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Non-Latin Characters in Name Authority Records
by John Reese 05 Feb '08

05 Feb '08

Below is a list of questions Backstage Library Works posed to David W. Reser, Senior Cataloging Policy Specialist with the Library of Congress. David is working with OCLC on the non-Latin in authority references project. Backstage thought our clientele would be interested in this new development at the Library of Congress. We invite you to respond with your thoughts about these changes on this listserv or contact Backstage directly with any questions or concerns. Non-Latin Characters in Name Authority Records Questions 1. How will they be distributed, all at once or over a period of time? ANSWER: For the pre-population to be done by OCLC, they will contribute X number per day (number still being negotiated with the NACO nodes, but will likely be 25-30K per day on top of the regular daily files). Can I assume you subscribe to the weekly distribution file? If so, multiply that number by about 7. We don't know the total number of records that will be impacted, but hope that it will take only about a month to do the pre-population, assuming we can run them all through quickly (LC will be doing a version upgrade to its system in May, so if the pre-populated records aren't all done by then, there will be a hiatus for the upgrade). Once that is complete, regular NACO catalogers can begin adding/editing records with non-Latin characters, so that will obviously be an ongoing way of doing business. 2. Will all languages be included? If not, which will be included and which will be excluded? ANSWER: All languages that can be fully accommodated by one of the MARC-8 script repertoires (Arabic, Extended Arabic, CJK, Cyrillic, Extended Cyrillic, Greek, and Hebrew) are possible for the first phase. We plan to extend beyond the MARC-8 repertoire in a later phase, but no timelines have been set for that yet. 3. What normalization scheme will you be using for these headings? Currently NACO normalization is used and it is a scheme for MARC8 encoded data. What normalization scheme are you planning to use with UTF8 data? ANSWER: A revised NACO normalization scheme was approved recently, and is posted at: http://www.loc.gov/catdir/pcc/archive/PCCNormalization_Final.pdf (people smarter than I about such things assure me it covers the UTF-8 environment). 4. Will there be any special normalization rules followed for these records? ANSWER: Since the non-Latin forms will only appear in 4XXs, and since 4XXs are allowed to conflict (except within the same record), we're not expecting a major issue here, but we will receive reports from OCLC on those records that are flagged as normalization errors, just as we do now. 5. Will you also populate the 670 tag with Non-Latin Character data? ANSWER: The pre-population routines from OCLC will not generate 670 citations, but once NACO members begin adding data themselves after the pre-population, we expect non-Latin characters in 3 note fields, 667, 670, and 675 during the initial phase. We'll expand as/if we discover a need, but thought it would be nice to have a conservative target to start with. [Although our system doesn't care what fields non-Latin script data is used in, OCLC will check and notify us if they encounter records outside of the expected fields.] 6. Will you be making any changes to the bib records that you are harvesting the data from? ANSWER: If OCLC is planning to do anything to the bib records, I'm not aware of it. We expect that the harvesting will kick up a lot of dirt and make it more noticeable (e.g., typos, incorrect characters)-- I expect this will cause catalogers to update bibs on an as-needed basis. 7. Will this include NAME/TITLE and Corporate Bodies as well? ANSWER: We believe that OCLC's pre-population will cover personal names and corporate bodies tagged as X10s, but don't have a final analysis yet as to what exactly is covered. Once NACO members can begin adding non-Latin data after the pre-population, all name authority records are candidates, including geographic, titles, and name/titles. 8. Are there any plans for Subjects? ANSWER: We don't have plans to add non-Latin data to LCSH authorities at this time, but will probably re-evaluate this position from time to time. You are probably aware that we already distribute MARC Classification records with non-Latin scripts. Hope this helps, talk to you Wednesday at 9:00 am eastern. Dave John Reese Product Manager Backstage Library Works Voice (800) 391-5210 Ext. 249 Fax (801) 356-8220 Email jreese(a)bslw.com

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Deleting useless MARC fields
by Laack, Angela 03 Oct '07

