WorldShare Record Manager: Authority control

1:29 pm - 3:36 pm  Wednesday, January 31, 2024 | (UTC-05:00) Eastern Time (US & Canada)

Shane  sharon  Ariel Mortem  Bran  Dawn Andlinger  Melanie  Sheila  Andrew More  Audrey Bohman  Beth  Alexandria White  Daisy Papa  Sue Burkhart  Rita Leung  Kathryn Aycock  Pramodini  Joseph Kozak  Corinne Jacox  margie wallace  Patrick Lavey  Melissa Gamez  E. Quinn  Monika Soler Correa  Shahrzad Khosrowpour  Julie Mireault  Miracle Spotted Wolf  Crystal Rodriguez  Leslee  Christina Benson  Jean Mueller  valerie  Mary Alice Robinson  Shane   Sara Fillbrandt she/her  Wendy West  Lorraine Whitney  Rick Newell  Rachelle Nelson  


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Mary Alice Robinson 00:00:00.760 --> 00:00:08.400
I knew, but I do have a brief kind of demo of that for you and then finally exporting authority records.

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Mary Alice Robinson 00:00:11.640 --> 00:00:30.840
Now I do want to tell you that I'm not gonna cover Mark Authority record format in any great detail in this class, but I will cover just some basics as we go along, but just so, you know, you can find really helpful information on Mark Authority records on the LC website and this link is also.

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Mary Alice Robinson 00:00:30.880 --> 00:00:48.600
Included in the learner guide for this class. So if you do need that information on Mark Basics, Mark Authority records, you have that available to you, but again, as I said, I will, from mention a few basic things about Mark Authority records.

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Mary Alice Robinson 00:00:50.040 --> 00:01:10.520
So first of all, in record manager, there are several authority files that are available for searching browsing and controlling headings, and there are actually ten now I won't read the whole list to you, but here they are, and the other thing to tell you about all these authority files is that they each have their own specific ins.

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Mary Alice Robinson 00:01:11.800 --> 00:01:31.000
And browsing and applying authority record information to bid records in world cat and, and World Chair record manager, so you can find details in the record manager documentation here. This is just a page from the record manager documentation called Work with Authority Records and.

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Mary Alice Robinson 00:01:31.240 --> 00:01:51.480
Details about each of the different authority files available that being said, I will tell you that today we are just going to be focus on searching and browsing the LC authority file. You're gonna see some aspects of controlling headings, not just for LC though, but for some of the other headings.

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Mary Alice Robinson 00:01:51.680 --> 00:02:11.960
Other authority files as well, but for searching and browsing, we're pretty much gonna be sticking to Library of Congress. All right, so for the LC Authority file and record manager, there is a search and a browse. So the search is keyword and that, meaning that you can enter words in.

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Mary Alice Robinson 00:02:12.000 --> 00:02:32.440
Any order browse you would enter the exact phrase when you're doing a browse from left to right? And what's really different about the browsers. It, it puts you into a browse index initially keep in mind when you're doing a personal name search, you'll want to enter first last name and then first name and I do want to suggest you always remember to.

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Mary Alice Robinson 00:02:32.680 --> 00:02:52.920
A comma for the expanded browse, it's absolutely required that you enter the comma between the last name and first name and the expanded browse is something I'm gonna show you, but it's something that will be really useful, if you want to do a search for example, including the sub- fields, maybe like a.

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Mary Alice Robinson 00:02:52.960 --> 00:03:01.720
Personal name title or maybe a subject with subdivisions, right? So we're gonna go over each of those.

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Mary Alice Robinson 00:03:03.160 --> 00:03:23.640
Before I do that though, I do want to mention that there are some user preferences for searching authority records that you probably want to take a look at. I'm gonna go to record manager in just a moment, but to get to the user preferences. This is just the over on the left. You can see the left navigation screen. You'll see that when you first log in, so you just go ahead and click on us.

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Mary Alice Robinson 00:03:23.960 --> 00:03:36.920
Preferences and then searching basic is where you'll find the preferences for authority records and then you'll see the tab there. So click on the tab for Authority records.

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Mary Alice Robinson 00:03:38.360 --> 00:03:44.320
So with that, I'm actually gonna now bring up record manager.

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Mary Alice Robinson 00:03:46.040 --> 00:03:51.400
And you should be seeing that on my screen now. I'm just getting logged in.

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Mary Alice Robinson 00:03:58.840 --> 00:04:03.160
And in just a moment, there we go. I'm gonna choose metadata.

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Mary Alice Robinson 00:04:05.240 --> 00:04:26.360
And under metadata you'll see record manager, so I click on record manager and then here's that link that I just mentioned for user preferences. So we'll go ahead and click on user preferences, and now you've got the five accordance here. So we want to look at the preferences for searching authority records and as I said, it's under searching basic, and now you've got the tab.

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Mary Alice Robinson 00:04:26.640 --> 00:04:35.200
Authority bid records, LBT or local bid data and LHRS, I'm gonna click on the tab for Authority records.

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Mary Alice Robinson 00:04:36.600 --> 00:04:57.080
So first of all, similar to searching bid records, you have this option if your search results in one record, only you can select this to open the record for editing rather than seeing the one record in a results list. First, I'd like to see it in a results list, if you, if that's something that you do probably for authority record searching, you're not.

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Mary Alice Robinson 00:04:57.520 --> 00:05:17.560
Get one record only many times unless you have a control number, for example, but if you want to open that record for editing, if it's one result, you can select that next diacritics, it tells you here not applicable for LC root, expanded browse, but in which we'll go over, but you can click this if you want to be able to.

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Mary Alice Robinson 00:05:17.600 --> 00:05:38.040
Enter diacritics in your search terms, Anytime you see a question mark too. If you hover over it, sometimes it's helpful, sometimes it's, you know, pretty brief information, this one just basically tells you can enter diacritic characters next under there for authority references. You have the options to show the.

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Mary Alice Robinson 00:05:38.120 --> 00:05:58.520
C references and the C also references either or in your search results, the c references would be the four hundred fields in a authority record. These are cross references not valid in a biblographic record and, and you can select this if you want to see them in search results. Okay, we're just talking about the.

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Mary Alice Robinson 00:05:58.800 --> 00:06:19.000
Results screen, of course they're gonna be there when you click on the authority record to see the actual authority record. I'm leaving my unchecked and the reason is because a lot of records will have a really long list of C references even more so than C- also references, there's four hundred cross references and it can just make.

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Mary Alice Robinson 00:06:19.120 --> 00:06:39.480
Search results screen. pretty long, but if you want to check that out and see how that looks in your search result, you can just go ahead and click on these, and then there's a third option here that says show heading linking entries and search results. So let me explain what that is briefly. So these are only a.

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Mary Alice Robinson 00:06:40.280 --> 00:07:01.240
For the heading linking entries, they're only available for LC and Canadiana Authority records. There may be a seven EXX field in a Canadian authority record, linking it to the same LC or equivalent LC authority record and it may be the same or a different form of the heading now.

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Mary Alice Robinson 00:07:01.240 --> 00:07:21.720
If you select this show heading linking entries the linking field, if it's present in the record will show in the search results. So again, same thing it's gonna be present in the authority record, it'll show in the search results, if you, if you do select this, I will leave it unselected though, but that is what that is about.

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Mary Alice Robinson 00:07:22.360 --> 00:07:42.840
Below that, you've got your search scopes for thirty records and the way this works is here are all the, the scopes that are available. I mentioned earlier in Recom manager, You have those ten authority files for searching and browsing, and so on, some of them have more than one scope, like there's the LC.

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Mary Alice Robinson 00:07:42.840 --> 00:08:03.200
Search LC, browse LC root expanded we're gonna look at all of these, and then you'll see options for the scopes for the other authority files as well, and the check Mark means that I have selected it because I wanted to be available for me to use when I'm doing my searching or browsing of those specific.

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Mary Alice Robinson 00:08:03.320 --> 00:08:14.360
Authority files, so I have selected Mesh Canadiana and so on, if they're unchecked, then they're, you know, they're just not gonna be displaying for you to use as a search.

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Mary Alice Robinson 00:08:17.400 --> 00:08:35.960
Over here on the left. Here's the data type, and I think the default always comes up as bib, but you can change it to Authority records and there is the scope for LC, for example. All right, you can move these. So I've got my LCS, the default, so that's always gonna be at the top and then.

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Mary Alice Robinson 00:08:36.080 --> 00:08:56.440
I've got LC Browse LC route if you want to move these up, you can just simply click the arrows here, like let's say I want to move Canadiana up before the mesh authorities when I save this, you're gonna see that reflected over here in the drop down list. The order.

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Mary Alice Robinson 00:08:57.760 --> 00:09:16.920
And also notice, if you make any changes to the preferences, you're gonna see a little orange dot here and you'll also see that over on the left, meaning you've changed something. So be aware, you, you know, you want to either save your changes if you intended to do that or you could just leave the page and they won't be saved or you could click on discard page changes, but if you do.

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Mary Alice Robinson 00:09:17.680 --> 00:09:37.400
You do want to make sure you click on save and you could just do any changes you want to make to all of the user preferences and save them at the end or you can save them as you go along. Now, The last thing I have to tell you about this is each of these scopes will have their own specific indexes. So for example, the.

