Catalog Department - Authority Control @ UNC

Vendor services, consists of ongoing processing and notification services, and the consequent maintenance from those services. These activities are described in section II below.
Maintenance of headings and authority records performed locally using III functionality. These activities are described in section III below.
NACO membership

I.2. General principles

Generally, UNC libraries will use forms of names and titles that match authority records created by the Library of Congress and NACO libraries.
Generally, UNC libraries will use forms of subject headings from standard thesauri. The three thesauri in general use are:
- Library of Congress Subject Heading
- Medical Subject Headings
- Library of Congress Children's Subject Headings.

In 2007, bibliographic records provided by vendors began introducing many other thesauri.
Also in 2007, the Library of Congress began issuing authority records for genre headings.

Authority control staff will continue to maintain and follow the standards of the Library of Congress Subject Headings (LCSH), Medical Subject Headings (MeSH), and LC Children's Subject Headings as well as the Library of Congress genre headings. Headings from other thesauri will not be maintained or checked for errors unless an obvious typographical error is discovered.

II. Vendor Services

II.1. The current authorities vendor is Library Technologies, Inc. (LTI)

For more information about LTI and their services, click here.

II.2 Initial processing

The UNC bibliographic database was initially processed by LTI during the months of Dec. 1995 through Jan. 1996. The full array of LTI heading processing and MARC record upgrade, plus some processing especially requested by UNC, was performed. That processing is detailed in the LTI documentation current at the time (Appendix I), in the technical proposal section of UNC's request for proposal dated Sept. 18, 1995 (Appendix II), and in a chronology of processing events (Appendix III). LTI statistical reports generated from this processing are found in Appendix IV. A listing and description of LTI heading reports generated from this processing are found in Appendix V.

After migrating to Innovative's Millennium online system (III) from DRA, a new baseline was performed on the online catalog by LTI in August, 2005.

II.3. Current vendor services consists of two separate services:

weekly ongoing authority processing of new bibliographic records and receipt of matching authority records;
quarterly notification, which consists of two parts.
1. receipt of previously received authority records that have been updated since first received or since the last notification;
2. receipt of authority records that now match previously unlinked headings (i.e., the authority record did not exist when the heading was first processed; LTI each quarter attempts to match all previously unmatched headings in our database with national authority records).

II.4. Ongoing processing

All bibliographic records added to the campus OPAC are processed by LTI, on a weekly schedule. This processing is described by the LTI documentation in Appendix VI. From this processing, all name, title (including series), and subject headings in authorized fields of UNC's MARC records are either matched to a national authority record or an LTI established record, and, if necessary, changed to match the authorized form of the heading, or reported as no matches. These records are processed only by LTI's automated correction and matching process. Along with this processing, LTI sends authority records for all headings that match national authority records. No authority records are sent for headings that match LTI established headings. LTI maintains a file of the authority records UNC has received, so that, with each weekly processing, only authority records new to UNC's file are sent.

Due to the increase of bibliographic records provided by vendors, some bibliographic records may be processed on a delayed schedule by LTI known as Gap Processing. Contact the Authority Control Librarian for more information on this process.

II.5. Weekly processing

II.5.1. Loading of bibliographic records into III

Currently, bibliographic records updated, produced, or enhanced on OCLC are exported into III the day the Cataloger edits the record and UNC's holdings are added to the record in OCLC.
Records from OCLC are loaded only if they are new to UNC's catalog.
Records that match existing bibliographic records in III (based on OCLC number) are overlaid in Millennium only if the "Cat date" is blank (record was entered by Acquisitions).
Records with existing MeSH or Carolina Pop Center headings are not overlaid, but edited locally. Locations (holdings/items) that are new to III associated with the bibliographic records are added manually without overlaying the record. Additional headings are added or existing LCSH are edited locally without overlaying the bibliographic record. See section III.4 for instructions on how to alert LTI about these additional or revised headings. See section III.5.2 for instructions on how to verify headings in Millennium.

II.5.2. Schedule of weekly authority processing

Copies of new bibliographic records are extracted weekly from III early each Monday morning and sent to LTI for processing. An email will be sent to catalogers to remind them of the LTI processing time frame as bibliographic records should not be edited during the LTI processing.

