Authority Control at Yale

Authority Record Merge Problem


Problem:

Authority records in the Orbis catalog are periodically updated with "local" information by cataloging staff. This information includes local call numbers (090 field), local series analysis practice (644 $5 CtY), local series classification practice (646 $5 CtY), and local notes (690 field). This information must be retained whenever a new version of the authority record is brought into Orbis (whether the record is imported manually by staff or batch-loaded by the Library Systems Office).

In order to retain local authorities data, a "merge profile" is used for all authority record importing and loading. The "YL Auth Merge" profile retains any existing 090 and 690 fields and merges them with the incoming record. It also retains any existing 644 and 646 fields containing a subfield $5 CtY (or other Yale code) that do not exactly match the 644 or 646 fields in the incoming record.

Unfortunately, the system retains the entire 644 and 646 fields. Voyager is not capable of merging the $5 CtY subfields only. This means that the resulting merged authority record may be cluttered with duplicate information. This will happen most frequently when a series authority record contributed by Yale through NACO is later updated by the Library of Congress. Example:

Original Orbis Record:

040 __ $a CtY $b eng $c CtY
130 _0 $a Black dog series
643 __ $a Hamden, Conn. $b Day Pub. Co.
644 __ $a f $5 CtY
645 __ $a t $5 DPCC $5 CtY
646 __ $a s $5 CtY
670 __ $a At the stroke of midnight, 2003: $b t.p. (Black dog series)

Incoming Updated Record:

040 __ $a CtY $b eng $c CtY $d DLC
130 _0 $a Black dog series
643 __ $a Hamden, Conn. $b Day Pub. Co.
644 __ $a f $5 DLC $5 CtY
645 __ $a t $5 DPCC $5 DLC $5 CtY
646 __ $a s $5 DLC $5 CtY
670 __ $a At the stroke of midnight, 2003: $b t.p. (Black dog series)

Record After Merge:

040 __ $a CtY $b eng $c CtY $d DLC
130 _0 $a Black dog series
643 __ $a Hamden, Conn. $b Day Pub. Co.
644 __ $a f $5 DLC $5 CtY
644 __ $a f $5 CtY       [duplicate info retained from old version of record]
645 __ $a t $5 DPCC $5 DLC $5 CtY
646 __ $a s $5 DLC $5 CtY
646 __ $a s $5 CtY       [duplicate info retained from old version of record]
670 __ $a At the stroke of midnight, 2003: $b t.p. (Black dog series)

Explanation:

The authority record in Orbis was created by Yale through the NACO program. Later, LC updated the 64X fields with its own local decisions ($5 DLC). The new version of the record was loaded into Orbis and merged with our existing record. The resulting merged record contains both the old 644 and 646 fields from the original record (highlighted in blue) as well as the new 644 and 646 fields.

Instructions:

No action is necessary. Staff may report such records to the Authority Control Librarian for cleanup if desired. Staff who have received NACO Series training may delete the extraneous 644 and 646 fields themselves, if desired.


Earlier Problem:

Before our implementation of Voyager release 2001.2, the system did not let us specify a $5 symbol containing a lower-case letter in the merge profile (e.g. CtY). As a result, we were forced to retain ALL 644 and 646 fields that differed from the ones in the incoming record. This allowed us to preserve our local series decisions but it also meant that duplicate subfields were created even more frequently than they are now:

Original Orbis Record:

040 __ $a NNU $b eng $c NNU
130 _0 $a Red rooster series
643 __ $a Baltimore $b Copeland Pub.
644 __ $a f $5 NNU
645 __ $a t $5 DPCC $5 NNU
646 __ $a s $5 NNU
670 __ $a At the crack of dawn, 2002: $b t.p. (Red rooster series)

Incoming Updated Record:

040 __ $a NNU $b eng $c NNU $d DLC
130 _0 $a Red rooster series
643 __ $a Baltimore $b Copeland Pub.
644 __ $a f $5 DLC $5 NNU
645 __ $a t $5 DPCC $5 DLC $5 NNU
646 __ $a s $5 DLC $5 NNU
670 __ $a At the crack of dawn, 2002: $b t.p. (Red rooster series)

Record After Merge:

040 __ $a NNU $b eng $c NNU $d DLC
130 _0 $a Red rooster series
643 __ $a Baltimore $b Copeland Pub.
644 __ $a f $5 DLC $5 NNU
644 __ $a f $5 NNU       [duplicate info retained from old version of record]
645 __ $a t $5 DPCC $5 DLC $5 NNU
646 __ $a s $5 DLC $5 NNU
646 __ $a s $5 NNU       [duplicate info retained from old version of record]
670 __ $a At the crack of dawn, 2002: $b t.p. (Red rooster series)

Explanation:

The authority record in Orbis was created by a PCC library through NACO. Later, LC updated the 64X fields with its own local decisions ($5 DLC). The new version of the record was loaded into Orbis and merged with our existing record. The resulting merged record contains both the old 644 and 646 fields from the original record (highlighted in blue) as well as the new 644 and 646 fields.

Instructions:

No action is necessary. Staff may report such records to the Authority Control Librarian for cleanup if desired. Staff who have received NACO Series training may delete the extraneous 644 and 646 fields themselves, if desired.


URL: http://www.library.yale.edu/cataloging/authorities/mergeproblem.html
Comments to Manon Théroux <manon.theroux@yale.edu>
Last revised: 8 August 2003

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