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Mary Alice Robinson 00:09:38.040 --> 00:09:57.880
Search if I click on that, then I get to see the index displays again, the check Mark means the index is gonna display for me to use for a search. I've got almost all of them checked and again, you can change the order of the indexes by using the up and down arrows.

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Mary Alice Robinson 00:09:59.320 --> 00:10:09.680
Again, these are, this is the LC scope. Here's my indexes, if you want to change the order of them, or if you never use some of them, you could just deselect them here.

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Mary Alice Robinson 00:10:12.880 --> 00:10:32.720
So I didn't change anything there. So I don't think I need to save it again. So that's all I want to show you about the preferences. Next, what I want to do is just do a, a few searches we're gonna do a few LC searches and then some LC browsers. So first of all the.

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Mary Alice Robinson 00:10:33.200 --> 00:10:52.320
As I said, is keyword so words in any order, and then you've got the, the various indexes that are available. The LCC and the Library Congress control number is a number index. So I want to do do one of these searches, you can enter it.

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Mary Alice Robinson 00:10:53.840 --> 00:11:05.760
With, or without the leading zeros or spaces. So, for example, if you, if the number appears, like this, you could just leave that space out. I'm gonna enter the number that I have though.

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Mary Alice Robinson 00:11:10.480 --> 00:11:27.760
All right, and you can just hit enter or you can click on searching a keyboard and I do get a results list and I, since I didn't say open the record for editing or viewing if I get only one, I did get only one. So here's the authority record for Philadelphia Eagles, football.

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Mary Alice Robinson 00:11:28.040 --> 00:11:47.560
It's a one ten. All right, and if I click on the name here, it'll open up the full authority record for me and they're in the zero ten, Is that LCCN number that I just searched. All right, I could do the same thing here if I searched corporate name, for example.

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Mary Alice Robinson 00:11:48.280 --> 00:11:54.040
I could go ahead and search Philadelphia egos. I should be able to find it that way as well.

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Mary Alice Robinson 00:11:57.200 --> 00:12:15.760
I could put it in backwards order. Remember word order doesn't matter for the search and there it is a couple of other searches I just want to do quickly. So let's change our index. Well, I'm gonna leave it set actually for corporate conference name, and I'm just gonna do.

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Mary Alice Robinson 00:12:15.960 --> 00:12:24.240
Another search here I'm gonna do a search here for centers for disease control and prevention.

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Mary Alice Robinson 00:12:32.000 --> 00:12:51.600
The search box expands as I'm typing to give me more room and again, remember, I don't have to actually enter all the words left to, right? So I just put centers disease control prevention. I'll go ahead and click on search and I get quite a lot of entries here. Remember it is keyword it's gonna give me my results.

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Mary Alice Robinson 00:12:51.640 --> 00:13:12.080
I've got ten per page. It looks like, but it's gonna give me my results and they are in alphabetical order, so I am gonna scroll a little. I'm actually gonna go to page three up here at the top. You could change your rows if you want to see up to a hundred records on a page, you could do that or you could just scroll page by page.

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Mary Alice Robinson 00:13:13.360 --> 00:13:32.560
And on page three here I do see don't get confused here. Center for Prevention, But what I'm looking for is the centers plural for disease control and prevention, and here it is, and you can see this is a one ten. So I click on it, and here is.

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Mary Alice Robinson 00:13:33.320 --> 00:13:53.040
Record for that. Now here's the one ten field, the valid form of the heading notice. In this record, there are, there are several four tens. So again, these are the cross references. These are perhaps they're invalid for a bid records, they could possibly be other forms of the heading as they.

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Mary Alice Robinson 00:13:53.120 --> 00:14:13.520
Appeared in publications for example, or previous versions of the, the corporate body and I'm gonna do one more search and then we're going to switch to a browse. I'm gonna change this. Let's say it's a geographic name and I have one that's actually a local one to me. So I shouldn't get.

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Mary Alice Robinson 00:14:14.040 --> 00:14:19.840
Results, I'm gonna search for geographic name with a Hicken Creek.

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Mary Alice Robinson 00:14:23.120 --> 00:14:38.200
And I just got three, but again, notice keywords, so I've got with a Hick and Creek parents PA. and Whizak and Creek value Wizake and Creek Water shed, here's the one I'm looking for, and there it is.

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Mary Alice Robinson 00:14:41.680 --> 00:14:47.480
All right, I am going to switch now to talk a little bit about browsing.

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Mary Alice Robinson 00:14:49.360 --> 00:15:09.840
So what I'm gonna do for the browse remember I told you in the slide earlier that with browse, you're gonna be entering search terms from left to, right? And you do have to enter all of the terms you can write truncade, it will automatically do that, but you can't skip words, so we're gonna change this to browse and.

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Mary Alice Robinson 00:15:10.160 --> 00:15:27.200
The other big difference is that you're gonna be put when you do a browse, you're gonna be basically put into a browse index. So I'm gonna change this back to corporate conference name clear that out, and I'm gonna again, enter centers for disease control.

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Mary Alice Robinson 00:15:29.040 --> 00:15:31.720
And this time I'm mentoring all of the words.

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Mary Alice Robinson 00:15:35.440 --> 00:15:45.040
I should be able to leave it at that or I could continue to enter and prevention centers for disease control. I'm gonna go ahead and enter that.

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Mary Alice Robinson 00:15:47.040 --> 00:16:06.800
Let's see if I entered this correctly. Oh, interesting, so I've got the, the marker is gonna tell you the closest match and this is a browse index and meaning that you could presumably go as, you know, you can go forward in it and backward in it, and so on the heading.

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Mary Alice Robinson 00:16:06.840 --> 00:16:12.440
I'm actually looking for is right below that centers for disease control and prevention.

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Mary Alice Robinson 00:16:14.560 --> 00:16:34.960
And the other thing is, if you, if you look over to the far, right, if your eyes can follow that, that far rate, column tells you the count and for the, the one I'm looking at there for the US, the count is eighteen. So that's a reference to the number of authority records for this heading here. So I'm gonna go ahead and click on the one below that. Mar.

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Mary Alice Robinson 00:16:35.200 --> 00:16:47.800
Because that's the one I'm looking for, and here it is here centers for Disease Control and Prevention us. Click on it, and I do get right to the authority record for that heading.

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Mary Alice Robinson 00:16:50.320 --> 00:16:59.120
I'm gonna do a different kind of one now for a browser subject phrase, so I'm just gonna use the one term refugees.

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Mary Alice Robinson 00:17:05.040 --> 00:17:21.680
And again, I get the marker and it is coming right to the term refugees and again, looking over to the right, I can see there are fifteen authority records here. I'm gonna go ahead and click on the closest match in the index there, and I've got FIF.

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Mary Alice Robinson 00:17:22.400 --> 00:17:42.160
In this case, I'm gonna change my rows to twenty. I should then be able to scroll the whole page scrolling down. I actually see two entries for refugees. All right, and they both say they're a one fifty, meaning the valid form of the heading look pretty much identical. So I'm.

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Mary Alice Robinson 00:17:42.320 --> 00:18:02.640
Look at each of these. I'm gonna select the first one here. All right, first one, here's the, the valid form of the heading refugees the difference and the reason why there are two though is if I look at the zero ten field, I can see the prefix to the LCCN number. The control number is S. J. So this.

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Mary Alice Robinson 00:18:02.640 --> 00:18:23.120
This is an indication that this is a children's subject heading. now sometimes children's LC childrens is going to be the same hitting as a library Congress heading sometimes it will be different in this case, I'm gonna say it's the same. The other way you can tell this is LC children's is by looking in the O- eight if you expan.

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Mary Alice Robinson 00:18:24.600 --> 00:18:43.600
And here it is subject heading system for source. It does say BLC subject headings for children's literature close out the oh eight there. Now if I go forward, I can, I can go back to my list, but I could also just click the arrow on the top, right? To go to the next record. So here's the other.

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Mary Alice Robinson 00:18:44.520 --> 00:19:04.080
For refugees, and this is the library Congress subject heading Sesh rather than SJ, and again, if I click on the O eight, I also should see this one says subject headings the source is library at Congress subject headings, so be careful when you are.

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Mary Alice Robinson 00:19:04.120 --> 00:19:21.560
In this case, they happen to be the same, but be careful when you're selecting headings if there are different, especially which they many times are for LC or for childrens that you're selecting, what you intend to, if you want Library Congress headings and not children's, for example.

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Mary Alice Robinson 00:19:22.640 --> 00:19:23.840
All right.

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Mary Alice Robinson 00:19:25.840 --> 00:19:44.120
Let's see, I don't want to do also a couple of browsers of personal names. So I'm gonna change my browser index to personal name. I'm gonna clear out the terms box and for the browse, I'm gonna put you have to put last name first, but I'm gonna do Shakespeare.

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Mary Alice Robinson 00:19:47.160 --> 00:20:06.160
You don't have to put the comma, but I would encourage you to get in the habit of putting it because the comma is required when we are gonna look at the LC route, expanded browse in that case, you always have to put it, so I'm just gonna go ahead and enter it there. So I'm just gonna enter.

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Mary Alice Robinson 00:20:06.400 --> 00:20:26.640
Shakespare comma William, let's make sure I spilled it right? And I'm gonna go ahead and click on search. All right, and yeah, I'm in a browse index, so I do see the closest match here is Shakespare comma William with the dates. Fifteen sixty- four sixteen sixteen and I'll look going over to the right. We know.