Bibliographic records being processed for LTI will be globally edited in the Bib Code 3 fixed field to show the code @ LTI-NO EDITING as an additional aid in identifying the records that should not be edited. This code will be globally removed once all processing has been finished. An email will be sent to catalogers to inform them that the processing has been finished.

Occasionally, weekly processing may be performed on Sunday. Records from the previous week should not be edited on Sunday. If you work on Sunday, email Authority Control to coordinate when the processing and editing occurs. No email will be sent to alert staff of processing on Sunday.

Sunday processing is not guaranteed; an email will be sent if processing is done during the work week. Records being processed on Sunday will be globally edited to show the Bib Code 3 fixed field with the code @ LTI-NO EDITING. Do not edit these records and exit any record showing this code immediately. On Monday, checking the Last Updated field for the date in bibliographic records will show if they were processed on Sunday as the Last Updated date will have Sunday's date.

These records have the following characteristics:
1. were "produced/updated" on OCLC and have III "Cat date" of the Sunday to Saturday prior to the Monday or Sunday processing day.
  Example: Records extracted Monday, December 12, 2005 entered III Sunday through Saturday, December 4-10, 2005 by being produced or updated and exported from OCLC.
2. may not include records updated locally due to matching on a bibliographic record that was already cataloged in the online catalog (i.e., shared records) See III.2.a.2 and III.4 below for instructions on coding these records for LTI processing.
3. may include records reported by a cataloger for special extraction for re-submission
  (see III.2.a.2, III.2.a.4, and III.4).
Processed records are returned by LTI later in the day on Monday or Sunday. (To be sure that records have returned from LTI processing, check the "Last Updated" date of the bibliographic record. Also, records should no longer have the Bib Code 3 fixed field code set to @ LTI-NO EDITING)
All records from the weekly extraction are re-entered into III, overlaying the records that existed before the extraction, whether or not they were edited by LTI. Local edits should not be done during this time because the records will be overlaid and local edits lost.
Changes to the regular processing date or delays in processing will be sent by email to Catalogers.
See II.7 for a discussion of reports generated by the weekly authority processing.

II.5.3. Editing records before LTI processing

The records of any LTI extraction can be edited except during the time of the LTI processing.
IMPORTANT! The records of any LTI extraction SHOULD NOT be edited during the LTI processing since all records will be overlayed, regardless of whether the record was changed by LTI.
Authority Control will notify catalogers if there is a delay in the processing schedule or if the LTI processing occurs during work hours.

An email notification will be sent to Catalogers to notify them of records being processed during work hours (Mon.-Fri. 8-5) and another email sent when Catalogers can resume editing records.

II.5.4. New authority records

In addition to bibliographic records from each weekly extraction and processing, LTI returns authority records for any headings from that week's bibliographic records that match national authority files and that are new to UNC's database. These authority records are loaded into III during the LTI processing period.
The authority records that are expected from the vendor include the following:
1. Any available record that matches the entire heading.
2. Any available record that matches any level of a multi-level heading.
Example: the subject heading "Authors, English--Biography--Dictionaries" would cause three authority records to be returned to UNC, even if only the third had been used on a bibliographic record:

Authors, English
Authors, English--Biography
Authors, English--Biography--Dictionaries

Example: the name/title heading "Beethoven, Ludwig van, 1770-1827. Egmont. Ouverture" could return the three authority records for:

Beethoven, Ludwig van, 1770-1827.
Beethoven, Ludwig van, 1770-1827. Egmont.
Beethoven, Ludwig van, 1770-1827. Egmont. Ouverture

For more details regarding how LTI determines what authority records to send, see the LTI documentation in Appendices I and VI.

II.6. Creating local authority records

Although most UNC authority records are supplied by the vendor and are originally created by LC, NLM, or NACO libraries, it may be desirable in exceptional cases to create a local authority record within III. Keep in mind that there need not be an authority record for every heading in our catalog; local practice can often be determined from existing entries in the catalog. In cases of conflict in III, consult with a NACO cataloger or the Authority Control Librarian, who may choose to input a NACO record or a local authority record. Local records may be useful chiefly for the following:

