Cambridge University Library A. Rose, by any other name A workshop on authority control Cataloguing...
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Transcript of Cambridge University Library A. Rose, by any other name A workshop on authority control Cataloguing...
![Page 1: Cambridge University Library A. Rose, by any other name A workshop on authority control Cataloguing & Indexing Group CILIP HQ, London Friday 23 October.](https://reader036.fdocuments.net/reader036/viewer/2022062417/55160a3355034694308b5042/html5/thumbnails/1.jpg)
Cambridge University Library
A. Rose, by any other nameA workshop on authority controlCataloguing & Indexing GroupCILIP HQ, LondonFriday 23 October 2009
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Cambridge University Library
Cooperative name authority data –The LC/NACO Authority FileHugh TaylorHead, Collection Development and DescriptionCambridge University Library
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Objectives
• Session aims to answer the following:
• What is the LC/NACO Authority File?• Who creates and maintains it?• How is it “created”?
• And, passim …• … Why is any of this important (right here and now)?!
• But first – what about the audience?
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Preaching to the converted?
• NACO participants?
• Active users of LC/NACO authority data?
• Believe in the continuing value of controlled access points? consistency?
• In what contexts?• Users inputting searches?• Linked data?
• Have institutional OPACs offering “browse” searches?
• … That make use of references in authority records (if you have them)?
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What?
• International cooperative project
• >25% of current non-LC contributions come from outside United States (and ca. 50% of those from the BL)
• Authority records for• Personal names• Corporate/conference names• Works and expressions - name/title, title (incl. series)
• >7 million records in total
• (Also serves as LC’s in-house authority file)
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What?
• Community effort to try to provide most of the authority records that will be needed to support authority control in library systems
• Available in MARC 21 (and soon as Linked Data?)
• Should be able to meet most needs of staff, end users, and (traditional library) systems
• But there are limitations in what can be (or is) achieved
• And there’s no formal list of expectations against which to measure “success” – or even definition of “authority control”
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Who? (starting at the beginning)
• 1976 – MARC Authority format published
• 1977 (April) – LC started inputting machine-readable authority records
• 1977 (Oct) – US Government Printing Office joined with LC in sharing authority work
• 1979 – Texas State Library joined
• 1980 – The explosion began! (10 members by 1980, 24 by 1982, 37 by 1985, 55 by 1992, and so on, until…)
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Who (now)
• FY 2008 – 379 institutions contributed to LC/NACO
• Of whom 51 contributed more than 1000 records
• Wide range of contributors:• National libraries• Libraries of other national institutions (e.g. US Army)• Various tiers of education (mostly Higher)• Public, state, etc. libraries• OCLC• Publishers• Vendors• Etc.
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Who (now) – moving towards How
• With membership comes obligations/expectations
• Follow standards• Contribute through a utility• Commit staff and undergo training• Meet minimum contribution levels• Achieve independent status within 12 months of joining
• Most contributors are individual members• But a number of “funnel projects” also exist to cater for
those creating more modest numbers or records and/or with some sort of shared interest (e.g. Music, Art)
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Who (now) – partly driven by How
• Standards• AACR2, ch. 22-26• MARC 21 Authority Format (incl. additional LC Guidelines
Supplement)• Subject Headings Manual, H 405 (“Division of the World”)• LC Rule Interpretations, ch. 22-26• ALA-LC Romanization Tables
• Additional guidance• NACO Participants’ Manual• Descriptive Cataloging Manual (LC). Z1. Name and Series Authority
Records• Various other smaller pieces of documentation on NACO and LC
Policy Standards Division web pages
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Who (now) – partly limited(?) by How
• Since closure of RLIN, OCLC is currently only utility through which contributions can be made – so appropriate level of OCLC membership is de facto requirement
• Normally a 5-day training programme
• There are currently no NACO trainers based in the UK
• Significant investment of time and effort (backed up with cash!) on part of would-be member
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Who (now) – partly limited(?) by How
• Minimum contribution is 200 records per annum (100 for smaller institutions)
• New members are assigned a reviewer to check work for first 3-6 months, then to be available for advice/feedback until independent
• Series authority training is separate from the other types – would expect to be independent in other types of heading before considering contribution of series
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Who (now) – partly driven by How
• All UK and Irish members are independent
• And there are no Funnel Project members here (I think)
• For Cambridge, adherence to (even reading) LCRIs was biggest shock (and, at the time, using USMARC Authority Format when we were still on UKMARC for bibliographic records)
• How much the requirements (not just the Standards) are an obstacle to increasing UK/Irish membership is an interesting question (something to discuss over tea?)
• (Or is there simply a different attitude here to cooperation? Or to authority control? Or to…?)