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Mary Alice Robinson 00:20:27.840 --> 00:20:48.200
Prolific, so we have a lot of authority records, not just for the name itself, but also for a lot of works and so on. So I'm going to go ahead and click on this and I do see those thirteen forty here and again, they are in order, so I've looked at this before, so you could scro.

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Mary Alice Robinson 00:20:49.040 --> 00:21:08.680
To find the, the, heading just for Shakespeare, I'm gonna change my rows in this case to a hundred per page, and then I'm going to, let's see, I'm gonna go to the next page because I'm only up to the a's here, let's go to the next hundred in this case, and I've got to the RS now.

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Mary Alice Robinson 00:21:08.680 --> 00:21:29.160
And so here is Shakespeare, William, just the authority record for Shakespeare, and here is the heading and the one hundred field with the dates, and in this case you see a lot of cross references here in this record like many many man.

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Mary Alice Robinson 00:21:29.880 --> 00:21:31.440
Can you still scrolling?

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Mary Alice Robinson 00:21:33.000 --> 00:21:34.240
All right.

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Mary Alice Robinson 00:21:36.200 --> 00:21:46.120
I'm gonna do one more, and then we're gonna switch over to using the root expanded browse. I'm gonna clear out Shakespeare and I'm gonna enter another one. This one is.

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Mary Alice Robinson 00:21:47.600 --> 00:21:48.720
Ven.

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Mary Alice Robinson 00:21:51.120 --> 00:22:10.760
Lidwig man and go ahead and hit enter or click on search. Same thing here. I've got the marker here and it looks like this is probably what I want. I'm looking at the number of records if you're not searching for somebody who, you know, who says well known or prolific, you may not always be able.

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Mary Alice Robinson 00:22:10.920 --> 00:22:17.200
Tell from the browser index, keep in mind that in the browser index are also going to have entries for.

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Mary Alice Robinson 00:22:19.080 --> 00:22:39.560
For headings that are not valid, for example, in a four hundred, so I'm gonna like look right below it Bethoven, there's a different spelling. All right, I'm gonna click on the closest match here. We're gonna click on this one and I do get to the expanded list here and this case I'm gonna see that Beetoven is right here on the.

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Mary Alice Robinson 00:22:40.680 --> 00:23:00.040
Here, the first page, and if I click on it, I get to the name. There's the one hundred field field for the name Beefen with the dates. Now, if you want to find a particular work by an author.

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Mary Alice Robinson 00:23:00.080 --> 00:23:20.520
By Shakespeare or by Beetoven. Let's say, all right now a couple things you could do, if I'm looking for a particular work, I've got a thousand fifty results here. Records here scrolling through, might take me a really long time, even if I'm jumping page to page and so on. So when you do have a name title or.

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Mary Alice Robinson 00:23:20.640 --> 00:23:41.000
Even a subject with subdivisions it can often be really helpful to use this option of the LC root, expanded browse. All right, so I've selected that as my scope and then I'm gonna change the index. I'm not sure why it pop back to children's, but I'm gonna put it back on personal name. I'll leave it set to.

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Mary Alice Robinson 00:23:41.480 --> 00:23:58.520
Ven that's fine. And then in my expanded terms, let's say I'm looking for the authority record for Bethoven's Coral Symphony and I don't know what the valid form of the heading is, but that's kind of a name that is popularly known as.

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Mary Alice Robinson 00:24:01.480 --> 00:24:20.040
So answer that in the expanded terms box and I'll click on search. All right, so I've got at the top here it says list LC, browse list. The root is bethalobic. Van, expanded term, Coral Symphony and I've got the marker right here. It does say Subfield.

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Mary Alice Robinson 00:24:20.440 --> 00:24:40.520
So it's gonna give me the personal name and then the work, but also notice that it does say in parentheses, there are four hundred again, reminder, this is not the valid form of entry, then, so we want to click on it though because it will lead me to the correct form of the heading. So we'll go ahead and click on that entry, and then here we are here is the, the.

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Mary Alice Robinson 00:24:42.440 --> 00:25:01.000
Name and title as it should be entered. Here's a tells you it's a one hundred field, but I'm gonna click on the name here to open the full authority record, scrolling down a little bit there. You can see the one hundred feel for Beetoven sub- field T- symphonies, Subfield end number nine.

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Mary Alice Robinson 00:25:02.480 --> 00:25:21.480
I should see a four hundred field for the Coral Symphony since that is what I actually search, and there it is. So again, it served its purpose as a, a cross reference for me. All right, I'm gonna do one more and so, in this case we're gonna do Shakespeare.

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Mary Alice Robinson 00:25:21.680 --> 00:25:23.600
Same idea though.

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Mary Alice Robinson 00:25:24.720 --> 00:25:27.800
Make sure you put in the comma.

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Mary Alice Robinson 00:25:29.160 --> 00:25:35.120
So I've got Shakespeare, comma, William and if you want to search for one of Shakespeare's works.

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Mary Alice Robinson 00:25:39.440 --> 00:25:57.320
Go ahead and do Allswell that ends. Well, click on search, and in this case, it does say it's a one hundred, but I'm gonna go ahead and click on it to get to the heading and there it is share William dates Subfield t- all as well, that ends. Well, do click through to get to the full authority record and, and.

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Mary Alice Robinson 00:25:57.320 --> 00:25:58.760
Here it is.

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Mary Alice Robinson 00:26:01.160 --> 00:26:02.440
All right.

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Mary Alice Robinson 00:26:04.360 --> 00:26:20.880
I could give some other examples, but I have so much to cover here that I want to just pause. Now are there any questions about searching and browsing the LC authority file because we have a lot of other topics to cover as well. Rick, do you see any questions and checks I have not been actually looking here.

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Mary Alice Robinson 00:26:35.080 --> 00:26:48.560
Okay, I am not seeing any questions in chat. So I'm gonna just keep going then, and we'll go on to our next top of everyone is good with that.

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Mary Alice Robinson 00:26:58.760 --> 00:26:59.920
All right.

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Mary Alice Robinson 00:27:04.520 --> 00:27:21.800
So the next thing we are gonna talk about then is controlling headings in record managers. So first of all, just a few things basic things about what control headings does it's linked going to link headings any biblographic record.

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Mary Alice Robinson 00:27:23.080 --> 00:27:42.280
Matching authority record. If it's available, the clicking a control heading Hyperlink in a BIB record is gonna open the authority record in a separate window. Once you control a heading and keep in mind that you would have to also replace the world cat record to save that link.

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Mary Alice Robinson 00:27:42.600 --> 00:28:02.760
The heading and the BI record is gonna automatically be updated whenever they linked authority record changes and that's a real advantage of having headings controlled now you're gonna see, I'm gonna say most records in world category have headings controlled. there is some quality control software that runs and so on, but certainly, you know.

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Mary Alice Robinson 00:28:02.960 --> 00:28:23.240
You need to know how to control hittings if you're adding headings to a record or if you're doing original catalogging and so on, And that's the next slide basically when to use control heading certainly in your original catalogging when you're adding names and subjects existing world cat records, if you come across a record when the heading is not.

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Mary Alice Robinson 00:28:25.200 --> 00:28:45.000
Now keep in mind there may not necessarily be an authority record for every, every heading every name, especially, but you could try to control it or if you've added a, heading to an existing world cat record, you would want to use control headings and then finally do keep in mind you would need to replace the world.

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Mary Alice Robinson 00:28:45.640 --> 00:29:05.480
Record to retain the control and I will tell you also that with the expert community, if you don't know what that is, you can kind of search for expert community and find out, but it's kind of allow anyone who's logged on with a full catalogging authorization. You should be able.

104
Mary Alice Robinson 00:29:06.320 --> 00:29:25.960
Records after controlling headings, right? And also as well as doing a lot of other editing for most records in world cat. most fields in most records we go into more details about that in one of the other training sessions, and there is a lot more detail about replace as well in our doc, and so on.

105
Mary Alice Robinson 00:29:27.240 --> 00:29:46.440
All right, so I'm gonna keep going talking about controlling heading. So just a couple real basic things. These are the main variable fields in authority records. We've already looked at a number of them, and as I said earlier, we're not going to cover the basics of authority records, but this is just a quick reminder.

106
Mary Alice Robinson 00:29:46.480 --> 00:30:06.920
The established form of the, heading that you're gonna be looking for in the authority record is gonna appear in a one XX field in an authority record and then those second and third numbers will vary, depending on the type of heading. So for example, if it's a personal name heading, it would be a one hundred, like we've seen in the case of, you know, Beth.

107
Mary Alice Robinson 00:30:07.360 --> 00:30:27.400
Shakespeare, if it's a subject heading like we saw an example of refugees, it's gonna be a one fifty and so on, and then those four XXS as I've mentioned, those are the C references or Cross references and they're not valid in a big record and the five XX fields are.

108
Mary Alice Robinson 00:30:29.080 --> 00:30:49.120
These are related headings and they could be valid headings and if they're record and they actually, each of them would also have their own separate authority record as well, and then the other thing you'll see are the six hundred fields these are often used to help determine that is the right authority record.

109
Mary Alice Robinson 00:30:49.760 --> 00:31:05.120
The six seventy will have source data and they're also scope notes. So a lot of times there's a reference to a work or reference about the person. There's other fields too. that also help you in determining if you found the correct heading some of the three XX fields.

