She may be a madonna but she ain t

She may be a madonna, but she ain’t no virgin : Authority control at Boston College J“Mac” Norton Manager of Integrated Library Systems JPamela Perry Catalog/Authorities Librarian

Could you confuse these two women?

Without authority control you might!!!!!! So. . .

LC/NACO - NAME ARN: 564383 Rec stat: c Entered: 19810319 Ü Type: z Upd status: a Enc lvl: n Source: Roman: ü Ref status: a Mod rec: Name use: a Govt agn: ü Auth status: a Subj use: a Series: n Auth/ref: a Geo subd: n Ser use: b Ser num: n Name: a Subdiv tp: n Rules: c Ý 010 n 81018544 |z sh 85081692 Ý 040 DLC |c DLC |d NIC |d OCo. LC-P |d PPi-MA Ý 005 19981202051126. 8 Ý 100 0 Mary, |c Blessed Virgin, Saint. 400 0 Maria, |c Blessed Virgin, Saint. 400 0 Mary, |c Virgin |w nnaa 400 0 Mary, |c Virgin, Saint. 400 0 Virgin Mary, |c Saint. 400 0 Blessed Virgin Mary, |c Saint. 400 0 Our Lady. 400 0 Mother of God. 400 0 Blessed Lady. 400 0 Blessed Mother, 400 0 Madonna, The. 400 0 Our Lady of Sorrows. 670 I'll sing a hymn to Mary [SR] 1978 (subj. ) |b labels (Mary) container (Our Lady; the Mother of God)

LC/NACO - NAME ARN: 1276385 010 n 84156128 |z no 98026221 040 DLC |c DLC |d Tx. U |d DLC 005 19980312072448. 0 100 0 Madonna, |d 1958400 1 Ciccone, Madonna Louise Veronica, |d 1958670 Mc. Kenzie, M. Madonna, lucky star, c 1985: |b CIP t. p. (Madonna) pub. info. (rock singer, model, dancer, songwriter, actress) CIP galley (b. 8/16/59, Rochester, Mich. ; Madonna Louise Ciccone) 670 Matthews, G. Madonna, c 1985: |b p. 11 (b. 8 -16 -60 as Madonna Louise Veronica Ciccone) 670 Abitan, G. Magique Madonna, c 1987: |b t. p. (Madonna) p. 8 (Madonna Louise Ciccone, b. 8 -15 -59 in Bay City, Michigan) 670 Biobase, 1996 |b (Madonna; citations to 16 ref. sources with b. d. 1958) 670 Int WW, 1995 -96 |b (Madonna; b. 8/16/58) 670 WW Am. women, 1995 -1996 |b (Madonna; b. 8/16/58 in Bay City, Mich. ) 670 Encyc. Madonnica, 1995: |b p. 21 (b. 8/16/58) p. 181 (Madonna added her Catholic confirmation name Veronica to her forenames) Ü 13 670 The official Madonna Fan Club packet: |b Madonna biog. fact sheet (Madonna Louise Veronica Ciccone; b. 8/16/58)

Where did it all start? ? n Card file n Nothing (Period of ennui) n BNA n Nothing (Period of ennui) n LTI and. . .

Our Philosophy (Oops)

Let the machine do the work!

Automated authority control history n 1973 OCLC cataloging begins n 1983 GEAC online catalog n Feb. 1988 Database sent to BNA for authority control processing n May 1989 Migration to NOTIS; Authority records loaded

Automated authority control history (cont’d) n 1991 Cross references display in public catalog n May 2000 Migration to Ex Libris/ALEPH n July 2000 Database sent to LTI for authority control processing n August 2000 Bibliographic and authority records loaded into ALEPH

BC Libraries Profile n n n 7 libraries; 3 storage facilities; 1. 9 M volumes 12. 5 FTE Catalogers; 13. 5 FTE Copy catalogers Materials cataloged year-to-date (2000/01): 33, 614 titles (including 10, 122 shelf-ready titles)

GEAC/NOTIS authority control n n Database wash in 1988 (GEAC) Records loaded into GEAC, then converted to NOTIS Annual supplemental authority work Authority records updated; unable to load files (no loader)

ALEPH authority control process n Spring 2000 n June 5, 2000 BC goes live n 1, 565, 000 records converted NOTIS to ALEPH 12. 4 July - Aug. 2000 Database washed by LTI (1, 430, 000 records)

ALEPH authority control process (cont’d) n Aug. 9, 2000 Files (bibliographic and authority) returned n Aug. 10, 2000 Authority files loaded n Aug. – Sept. 2000 Bibliographic records loaded