Local subject headings
Local series

Local records may also be desirable for legitimate form or genre headings, or for subheadings, in order to provide public notes about scope or usage, or to control the form of heading. Authority records for these types of headings are generally not created in the national files, except for MeSH (see, e.g., o=Q for a list of authority records for MeSH from and geographic subheadings).
The following guidelines apply when considering whether a local authority record is necessary:
1. Legitimate new headings (i.e., formulated using AACR2 or the terminology of Library of Congress Subject Headings) should be submitted through the NACO or SACO process
2. local headings should not conflict with existing national authority records
3. local headings should not be created for headings for which no cross references or usage notes are necessary
Remember that local authority records are not included in the authority vendor's file and, therefore, are not part of the notification process, so they must be tracked locally. It is therefore critical that they be identified by the 035 $i convention listed below in II.6.d.5. From this a list of all local authority records will be generated by Authority Control staff, which will be reviewed against the LC/NACO authority file by the authorities unit twice yearly.

Procedure for creating a local authority record

Determine that a NACO/SACO record does not exist for the heading
Search the heading and decide on the authorized form based on NACO/SACO rules
Click on the "File" menu, then "New Record", then "Authority Record" (Alt f, w, a)
Choose the type of authority record that you want to create and use the wizard to walk through some of the fields to create the brief authority record
Add an 035 field subfield i with the following information:
USER NAME/LOCAL/Cataloging Center Initials (e.g., 035 $i PATTESONA/LOCAL/NCC).This allows reporting of local authority records by cataloging center and will facilitate maintenance of these records.

Edit the brief record as necessary following the USMARC Authority Format. Accept the III default values for the fixed fields (leader 6, 17, and 008) except for the following:

FF position	Default	Code as:	Exceptions
008/11 (SH Sys)	n	a	Heading is a 150, in which case code appropriately as a, b, or c
008/13 (NumS)	\|	n	Heading is 130, in which case code appropriately as a, b, or c
008/15 (HeadSu)	b	a
008/16 (HeadSe)	\|	b	Heading is 130, in which case code "a"
008/17 (Su Sub)	blank	n
008/28 (ToG)	u	blank	Heading is 110 or 151, in which case code appropriately
08/32(UndiN)		a,b,n	(Code with "a" or "b" as appropriate if a personal name heading; otherwise code "n"
008/33 (Head St)	a	c
008/39 (Srce)	u	d

Save the record

II.7. LTI reports from weekly processing

From each weekly processing, LTI sends two reports.
1. Statistical report, that lists:
  
  Total headings, by MARC field.
  Total headings linked to LC, LTI, and not linked, by MARC field
  Total headings that were changed by LTI, by MARC field.
  Percentages of headings linked to LC, LTI, LC or LTI, and not linked.
  Total records processed.
  Total headings processed.
  Total 830 to 440.
  Total new name/title/series, LC subject, and MeSH subject authority records sent.
2. Unlinked fields report, that lists unlinked headings, or headings that do not match an LC or an LTI established authority record. Each heading is identified as one of the following:
  
  name/title (1xx/7xx; begins with X on the list)
  series (4xx,8xx; begins with Y on the list)
  LCSH heading (begins with 6 on the list)
  LC Children's subject heading (begins with K on the list)
  MeSH subject heading (begins with M on the list)
Reports are available after the LTI processing. The two reports are named by date of receipt from LTI as:

authority_status_report 199xxxxx.txt

unlinked_heading-list 199xxxxx.txt

where the date portion includes the year (4 digits), month (2 digits), and day (2 digits).

Sample reports are found in Appendix VII.
It is important to note that the LTI unlinked headings report lists only those headings that did not match EITHER an LC authority record OR an LTI-established authority record. Though LTI-established headings that UNC's records match are not established nationally, they are nevertheless not included on the unlinked headings report and we receive no authority records for them. In this way, the LTI unlinked headings report is not a complete "no-match" report (in the sense of no-match to LC authorities).

II.7.1. Processing the weekly unlinked headings report

Currently, the authority control unit reviews the unlinked headings report. The "owning library" of each heading is identified. Each cataloging center is notified of its unlinked headings. Each cataloging center for the "owning library" examines its unlinked headings and makes needed corrections, needed additional file maintenance, submits headings through NACO or SACO, or ignores.

Headings belonging to the University Library are corrected by authority control staff. Obvious typing, coding, spelling, and diacritic mistakes that prevented the heading from matching are corrected. Close matches to existing headings in the UNC file are examined and corrected. More detailed procedures followed by the authorities unit are found in Appendix VIII).