110
Mary Alice Robinson 00:31:07.080 --> 00:31:27.520
All right, so this slide is to show the authority tags in the middle column and the biblographic tags that they control. So, for example, a one hundred tag and an authority record can control a one hundred six hundred seven hundred.

111
Mary Alice Robinson 00:31:27.760 --> 00:31:48.000
Or eight hundred in a biblographic record. All right, and so on one ten controls a bid record one, ten, six, ten, seven, ten eighteen, and so on. All right, I think this slide is on the learner guide as well, but again, this is just kind of some basic.

112
Mary Alice Robinson 00:31:48.000 --> 00:31:56.440
Reminders about authority records and the, again, this is the slide about bid tags that those authority tags do control.

113
Mary Alice Robinson 00:31:59.520 --> 00:32:18.720
This is actually a screenshot with a heading for over, on the left. There's the authority record for Boch, so you can see the authority record. There's the heading in a one hundred field bot comma, Johan Sabastian, with the dates and then on the right, you have an example, there's a big record on the right and.

114
Mary Alice Robinson 00:32:18.760 --> 00:32:39.200
You can see the heading as it appears in that BIB record is not exactly the same as in the authority record. You just say box comma, J. s- and then in parenthesis of field Q, Johan Sabashian with the dates. So it looks good, but it's actually not the valid form of heading, but because that.

115
Mary Alice Robinson 00:32:39.320 --> 00:32:59.680
Form of the heading appears in the authority record as a four hundred. You can see it's over there on the left that last four hundred there, the authority record is going to be able to insert the correct form of heading and link it to the authority record. Once you control the heading, here's what it'll look like.

116
Mary Alice Robinson 00:32:59.720 --> 00:33:20.160
Right, so now you can see once you control the heading, the system is able to because of that four hundred field, flip it to the correct form, aheading and link it to the authority record. All right, we're gonna do some controlling headings in just a second in record manager, just wanted to give you a quick preview there.

117
Mary Alice Robinson 00:33:22.720 --> 00:33:40.640
All right, so this slide, these are controllable fields and catalogging interfaces essentially, just to tell you that LC headings can be controlled in connection client or browser, but record manager, all the headings that you see here from all of these different resources.

118
Mary Alice Robinson 00:33:40.680 --> 00:34:01.120
Authority files can be controlled using record manager. All right, so not just the LC, but all of the others that you see on the screen, medical subject headings German names and so on and over the last column there, these are the controlable fields and I will tell you that I just recently updated the fast at the very bottom.

119
Mary Alice Robinson 00:34:01.120 --> 00:34:06.440
Judge did not used to be able to be controlled in record manager and now they can be.

120
Mary Alice Robinson 00:34:07.520 --> 00:34:16.520
All right, and there are the, the controllable fields also for the fast headings over there on the last column as well.

121
Mary Alice Robinson 00:34:19.040 --> 00:34:23.080
I'm looking at the chat just to see if there's any questions.

122
Mary Alice Robinson 00:34:26.720 --> 00:34:30.000
So there was a question about replace and.

123
Mary Alice Robinson 00:34:31.200 --> 00:34:52.320
So, so I don't want to, I will say, generally if you have a fuddle, the question was about if users can make changes and replace not authority records, but you can bib records, and so when I was talking about controlling headings, what you're doing is actually making a change to a bi.

124
Mary Alice Robinson 00:34:52.399 --> 00:35:12.800
Autographic record because you're controlling the, heading in the bid record and you should be able to do that in replace the record authority records is a different story. So you do have to have a special authorization to make changes to an authority record. So the Nakel libraries are able to add authority.

125
Mary Alice Robinson 00:35:12.840 --> 00:35:18.400
Records and edit them. All right, okay.

126
Mary Alice Robinson 00:35:19.840 --> 00:35:40.320
Thanks for that question though, that is, that was a good question and good idea to clarify what I was talking about about replace there. So next to be clear, we want to talk about, we're talking about first of all the previous slide had all the headings that can be controlled and these include names.

127
Mary Alice Robinson 00:35:40.400 --> 00:36:00.800
Subjects, right, so I want to tell you a little bit about controlling names in record manager because there's a couple things to keep in mind for name headings the language accating that's gonna be an O- forty subfield. B- since we have a number of the sources available that you can control to, it's very important that the O- forty sub- f.

128
Mary Alice Robinson 00:36:01.360 --> 00:36:21.280
If you want to control two library Congress, it has to be English for Library Congress. It would appear as dut Dutch for the Dutch named Authority File Fra for Canadiana gre for German and SPA for the Spanish National Authority file. All right, and these are controlling names.

129
Mary Alice Robinson 00:36:21.400 --> 00:36:41.760
One XX, seven XX or eight XX fields. I'll look at that in a moment when we go to control headings also, and the next thing this gets a little probably even a little bit more complicated, but this is a slide to tell you how the system knows, which authority fil.

130
Mary Alice Robinson 00:36:41.880 --> 00:37:02.240
To control subject headings too. So it's gonna be either based on the second indicator or combination of the second indicator, seven and two. So for laborate Congress names and subjects, it's gonna be second indicator of a zero library of NLM National Library.

131
Mary Alice Robinson 00:37:02.960 --> 00:37:22.720
For medical subject headings, you'll see a second indicator of two RVM is the French subject headings and that'll have a second indicator of six except for the six, five, five, the fringe genre terms would be second indicator, seven.

132
Mary Alice Robinson 00:37:23.360 --> 00:37:43.200
And there's the code for the RVM, the French gen returns and so on Canadian is even a little bit more complicated, so I'm not gonna go into a lot of detail, but it is here and it's in explained in the dock and so on and it kind of depends on if the name is English names or French names.

133
Mary Alice Robinson 00:37:43.280 --> 00:38:03.680
Canadian subjects though, are going to be six fifty gonna be second indicator of a five, the six hundred, six, ten, six, eleven, six thirty. These are names, so it's gonna be a second indicator of a six and then for geographic six fifty- one five, if it's English names and six, if it's.

134
Mary Alice Robinson 00:38:04.040 --> 00:38:24.160
Names and the rest of the subject headings the different types of subject headings on the slide. All are controlled by Subfield or second indicator seven with a Subfield to, and a specific code for that authority file. All right, including the fast headings there and library Congress.

135
Mary Alice Robinson 00:38:24.840 --> 00:38:26.400
Informs terms.

136
Mary Alice Robinson 00:38:28.640 --> 00:38:48.480
This is in the documentation. All these details and a little bit more explanation in there as well. So, again, this is just kind of a summary of controllable LC headings, names and subjects. All right, so for names, these are all the one XXS, seven Xxs in the eight XXS topical controllable.

137
Mary Alice Robinson 00:38:48.560 --> 00:39:08.960
Fields the six hundred ten, six, eleven, six, thirty, six, fifty, six, fifty one. All second indicators zero and then as I mentioned the six fifty- five for the drama term, second indicator seven with a Subfield to LCGFT do keep in mind names when you're controlling names to LC headings you do have to make.

138
Mary Alice Robinson 00:39:09.600 --> 00:39:14.720
Forty Subfield B is ENG. All right.

139
Mary Alice Robinson 00:39:16.640 --> 00:39:36.080
Okay, now I'm gonna switch over to actually going to record manager and showing you some examples of the ways to control these headings in record manager. So there are, there are actually these three options you can control, we say control all basically the system will go out and.

140
Mary Alice Robinson 00:39:36.520 --> 00:39:56.960
Try to control all the headings on the page according to what we just talked about names and subjects, and so on. there's also an option to control a single heading, which you'll have to do sometimes you can always control a single heading if maybe you've added a, heading to a record and the other headings are already controlled, you can just say.

141
Mary Alice Robinson 00:39:57.080 --> 00:40:17.440
Control a single heading, but there's other instances when you'll have to select control a single heading, for example, for an unqualified personal name, and that would be a name that does not have a fuller form, for example, a subdivision like Subfield Q, with a fuller form of the name or a Subfield D for.

142
Mary Alice Robinson 00:40:18.720 --> 00:40:31.440
I will show you an example of that, and then lastly, I want to show you how to edit a controlled heading, for example, if you, it's already controlled and you wanted to add a subdivision to your heading.

143
Mary Alice Robinson 00:40:34.820 --> 00:40:37.180
That I'm going back to record manager.

144
Mary Alice Robinson 00:40:39.220 --> 00:40:59.060
And I just have just to be convenient, I actually have some big records in my save file so I'm gonna go ahead and retrieve them right now. I think I can clear out all my tabs everything I had opened so far so I'll click on clear and I'm gonna retrieve those records that.

145
Mary Alice Robinson 00:40:59.100 --> 00:41:02.140
I had saved to show you a few examples.

146
Mary Alice Robinson 00:41:04.180 --> 00:41:10.420
All right, so the first one here I'm gonna select this one. So cyber security law.

147
Mary Alice Robinson 00:41:13.780 --> 00:41:16.660
All right, so here's the error's bid record.

148
Mary Alice Robinson 00:41:18.460 --> 00:41:38.100
Headings, I've got a one hundred field here made entry for the author. All right, scrolling down a little bit. I see looks like one, two, three, four, one, two, three, four, five or four subject headings, LC subject headings. They are not controlled. I also see.

