I have found a simple, low-tech way to quickly identify the headings requiring changes. The basic technique is to change a BSLW report file into a text file, open it in Excel, and sort by marc tag and field content. The result is an Excel file with all the 1xx's together sorted alphabetically. You can quickly scan the names and see which ones changed. It is not easy to identify cases where the last name changed, however.

The Procedure:
1. Open a report file (such as NAME.CHG0) in your browser.
2. Highlight the entire file. Copy the highlighted lines. It may be necessary to copy in 2 or 3 sections if the entire file is too big.
3. Paste the highlighted lines into Notepad.
4. Save the text in Notepad as a txt file.
5. Import the txt file into Excel. Import as a delimited file with TAB as the delimiter.
6. Highlight the entire spreadsheet. Do a two level sort by column A (marc tag #) and column C (field content)

The result is a spreadsheet sorted 1st by tag #, then by field content. Find the section with 100 fields and you can compare the contents of the old and new authority records. Here's an example:

------------------------------------------------------------------------------------------------------------------------------------------
100 1 $aPeacock, Edward,$d1831-1915 100 10 $aPeacock, Edward,$d1831-1915. 100 10 $aPeyser, Joseph L.,$d1925- 100 10 $aPeyser, Joseph L.,$d1925- 100 1 $aPfleger-Moravsky┤, Gustav 100 1 $aPfleger-Moravsky┤, Gustav. 100 1 $aPhilbrick, Francis S.$q(Francis Samuel),$d1876-1970 100 10 $aPhilbrick, Francis S.$q(Francis Samuel),$db. 1876 100 1 $aPhillips, A. Craig 100 10 $aPhillips, A. Craig. -----------------------------------------------------------------

Ted Waller
Carlyle Campbell Library
Meredith College
Raleigh, N.C.

Martha Sanders wrote:

We have the added fun of some authorities being added as new rather than overlaying because when we migrated to III the wrong info was put into the 001, which we use for matching. Suppose I could fix it with load profiling and global update, but that's so far down on my to-do list it will never see the light of day.

We had the same problem when we moved away from OCLC/WLN, since all of our existing authority records had OCLC numbers in the 001 field. We had III change the matchpoint for overlay to the 010. This means a reindexing charge, but it's been worth every penny!!!

Martha
Ted Waller
Carlyle Campbell Library
Meredith College
Raleigh, N.C.

Martha Sanders wrote:
At my III site, the way I identify names needing to be changed is to wait until the day after the Automated Authority Control Processing has run and then move the 'blind headings' report to a review file. I then open two instances of Millennium -- one to have the review file open and the other for 'Global Update' where I search each 'blind' heading and add the death date to the names globally. I also add a 4xx line to the authority record with the name without a death date when that name is in the catalog 10 or more times. Example:

400 19 Ledger, Heath,|d1979-|wnnea

The 2nd indicator of '9' indicates that this is locally added and the coding of the |w keeps this 'see' reference from displaying in the public catalog.

The additional 'see' reference will bring to my attention any bib. records added to the catalog later in the Invalid Headings report.

One caveat: using the Blind Headings report does *not* work if the person has more than one authority record; that is, for anyone with an author/title authority record because it's not 'blind.'

I deal with the lengthy reports (last month, HELIN had 10 separate reports just for name changes) by having someone cross off any where the 'old' version of the name has a death date so I can concentrate on those that MIGHT have changes other than the removal of the 2nd indicator or final period.

But the best solution for all of us is for BSLW to figure out how NOT to include on the reports changed authority records with just the removal of 2nd indicators or final periods. I'm sure they're working on it!

--Martha

Martha Rice Sanders
Knowledge Management Librarian,
The HELIN Consortium
401-874-4951
msanders@etal.uri.edu

At 05:31 PM 7/29/2008, you wrote:

Thanks to all responders for your suggestions. We do use the III automated Authority Control Processing, but as as far as I can tell it doesn't eliminate the need to go through the BSLW reports to identify the added death dates and such that need to be updated manually.

The latest BSLW newsletter announces an enhancement survey *and* discusses the capabilities of the Backstage Automated Rules Engine. Perhaps the awesome capabilities of BARE could be applied to eliminating the barely-changed authorities from reports. My staff really doesn't like getting those reports from me to work on.

Ted Waller
Carlyle Campbell Library
Meredith College
Raleigh, N.C.

Martha Sanders wrote:

Ted,

I feel your pain! One piece of III software that might help you is Automated Authority Control Processing which III can turn on for you if you don't yet have it activated. It takes newly added and changed authority records and runs them overnight against the bibliographic database, changing the bib. records to match the changed authority records. This generates Headings Reports, including:

Updated bibliographic headings

Near matches

Records busy, not updated

Non-unique 4xx's

The first one contains a listing of each heading changed. It's not fool-proof, but this is so much more effective that globally updating each one. It doesn't, however, help with death dates because no 4xx is added by LC to the authority record for the old (still alive) version of the name unless you choose BSLW's custom programming to do this.

I did a presentation at the last IUG with two friends on III authority control, which you will find on the IUG website:

http://innovativeusers.org/programpages/IUG2008/i1

Your institution will need to be a member of the Innovative Users Group to open the presentation. Let me know if you can.

--Martha

Martha Rice Sanders
Knowledge Management Librarian,
The HELIN Consortium
401-874-4951
msanders@etal.uri.edu

At 03:18 PM 7/29/2008, Ted Waller wrote:

Has anyone developed/discovered any techniques to speed up cleanup for the quarterly authority updates from BSLW? We get a list of 6,000 changed headings each quarter that have to be reviewed after loading the changed MARC authority records. Our III system replaces the changed authority records but we have to change the headings in bib records manually. There's no way to automate the process (Global Update for individual headings helps a little), but is there a way to speed up the review of headings in the reports? The vast majority of headings don't require updates, as we know, but I would like a way to quickly zero in on those that do, like the headings where a death date is added. It's frustrating to have to review 6,000 headings when only 150 bib. records need changing.

In other words, I am looking for a way to quickly identify the few changed authorities that also have headings in our bib. records that need to be changed.

I refer to the updates as quarterly, but others may get them more or less frequently.
--
Ted Waller
Carlyle Campbell Library
Meredith College
Raleigh, N.C.
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--Martha

Martha Rice Sanders
Knowledge Management Librarian,
The HELIN Consortium
401-874-4951
msanders@etal.uri.edu
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