Change in procedure (August 2007): The Unlinked Headings Report will be reviewed 4-5 months after the point of cataloging instead of the week after titles were cataloged. This means that spelling, coding, close matches to existing headings will not be fixed until 4-5 months after the title was cataloged. Staff may report any problems with this new practice to the Authority Librarian.

II.8. Quarterly notification processing

LTI provides quarterly notification of changes made to authority records that UNC has received. These changes have been made by LC or NACO libraries. Notification generates the need for local file maintenance (see II.8.1 Quarterly notification maintenance).
LTI "notifies" by sending a copy of the authority record that has changed.
LTI also notifies by sending a report of changed headings (i.e., the change in the authority record is in the 1xx field), including changes to LTI's internally established headings.

II.8.1. Quarterly notification maintenance

Each quarter, in January, April, August, and October, LTI processes UNC's authority records and unlinked headings for notification. Authority records that have changed in the national file since the last quarterly notification and new authority records that now match previously unlinked headings are sent to UNC. LTI also makes a file available that lists each new, changed, or deleted LC authority record in the notification. LTI also provides lists of UNC's headings effected by changes to 1xx fields in national level authority records and to LTI's internal authority records, separated into name/title, series, LCSH, LCAC (annotated card), and MeSH reports. UNC retrieves and accesses these reports electronically. A copy of the report is burned on a CD for future retrieval.
The new and updated authority records are loaded into III in overlay mode. They are loaded so that any authority record control number in the 010/a or 010/z of the incoming record that matches an authority record control number in the 010/a of a UNC authority record will overlay that record. If no match is found, the record is added as a new record.
Maintenance resulting from a notification includes the following:
1. Each 1xx change is examined and all affected headings on bibliographic records are changed to match the new form of heading. The verify command, global search and replace, subfield replace, or manual editing are used as appropriate. The authority control unit takes responsibility for this maintenance. Any headings that this unit cannot resolve are referred to appropriate cataloging centers or catalogers.
2. Each authority record identified for deletion is examined. Bibliographic records that contain the heading are reviewed and changed as needed. When no headings remain in bibliographic records linked to the deleted heading, the authority record is deleted. The authority control unit takes responsibility for this maintenance.
3. Authority records that contain a 680^9 (local practice) note are also overlaid at this time but the 680^9 field is protected from overlay. (see III.1.c below).
4. Duplicate records created by these loads are reviewed. If necessary, action is taken on a national level to merge duplicate records. Or duplicates are reviewed locally to see why they did not overlay an existing record.
5. For more detailed procedures followed by the authority control unit for notification maintenance, see Appendix X.
LTI notification reports:

Two reports come with the notification (see Appendix IX for samples):
1. A list of all revised LC and LTI headings, separated into name/title, series, LCSH, MESH, and AC headings.
2. The Authority Update Processing (AUP) report
  Lists each LC authority record sent with a notification.
  
  Four kinds of messages appear on the AUP report:
  1. New Auth Rec link to name/title, series, or LCSH bib heading. (Gives 1xx, 001, and 005)
    
    [Reason on the list:
    1. A previously un-matched heading now has an authority record that was not available at the time the bib. record was processed
    2. The new record replaces a record for the same heading]
  2. Revised 1xx in auth rec linked to Name/title, series or LCSH bib heading. (Gives old 1xx, new 1xx, 001, 005)
    
    [Reason on the list:
    1. The 1xx in an LC authority record previously received at UNC has been changed.]
  3. Delete by LC of Auth Rec prev. linked to name/title, series or LCSH bib heading. (Gives old 1xx, 001)
    
    [Reason on the list:
    1. An authority record has been deleted from the national file. It may have been replaced or it may no longer be valid.]
  4. Added link of Auth Rec prev. linked to name/title, series or LCSH bib heading. (Gives old 1xx,001)
    
    [Reason on the list:
    1. a 4xx or 5xx field has been added to the authority record.
    2. a 010/z has been added to the authority record.]

III. Local Maintenance of Existing Headings

Circumstances may require any of the following activities to be taken by individual catalogers or the authority control unit.