149
Mary Alice Robinson 00:41:38.140 --> 00:41:58.580
A couple of fast headaches. All right, so I see one, two, three, four or fascitings. One thing about fast headings is they are controllable now, but they would have to have it can't control just the text, so it would have to have this here, this Subfield zero with.

150
Mary Alice Robinson 00:41:59.860 --> 00:42:19.060
Fast control number with it in order for it to be controlled using record manager. All right, so in this case, I'm gonna go back up to the top of the screen and we're gonna do the control all headings. I'm gonna select that from the record menu it.

151
Mary Alice Robinson 00:42:19.380 --> 00:42:39.540
Please wait, and it tells me some of the controllable headings were controlled some of the controllable headings were not controlled, so we're going to scroll down and see what happened. So first of all our main entry, one hundred it was not controlled. All right, I'll come back to that in just a second, scrolling down my L.

152
Mary Alice Robinson 00:42:39.780 --> 00:43:00.020
Headings are controlled all of them. all those second indicator zeros also, those fast headings are controlled and actually Canada and United States six fifty ones are also controlled two. They don't have that Subfield zero, but their control or maybe they did previously actually, sorry about that. Yes.

153
Mary Alice Robinson 00:43:00.660 --> 00:43:20.500
If you hover over them, you can see that link there with the OCLC, the fast control number. So the subject headings all got controlled and there's only one name heading in this record, and that is the one hundred. So this is an example of when you do need to do control single, it doesn't mean that there's not an author.

154
Mary Alice Robinson 00:43:20.620 --> 00:43:40.980
Record there may or may not be, I don't know yet until I try to control it, so I'm gonna right click and I can say control heading add you can also, I believe just click in the field and go up to control heading up here. I think where you can just click control all if you want as well.

155
Mary Alice Robinson 00:43:42.260 --> 00:44:02.100
I'm gonna go to control heading and add while I'm here to just see if I can add this single heading and it tells me confirm the unqualified personal name. so I mentioned before if you have a name without any sub- fields, so feel.

156
Mary Alice Robinson 00:44:02.420 --> 00:44:22.580
For the fuller form or Subfield D- for dates, you are gonna be asked to confirm that this is the correct authority record before it will automatically get controlled. So you're gonna do control single heading and then it tells you here's the match you want to take a look at it by clicking on the name and view it.

157
Mary Alice Robinson 00:44:22.580 --> 00:44:43.060
So here's the name and a one hundred field if you look at the six seventy notes, this, this book is about cyber security and I see in a six seventy note of reference, it looks like to something called what to do when you get hacked twenty- twenty- three looks like this person writes on the topic of cyber security and so on we.

158
Mary Alice Robinson 00:44:43.740 --> 00:45:03.540
So it's very, very likely, it's kind of unusual name too, very likely, it's the, it's the correct heading. So once you confirm that you go ahead and click on insert heading in the system controls it, and there it is, and if I click on it again, it would just bring up that link to the authority record. Now. All right.

159
Mary Alice Robinson 00:45:06.740 --> 00:45:26.580
I have another example. I'm going to show you a couple more that I have from my save file. So let's choose this one theoretical and practical. What is it called Practical Pedagogia. Mathematical music theory. Again, I have a record in that they're headings are not contro.

160
Mary Alice Robinson 00:45:27.860 --> 00:45:46.820
I've got a six- fifty- two, fifty, two library, Congress six fifty, s music, so field X mathematics and also musical theory. I've got two fast headings and that's it. I also have two, seven hundreds down here. These are either the editors or contributors.

161
Mary Alice Robinson 00:45:47.060 --> 00:45:52.020
All right, so again, we're gonna go back to the record manual and we're gonna say control all headings.

162
Mary Alice Robinson 00:45:54.100 --> 00:46:13.940
And the system replies some matched cross references, some of the controllable headings were controlled, Some were not. So let's go back up to the top here. I don't have a main entry heading here, but for my subject, headings the six fifty math music mathematics is contro.

163
Mary Alice Robinson 00:46:15.220 --> 00:46:34.420
Fifty, the second one here music theory. I don't know if you noticed, but it previously, it said musical theory. So if I click on this, I get to the authority record and you can see here it is, it's a four fifty for musical theory, right? Not a valid form at a big record. So the system is able because of that.

164
Mary Alice Robinson 00:46:35.060 --> 00:46:54.900
There's able to flip it to the correct form of the heading and the one fifty and link it. I'm just gonna close that it did control the fast headings and looks like the seven hundred for Gomaz. Francisco was controlled again, Marianna Montail was not controlled again.

165
Mary Alice Robinson 00:46:56.180 --> 00:47:15.380
Unqualified personal name. We're gonna go ahead and click on control heading AD for this one again, and again, same thing it says you want to confirm the unqualified personal name, click on the heading review it, I can see some three, three, seventy- two notes, music data processing.

166
Mary Alice Robinson 00:47:16.020 --> 00:47:34.020
It's clue that this is the correct person scrolling down. Also, I see a six seventy reference to something called Mathematics and Computation and music two thousand seventeen. So we have the correct authority record. I'm gonna go ahead and click on insert heading, and now it is controlled.

167
Mary Alice Robinson 00:47:37.140 --> 00:47:38.300
All right.

168
Mary Alice Robinson 00:47:39.700 --> 00:47:41.620
Let's see.

169
Mary Alice Robinson 00:47:44.820 --> 00:47:53.020
All right, can you go back to another record here in my save file?

170
Mary Alice Robinson 00:47:55.060 --> 00:48:14.900
All right, again, another record here without headings controlled. All right, we've got, we've got a six hundred for the name, so this is a about Jeremy Dank, I've got a six fifty Panis, United States and I've got some other headings here below that. All right.

171
Mary Alice Robinson 00:48:15.740 --> 00:48:35.380
And I also have a one hundred here for the author who also happens the book is about him. It's a auto- biography really, so we're gonna go up to the top and go to record and then control all headings. All right, so some work controlled some were not controlled again, same thing here by now this is the.

172
Mary Alice Robinson 00:48:35.860 --> 00:48:55.860
We've looked at unqualified personal names, so we're gonna do control heading AD- we'll look at it, review it. All right, we can see three seventy, four is SAP and this is actually a reference to the actual, the title that I have right here. Every good boy does fine.

173
Mary Alice Robinson 00:48:55.860 --> 00:49:16.340
So we're gonna click on insert heading, and now the one hundred field is controlled. All right, scrolling down. I've got these six fifty zero controlled PNS, United States fast headings are controlled as well. All right, let's say that I want to add a subdivision to one.

174
Mary Alice Robinson 00:49:16.980 --> 00:49:36.740
And these headings, they're all controlled now, but let's say I want to add Hann's United States biography. I can't add it. As long as it's controlled. So what you need to do is you need to momentarily, at least uncontrol it, so you're gonna right click and then say control heading remove.

175
Mary Alice Robinson 00:49:36.820 --> 00:49:46.380
And then you can see the link goes away and then from here I can just simply type in the field. So I'm gonna type the limiter.

176
Mary Alice Robinson 00:49:48.380 --> 00:49:54.780
What am I doing here? I think I'm doing a Subfield V. V- four biography.

177
Mary Alice Robinson 00:49:59.860 --> 00:50:08.900
All right, and when you click outside of the field, it recognizes the delimiter and then you can control it again. So we'll say control heading add.

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Mary Alice Robinson 00:50:10.740 --> 00:50:30.580
And now it's controlled and you can see the link has appeared Some headings are gonna be controlled by multiple authority records, which I believe is the case here. So if I clicked on biography, I should see the heading, in this case, you can see it's a one eighty five for.

179
Mary Alice Robinson 00:50:31.860 --> 00:50:35.260
A subdivisions form subdivision V.

180
Mary Alice Robinson 00:50:37.820 --> 00:50:39.020
All right.

181
Mary Alice Robinson 00:50:40.380 --> 00:51:00.860
Any questions I'm gonna pause just for a moment because those are the main, I just pretty much showed you the main ways of controlling headings. I have some other more detailed things in some preferences, some options you can set when you're working with controlling headings. I'm gonna show you in just a moment, but are there any questions in chat that?

182
Mary Alice Robinson 00:51:01.060 --> 00:51:03.420
I want to check out first here.

183
Rick Newell 00:51:04.260 --> 00:51:23.260
Mary Allis, I, I think you already answered this question. I, you know, fortunately missed it at the time I came in, but it was, I think it was when you were demonstrating searching the question was, was what does the add up function do in this case? And I, I think you kind of answered that related to the other question about making changes to authority record.

184
Mary Alice Robinson 00:51:23.420 --> 00:51:43.740
Oh, okay, great. Yep, thank you. Yeah, we, I did answer that. So if that was in reference to changing authority records, that's correct. You would need to have a special authorization being Nakel Library to edit or add authority records, but as I said, in most cases, you should be able to, with a full cataloging author.

185
Mary Alice Robinson 00:51:44.700 --> 00:51:56.060
Edit and replace, Especially if the replaces just controlling headings, you should be able to do that on a bid record. So thanks Rick, anything else, let's say.

