Cancelled Authority Records:
Maintenance After MARCIVE Notification Tape Loads
Jenifer K. Marquardt University of Georgia
Cancelled Authority Records
• Most commonly more than one record was created to cover the same person or concept. – Griffith, David Craig, 1951- AND Griffith,
David C.– Associations, institutions, etc. |x
Management AND Institution management– Hypotháeses (Strasbourg, France) AND
Hypotháeses (Editions ARCANES)
An authority record might also be cancelled when more appropriate headings are
developed.• Bristlecone pine used to be a valid
subject heading. It was cancelled in favor of two more specific headings.– Rocky Mountain bristlecone pine– Great Basin bristlecone pine
One record is cancelled and any valuable information is transferred to the remaining
authority record.
• 010 from cancelled record appears in delimiter z (usually)
• Other form of heading used as a cross reference (often)
• 670s (often)
MARCIVE Role• Keeps track of all authority records they
have supplied to your local institution
• If there is a change in any of those authority records they re-supply them in a Notification file so that you can update your database
• Does not attempt to understand what the change is, why it was made, or how it will effect your database
Tape Load of Notification File
• If a cancelled record is found during the load into your GIL database, it is written to the delete file
• The already existing record in your database IS STILL IN YOUR DATABASE!
• Bibliographic records using the cancelled heading ARE STILL IN YOUR DATABASE!
Maintenance Step by Step
• This cleanup requires a bit of research and judgement - not a simple process of merely deleting the cancelled record from your database
• Print the delete file. Starting with the first heading, begin to work through the list
Name and Subject Headings - Step 1
Step 2
• Search for the heading in GIL. You must search each name heading in the Name, Name/Title, and Subject indexes to retrieve all bibliographic records that use the heading– Staff Name Heading Search– Staff Name/Title Heading Search– Staff Subject Heading Search
When all bib. records are attached to the correct
heading, delete the cancelled authority record.
• Verify against the 010 number from your printout before deleting!
Step 3 - Option 2• If the left-hand column shows “Authorized” by the
cancelled heading, right click on “Authorized.”
Sometimes two identical headings appear. One is the cancelled heading, and the other is the “new” heading.
Verify that the cancelled 010 number on the printout
appears in the delimiter z of the record for the “new”
heading.
If the cancelled 010 does appear, you can simply delete the cancelled record from GIL.
There is no need for bibliographic record cleanup!
• If there are not identical headings either check a nearby record that looks like it could be the “new” heading for the 010 of the cancelled record ...
Step 3 - Option 2 continued
… or search for the valid heading using the Non-
Keyword index “Auth LCCN (010z)” and the 010 from the
cancelled record printout.
Use the valid heading to correct the bibliographic records attached to the
cancelled heading.
Cancelled authority number you used in your search
Use cut and paste
When all bibliographic records are attached to the correct
heading, delete the cancelled authority record
• Remember to verify the 010 number against your printout before deleting!
Sometimes the cancelled LCCN is not included on the “new” authority record. The
670 from the cancelled record, however, is likely there, so
examine the 670s to identify the correct “new” heading.
New Heading not in GIL?
• If we did not already have the “new” authority heading, MARCIVE would not send it to us.
• It is up to us to determine that the heading has been cancelled (actually Voyager does this) and what heading, if any has replaced it.
MARCIVE only lets us know that some undefined update has taken place on an authority
record that they have sent to us some time in the past.
In other words, we receive the “new” heading if and only if two situations are met: 1. MARCIVE has sent us the authority record in the past. 2. That heading has been updated in some way.
So … if the new heading is not in GIL search OCLC using the
cancelled LCCN.
Your search
Cancelled LCCN in delimiter z
Double-check in GIL that the heading you found is not in
your database.
• Then export the record from OCLC
• Import the record into your database
• Correct your bibliographic records
Then delete the cancelled heading from
GIL, remembering to verify the 010 number against your printout
before deleting!
Some headings may simply be cancelled and have no one to one replacement. In such cases, remove the heading
from the effected bibliographic records and delete the
cancelled authority record from your files.
If you look in the LC catalog you may find that LC has
made compensatory changes to the bibliographic records that you might like to make.
• http://lcweb.loc.gov/catalog
LC has addeda heading forthe people tosubstitute for
the place and so retained the
“Social life andcustoms”
subdivision in the bib. record
• Use the same procedures described for Name and Subject headings to determine the correct heading.
Search in Non-Keyword by the Staff Title Headings Search or the Staff Name/Title Heading Search depending on the type
of series
Correcting the series headings in the bibliographic record is
more complicated than simply deleting the old heading and
replacing it with the new heading.
Remember that the bibliographic record must show both the series statement - which is descriptive of
what actually appears on the piece - and the series tracing/authorized
access point.
The series statement and tracing may be the same and
combined in one field on a bibliographic record.
Also be alert for possible captioning differences that you
would want to reflect in the series tracing as well.
• For instance, the cancelled authority record may have had vol. in the 642 series numbering example field. The “new” authority record might have v. instead.
When many bibliographic records need to be corrected,
consider using the global change process. You can
“force” a needed change into the queue.
You might also want to reconsider the suitability of
subdivisions. Are they authorized under the new
heading?