ALEPH authority control process - Cataloging Practices n n n 98% of new records entering system go for authority control Added 928 field used to identify records for authority processing 948 field added by LTI to mark records that have been authorized

Cataloging Practices - Shelf ready books n n Records added to ALEPH with loader 928 field added with global change

Cataloging Practices - Firm orders, gifts, etc. 928 added: n at time of cataloging with macro n if record overlaid n if heading(s) added to record

ALEPH authority control process - LTI processing practices Files of new records sent weekly n n n Run retrieval program to get record numbers Run Print 03 to get records Run Fix routine to generate 001 with system number

ALEPH authority control process - LTI processing practices (cont’d) n n n Ftp file to LTI Files returned in 10 min. or less (corrected bib records, authority records, reports) Bibliographic records loaded and matched based on 001 field

ALEPH authority control process - LTI processing practices (cont’d) n n Authority records loaded using match routine on 010 928 fields removed from bibliographic records with global change and original retrieval result as input

ALEPH authority control process – Authority record update practices n n n Receive quarterly files of new and updated authority files Update based on LTI database of BC’s headings and authority records ALEPH flips headings based on match routine; half the cost of corrected bib records

Aleph tables used in Authority Control n Tab 11 (gen entries) n Tab_aut n Tab 07 n Tab 20 n edit_doc_999_aut_BCL 10. eng

TAB 11 (GEN ENTRIES) BCL 10 11 11 11 11 11 11 A A A A A A COR## 100## 111## 130## 151## 155## 159## 180## 181## 182## 185## 400## 411## 430## 451## 455## 480## 481## GEN GEN GEN GEN GEN GEN -wi -wi -wi

TAB_AUT !1 2 3 4 5 6 !!!!!-!-!!!!!-!!!!! AUT 1 bcl 10 ATH 1 bcl 10 AWT 1 bcl 10 TTL 1 bcl 10 TUT 1 bcl 10 SRS 3 bcl 10 !APE 1 bcl 10 !ACO 1 bcl 10 !AME 1 bcl 10 SUB 2 bcl 10 !SPE 2 bcl 10 !SCO 2 bcl 10 !SME 2 bcl 10 !SGN 2 bcl 10 !STP 2 bcl 10 SUL 2 bcl 10

TAB 07/ BCL 10 ! 1 2 3 4 !!!!!-!!!!!-!-!!!!!-!!--!! 550## a 9 GEN w 510## a 9 GEN w 511## a 9 GEN w 530## a 9 GEN RT 551## a 9 GEN w 5 6 7 g h a b BT NT ET LT NT BT LT ET a b g h ET LT BT NT LT ET NT BT

TAB 20 ! 2 3 4 5 6 7 8 9 !-!!!!!-!!!!!-!-!!!!!!!!!!!!!!!-!-!!!!! 1 AUT 100## -wi 0 2 400## -wi 5 0 SEEF 1 AUT 100## 2 400## -wi -wi 5 0 0 SEEF 1 AUT AUT 100## 2 411## -wi 5 0 0 SEEF 1 AUT 110## 2 410## -wi 5 0 0 SEEF 1 AUT 110## 2 COR## -wi 0 0 SEEF

edit_doc_999_aut_BCL 10. eng !1 2 3 4 567 8 9 0 11 2 13 4 !!-!!!!!-!-!!!!!-!-!-!!!!!!!!!!-!-!-!!!!!-! ## SYS D LSys. no. Y E ## 1#### D LHeading Y E ## 260## D LSub. CSR Y E ## 360## D LSub. CSAR Y E ## 4#### D LSeen from YX E ## 5#### w g D LBroader term YX E ## 5#### w h D LNarrower term YX E ## 5#### w a D LEarlier term YX E ## 5#### w b D LLater term YX E ## 5#### D LSee also YX E ## 663## D LName Complex SA Ref Y E ## 664## D LName Complex See. Ref Y E ## 665## D LHistory Reference Y E ## 666## D LExplantory Ref. Y E ## 667## D LScope note Y E !## 64### a f D LSeries-f Y E !## 64### a t D LSeries-t Y E !## 64### a s D LSeries-s Y E ## 7#### D LLink Y E ## NT D LNarrower term YL E ## BT D LBroader term YL E

An Example? ? n LC changes Afro-American to African American

Using Global Change n String substitution in 650 fields Run in non-update mode Check report Run in update mode

She may be a madonna, but she ain’t no virgin : Authority control at Boston College J“Mac” Norton mac@bc. edu Pamela Perry perrypd@bc. edu J