186
Mary Alice Robinson 00:51:57.820 --> 00:52:01.260
I see there's another question to.

187
Mary Alice Robinson 00:52:05.540 --> 00:52:23.420
Question says I'm new to the WMS when cataloger, when catalogging does it ever suggest authorize hittings when I'm typing in the record. So you're anticipating one of the things I'm gonna show you in just a moment. So, yes, it does. You can, you can have it do that or do you always have to click and ask it to control hittings?

188
Mary Alice Robinson 00:52:23.420 --> 00:52:35.940
So, so that's a great question because I'm gonna actually show you that in just a moment, anything else. Okay, let's just move on then, so I'm gonna keep going.

189
Mary Alice Robinson 00:52:38.420 --> 00:52:57.980
Another question was, are there automated processes that control and control headings. There are OCLC quality control software processes that do run to control headings. Yes, I can't tell you any, any more details about how often are, but there are processes that run two control headings. There are also.

190
Mary Alice Robinson 00:52:58.380 --> 00:53:10.260
Control processes that run in just a moment. We're gonna talk about this adding equivalent subject headings here it is. So there are processes that run.

191
Mary Alice Robinson 00:53:12.060 --> 00:53:31.900
World cat records to not just control headings, but to add what we call equivalence subject headings and to control them as well. So, in racromandry you're gonna see a lot of Worldcount records that have not just LC headings, but that have controlled headings for a many of the other.

192
Mary Alice Robinson 00:53:32.900 --> 00:53:53.020
Including fast, the Canadiana, the sources, the RVM, the French subject, headings and, and many others, and when you come across them in a record, I will, I will tell you that we do suggest that you do not try to delete them if you want to delete them when.

193
Mary Alice Robinson 00:53:53.140 --> 00:54:13.500
Exporting them that's fine, if you don't want them in your own Ios, but do not try to delete them and then replace the world cat record because we want them there and the other thing to tell you is if you do delete them and replace the record, they're just gonna come back anyway. They're gonna, the software will run again, and they're gonna be added back in so there, there's really no reason to delete them and.

194
Mary Alice Robinson 00:54:13.860 --> 00:54:21.980
Finally, or maybe most importantly, other libraries use them, so we want them to be on the world CAT record as well. All right.

195
Mary Alice Robinson 00:54:25.020 --> 00:54:34.380
Okay, I hope that answered those couple of questions. So let's move on then we're gonna talk about a couple of user preferences. I want to tell you about.

196
Mary Alice Robinson 00:54:35.900 --> 00:54:56.380
Totally optional as to whether you want to use these or not. The first one is, it's under control headings and the user preferences, and then it's under a tab called working with records, and the first one is add equivalent subject headings when controlling all headings. Second one will look at, is this auto- suggests somebody just asks about and you.

197
Mary Alice Robinson 00:54:56.540 --> 00:55:16.860
Have it set to auto subject, suggest LC or Canadian names. I'm gonna go back to Recommenager and take a look at these settings for just a moment now. So here we are back on record manager and again, I'm gonna look at user preferences. All right, let's close out the searching basic.

198
Mary Alice Robinson 00:55:16.860 --> 00:55:37.340
There, so again, this is under working with records and the tab is biblographic records. That's what we're talking about, since we're talking about controlling headings on big records, scrolling down a little bit here, here's the section on controlled headings and here are those two options. I just told you about.

199
Mary Alice Robinson 00:55:38.260 --> 00:55:57.820
We're gonna get the first one here when controlling all headings. you saw that option when I, when I had a record with no headings controlled and I selected record control headings, you have the option, so when you do that control all command, you can select this, if you want the system to go out and search.

200
Mary Alice Robinson 00:55:58.180 --> 00:56:18.300
Those equivalent subject headings, add them and control them at the same time, I'm gonna de- select it for now. I'm hovering over that question. Mark to see what it says. It just says inserts the appropriate headings to the bid record from the authority files. That's not a whole lot information, but there's a lot more in the doc, but I'm gonna show you what this does.

201
Mary Alice Robinson 00:56:18.380 --> 00:56:26.220
So first, I'm gonna leave it unselected and we're gonna go to.

202
Mary Alice Robinson 00:56:27.900 --> 00:56:47.740
Go to a bit record and I'll show you what it does when you enable it, what it does is gonna search for those, those headings, and if you already have some headings in the record, say, like, let's say you have a record that just has LC headings and you say control, all if you select this, it's.

203
Mary Alice Robinson 00:56:48.380 --> 00:57:01.860
Not just control all LC, but it will search for those equivalent headings and also insert them and control them at the same time. That's, that's basically it. Does that make sense? Or anybody have questions about that?

204
Mary Alice Robinson 00:57:04.380 --> 00:57:09.740
Okay, let me just show you an example of this.

205
Mary Alice Robinson 00:57:11.420 --> 00:57:31.260
I'm going back to one of my records that I have in my save file believe it's this one here. Yeah, all right, so here's an example of a record that has headings or control. we did, we controlled this record, right? So I've got music, Mathem.

206
Mary Alice Robinson 00:57:31.900 --> 00:57:51.740
So on, and in the record, I've got two LC headings. I've got two fast headings and then I've just got the LC name headings, right? So since they're already controlled without that, that option enabled, it didn't when I control the heading, so it didn't go out and look for automatically look for equivalent subject.

207
Mary Alice Robinson 00:57:52.420 --> 00:58:03.060
But you can manually ask it to do that if you go up to the record menu and you say, add equivalent subject headings go ahead and select it.

208
Mary Alice Robinson 00:58:04.540 --> 00:58:25.020
And it tells me it's added some to the record. Some are controlled somewhere, not, let's see what happened. So what it did was it added these two, six fifty second indicator, six, these are the RVM or the French subject headings it added those two and I think that.

209
Mary Alice Robinson 00:58:27.340 --> 00:58:45.380
Now if I click on one of these, it should go to the authority record and here's the source for the French authorities, RVM and you can then see the heading there. All right, so that's what it does. If you don't have it enabled.

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Mary Alice Robinson 00:58:45.580 --> 00:58:49.780
Now I'm gonna go back and enable it, so I can show you.

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Mary Alice Robinson 00:58:51.300 --> 00:59:03.380
What it does when we haven't enabled. So I'm gonna go ahead and click on this to say Adequent subject headings when I do control all after remember to save it. So I'll click on save up here at the top.

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Mary Alice Robinson 00:59:04.700 --> 00:59:09.700
All right, and then I'm gonna go to another record.

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Mary Alice Robinson 00:59:11.100 --> 00:59:17.020
That I don't have hittings controlled on yet. I believe it's this one.

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Mary Alice Robinson 00:59:18.140 --> 00:59:23.740
All right, so here's a record. You can see the one hundred's not controlled.

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Mary Alice Robinson 00:59:25.940 --> 00:59:42.620
Headings are also not controlled. There's three of them there also have looks like a few fast headings here three or four of these. All right, so now that I've been able that I'm gonna go to the top and say.

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Mary Alice Robinson 00:59:43.780 --> 00:59:46.980
Control all headings. All right.

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Mary Alice Robinson 00:59:50.780 --> 01:00:08.700
All right, and it tells me, it has not just controlled the headings, but added some of those equivalent subject headings scrolling down in this case, it's actually added a six fifty second indicator two for, for the mesheading. It's also added the.

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Mary Alice Robinson 01:00:09.340 --> 01:00:29.180
Six fifty, six is there's three of them for the French subject headings and it's, I think that's about it. We've got all these sevens there for the fast headings, but anyway it added the mesh headings and it added the RVM, French subject headings and it controlled everything at the same time. It controlled the LC headings.

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Mary Alice Robinson 01:00:29.260 --> 01:00:49.660
Also, there's equivalent subject headings the only one that didn't get controlled, is this one hundred here. Again, this is an unqualified personal name in order to see if it, if there is an authority record for it, you could again try to control it. We'll say add, in this case, it looks like it has not found an.

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Mary Alice Robinson 01:00:51.200 --> 01:01:11.360
So I can't, I can't control this heading, you will, you will find some that do not have an authority record, if you really wanted to, you could actually go search for this to see if there's a different form or there's missing dates or whatever, but likely there's just not an authority record for this heading.

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Mary Alice Robinson 01:01:13.280 --> 01:01:31.840
Okay, next preference that I want to look at. I told you about under control headings is this option to automatically suggest authority headings and there was a question about this as well. So you have the option to enable to enable both of these, the CANA.

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Mary Alice Robinson 01:01:32.160 --> 01:01:52.320
Anna names and the library Congress names. I'm gonna go ahead and select library Congress names. All right, and I'll show you what auto suggests does now I think that auto suggest is on, by default if you don't like the behavior, which you'll see in a second, you can always come back to user preferences and un.

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Mary Alice Robinson 01:01:52.400 --> 01:02:07.240
Check it, I have my name checked, but it's up to you. You checked, you, you can decide whether or not you wanna have this or not. I'm gonna check it now, and I'm gonna save it so I can show you what it looks like.

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Mary Alice Robinson 01:02:08.960 --> 01:02:14.040
All right, so now I'm gonna bring up another record.

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Mary Alice Robinson 01:02:16.000 --> 01:02:20.840
Let's see, yeah, I'm gonna go back to here, bring up another record.

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Mary Alice Robinson 01:02:22.400 --> 01:02:42.880
I think it's this one I want this time, right. All right, so scrolling down again, I have two names. See the seven hundred fields. They are not controlled one for Joshua Bell. one for Jeremy Dank, right? Not controlled, so now that I've enabled that if I click in that field, there, this is the aut.