III.1. Editing and protecting authority records

Authority records should not be edited locally except in rare cases. Legitimate additions to national authority records should be accomplished through NACO/SACO.
The reason to avoid local changes to authority records is that UNC authority records received from LTI are subject to future change at the national level. When these changes occur, LTI "notifies" UNC by sending the changed authority record. This record is loaded into III by matching and overlaying the prior version of the record in UNC's database. If the record had been altered locally, those alterations would disappear when overlayed.
In rare cases, local additions may be highly desirable. In such cases, the authority record can be protected from future overlay (see III.1.d below). Possible local additions could include:
1. different form of heading (extremely rare)
2. the addition, alteration, or deletion of cross references not allowed by NACO/SACO
3. the addition of local series treatment
  
  [Davis library treatment notes have been added to over 6,000 series and set authority records. These records include:
  
  ALL classed together series titles, even when Davis treatment agrees with LC treatment;
  
  ALL quoted note series where Davis and LC treat as quoted note, and series that Davis treats as quoted note but LC does not (n 83730719; n 86746333; n 92116718)
  
  Other series or set title authority records where practice at Davis differs from LC or where explanation of Davis practice would otherwise be unclear (n 42000982; n 86740612; n 83700261; n 91070768).
  
  New records fitting into these categories can be altered and protected by local catalogers.
  
  The records have been altered by the addition of an added 680^9 field that begins with the cataloging centers initials. Ex: "Dav:"]
  
  Caution: If a protected record changes nationally and is included in an LTI notification, it will overlay the protected record, but not the 680^9 field. Other fields locally edited will be lost unless the LC Control No. has a /DAV (--the cataloging center initials). This practice should be limited as much as possible as these records could become duplicates and have to be maintained manually.
  Currently, there is no mechanism in place to maintain these records in an automated way.
"Protecting" the record

Add a 680^9 (local public note), as appropriate, to the authority record that explains how/why the record has been altered.

At the beginning of the 680^9 enter the initials of the cataloging center [Ex. DAV:].

End the note with "/" and the cataloger's initials and the date that the decision was made [Ex. DAV: Cl. sep / wkg 6/12/2007].

Authority Librarian

III.2. Importing authority records

The customary route by which authority records enter the UNC database is by receipt from LTI. In the following cases, an authority record may not come immediately or at all from LTI. A cataloger may wish to import the authority record from another source.

The authority record did not exist at the time of LTI processing. This may happen when headings are added through NACO only after the item is cataloged and processed. It may happen when CIP records are used before LC has done the authority work. If the form of heading as used on the bibliographic record matches the eventual form of heading (or a cross reference) in the authority record, then LTI will send the new authority record with the next notification. However, it may be desirable to import that new authority record before the next notification.
A UNC bibliographic record already processed by LTI is altered locally or replaced (overlaid) by a newer version of the record that results in addition of or changes to headings (see also II.5.2.a.3 and III.4). The cataloger should determine whether the altered or added headings need authority processing and, if so, report the bibliographic record for special extraction (see III.4 for the procedure for reporting the record). If the authority records for the new headings are not yet in III and are needed before LTI sends them, they can be imported.
An authority record already in III has been updated in the national file since it was last received from LTI. LTI should re-send the record at the next notification. However, it may be desirable to import the modified authority record before then. IMPORTANT: for a record already in MILCAT, the modified version should be imported in OVERLAY.
LTI fails to match a heading because of a typographical, coding, or other error in the bibliographic record, or because the form of heading used did not match the established form or a cross reference to it. If UNC has not previously used the heading in its correct form, the heading should be corrected and the record reported for special extraction. If the authority record is needed before LTI sends it, it can be imported.
The heading is 5 characters or less in length. LTI processing is not able to match these headings to authority records even if they exist. It is necessary to import the record. The authority record should be reported to the Authority Control librarian who will arrange that LTI be informed UNC has used this record. LTI will then include it in future notifications.

