Transcript GUGM_Forcing_a_change_into_the_Global_Change_Queue

Forcing a change into the
Global Change Queue
A strategy for handling heading
changes when there is no
matching authority record
Remember that the queue only
changes headings for which there
is an exactly matching authority
record.
In cases where you have more bibliographic
records with a particular heading than you
want to change one at a time, you can force
the heading change into the global change
queue by locally creating a matching
authority record.
Step by Step Outline
1. Call up bib. record that includes heading
you want to change
2. Begin to Save record. Stop at Authority
Validation screen
3. Highlight the heading you wish to create
4. Click the Create Auth button
5. Save the dummy authority record
6. Record the authority id number!
Step by Step continued
7. Still on the dummy authority record,
change the 1XX to the correct (new) form
of the heading
8. Save the dummy authority record again.
(This action puts the heading change into
the queue.)
9. Select the change to be processed in the
queue
10. After the change occurs, delete the
dummy authority record!
Example from Recent RDA
Heading Changes
• Dept. changed to Department
“While abbreviating the word ‘Dept.’ was
not AACR2 practice (but national practice
under the LCRIs), the shift to RDA
provides an opportunity to convert existing
headings that contain the abbreviation
‘Dept.’ to represent the full form of the
word in headings and appropriate
references.”
(from: Summary of Programatic Changes to the LC/NACO Authority
http://www.loc.gov/aba/rda/pdf/lcnaf_rdaphase.pdf)
Dept. of Agriculture - subordinate
bodies with no exactly matching
authority records
1. Select a bibliographic record that
uses the heading you wish to change
2. Begin to save the record. Stop at the authority
validation screen
3. Highlight the heading you wish to create.
4. Click the Create auth button
5. Save the dummy authority
record that you created.
6. Write down the Auth number.
7. Make the change to the heading
8. Save the dummy record again.
Global Change Queue shows old
heading only before running job 11.
9. Select the change to be processed
Confirm that the bibliographic records
have been processed by searching
your catalog by the old and new
headings. Did any not change?
Confirm that it is the dummy record
(id# on your list? Question marks in
040?)
10. Delete the authority record
Cataloger’s Toolkit
and
Correction Receiver
Programs you can use in conjunction
with Voyager to facilitate global changes
http://www.library.northwestern.edu/public
Program and documentation by Gary L.
Strawn, Authorities librarian, etc.,
Northwestern University Library.
Help from Clayton State’s Adam Kubik http://www.clayton.edu/library/documentsan
dinstructionsheets/installingctk
Important Points!
• Powerful tools which can make large batch
changes. Understand what will happen. Read
the documentation!
• Test on small changes first or in a test
database.
• You have to do more than just install, you also
have to work though a variety of special
settings
• If you change versions of Voyager, you also
have to change versions of Cataloger’s Toolkit
and Correction Receiver.
The toolkit contains lots of buttons
which perform discrete functions.
We use two buttons.
The big red plus button is
the action button that we
use for performing global
changes. Looking at the
authority record, it creates
a small file that gets
written to a folder. This file
is used by Correction
Receiver to find and
modify a group of records.
The grey button
is a dashboard,
taking you to the
full button array
and the special
settings tabs.
Correction
Receiver
• Works together with Cataloger’s Toolkit
(Assign settings under Options)
• Finds the ‘old’ heading in a bibliographic
record within the file and replaces it with
the new heading defined by the authority
record
What do these two programs do
to help with headings changes?
• Solve the big problems with the queue
– Able to change both field tags and
indicators
– Able to make changes to base heading
and base heading with additions or
subdivisions
– Able to fix uniform titles
– Able to fix geographic subdivisions
Uniform Title Example
Here part of the uniform title is changing from arr.
to arranged, and there are 15 bibliographic
headings to be changed.
A search of the current heading brings us to this
browse list. Old and New headings show up here
in this case. The important part is access to the
authority record.
Once on the authority record, click on the red plus
button. That activates the toolkit functionality
Cataloger’s Toolkit suggests corrections based on
x-references in the authority record. In this case
one heading is suggested for correction.
Correction
Receiver
changes from
it’s normal
“Active” state
to “Working,”
showing the
heading and
progress
through the
changes.
Searching again, you can see that the
15 headings have been corrected.
Correction Receiver
creates a number of
files as it works.
One of those is a
summary of activity.
As you process each
change, the program
keeps a running tally
of the total records
changed. We record
these in a special
statistical category.
Example of changes to headings
plus subdivisions
If we search the Subject line, we find that there are two
additional headings that would not be changed by the
global change queue. They don’t exactly match the
base heading which is the name alone. Headings with
additions are not recognized for change.
Also, if we look at the second record, we can
see that a uniform title is involved. And the
queue will not change that either.
Retrieve the
authority
record and
click on the
red plus.
In this case, Toolkit suggests three headings that could
be changed. Sometimes these are very generic (no
date at all, for instance) so examine carefully. You have
to select each change. Toolkit only does one at a time.
Once again the Correction
Receiver applies the changes.
A search of the Name and then the Subject
file shows that all the needed changes were
made in the catalog.
Send this to ‘special’ form feature
If there was a suggestion on the
first screen it will appear at the top.
If not, the “Old heading” boxes will
be blank. You can edit those.
Here is an example of a likely heading that might have
existed in our catalog but not as a choice generated by
the authority record. Click OK to process changes.
Geographic heading example
Check out the Indirect subdivision form – Old
and New. The New looks correct. But …
The entire
form was filled
out then this
box was
edited.