03 Oct '07

Hello all, I was wondering if anyone would be willing to share a little bit about their workflow in deleting useless MARC fields from their records in the local catalog. We are exploring the idea of having Backstage strip some of the "clutter" fields from our records and are interested in what other libraries are doing. Are there reasons for keeping the 029 / 938 fields? The 015, 016 or the OCLC export field 994? What about subject headings that are from vocabs you don't use in your library? Thank you in advance for responding! Angela >^,,^< Angela Marie Laack Catalog Librarian Center for Information Processing Central University Libraries Southern Methodist University PO Box 750135 Dallas, Tex. 75275-0135 alaack(a)mail.smu.edu 214-768-3591

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Subject validation records from LC
by Leslie Engelson 28 Sep '07

28 Sep '07

Thanks for following up on these new records. Is there a way to differentiate them from regular subject heading authority records? Something in the fixed field, perhaps? We need to be able to pull these out of the file and manually load them not batch load them. By the way, I just looked on the CPSO website and SACO website and don't see anything about these records. Is there some place on the web where we can read more about this? Thanks Leslie Leslie Engelson, MLIS Technical Services Librarian Northwest University Kirkland WA 98033 (425) 889-5339 leslie.engelson(a)northwestu.edu

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FW: [PCCLIST] Subject Validation Records
by Leslie Engelson 28 Sep '07

28 Sep '07

CPSO just sent out this statement about Subject Validation Records that are now available. Are these records going to be included with the other new subject headings we receive when our bibliographic records are processed for authority control? Or is this something that each library must request? Leslie Leslie Engelson, MLIS Technical Services Librarian Northwest University Kirkland WA 98033 (425) 889-5339 leslie.engelson(a)northwestu.edu -----Original Message----- From: Program for Cooperative Cataloging [mailto:PCCLIST@loc.gov] On Behalf Of Antony Robert David Franks Sent: Thursday, September 27, 2007 5:01 AM To: PCCLIST(a)LISTSERV.LOC.GOV Subject: [PCCLIST] Subject Validation Records The Cataloging Policy and Support Office (CPSO) has begun a project to make subject authority records for valid subject strings (6xx) appearing in existing LC bibliographic records. The goal is to have commonly occurring valid subject strings represented by authority records for validation purposes within Voyager, and for other libraries that have a validation component in their Integrated Library System (ILS). The records created, called "validation records," can be identified by the presence of the 667 field which reads: "Record generated for validation purposes." All validation records appear in the Library of Congress Data Base and in the LCSH Master file, but they will not appear in the printed annual edition of LCSH. At this time, we will not be able to accept proposals for subject validation records through the SACO program. Anthony R.D. Franks Team Leader, Cooperative Cataloging Team Library of Congress 202-707-2822 (voice) 202-252-2082 (fax)

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RE: [BSLWAC] Overlaying authorities in Millennium
by Davey ,Paul 10 Sep '07

10 Sep '07

Hi Rebecca and Bob Thanks, and yes, I do take the point about there needing to be a 4XX in an authority with an old form to force a change in bib headings. Though just out of interest and as an experiment, I made a manual change yesterday to this LCSH authority: MARC Leader #####cz 22#####n 4500 y 001 sh 85023499 y 003 DLC y 005 20060817132438.0 y 008 060712i| anannbabn |a ana y 010 sh 85023499 y 040 DLC|cDLC|dDLC y 053 0 HV1596.2|bHV1596.5 g 150 Blind children p 450 Blindness in children|xPatients p 450 |wnne|aChildren, Blind q 550 |wg|aChildren with visual disabilities and for good measure I suppressed and unsuppressed it at the same time. The change I made was to swap the 150 around with the 2nd 450, so our authority now has Children, Blind as main heading. AACP should have run during the night and I expected all our bib headings (we have six) to have changed - but they haven't. I don't understand why not. We definitely have AACP switched on. But in a way my fundamental question is -- since so many authorities, names being principal problem, don't have old form in 4XX, what can I do to avoid having to check all the reports from beginning to end and make manual changes? If AACP isn't going to do the job, what use is it to me? And those reports can be pretty massive. Cheers Paul This message has been scanned for viruses by BlackSpider MailControl - www.blackspider.com

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Overlaying authorities in Millennium
by Davey ,Paul 05 Sep '07

