The authority reports are designed to function in a way similar to
the NOTIS New Headings List but with some notable differences. Below
are outlined some of the aspects of how the report functions; these
explanations are not technical specifications of the how the report
works, but are summaries provided so that it may be better understood
how the report may be put to the best use.
The reports are listed in reverse chronological order and follow
the standard three-letter abbreviations for the libraries as
established in our Symphony system (see
Abbreviation
Table for list).
The reports are generated on a weekly basis by staff in the
Bloomington Technical Services Database Management unit. They are not
part of the production report schedule in Unicorn and problems with
the reports should be addressed to Spencer Anspach or other staff in
the Bloomington Technical Services department, not through the
UITS helpdesk.
Similarities to the NOTIS NHL:
- It is generated once per week.
Diacritics are stripped. [With the conversion to Unicode, diacritics and special characters are not removed from headings.]
- Each heading is listed only once, even if it occurs on multiple records.
- It should be printed landscape (cf. "Report Generation" below).
Differences from the NOTIS NHL:
- It lists headings on new records not new headings.
- It lists only unauthorized headings. Although the
"|?UNAUTHORIZED" subfield is stripped for legibility of the report, it
is important to note that only unauthorized headings are listed (see
"Processing" below).
- Each heading is listed once for each field used (may be present
three times, e.g. as 100, 600, and 700), not type of use (name
vs. subject).
- Each heading is handled in its entirety (the NOTIS NHL would
split 600 headings with subject subdivisions and include it on both
the name (without subdivision) and subject lists).
- Capitalization, spacing, and punctuation are retained, so that
the heading appears on the list as it appears on the record.
- There are more sections, allowing a somewhat finer division of
labor, if desired, by agencies working with the report.
- Subject headings are marked (see "Sections: "Subjects"" below)
if they lack standard subject subdivisions, so that base headings may
be more readily identified.
- (See also note on sorting, below.)
Record/Heading Processing:
- Records are selected which have a "date cataloged" on the title
control record during the previous week (technically, from 8 days
prior through 1 day prior to the report, with the report run on
Saturdays).
- All fields are examined for the "|?UNAUTHORIZED" subfield. The
library list from the 596 field is saved for report generation (see
below).
- The fields are sorted into separate sections (see below).
- The "|?UNAUTHORIZED" subfield is removed.
Diacritics are replaced by asterisks ("*").
Most special characters are replaced by the corresponding OCLC
search characters in square brackets (e.g. Icelandic thorn, searched
as "th", is replaced by "[th]").
- Headings are not stripped of "non-essential" subfields or
altered in any way except as listed above (see also line wrapping, in
"Report Generation" below). E.g., even though 100|e or 440|v do not
affect authorization, they are retained on the report.
- NEW! If a 240 field contains the "|?UNAUTHORIZED"
subfield and the immediately preceding field is a 100-111 field which
also contains the "|?UNAUTHORIZED" field, the two fields are combined,
replacing the |a subfield marker from the 240 field with |*t. No
other processing is done, so problems with non-filing indicators,
etc. may not be immediately apparent.
Report Generation:
- Headings are printed only once (exact duplicates are removed,
but any difference (in spacing, indicators, etc.) causes the heading
to print multiple times).
Because diacritics are stripped first,
differences in diacritics will not cause the heading to print
multiple times.
- Headings are printed only on B-WELLS's report if any library
cataloged by B-WELLS (campus libraries + regional campuses) is
included.
- All headings for libraries cataloged by B-WELLS (campus
libraries + regional campuses) are included on a single report, with
the exception of B-MUSIC (see below).
- (Therefore, as a result of the previous two conditions, the
B-MUSIC report includes only headings on records held exclusively by
B-MUSIC.)
- Headings are printed only on I-MEDICINE's report if
I-MEDICINE is included.
- Headings for all other agencies are printed on the report of
each agency which has holdings attached to the record.
- Headings are wrapped at column 105. When printed on regular
paper, with landscape orientation and normal margins, this should
allow the full text of every heading to print, rather than causing it
to be truncated.
- The report will have the date (always a Saturday) as the first
line at the top of the report and, in a briefer form, in the URL of
the report (which can be made to print on every page--see your
browser's print setup). It is hoped that this will allow easy
identification of pages from the reports.
