[664] in ad-lib
Authorities--Another loader?
daemon@ATHENA.MIT.EDU (Sarah Mitchell)
Tue May 23 14:01:24 1995
To: ad-cat@MIT.EDU
Cc: ganderso@MIT.EDU, gyoung@MIT.EDU, fleish@MIT.EDU, owens@MIT.EDU
Date: Tue, 23 May 1995 14:01:09 EDT
From: Sarah Mitchell <smitchel@MIT.EDU>
Unfortunately, the processing notes, to which Michel refers, are 4
screens deep into the Acquisitions and Serials Check-in receipt
functions. The Brief Records subgroup thought that the series
authority record was a more appropriate and efficient repository for
cataloging notes. Unlike the receipt records, the cataloger could easily
reach the series authority record from the Advance bib record by using
the authorities 'hot key'.
I'm not entirely surprised by Michel's response to our question
regarding provisional records and local cross references. Geac's
response to our question in the RFP about what action the loader would the
take when a unique local reference is identified carefully avoided
any mention of retaining local cross references (cf. Authorities Batch
Loading 8.3.6). In that response Geac suggested that the MIT
Libraries generate a report on matched headings for review before
adding them to the database.
So, what is our next step? If we want to proceed further on this,
we'll need a price estimate on the custom programming which, in turn,
will require us to draft specifications for Geac to cost out.
Comments? Alternatives?
--Sarah
------- Forwarded Message
Date: Tue, 23 May 95 11:19 EDT
From: m.ridgeway%34@gem.geac.com
To: smitchel@MIT.EDU
Subject: RESPONSE TO AUTHORITY QUESTIONS
- --
Michel Ridgeway, Project Manager, Libraries m.ridgeway@geac.com
923 West King Road, Malvern, PA 19355
voice (610) 644-4071 fax (610) 644-0907
We have begun to grapple with some workflow issues involving monograph
standing orders. Currently, the manual kardex is where Serials
Acquisitions staff record cataloging instructions for our standing
order monograph series. As part of the receipt process of a standing
order series, Serials Acquisitions makes a copy of the kardex with
its cataloging instructions and inserts it into the series volume and
sends the volume to cataloging.
BEFORE WE GET INTO THE DISCUSSION OF AUTHORITIES, ADVANCE SERIALS AND
ACQUISITIONS PROVIDES SIMILAR ONLINE PROCESSING NOTES. ACQUISITIONS
MONOGRAPHS HAVE A PROCESSING NOTE AND/OR CATALOGING NOTE WHICH APPEARS
IN RECEIVING ACTIVITY AND CAN BE PRINTED. IN SERIAL CHECK-IN, THE
COPY SET NOTE MAY BE USED FOR THIS PURPOSE AND PRINTED ON ROUTING SLIPS
IF THE SLIP IS SO CONFIGURED.
We are now looking at a mechanism to get the monograph series
cataloging instructions online. A practical and, we think, preferred
solution is to record the cataloging instructions in a note field on
the online series authority record. However, since we are starting
out on Geac with all provisional authority records, we don't want to
do alot of keying of cataloging instructions onto provision authority
records if they will subsequently be wiped out when we load LC-MARC
authority records into the system. Could you describe what the load
routine would be in bringing in a file of vendor-supplied full MARC
authority records and reloading our bib files?
-What happens to the provisional authority records?
THE AUTHORITY INDEX JOB, UAIX, WORKS IN THE SAME FASHION AS UBIX IN
MATCHING ON CONTROL NUMBERS, WITH ONE IMPORTANT EXCEPTION, A HEADING
MATCH IS ALSO A MATCH. THUS, YOU MAY OVERWRITE PROVISIONAL RECORDS,
WRITE MATCHED RECORD TO A WORKFILE, VAPORIZE, ETC. DEPENDING HOW THE
MATCH RULES ARE SET IN UAIX. THE ONLY PRACTICAL SET-UP IN A BIG
VENDOR FILE OF MATCHES WOULD BE TO OVERWRITE THE PROVISIONAL HEADINGS.
-What happens to the local notes on provisional authority
records?
WITHOUT CUSTOM PROGRAMMING, THEY WOULD BE OVER-WRITTEN.
-What happens to local cross references?
DITTO.
-It is our understanding that all headings regardless of
their origin (circ, acquis.) are stored in the
authorities headings file. Yes?
YES. ANY HEADING NEW TO THE SYSTEM WILL CREATE AN AUTHORITY HEADING.
-If we send out both the bibliographic and the headings
files, how does the system reconnect the circ, acquis.,
and catalog files after we load in the vendor supplied
authorities?
THE INTERNAL CONTROL POINTER OF THE AUTHORITY REMAINS THE SAME WHEN A
HEADING IS MATCHED AND OVERWRITTEN SO THERE IS NO IMPACT ON THEIR
FILES OTHER THAN IMPROVED ACCESS OR MORE INFORMATION ON THE HEADING.
------- End of Forwarded Message