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How
• What follows is a somewhat simplified workflow (lacks wrinkles, doesn’t all apply to the BL, etc.)
• Identify that no NAR exists for the person, etc., for whom/which a heading is needed in a bibliographic record
• Double check an authorised copy of the LC/NACO file (local version won’t be complete/current, even if you have one)
• Construct (mentally) an NAR from the resource to hand – if resulting heading (+ any references) doesn’t conflict with what’s already established then create NAR from information to hand
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How
• If proposed heading conflicts with established heading (or reference) attempt to break conflict, firstly by adding something to the new NAR, but if need be by changing existing heading/reference
• For personal names, if conflict can’t be broken (you’d be surprised how difficult this can sometimes be, even for new publications), designate an “undifferentiated” heading (008/32=“b”)
• Always break conflict for corporate, conference, name/title and title headings
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Undifferentiated headings – diversion!
• Undifferentiated headings are a problem for everyone
• Other databases/services take different approach (e.g. IMDb)
• Distinctions permitted in LC/NACO are limited to those defined in AACR2 and LCRIs
• “Solutions” acceptable to librarians may not be helpful to users (but is Smith, John, 1952- any worse than John Smith (III)?)
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How
• Go beyond resource to break conflict, verify form of headings used as subjects and of corporate bodies, resolve doubts, etc. – less often needed than one might imagine
• Foreign languages/scripts may raise more problems – national library databases, authority files, VIAF, may all offer help
• Create the record in OCLC (Connexion software) – when “finished”, submit it
• OCLC sends each day’s new and updated records to LC for loading into the master database; LC exports these master versions to OCLC and BL for loading into “slave” copies of the master
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How
• LC needs to ensure its bib records are in synch with the LC/NACO file, so most NACO work that requires BFM on LC bibs needs to be reported to LC for action locally
• Only LC staff can delete records from LC/NACO!
• Little a contributor is obliged to do (other than adhere to standards ) – OK to duck proposal if it turns out to be too difficult, or sparks off chain reaction and you don’t have time
• And participant can decide if certain categories are never contributed (e.g. Chinese, retrocon projects, theses)
• But we’re all in this together, so if I don’t do it, then …
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LC/NACO maintenance
• Restrictions on types of changes that can be made to authorised headings – these are the main ones permitted:• Correcting errors• Changing heading to break potential conflict• Adding death date where “open” date of birth given (1949-)• Upgrading pre-AACR2 headings
• Other data changes can be made more or less as needed:• Adding references (in accordance with AACR2/LCRIs)• Adding further citation information• Changing form of reference to avoid/break conflict
• Many older records (keyed from LC slips) lack essential information
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Some numbers
• Total new name and series authority records FY 2008:• 213,404
• Total changed name and series authority records FY 2008:• 503,613 (>80% of these done by OCLC)
• Total new records by international partners• 54,926
• Total new records by UK & Irish partners• 33,294
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Credit where credit’s due
• UK & Irish contributors FY 2008
• Bodleian Library, University of Oxford*• British Library• Cambridge University Library*• National Art Library• National Library of Scotland• National Library of Wales• Trinity College Dublin Library• University of Strathclyde• Wellcome Library
*contributes both name and series records (remainder only names)
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Why
• Cataloguing is labour-intensive (£££$$$) – the more of the effort we can share, the more we can ultimately save
• (This is widely accepted within the UK in respect of bib records, why shouldn’t it also apply to authority data?)
• Membership quickly pays dividends
• Participating in NACO is both a good discipline (you think more about what you’re doing) and a rewarding activity for your staff (satisfaction in both the challenges and the achievements)
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Why – and for how long?
• Getting in first – practical benefits in knowing the form just used in a bib record is the one that is (or will be) what’s in the LC/NACO file –these benefits (or their extent) will vary depending on the way individual institutions exercise “authority control”
• Members have a voice
• But it’s not perfect and many of us accept that the community (that’s all of us!) need to be looking at even more powerful and effective solutions – which will likely not depend on such an “enclosed” community of contributors
• Still… the achievements since 1977 have been tremendous and are a firm foundation on which to build that future
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A personal wish list
• Things that Cambridge UL would most appreciate random order):
• More NARs that cover the mass of 1850-1950 publications• More series authority records, especially for UK-published series –
and even more especially for UK grey literature• More Greek script added to existing authority records• More compact, and less diffuse, documentation – less places to refer
to or in which to check something• Other means of contributing than via OCLC Connexion• A more logical approach to the use of LCCNs covering
undifferentiated names• A similar workflow for submitting subject authority proposals (which is
out of scope for this presentation, I know…)