[The LTI definition of a heading having 5 or less characters is as follows: after removing the tag, indicators, and initial subfield a from a heading (but NOT the other subfield codes, if any), the remaining alphabetic, numeric, and foreign language special characters (i.e., MARC foreign language characters that occupy a print space -- ASCII decimal values 161 through 190) are counted. That is, spaces, punctuation, and diacritics are removed. If 5 or fewer characters remain, that form is "blocked" and headings will not link to it unless an LTI editor manually OKs the form.]
Procedure for importing authority records:

Currently, the III database has two indexes, one for names/titles and another one for subjects. Importing authority records into the database requires two different procedures, depending on which index the heading should be added.
From OCLC:
1. Locate the desired authority record in OCLC
2. Determine the reason the authority record is needed in III
  1. If the authority record in OCLC is a name and the record is needed in III as an author, either press F5 or from the drop down menus choose Action, then Export or click the Export button.
  2. Or, if the authority record already exists in III, and needs to be overlayed, type
    "949 *atab=anam;ov=.a" and the record number of the authority record in III (1st and 2nd indicator are blank).
  3. If the authority record is a name, but the record is needed in the subject index, insert a line in the authority record and type "949 *atab=asub" (1st and 2nd indicator are blank). Then export the record.
  4. If the authority record is a subject, export the record as described in step a.
  5. If the authority record is in III and is a subject, and needs to be overlayed, type
    "949 *atab=asub;ov=.a" and the record number of the authority record in III (1st and 2nd indicator are blank). Then export as described above.

III.3. Deleting authority records

Only the Authority Control staff should be authorized to delete authority records from the online catalog.

Authority Librarian

When to delete an authority record.
1. The authority record has been superseded in the national file by a different authority record or is no longer regarded as established. Notification of these kinds of changes are made by the LTI notification service and the deletes required by them are performed by the authority control librarian or unit. See II.8.1.c.3 and II.8.1.d.2.c
2. An authority record is accidentally imported into the III database that does not match any headings in local bibliographic records or imported more than once during a slowdown in the system or that did not overlay an existing authority record but created a duplicate.
When NOT to delete an authority record. Many authority records are present in the UNC database that are not linked to bibliographic records.
1. This may occur when LTI has properly sent the authority record for a hierarchically higher level portion of a heading (see also II.5.4 New Authority Records). These records are desired and expected in the database.
2. It may occur when LTI sends an authority record that turns out to be "wrong," due to a false match on a cross reference, etc. Subsequent examination causes the UNC heading to be un-linked from that authority record.
3. It may occur when bibliographic records are deleted (because items are withdrawn) and no remaining records use the authorized headings in those records. While these records are not necessarily desirable, in the OPAC the headings and cross references on these records are not retrieved or displayed (they are in MILCAT).
The un-linked authority records that arise from these situations should not be deleted. In the case of nos. 2 & 3 above, LTI does not provide a means for libraries to inform LTI of authority records received from LTI the library no longer uses (one reason to do this would be to avoid getting notifications for those records). Though UNC may delete an authority record, LTI continues to show that it was received. Should UNC ever use that heading again, LTI would not send us the heading again, believing we already had it.

III.4. Adding or changing headings to existing bibliographic records

Shared bibliographic records may escape the weekly extraction. When a campus cataloging center updates an OCLC record and adds UNC as a holding location where a bibliographic record already has a cat date in III, that record should not be exported into III but be edited locally to add the holding and/or item records and update or add headings. Any changes or additions to the bibliographic record made by the second cataloging center are manually input into III by the second cataloging center. If the second cataloging center used different headings on the record than were already there, the new headings may not be processed if the existing record has already undergone LTI processing.

If new headings were used on the record, the record should be reported for special extraction for repeat authority processing. Report the record by adding a Misc. field (y) with the field tag of 599 (1st and 2nd indicators are blank) and the phrase LTIEXP.
By this process, new headings appearing on shared records, or on any previously processed bibliographic record for whatever reason (see also III.2.a), will be matched to authority records, changed to established forms if necessary, or recorded as un-matched for future matching.

III.5. Using authority records and III functionality to change headings

III.5.1 III Headings Reports

The III Millennium Cataloging client program includes several reports that can assist authority control staff when validating headings. These reports should be cleared daily to prevent the data from being lost as the reports fill. Currently, the two reports that are used along with the LTI reports are the Duplicate authority records and the Invalid headings.

III.5.2 Global Search and Replace

III requires separate authorization for Global Search and Replace.
Global Search and Replace possible in DRA, is no longer possible in the current catalog system. This process from DRA is replaced by the Create Lists and Global Update functions and should be used cautiously to avoid replacing the wrong data. These two functions match on text strings and could match on something the cataloger did not intend to change.
Authority control staff use Crete Lists and/or Global Update to process headings from the LTI reports or the III headings reports when there are a large number of duplicate headings to update.