Sections of the Report:
- "Personal Authors/Subjects"
- 100,700 without |t or |k
600 without |t or |k or |v or |x or |y or |z
- sorted alphabetically
- "Corporate/Conference Authors/Subjects"
- 110,111,710,711 without |t or |k
610,611 without |t or |k or |v or |x or |y or |z
- sorted alphabetically
- "Personal Author/Title"
- 100,700 with |t or |k or |*t
600 with |t or |k and without |v or |x or |y or |z
- sorted alphabetically
- "Corporate/Conference Author/Title"
- 110,111,710,711 with |t or |k or |*t
610,611 with |t or |k and without |v or |x or |y or |z
- sorted alphabetically
- "Titles"
- 130,730
630 without |v or |x or |y or |z
- sorted alphabetically, respecting non-filing indicators
- "Series"
- 400,410,411,800,810,811
- sorted alphabetically interfiled with
- 440,830
- sorted alphabetically, respecting non-filing indicators
- "Subjects"
(Separate sections for topical (650) and geographical (651) subjects are paired within each thesaurus.)
- 650
- sorted alphabetically, with sections for second indicator:
0 (LC), 2 (MESH), 4 (Local), 9 (Kinsey) sorted separately
with first-column marked with an asterisk ("*") if no |v or |x or |y or |z for LC, MESH, and Kinsey only
- 651
- sorted alphabetically, with sections for second indicator:
0 (LC), 2 (MESH), 4 (Local), 9 (Kinsey) sorted separately
with first-column marked with an asterisk ("*") if no |v or |x or |y or |z for LC, MESH, and Kinsey only
- 600 with |v or |x or |y or |z (with or without |t or |k)
- sorted alphabetically
- 610,611 with |v or |x or |y or |z (with or without |t or |k)
- sorted alphabetically
- 630 with |v or |x or |y or |z
- sorted alphabetically, respecting non-filing indicators
- 655
- sorted alphabetically
second indicator 0 (LC) only [With the change to place Genre/Form headings under authority control, all 655 fields are now listed, regardless of indicator.]
A note about sorting: Sorting is done in strict ASCII order. That
means that spaces file first, then capital letters, then most
punctuation, then lower-case letters. This will be especially evident
in the Series section.
The subfield usage report differs from the authority report in that
subfields are listed for all bibliographic records added during
the week. This report is not limited to just the subject
headings which have the "|?UNAUTHORIZED" subfield.
The report is in at most three sections, LC, MESH, KINSEY, based on
second indicator of the 6XX field (although not all three sections
will be present in every batch of records). Only subfields v,x,y,z
are included.
The report substitutes " x " for "|x", etc. for
legibility. Each subfield is listed separately except for cases of
multiple consecutive subfields z, which are kept together.
Each entry is followed in parentheses by the number of occurrences
found in the batch of records. If the number is 25 or lower, the
following line lists the unique title control numbers where those
entries are found. Note that the number of titles may be
significantly lower than the number of occurrences, as it is quite
common for the same subfield to be used multiple times on a single
record.
The Headings flip candidates report lists headings which are likely
to be changed in a machine-processing (automated authority control)
environment. For each entry, the authority ID of the controlling
authority record is listed, along with the authorized term (1XX entry)
and the improper term (4XX entry). This is followed by the title
control number, bibliographic entry, and proposed new entry (or
multiples of these, if there are more than one bibliographic record
with the same heading in the batch of records being processed).
This report represents headings (or parts of headings) on
bibliographic records which exactly match a cross-reference on an
authority record. Only 4XX fields, not 5XX fields, on authority
records are considered. For 6XX fields, only the controlling
thesaurus is used (e.g. MESH cross-references are used only to flip
MESH entries, etc.).
All bibliographic entries under authority control are considered
for this report. This means that every bibliographic entry listed
will end with either the "|?UNAUTHORIZED" subfield
or an authority linking subfield in the form
"|=^A999" where 999 represents a number which matches the
internal key for an authority record. Note that this means
authorized, as well as unauthorized, headings are evaluated for
possible flipping based on authority cross-references.
Note that the flip may cause the new entry to have more, or fewer,
subfields. However, only the matched portion is replaced, so trailing
subfields would be left in place (although they may no longer be
correct, e.g. may no longer be authorized for geographic subdivision,
etc.).
Please note that, like the other authority reports, this is
intended to point to potential problems. This does not report
on changes actually made, although these are the types of changes
which may be considered for automated authority processing at some
point in the future.
Last modified: Friday, March 20, 2009
URL: http://www.indiana.edu/~catcong/nhl/explain.html
Comments: libtechs@indiana.edu
Copyright 2009, The Trustees
of Indiana University