Planning for RDA Authority Conversion Karen Anderson Authority

Planning for RDA Authority Conversion Karen Anderson Authority Control Librarian Backstage Library Works Authority Control Interest Group ALA Annual Conference June 24, 2012

Authority Control Process Import Files Export Files Bib Validation Reports Authority Cleanup Notify Authority Matching 2

Identifying RDA records We can separate out RDA records during import by using the $erda subfield in the 040. • Allows AACR 2 and RDA records to be handled separately 3

Record Clean Up Process Our goal is to make records as correct as possible by: • Bibliographic validation that corrects codes, fixed fields, and descriptive elements • Authority clean-up that makes the access points as correct as possible to facilitate matching 4

Bibliographic Record Validation Rules-based processing to bring the record up to LC standards • Flexible rules-based processing • Over 100 identified points to check and fix common problems • • Obsolete tags and codes lccn and isbn validation Filing indicators punctuation 5

RDA Bib Record Validation Rules added to handle RDA • Abbreviations spelled out • Latin abbreviations • In extent, p. , ill. , etc. • Dates • Months spelled out • Add new data elements • Content, Media, Carrier Type fields • GMD term conversion • Using LDR and fixed fields codes 6

Authority Clean-up Corrections to bib record access points to facilitate matching: • • Subdivisions to proper form Common typos Punctuation Tags, indicators, and subfield codes 7

RDA Authority Clean-up RDA changes to headings • $c terms • Abbreviations spelled out • Dept. • ca. , fl. In dates • Spelled out words or dashes in dates • Bible headings • ETC…. 8

Authority Matching Bib record access points matched against authority files Access point updated based on auth record match to 1 XX or 4 XX • Client authority file updated Reports generated based on matches • RDA specific reports 9

RDA Authority Matching Different algorithms possible for matching AACR 2 and RDA headings • 1 XX, 4 XX, and 7 XX available for matching • Seven different options • Will change after conversion of NAF 10

Oh look, a Cross-walk! 11

Cross-Walk Options • Full cross-walk from AACR 2 to RDA with all changes and updates • Convert 245 $h GMD to RDA Content, Media, Carrier Type fields • Just bring access points into compliance with RDA NAF file • Any part or combination 12

NOTIFICATION (ARE YOU READY FOR THE BIG ONE? )

Notification • Periodically checks client’s authority file against latest LC version • Auth record updates are sent to the client • Brief records for unmatched headings are searched against updated LCNAF • Reports created 14

Conversion of NAF to RDA Proposed LC-NAF RDA changes will generate a massive number of changed auth records in two separate Phases Many ILS systems can’t handle loading really large auth files 15

Delivering LC Auth Updates Divide LC update file into smaller segments • File sizes can be determined by clients • Files can be delivered over a period of time on a schedule determined by client 16

Delivering LC Auth Updates The Problem: • New updates come before all files loaded • Regular updates may be nullified or lost to the client A solution: • Append ongoing notification files to end of clients schedule • Will eventually catch up 17

Delivering RDA Auth Records Only return records that update a 1 XX fields • No Phase 1 updates • Lose notification of invalid records • All Phase 2 updates Looking for other options • Feedback is welcomed 18

Preparing for DAY 1 Conversion of LCNAF starting soon VERY large authority file updates will be coming Bib headings will no longer match NAF 19

How We Can Help Ø Full cross-walk from AACR 2 to RDA Ø Access point cross-walk to prepare bibliographic headings to match converted LC-NAF Ø Mitigate impact of the large conversion update files Ø Work closely with clients to 20

QUESTIONS ? ? ? Karen Anderson Authorities Librarian Backstage Library Works kanderson@bslw. com 800. 288. 1265 www. bslw. com ac. bslw. com/mars Booth 2200 21