Forcing a change into the Global Change Queue

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Forcing a change into the Global Change Queue

• A strategy for handling heading changes when
  there is no matching authority record

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Remember that the queue only changes headings for
which there is an exactly matching authority
record.

• In cases where you have more bibliographic
• records with a particular heading than you
• want to change one at a time, you can force
• the heading change into the global change
• queue by locally creating a matching
• authority record.

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Step by Step Outline

• Call up bib. record that includes heading
• you want to change
• 2. Begin to Save record. Stop at Authority
• Validation screen
• Highlight the heading you wish to create
• Click the Create Auth button
• Save the dummy authority record
• Record the authority id number!

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Step by Step continued

• Still on the dummy authority record,
• change the 1XX to the correct (new) form of
  the heading
• 8. Save the dummy authority record again.
• (This action puts the heading change into
  the queue.)
• Select the change to be processed in the queue
• After the change occurs, delete the dummy
  authority record!

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Example from Recent RDA Heading Changes

• Dept. changed to Department
• While abbreviating the word Dept. was not
  AACR2 practice (but national practice under the
  LCRIs), the shift to RDA provides an opportunity
  to convert existing headings that contain the
  abbreviation Dept. to represent the full form
  of the word in headings and appropriate
  references.
• (from Summary of Programatic Changes to the
  LC/NACO Authority http//www.loc.gov/aba/rda/pdf/l
  cnaf_rdaphase.pdf)

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Dept. of Agriculture - subordinatebodies with
no exactly matching authority records
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1. Select a bibliographic record that uses the
heading you wish to change
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2. Begin to save the record. Stop at the
authority validation screen3. Highlight the
heading you wish to create.4. Click the Create
auth button
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5. Save the dummy authority record that you
created.
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6. Write down the Auth number.
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7. Make the change to the heading
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8. Save the dummy record again.
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Global Change Queue shows old heading only before
running job 11.
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9. Select the change to be processed
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Confirm that the bibliographic records have been
processed by searching your catalog by the old
and new headings. Did any not change?
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Confirm that it is the dummy record (id on your
list? Question marks in 040?) 10. Delete the
authority record
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Catalogers Toolkit andCorrection
ReceiverPrograms you can use in conjunction
with Voyager to facilitate global changes
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http//www.library.northwestern.edu/public
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Program and documentation by Gary L. Strawn,
Authorities librarian, etc., Northwestern
University Library.
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Help from Clayton States Adam Kubik -
http//www.clayton.edu/library/documentsandinstruc
tionsheets/installingctk
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Important Points!

• Powerful tools which can make large batch
  changes. Understand what will happen. Read the
  documentation!
• Test on small changes first or in a test
  database.
• You have to do more than just install, you also
  have to work though a variety of special settings
• If you change versions of Voyager, you also have
  to change versions of Catalogers Toolkit and
  Correction Receiver.

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The toolkit contains lots of buttons which
perform discrete functions. We use two buttons.
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The grey button is a dashboard, taking you to
the full button array and the special settings
tabs.
The big red plus button is the action button that
we use for performing global changes. Looking at
the authority record, it creates a small file
that gets written to a folder. This file is used
by Correction Receiver to find and modify a group
of records.
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Correction Receiver

• Works together with Catalogers Toolkit
• (Assign settings under Options)
• Finds the old heading in a bibliographic record
  within the file and replaces it with the new
  heading defined by the authority record

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What do these two programs do to help with
headings changes?

• Solve the big problems with the queue
• Able to change both field tags and indicators
• Able to make changes to base heading and base
  heading with additions or subdivisions
• Able to fix uniform titles
• Able to fix geographic subdivisions

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Uniform Title Example
Here part of the uniform title is changing from
arr. to arranged, and there are 15 bibliographic
headings to be changed.
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A search of the current heading brings us to this
browse list. Old and New headings show up here
in this case. The important part is access to
the authority record.
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Once on the authority record, click on the red
plus button. That activates the toolkit
functionality
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Catalogers Toolkit suggests corrections based on
x-references in the authority record. In this
case one heading is suggested for correction.
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Correction Receiver changes from its normal
Active state to Working, showing the heading
and progress through the changes.
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Searching again, you can see that the 15 headings
have been corrected.
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Correction Receiver creates a number of files as
it works. One of those is a summary of activity.
As you process each change, the program keeps a
running tally of the total records changed. We
record these in a special statistical category.
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Example of changes to headings plus subdivisions
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If we search the Subject line, we find that there
are two additional headings that would not be
changed by the global change queue. They dont
exactly match the base heading which is the name
alone. Headings with additions are not recognized
for change.
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Also, if we look at the second record, we can see
that a uniform title is involved. And the queue
will not change that either.
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Retrieve the authority record and click on the
red plus.
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In this case, Toolkit suggests three headings
that could be changed. Sometimes these are very
generic (no date at all, for instance) so examine
carefully. You have to select each change.
Toolkit only does one at a time.
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Once again the Correction Receiver applies the
changes.
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A search of the Name and then the Subject file
shows that all the needed changes were made in
the catalog.
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Send this to special form feature
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If there was a suggestion on the first screen it
will appear at the top. If not, the Old
heading boxes will be blank. You can edit those.
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Here is an example of a likely heading that might
have existed in our catalog but not as a choice
generated by the authority record. Click OK to
process changes.
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Geographic heading example
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Check out the Indirect subdivision form Old and
New. The New looks correct. But
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The entire form was filled out then this box was
edited.