(this section under construction)

III.5.3. Using the Verify Command

In III, the verify command can be used by a cataloger who is adding or changing headings in a bibliographic record. It is another way to compare a heading with other headings in bibliographic records in the local catalog and can be used to spot typos or other discrepancies. This feature compares only the headings in the local catalog, so that a cataloger can quickly see if there are any problems or if this is the first time that this heading is being used. When a cataloger uses a headings for the first time, they should indicate that the bibliographic record needs to be extracted and resent to LTI following the procedures outlined in III.4.a.

IV. NACO/SACO (this section under construction)

Procedures for funneling NACO/SACO work to authorized catalogers.

Questions on NACO procedures or review of headings to be submitted should be sent to the Authority Control Librarian. Questions that can not be answered locally will be forwarded by the Authority Control Librarian to the LC Liaison.

Information about NACO can be found by clicking here.

Information about SACO can be found by clicking here.

New authority record needed.

Changed authority record needed.

Assuring receipt of UNC NACO contributions.

Appendices (section under construction)

LTI documentation current at the time of initial UNC processing.

Library Database Preparation Services: A Primer Authority Control Services LTI Authority Control Work Specification Profile
"Authority Control Requirements" from the UNC contract with LTI for initial processing. Includes the special processing done for UNC.
Chronology of authority processing events at UNC.
Statistical reports from initial processing.
List of heading reports from initial processing.
LTI documentation for ongoing services.

Post Authority Control Services
Sample reports from weekly processing.
Authority unit procedures for weekly processing
Sample notification reports (AUP report; 1xx change report)
Authority unit procedures for notification processing
Extra space following hyphen in personal name authority records

Appendix III

Chronology of authority processing events at UNC

1995
	Sept. 18	RFP issued
	November	LTI chosen as authority vendor
	Dec. 12	1,785,489 bibliographic records extracted for initial processing
1996
	Feb.	Initial machine processing complete; manual review continues
	Mar.1-April 4	Completed initial bib. records reloaded (in overlay)
	April 29-Sept	Authority records from initial machine processing loaded
	July	Manual review of initial records completed
	Oct. 12-13	Reloaded bib. records from manual review and associated authority records
	Oct. 16	All bibliographic records (the "gap" records) added between Dec. 12, 1995 and Oct. 12, 1996 (163,167) extracted and sent to LTI
	Oct. 23	First weekly extract of current cataloging for ongoing services
1997
	Jan. 7-9	Gap records reloaded and associated authority records loaded
	April	First notification records and reports received (Apr. 30; records loaded May 16-19). Included changed authority records from final pass of entire database.
	August	Second notification records and reports received (Aug. 1; records loaded Aug. 18)
	October	Third notification records and reports received (Oct. 27; records loaded Nov. 12)
1998
	Jan.	Fourth notification records and reports received (Jan. 29; records loaded Feb. 4 and 12 (MeSH))
2005
	August	After the migration to the new OPAC, III, the entire database was sent to LTI to create a new base line for bibliographic and authority records.
2007
	August	Authority Control staff ceased processing the Unlinked Headings report within a week of titles being cataloging.
2008
	Jan.	Unlinked headings processing resumed on a 4-5 month delay.

Appendix V

Heading reports from the LTI initial authorities processing

LTI produced standard reports and reports specially requested by UNC, listed below. These reports are housed in the authorities unit and are available for anyone's perusal.

1. Unlinked names/titles: name or name/title headings that did not link to national or LTI ARs (143, 142 headings, 1674 pages)
2. Unlinked series: series headings that did not link to national or LTI ARs (18,621 headings, 186 pages)
3. Unlinked subjects: subject headings that did not link to national or LTI ARs (24,282 headings, 319 pages)
4. Series headings with 008/12=c: series headings coded as "series-like phrase" (713 headings, 39 pages)
5. Personal name headings with 008/32=b: personal name headings coded as undifferentiated personal names (9144 records, 484 pages)
6. Authority records having the text "valid aacr2" somewhere in a 6xx field (2069 records, 113 pages)