From the Marc Tag Maintenance screen you are able to perform the following tasks:
These options are available Main > Authorities > MarcTagMaintenance screen. Marc Tag Maintenance should generally be undertaken following the advice of Amlib Support, so if you are unsure of any options please contacts the Help Desk.
To mass delete Authorities that are not being reference by catalogue records select this option. Schools that import the SCIS Authority File should not perform this task, as they will want to keep the unused headings for future use.
OPTION |
EXPLANATION |
EXAMPLE |
---|---|---|
Mass Delete Unused Authorities – See options in more detail below |
3 options that can be chosen. Level 1 will delete the least data, Level 3 the most data: Level 1: Only Authorities that have never been used on your database will be deleted. Therefore subject headings that have been used as a See, See also, RT, NT etc. will not be deleted Level 2: Will delete Authorities that are not attached to a Catalogue record but will retain Authorities where one of the references (NT, BT etc.) is attached to a Catalogue record Level 3: Will delete any Authority that is not directly attached to a Catalogue record |
See below in Table format “Mass Delete Unused Authorities” NB: As schools import SCIS Authority headings, they may not wish to delete the Unused headings |
EXAMPLE – WILL THE TERM BE DELETED?? |
|||||
---|---|---|---|---|---|
Term |
Usage |
Level 1 Only Authorities that have never been used on your database will be deleted. Therefore subject headings that have been used as a See, See also, RT, NT etc. will not be deleted |
Level 2 Will delete Authorities that are not attached to a Catalogue record but will retain Authorities where one of the references (NT, BT etc.) is attached to a Catalogue record |
Level 3 Will delete any Authority that is not directly attached to a Catalogue record |
|
Cats |
0 |
Y |
Y |
Y |
|
Cats NT Kittens |
0 |
N - (the heading is used by the system by having a cross reference) |
Y |
Y |
|
0 |
|||||
Cats NT Kittens |
0 |
N |
N -Neither term will be deleted (the Cats heading is being referenced by a catalogue record through the cross reference) |
Y - The Term Cats will be deleted. The Term Kittens will remain (the heading is being directly referenced by a catalogue record) |
|
1 |
|||||
Cats NT Kittens |
1 |
N |
N - Neither term will be deleted (the Kittens heading is being referenced by a catalogue record through the cross reference) |
Y - The Term Kittens will be deleted. Cats will remain (the heading is being directly referenced by a catalogue record) |
|
0 |
|||||
Cats NT Kittens |
1 |
N |
N |
N - (both headings are being directly referenced by a catalogue record) |
|
1 |
|||||
Cats |
1 |
N |
N |
N |
This is a Mass merge process and the system automatically merges any duplicate shared Authority - for example Subject headings or Authors, without allowing the User to first view any duplicates. It will keep the fuller authority and merge the shorter version to the larger version.
OPTION |
EXPLANATION |
EXAMPLE |
---|---|---|
Mass Merge Duplicate Shared Authorities |
This merges authorities that have identical Search keys and merges them to one Authority without User Intervention Please Note: This option should be used with caution as some Authors may have the same name but in fact are different Authors |
John Smith (1866- 1924) and John Smith (1948 -) are different authors but they have the same Search string – these would be merged if this option is run |
This example uses the 490 tag but the process is the same for the 440 tag.
It is also possible to remove a Subfield from a nominated Authority Tag. For example, remove the Statement of Responsibility data from the 245 Tag (Subfield c). Nominate the Tag and Subfield as shown above in steps 3-5 but leave the text box blank. If no data is added, the existing subfield will be deleted when you select F3 Start.
You will see this warning message, and then select Yes to delete all instances to the 245c tag from the database.
You may the need to complete the following tasks covered in separate instruction guides:
If an authority parameter is altered, the authorities already on the system will not be altered to the new parameter. By running this option, the authorities will be refreshed according to the new parameters. If you are not sure that the Rebuild Authority Key needs to be run, check with Amlib Support. This example uses the situation where we have removed the associated dates from being used in the search key in Marc Tag Subfields) and need to refresh the Authors.
Note: This function MUST only be completed when all users are off the system, including NetOPACs as rebuilds can take a long time to complete.
You can see an example of the current Authority Key by going to Main > Supervisor > Authorities and searching for an authority. The Authority key appears below:
My example Authority after the rebuild:
Rebuilding the keywords for an Authority is for a retrospective rebuild if in the subfields for any tag for the column “Create keyword “has been changed at all.
An example of when this would need to be run is when an existing Tag is changed in regard to keyword code e.g. Series Code changed from T to Z Keyword codes. Another example is if a 245 k subfield is given an N for Create Keywords.
Note: This function MUST only be completed when all users are off the system, including NetOPACs, as rebuilds can take a long time to complete
Rebuilding the keywords for a Non-Authority is for a retrospective rebuild if in the subfields for any tag the column “Create keyword “has been changed at all. An example is to change notes fields to have create keywords.
Note: This function MUST only be completed when all users are off the system, including NetOPACs, as rebuilds can take a long time to complete
Rebuilding all the keywords is for a retrospective rebuild if several subfields for any tag the for the column “Create keyword “has been changed at all. This would be run where the “Create Keyword” for several different tags has changed- for example an existing Tag is changed in regard to keyword code e.g. Series Code changed from T to Z Keyword codes or a 504 Tag is given an N Keyword code.
Note: This function MUST only be completed when all users are off the system, including NetOPACs, as rebuilds can take a long time to complete