Connexion editing basics: Control Headings

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Connexion editing basics Control Headings

• February 14, 2006

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Agenda

• What is Authority Control
• Authority records very briefly
• Format
• Process
• Automated control demos

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Authority control

• Collocation
• Authority records provide uniform access to
  materials in library catalogs and to provide
  clear identification of authors and subject
  headings
• Standardizes headings
• Improves retrieval for name and subject searches
  by enforcing consistent use of the most current
  and correct forms

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Online authority fileLC rules and practice

• Subject
• Topical terms
• Fictional characters
• Natural features
• Geographic regions
• Archaeological sites
• Patterns for names used as subjects
• Subdivision records
• Childrens subject headings

• Name (based on AACR2etc rules)
• Personal and corporate names
• Uniform titles
• Corporate names

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MARC formatfor Authority file records

• Personal names (X00)
• Corporate (X10)
• Meeting (X11)
• Jurisdiction (X51)
• Uniform titles (X30)
• Name/title combinations

• Subjects
• Topical terms (X50)
• Geographic names (X51)
• Names with subject subdivisions
• Terms and names used as a subject subdivision

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Authority records contain

• Codes describing record
• geographic subdivision
• subject use
• childrens headings
• Help always available for codes
• See from and see also from references
• Notes
• Authority user guide for in-depth reading

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1XX- established term4XX- see from
tracing5XX-see also tracing Right-click in
variable field for MARC help
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Fixed field elements
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Finding authority recordsby searching the NAF
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The Authority process
Search authority file, established locally or
nationally, to compare the bibliographic entries
in a record

• Not found
• Establish the new heading according to accepted
  professional standards of punctuation, order,
  coding, etc.

• Found
• Use the heading as established in the authority
  file

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Automate the process withOCLC Connexion!

• Controllable fields
• 1XX
• 7XX
• 8XX
• 6XX, where 2nd indicator is 0 or 4

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Control headings in ConnexionIMPORTANT
navigational features

• Controlled headings appear in bibliographic
  records as BLUE and UNDERLINED when you click on
  the cell, the related authority record opens in a
  new window
• UNCONTROLLING-click in the indicator cells
• Controllable fields, revisited 1XX, 7XX, 8XX,
  6XX where 2nd indicator is 0 or 4

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Control headings Limitations of coding (
history)

• Geographic subdivisions/781 field
• Multiples
• Example English language x Computer-assisted
  instruction for French, Spanish, etc. speakers
• Example x Religious aspects x Baptists,
  Catholic Church, etc.
• Pattern headings
• Example Beowulf
• Example Piano

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Other pitfalls and problems

• Lack of true truncation in automated search when
  using dialog box
• Some combinations of multi-part subject headings
  arent read correctly by the program seem to be
  uncontrollable when they really are

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Practical matters

• Controlled heading turn blue-underlined in
  bibliographic record
• Cannot edit that line until uncontrolled
• Browser program, so web punctuation applies
• (not delimiter) in control heading dialog box
• No keyboard shortcuts

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When a heading changes

• When a controlled heading changes automatically
  because the authority record changes, the system
  adds the text C_at_R in the d of the 040 field in
  the bibliographic record

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Documentation and help

• In Connexion client, Help?Client help, or F1
  search for control headings
• Online documentation and tutorials
  http//www.oclc.org/support/documentation/connexio
  n/client/default.htm, or, in Connexion client
  Help?Tutorial, or Help?Useful web links?Client
  documentation

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Workflow issues

• Not necessary to lock records to replace with
  linked headings, BUT
• It wont work if you change anything else lock
  the record first
• You cant change anything unless your
  authorization level is in agreement

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Workflow scenarioscopy cataloging

• Bring up record
• Control all
• Take as is, or,
• Control more of the headings as needed or
  appropriate
• Replace record
• Add holdings and export and make edits locally or
  make other edits and add holdings and export
  control feature can be used to check the auth file

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Workflow scenariosoriginal cataloging

• Bibliographic workforms will retain linked fields
  when added to WorldCat
• Derived (new) records with controlled fields will
  retain those fields
• Take advantage of the automation when fishing
  for headings in a new record
• Exp., you know headings exist, but not order
• Exp., guess at wording

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Miscellaneous

• WebDewey subscribers can control Dewey numbers,
  too
• Send me questions or problems
• jrichard_at_wils.wisc.edu