|xAfro-Americans

Lincoln, Abraham, 1809-1865|xRelations with Afro-Americans

Global Update Use when heading exists on many titles Use only when MARC tag stays the same

(character version limitation; Milcat can change MARC tag)

Recommend changing only bibliographic records, not authority records

Use for changing geographical subdivision placement, if you have rotated subdivisions

Catalog Database Maintenance Update

Use if heading exists on only a few titles Use to update authority records after

verifying change in weekly list or OCLC (especially for cancelled/replaced headings which exist as 5xx cross references)

Use if change is not one-for-one and requires a decision Art, Modern--17th-18th centuries (old) Art, Modern--17th century (new) Art, Modern--18th century (new)

Create List and Update from List Use if change is not one-for-one and requires a

decision Art, Modern--17th-18th centuries (old) Art, Modern--17th century (new) Art, Modern--18th century (new)

Use to look for terms embedded in headings Lincoln, Abraham, 1809-1865|xRelations with Afro-

Americans Use for changing geographical subdivision

placement if you don’t have rotated subdivisions Aged|zUnited States|xAbuse of (old heading) Aged|xAbuse of|zUnited States (new heading)

Combining Methods Afro-Americans African Americans

Automatic processing: changed 4,000 bibs Database maintenance: changed 39 busy bibs listed on

“busy matches” report (could also use global update) Global update: searched and changed headings that

didn’t flip Mis-tagging, different second indicator, pattern

headings without authority record to trigger change Create list: final check, found 6 headings

1 corporate heading (okay) 5 had |xRelations with Afro-Americans

Using Milcat’s Global Update

Using Milcat Tips Understand the use of the four “boxed”

questions (manual page #104007) Use Displayed Field

Very important when using review files since titles may be displayed rather than field you intend to change (unclick box or use toggle on select record screen to change displayed field)

Changing the Displayed Fields

You can also change the fields displayed by toggling to a different field Point to the column header with the toggle

symbol Right-click Select the desired field to display

These are III labels as you defined them

Using Milcat Tips (con’t)

Match Whole FieldNeed to include delimiter

Match Case Match Whole Subfield

Can change |xHistory but not |xHistory and criticism

Using Milcat Pros

Global update changes records much faster than character mode

Easier to correct a typing mistake—don’t have to re-input entire search or command

Immediate notification that records were busy Can edit individual bib record from global update (!) After performing global change, easy to retrieve

browse list again Can change a single character embedded in a field

Ex. IEEE URLs changed embedded wording in URL; create a review file and globally update

Recentissues changed to RecentIssues

Using Milcat (con’t) Cons

While updating headings in Global Update, miss seeing how many records have been updated

While creating a list, miss seeing how many records have been searched

In Global Update, on preview screen, would like identical headings to be grouped on one line, rather all bib records associated with heading being displayed (like search screen display)

Need eye/hand coordination

Using Milcat (con’t) Cons

In global update, subject headings display differently than character version. Display is not in LC order.

Character MilcatDogs DogsDogs|xBehavior Dogs in literatureDogs|xFiction DogsleddingDogs|xTraining Dogs|xBehaviorDogs in literature Dogs|xFictionDogsledding Dogs|xTraining

Beginning Authority Control After Vendor Clean-up

Ask vendor for the number of the latest LC Weekly List used to clean-up the database

Begin work using the next published weekly list

Beginning Without Vendor Help

Try using a combination of Cataloging Service Bulletins and current LC Weekly Lists CSB covers cancelled/replaced headings and

subdivisions Changes to 4xx, 5xx, scope and note fields

would be lost Use LC Weekly Lists following the last CSB

used

Going the Extra Mile Add newly authorized subject headings to relevant

bib records already in database Watch LC Weekly lists for headings of interest Review section “Subject Headings of Current

Interest” in Cataloging Service Bulletin Keyword search new headings and add to

relevant bibsNew headings recently added to UMD bibs: 403(b) plans; Chemical terrorism; Internet

in higher education; Developed countries; Digital cinematography; Postmodern theology; Rational suicide

Going the Extra Mile (con’t)

Perform final check of cancelled headings Search headings listed in section “Revised LC

Subject Headings” in Cataloging Service Bulletin

THANK YOU!!

Claudia Conrad (III) – answered many questions about Milcat

Resource Tools Free-Floating Subdivisions: An Alphabetical Index

ISSN 1052-1445 Annual LC publication $30.00

Subject Cataloging Manual: Subject Headings 5th ed., 1996 $120 2 updates per year $40 LC publication

Cataloging Service BulletinISSN 0160-8029Quarterly LC publication $30.00

LC Subject Headings Weekly Listshttp://lcweb.loc.gov/catdir/cpso/cpso.html#subjects

Questions????

Barbara Kriigel

bkriigel@umich.edu -- (313) 593-5614

Dana Kemp

dkemp@iii.com

Beth Taylor

bjtaylor@umich.edu -- (313) 593-5402

Handouts

libraryweb.umd.umich.edu/iug