05 Sep '07

Hi In MillCat I have no problem overlaying changed authorities that have been sent to us by Backstage during the Notification service - but although we have AACP turned on, it doesn't change headings in bibliographic records. I even suppress and unsuppress the authorities after overlaying to try to force a change in the bibliographic headings, but nothing happens. Can anyone tell me why this is? This holds true of our a, d, e, and j (MesH) indexes. Regards Paul Davey Cataloguing Services Manager Wellcome Library 183 Euston Road London NW1 2BE T +44 (0)20 7611 8493 E p.davey(a)wellcome.ac.uk The Wellcome Trust is a charity registered in England, no. 210183. Its sole trustee is The Wellcome Trust Limited, a company registered in England, no. 2711000, whose registered office is at 215 Euston Road, London NW1 2BE, UK. This message has been scanned for viruses by BlackSpider MailControl - www.blackspider.com

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Procedures for weeding vis a vis authority record deletion
by Dragon, Patricia M 17 Aug '07

17 Aug '07

Hi everyone, At East Carolina (Backstage customers since April 06), we are undertaking a major weeding project and deleting a vast number of bib records. We are assuming that part of our procedure will have to be an analysis of authority records linked to those deleted bibs, and determining whether the linked authorities also have to be deleted and reported to Backstage as deletes. We're imagining some kind of decision tree: Is this the last instance of this heading in the database? Is it a DLC record (as opposed to a brief system-generated record)? Is there another heading in use of which this heading is a part? You can see this can get rather complicated, and we need a way to explain this to students. Does anybody have procedures for weeding and reporting authority deletes? How do you decide which authority records are candidates for deletion? Does anyone have any automated means of pulling out auths to be deleted, or must humans evaluate each heading? We have a Horizon System, by the way, but I welcome thoughts from those with any ILS. Thanks in advance for your help, Patricia Patricia M. Dragon Cataloging Dept. Joyner Library East Carolina University Greenville NC 27858 (252) 328-0296 dragonp(a)ecu.edu

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Re: [BSLWAC] Re: Question on file transfer to Backstage
by mcarp 15 Aug '07

15 Aug '07

Amber, I use Milcat. Below is a part of a cheat sheet that I created. Very basic, so if you have any questions, let me know. To send the review file out of Millennium: Click on Data Exchange Choose Output marc records to another system using FTS Click Create Name the output file In the dropdown menu choose Review and select the review file where the Blind References were saved. Click start When finished click Close Highlight the file and Click Put PC Save the file to the computer. The file is now ready to be exported to Backstage. Mary ----- Original Message ----- From: "Amber Bice" <BiceA(a)franklin.edu> To: "Backstage Library Works Authority Contol Listserv" <bslwac(a)mailman.xmission.com> Subject: [BSLWAC] Re: Question on file transfer to Backstage Date: Wed, 15 Aug 2007 14:37:05 -0400 >Well, I am trying to send a file (that I have created in >Create Lists) and am not sure how to transfer it so that I >can send it to Backstage. I thought I could use FTS in Mil >Acq but that doesn't follow with the directions that >Backstage gave to me. > >Amber > >Amber Bice >Acquisitions Librarian >Serials/ILL Librarian >Franklin University Nationwide Library >303 S. Grant Ave. >Columbus, Oh 43215 >(614) 947-6565 (direct) >The Library toll free: > 1-866-341-6252 >Fax: 614-461-0957 > > >>>> Ted Waller <wallert(a)meredith.edu> 8/15/2007 1:56 PM >>> >We have sent records from our III system to BSLW for >several years. Sending records is straightforward. Just >create a file of marc records and send. There are other >points to keep in mind, however. 1. When new authority >records are loaded into your catalog, bad headings in >older records are not corrected. You have to run heading >reports after loading to see which headings have to be >corrected manually. Only headings in the bib records you >send are corrected by BS. 2. If you are getting files of >bib and auth records back from BS, load the auth files >first. This way the new auth records will be in the >catalog and will match the headings in the bib file. 3. >Request from BS that they send back only bib records with >changes. Otherwise the files are huge. >4. Look at the marc records before sending to make sure the >907 filed is present, as this is where III looks for the >III record number to match for overlaying. There are >other ways to match but this is the most common. I assume >that this is how your load profile is set up. 5. Remember >that all fields in bib records will be overlayed. >Therefore, any changes your staff makes to records after >you send your bib file to BS will be erased when the >records are loaded back in. The ways to avoid this are >either: 1) take a cataloging holiday while your records >are at BS, or 2) create a load profile that protects all >fields except 4xx, 6xx, 7xx and 8xx from being overlayed. > >Test, test, test. Have BS do a test run of a small file >first, load it back in and see what happens. >-- >/Ted Waller >Carlyle Campbell Library >Meredith College >Raleigh, N.C. > >/ > >Hello, > >Our library uses Innovative Interfaces. I am new to the >Acquisitions position and I want to send Backstage our item >additions from the past year to update our Master file and >create Name and Subject headings for our new materials. > >The first problem I have is with getting logged onto the >server - I cannot gain access. The info to log onto their >server that I have is 'ftp mars.bslw.com' - Is this >correct? > >I also am curious if anyone else has had experience with >sending files to Backstage using III. I may not have the >right file setup in III to send to Backstage. Is there >anyone that can give me assistance? > >Thank you, > > >Amber Bice > > > > >_______________________________________________ >BSLWAC mailing list >BSLWAC(a)mailman.xmission.com >http://mailman.xmission.com/cgi-bin/mailman/listinfo/bslwac Mary Carpenter Support Services Manager Council Bluffs Public Library mcarp(a)cbpl.lib.ia.us