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Mary Alice Robinson 01:02:43.080 --> 01:03:03.360
Suggest the system will run out and search the LC authority file and it's found it. You can see the green and the check mark means that it's found in exact match. I all have to do is click on it, and it controls the heading now keep in mind. This is a name heading and.

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Mary Alice Robinson 01:03:06.560 --> 01:03:23.480
Would have to have an O- forty Subfield be ENG and that's how the system knows to go look in the LC names. You should do the same thing for Jeremy Dank again, at a little look a little different with since it's an unqualified personal name.

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Mary Alice Robinson 01:03:25.400 --> 01:03:40.760
When you double click on it, it just opens up like you saw before, and you would view it and then click on insert heading and it will get linked. I'm not sure. I think I clicked on it one too many times, so it actually replicated that field. So I'll just delete that double field there.

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Mary Alice Robinson 01:03:41.760 --> 01:04:02.240
Okay, so that is auto, suggest you can have it enabled for LC names or for LCN, Canadiana names and again, just keep in mind that o- forty Subfield B would have to be English if you're creating a record, like let's say I want to create an original record. I've got a material type template book.

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Mary Alice Robinson 01:04:03.560 --> 01:04:07.000
Here it is now up here.

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Mary Alice Robinson 01:04:08.640 --> 01:04:24.200
I have to enter ENG even on my work form, and then if I'm going to be adding a seven hundred field, I'm just gonna add one at the bottom here if I'm adding a seven hundred name field. I'll put a one here.

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Mary Alice Robinson 01:04:25.920 --> 01:04:34.240
I haven't even started typing anything yet, and it's starting the drop- down list, but as soon as I start typing, all right.

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Mary Alice Robinson 01:04:38.720 --> 01:04:56.000
There it is Joshua Bell, so it's going to start searching on a blank seven hundred one hundred or eight hundred field, it's gonna start searching immediately, and then you have the option to go ahead and select it in order and it will get controlled. Okay.

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Mary Alice Robinson 01:04:56.280 --> 01:05:01.040
So that is pretty much auto- suggest.

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Mary Alice Robinson 01:05:03.040 --> 01:05:14.960
All right, I want to go back to another record that I had here for a moment. Well, actually I can just do it with this one. I can do it with anyone. The other thing that you can do now.

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Mary Alice Robinson 01:05:16.520 --> 01:05:36.960
Right is you can add additional subfields to controlled names. So once you control a name, for example, you saw me control the name Jeremy Dank, right? You're gonna see this little arrow appear to the left of it, and remember, you can't edit a controlled heading, right?

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Mary Alice Robinson 01:05:37.000 --> 01:05:52.520
So what you can do is if you want to add a relater code for the person, either a code for four or a term in Subfield E- you can click that little arrow there. So let's just go to a record here.

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Mary Alice Robinson 01:05:53.600 --> 01:06:14.080
Let's see, I think I have it open. I don't remember which one it is here though. So this one, yeah, this one. All right, so I controlled the headings here, right? So there's a little arrow I'm going to click on it to expand it, and then for the Subfield I'm gonna say I want to add a Subfield E.

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Mary Alice Robinson 01:06:15.360 --> 01:06:34.560
Term, actually I already have author, so I can click the Green circle to add another one and we'll add another term. So here we could say he's actually the author of the book, so I don't know whether, you know, he's also a pianist, but he's the author of this book, so whether or not this should be added, I don't know, but, but anyway, you can just add it in that way.

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Mary Alice Robinson 01:06:34.600 --> 01:06:37.520
And then click done would save it.

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Mary Alice Robinson 01:06:39.040 --> 01:06:45.640
Okay, I could do the same thing if there's any other headings, but I think that's the only one there.

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Mary Alice Robinson 01:06:48.000 --> 01:07:07.200
Next a couple other things I want to make sure we get to since we are, we don't have a whole lot of time left. All right, this is the brand new thing and I mean, brand new, meaning it just went into record manager couple days ago and so you can go out.

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Mary Alice Robinson 01:07:07.720 --> 01:07:27.680
About it in the release notes and also in the documentation also in the community center and so on, but world CAT entities identifiers. All right, so first of all, what it is, what the purpose is the, the main purpose, it's kind of a first step in establishing a bridge between Mark Data and Linked da.

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Mary Alice Robinson 01:07:28.360 --> 01:07:48.160
Probably heard some about linked data, but probably haven't seen very many real practical applications of it. So now it's actually in record manager as of December. Okay, a month, or so we'll go OCLC started adding Royalcat entity identifiers to Subfield one links and these fields, one.

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Mary Alice Robinson 01:07:48.560 --> 01:08:08.640
Six hundred, six, forty- seven, six hundred, fifty- one, seven hundred and seven fifty eight. All right, so you should be seeing those in records. Now lots of them just this month. So really, as I said, just a couple days ago, you now have the option to look up and add these Uris or the world CAT identifiers. Two world.

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Mary Alice Robinson 01:08:08.920 --> 01:08:29.040
Records in record managers. I am gonna go to the Worldcad entities, which is a separate URL here. Entities dot OCLC dot org. If you want to, you know, kind of take a look at it or do a search, you can, and I will tell you, I know very little about what's coming soon, but I can tell you this is also out on OCLCSA.

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Mary Alice Robinson 01:08:29.560 --> 01:08:49.600
You know, main page OCL see Meridian is what it's going to be called and then there's also going to be world head entities, linked data management tool. That's what it is actually, and there's also going to be a suite of Apis available. I don't know when that's coming. I can't tell you exactly when, but, but coming at some point soon, but I do want to show you what is in.

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Mary Alice Robinson 01:08:49.600 --> 01:09:10.080
Record manager now. So I mentioned the that you can add work entities identifiers to those mark fields. So the one hundred six hundreds and seven hundreds are for persons. All right, places are gonna be in the six fifty ones events, six, forty- seven and.

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Mary Alice Robinson 01:09:10.240 --> 01:09:30.560
Works seven fifty, eight, here's an example below. So this would be for a person in a one hundred field. All right, Washington comma, Ann, what you'll see is a Subfield one, and then they, Uri, so there's the, the long URI with that world cut world cut.

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Mary Alice Robinson 01:09:31.319 --> 01:09:39.200
Identifier, all right, next I have a, I'm gonna actually go to.

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Mary Alice Robinson 01:09:40.160 --> 01:10:00.640
Record manager, just show you how you can do this. All right, so I am going to do another search of bib records all Worldcat this time, and I have in OCLC number, there are two ways to.

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Mary Alice Robinson 01:10:01.320 --> 01:10:10.280
Add a world cat entity identifier to a heading. So I'm gonna search this record. Let's see.

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Mary Alice Robinson 01:10:17.920 --> 01:10:37.120
Let's see if I got the right record here. Yeah, this is what I was looking for link data for the, for the perplexed librarian. It really wonderful resource. I'm gonna go ahead and click on the title to open up the full bed record, scrolling down. We do have a.

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Mary Alice Robinson 01:10:37.560 --> 01:10:58.240
Entry for the author here. Scott Carlson, you can see it is controlled. I also have scrolling down a little bit. I want to show you the other hittings that we can add these identifiers to, we have three other, seven hundred fields rather editors, contributors to this item.

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Mary Alice Robinson 01:10:59.580 --> 01:11:19.860
Rolled, all right, there's also a seven fifty eight in this record and remember, this is the field for the work. So here's the format. Some field I has work if it's in a different language, it's going to, this would be in whatever language the catalogging record would be in and then Subfield A is gonna tell you.

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Mary Alice Robinson 01:11:20.660 --> 01:11:40.340
The link link data for the perplex librarian. That's the, the work, and then here is the identifier URL here or Uri, I should say, All right, but what I want to show you is the way let's just look at a couple of these here. So if I put my cursor in the first one here for.

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Mary Alice Robinson 01:11:41.020 --> 01:12:00.820
Cory Lamper, right? There's two ways that you can add a world head entity identifier. You can go to the record menu. I believe it's the record menu or it's the edit menu. It's the edit menu as I said, this is new and.

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Mary Alice Robinson 01:12:00.980 --> 01:12:21.300
There it is. Insert world cat entity. So I'm gonna go ahead and just click on it. All right, and here it is. There is actually a search box here for you, if it doesn't find it, you can actually do another search, but here it is the entity label Corey comma Lamperd tells you a description American.

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Mary Alice Robinson 01:12:22.100 --> 01:12:35.620
Librarian, all right, And you can just say select entity and when you do that, it adds Subfield one and there's the, the Uri, the entity identifier.

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Mary Alice Robinson 01:12:37.300 --> 01:12:57.740
Another way you can do it if I select the second one actually can just simply right. Click on the heading and say, insert world cat entity and same thing here. This one also says American Information scientist. I metadata librarian sounds like the right person, so we can just say select identity.

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Mary Alice Robinson 01:12:58.420 --> 01:13:18.260
And it does add it there now. I'm not gonna do this one yet because I want to show you another option for you can actually use what I just showed you for either headings that are controlled or not controlled these happen to be already controlled. It would be a separate set to control them and.

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Mary Alice Robinson 01:13:18.460 --> 01:13:38.740
To add the entity identifier, but you could still add the entity identifier to controller uncontrolled if you have a controlled heading, there's another option where you can add and entity identifier because you've got this little arrow here. I showed.

