Date: Wed, 31 Mar 1999 13:47:45 -0500
From: Rebecca Mugridge <rebecca.mugridge@YALE.EDU>
Subject: New Authority File Release
My purpose in sending this message is to inform you about 1) the release of the new authority file, 2) future authority file load schedules, 3) the Authority File Management Project, and 4) workflow implications for library staff who create, edit or derive authority records.
1) The new authority file has 1,346,620 records and includes records for personal, corporate and conference names, name/title, uniform title, series, and subject headings. 141,380 records were preserved from the old file, and 40% of these have been replaced with Library of Congress authority records as part of the load process.
2) Regular loads to the authority file will initially occur semi-monthly. The frequency of loads to the authority file will increase during the summer and fall to three times per month, with our goal being weekly loads.
3) The Authority File Management Project is an effort to clean up any remaining problems in ORBIS and to initiate an ongoing maintenance schedule. The following schedule has been established:
--End of April: Gap extract. All bibliographic records added to ORBIS since March 1997 will be sent to OCLC for processing.
--June/July: Gap loads. Correction transactions received from OCLC will be loaded into ORBIS after appropriate QA measures.
--July (after the gap loads): Global change will be initiated. This process corrects headings in bibliographic records based on cross-references in authority records. Global change will be tested, procedures will be developed and a schedule for performing global change will be established. This will be an ongoing maintenance procedure performed by the Catalog Management Team.
--August: Conflict and Error Detection Report processing will be initiated. This report, as its name indicates, lists discrepancies in the database that can be corrected manually or through global change. Procedures will be developed and a schedule for running this report will be established. This will be an ongoing maintenance procedure performed by the Catalog Management Team.
4) Library staff should now create, edit or derive authority records as appropriate and according to the guidelines described in the following documents:
Cataloging Workflow: Authority Records:
Cataloging Workflow: Bibliographic Records:
Please share this message with any staff that may not read YULIB. If you have any questions, comments or concerns, do not hesitate to ask me.
Assistant Catalog Management Librarian
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