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Re: Question on file transfer to Backstage
by Ted Waller 15 Aug '07

15 Aug '07

We have sent records from our III system to BSLW for several years. Sending records is straightforward. Just create a file of marc records and send. There are other points to keep in mind, however. 1. When new authority records are loaded into your catalog, bad headings in older records are not corrected. You have to run heading reports after loading to see which headings have to be corrected manually. Only headings in the bib records you send are corrected by BS. 2. If you are getting files of bib and auth records back from BS, load the auth files first. This way the new auth records will be in the catalog and will match the headings in the bib file. 3. Request from BS that they send back only bib records with changes. Otherwise the files are huge. 4. Look at the marc records before sending to make sure the 907 filed is present, as this is where III looks for the III record number to match for overlaying. There are other ways to match but this is the most common. I assume that this is how your load profile is set up. 5. Remember that all fields in bib records will be overlayed. Therefore, any changes your staff makes to records after you send your bib file to BS will be erased when the records are loaded back in. The ways to avoid this are either: 1) take a cataloging holiday while your records are at BS, or 2) create a load profile that protects all fields except 4xx, 6xx, 7xx and 8xx from being overlayed. Test, test, test. Have BS do a test run of a small file first, load it back in and see what happens. -- /Ted Waller Carlyle Campbell Library Meredith College Raleigh, N.C. / Hello, Our library uses Innovative Interfaces. I am new to the Acquisitions position and I want to send Backstage our item additions from the past year to update our Master file and create Name and Subject headings for our new materials. The first problem I have is with getting logged onto the server - I cannot gain access. The info to log onto their server that I have is 'ftp mars.bslw.com' - Is this correct? I also am curious if anyone else has had experience with sending files to Backstage using III. I may not have the right file setup in III to send to Backstage. Is there anyone that can give me assistance? Thank you, Amber Bice

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Re: Question on file transfer to Backstage
by Amber Bice 15 Aug '07

15 Aug '07

Hello, Our library uses Innovative Interfaces. I am new to the Acquisitions position and I want to send Backstage our item additions from the past year to update our Master file and create Name and Subject headings for our new materials. The first problem I have is with getting logged onto the server - I cannot gain access. The info to log onto their server that I have is 'ftp mars.bslw.com' - Is this correct? I also am curious if anyone else has had experience with sending files to Backstage using III. I may not have the right file setup in III to send to Backstage. Is there anyone that can give me assistance? Thank you, Amber Bice Acquisitions Librarian Serials/ILL Librarian Franklin University Nationwide Library 303 S. Grant Ave. Columbus, Oh 43215 (614) 947-6565 (direct) The Library toll free: 1-866-341-6252 Fax: 614-461-0957

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