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Mary Alice Robinson 01:13:38.860 --> 01:13:59.220
A moment ago, when I showed you how to add a relater term, but if I click on that, you might have seen it a minute ago, but now you've got that real world object URI, Subfield one, so I could select that probably don't want to actually add another one. So I'm going to click on the green circle.

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Mary Alice Robinson 01:13:59.220 --> 01:14:19.700
We'll leave the author there and we'll say, real world cat object, you are, I subfield one then you have to either type it in or you could copy and paste. Okay, you have to know what it is. So I have up here on one of my other tabs. Yes, I do have the entities dot OCLC.

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Mary Alice Robinson 01:14:19.940 --> 01:14:29.860
Org already open here. So I'm just gonna do a search for her name. I have tried searching last name, first, first name last, it doesn't seem to make any difference.

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Mary Alice Robinson 01:14:35.060 --> 01:14:51.700
Let's see if I can spell it correctly. So, and Washington, I'm going to click on search. All right, so I get a list and I can see the first one here. Entity type is a person and it gives you a description pretty much the same thing as we saw in the others. American metadata Librand.

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Mary Alice Robinson 01:14:51.980 --> 01:14:58.060
Author and she also happens to be working at OCLC. All right, so I'm going to click on her name.

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Mary Alice Robinson 01:15:00.020 --> 01:15:20.500
All right, and it gives you some other information about her and so on. All right, date of birth, and so on, you know, other information available here, but what I want to do is copy the URI, so I'm gonna just click on copy Uri, I've done it. It says the entity link has been copied. I'm gonna.

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Mary Alice Robinson 01:15:22.420 --> 01:15:31.980
And then from here I should be able to paste it in and there it is. Now I gotta click on done to save it, and it is saved.

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Mary Alice Robinson 01:15:35.220 --> 01:15:36.340
Okay.

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Mary Alice Robinson 01:15:37.780 --> 01:15:58.260
That is really all the demo I had for you as far as the entity identifiers. I know there probably will be questions, but I'm sure there'll be more coming in the near future. I did have one more thing in our last ten minutes or showed, so to show you just about authority records though, and that is about exporting.

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Mary Alice Robinson 01:15:58.540 --> 01:16:18.740
Authority records, all right, so the way you do, this is essentially you're looking at an authority record here and you're gonna see the option that says send to export list or TCPIP local system. I didn't show it to you, but when you're viewing that authority record, you also have the option to copy the authority data.

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Mary Alice Robinson 01:16:19.020 --> 01:16:25.940
If you've done a search and you want to copy it and then enter it into a biblygraphic record, you just would click on this.

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Mary Alice Robinson 01:16:27.700 --> 01:16:44.580
So let's talk about a little bit about exporting authority records though, so you would basically select either export to a list again, just like bid records if your system's capable of exporting authority records directly into your system, you could select this, you would have to.

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Mary Alice Robinson 01:16:45.660 --> 01:17:06.100
To adjust the settings and your preferences. I can go there. Briefly to show you that, but basically you would go to user preferences, exporting authority records, so I'm gonna look at that just real briefly, and then we'll show you how to export a couple of, of records. I will say if anybody is a WMS library.

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Mary Alice Robinson 01:17:06.140 --> 01:17:20.900
On this call, in this session, you really don't need to be exporting authority record same for exporting bid records, but for everyone else, if you do export authority records to your local system, I want to show you how you do that. So.

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Mary Alice Robinson 01:17:22.100 --> 01:17:42.580
Let's see, let's take the name right here. I'm just gonna click on the name to open up the authority record. All right, for Scott Carlson, let's say I want to export this record, so I'm gonna click on send to, and I'm just gonna say export list. I'm gonna send it to a list and then I can.

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Mary Alice Robinson 01:17:42.660 --> 01:18:03.060
Keep adding names to the list or subjects to the list authority records and then export them all at the same time. If again, that's what you would use if your system is not capable of TCPIP, so I'm going to go ahead and select list. Now I don't have an authority list that I've created that's available right now. So I have to click.

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Mary Alice Robinson 01:18:03.260 --> 01:18:11.300
New list to create one. I have to give it a name or whatever you want. I'll call it my January.

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Mary Alice Robinson 01:18:12.660 --> 01:18:14.460
Authority exports.

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Mary Alice Robinson 01:18:16.740 --> 01:18:36.980
Let's see before I created. There's the option to make it your default or to make it my list. I only have this one list, so it doesn't really matter if I make it my default if I had several lists, it would just show up first in my list and I could just with one click add another record to it, if I click on my list.

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Mary Alice Robinson 01:18:37.620 --> 01:18:57.460
All right, this is going to make it so that other users with logins per my institution cannot access it use it export it, and so on, if you want to make it available to others with other logins for your institution, you would not check it. All right.

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Mary Alice Robinson 01:18:57.900 --> 01:19:17.940
My list means it's exclusive just to you for your login. I'm gonna leave it unchecked and then I'm gonna click on create and add to list and it confirms, it's added the record to the authority record export list, January authority export. So I'm gonna go right to the list, but if you want to add more author.

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Mary Alice Robinson 01:19:18.140 --> 01:19:38.420
Records to that list. All right, let's add at least another one. So we'll add ore Lamper to my list as well. All right, so I'll say send to export list and there, since I made it the default you can see, it's already selected. It does say my list. No, cause I didn't check that.

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Mary Alice Robinson 01:19:39.100 --> 01:19:58.780
All I have to do is say add and now it tells me it's added it through the same list. I can go to it here if you're gonna keep adding though, and maybe adding, you know, all day or something as you're working, you'll probably close it and you'll come back later and over on the left. You can go to export list.

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Mary Alice Robinson 01:19:58.900 --> 01:20:18.620
All right, and you've got two tabs authority and biblographic. I'm gonna switch this to the authority tab. Here's the list. I just created tells you the format. This is something you would adjust in preferences, which I didn't show you, but again, under user preferences.

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Mary Alice Robinson 01:20:19.660 --> 01:20:39.860
I can go there for a second under user preferences, exporting authority records, here's where you would select whatever format your local system is going to be able to use. You also have the option to exclude tags or just certain subfields from certain tags, if you want to. So if you make.

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Mary Alice Robinson 01:20:40.580 --> 01:21:00.340
You would make sure you save it. There's also an international tab. This is how diacritics are going to be exported decomposed or pre- composed. It has to do with the character usage. The TCPIP options if your system's capable here's where you would enter.

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Mary Alice Robinson 01:21:01.940 --> 01:21:03.180
All right.

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Mary Alice Robinson 01:21:04.540 --> 01:21:24.980
I'm gonna go back to my export list though, so here it is. I've got just two records in there and it tells me the date, today's date and so on day solicit expires it's gonna be here for fourteen days. My list. No, okay, remember. I didn't select that. So anybody with log.

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Mary Alice Robinson 01:21:24.980 --> 01:21:45.460
Into my institution can access this and export. these records does say, not exported yet. Now if I click on the title of the list, I can see the two records here they are, if I decide, I don't want to include one of these. I can just simply select it and delete the one record from the list. I want to keep all of them in.

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Mary Alice Robinson 01:21:46.180 --> 01:22:05.940
I'll just unselect that and then go to export all, and again, you've got the option, send to my computer or you can send all the records in the list via TCPIP, if you're doing, if you've done bid record exporting, it works pretty much the same way. I'm gonna say send to my computer and depending on what browser you are using.

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Mary Alice Robinson 01:22:05.980 --> 01:22:23.900
I'm using Firefox. I get a export dot dot list up here. You can probably see it at the top of my screen. I would save it somewhere. I'm just moving it over to my desktop, and then you would later upload that to your, to your is, so you have those authority records.

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Mary Alice Robinson 01:22:26.420 --> 01:22:39.220
All right, I've pretty much covered everything and I know we don't have a lot of time, but let me check to see if there are questions in chat, Rick, is there anything that has come in since the last time I checked here.

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Rick Newell 01:22:39.220 --> 01:22:42.420
No, I, I think you, you answered everything.

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Mary Alice Robinson 01:22:42.420 --> 01:22:43.540
Okay.

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Mary Alice Robinson 01:22:45.020 --> 01:23:05.460
All right, well if anybody else thinks of anything else go ahead and send them in chat and as I said, we do save the chat in case we miss anything, but this is just a slide to tell you where you can find more training and documentation help that OCLC dot org metadata services to get to a record manager and then also on that same page.

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Mary Alice Robinson 01:23:05.540 --> 01:23:25.940
You'll see a link for support. You'll see OC support, you can find support in your region from wherever you are, and then I don't have my last slide here, but I, I'm sorry about that. I'm gonna have to send you the link to the, the evaluation form, but I will tell you the evaluation form will pop.

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Mary Alice Robinson 01:23:26.100 --> 01:23:46.420
On your screen when you close out the Webex and if you do have a moment to fill out their evaluation, you do have to choose the, first of all the instructor so choose Mary Alice Robinson, that's me. then you'll choose the category catalogging and metadata, and then the class authority contro.

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Mary Alice Robinson 01:23:46.580 --> 01:23:58.740
In record manager. All right, and that's all I had. So thanks everyone for attending. I'll send you out the recording link when I get it, and I hope you found it useful.