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WorldShare Record Manager release notes, June 2020

 

Release Date: June 27, 2020

Introduction

This release of WorldShare Record Manager provides a number of new features and one known issue. These features will help you manage more complex workflows, including:

  • Users can now derive an authority record other than a personal name from a bibliographic record. This completes the "Derive Authority Record" functionality that was  released in May 2020 and was limited to personal names only. The additional record types are:
    • Family name (100 i1=3, 600 i1=3, 700 i1=3) for LC & Canadiana
    • Corporate name (110, 610, 710) for LC & Canadiana
    • Geographic name (110, 610, 651, 710) for LC & Canadiana
    • Conference name (111, 611, 711) for LC & Canadiana
    • Uniform title (130, 630, 730, 1xx+240, 6xx+$t or $k, 7xx+$t or $k) for LC & Canadiana
    • Series (800, 810, 811, 830) for LC & Canadiana
  • A new option "Add Equivalent Subject Headings" under the Record menu allows users to incorporate equivalent subject headings from the following authority files into the bibliographic record:
    • the process reviews Getty's Art & Architecture Thesaurus (AAT), Library of Congress Subject Headings (LCSH) and the National Library of Medicine's Medical Subject Heading (MeSH) subject strings contained and controlled in bibliographic records, finds equivalent terms for Répertoire de vedettes-matière (RVM) using RVM authority records, and incorporates the RVM strings into the bibliographic record.
    • it also reviews RVM subject strings contained and controlled in bibliographic records, finds equivalent terms for AAT, LCSH, and MeSH using the respective authority records, and incorporates these into the bibliographic record.
  • A new User Preference "Control All Headings / Add Equivalent Subject Headings" determines whether equivalent subject headings are added along with controlling all headings in a bibliographic record or not.
  • Known issue:
    • When using "Add Equivalent Subject Headings" from the Record menu in an existing bibliographic record, the edit icon does not display on the tab.

Recommended actions

For this release, we recommend that you review the follow-up actions below and complete the relevant tasks so that you can adjust your policies and workflows and train your staff. These actions identify updates that we have determined to be significant for most institutions. We encourage you to review all of the items in the release notes to determine whether there are other items that might require additional action or follow up by your institution.

Follow-up actions

To keep your staff informed of new features and changes, you may also want to consider the following action item(s).

Action

Check your User Preference setting "Control All Headings". This setting is located under the Bibliographic Records tab under Working with Records and determines whether you want to add equivalent subject headings along with controlling all headings in a bibliographic record or not.

New features and enhancements

Derive Authority Record from a Bibliographic Record

Users can now derive an authority record other than a personal name from a bibliographic record. This completes the "Derive Authority Record" functionality that was released in May 2020 and was limited to personal names only. The additional record types are:

  • Family name (100 i1=3, 600 i1=3, 700 i1=3) for LC & Canadiana
  • Corporate name (110, 610, 710) for LC & Canadiana
  • Geographic name (110, 610, 651, 710) for LC & Canadiana
  • Conference name (111, 611, 711) for LC & Canadiana
  • Uniform title (130, 630, 730, 1xx+240, 6xx+$t or $k, 7xx+$t or $k) for LC & Canadiana
  • Series (800, 810, 811, 830) for LC & Canadiana

When viewing a bibliographic record, the “Derive Authority Record” option under the Record Menu is active only when the cursor is in one of these fields; 1xx, 6xx, 7xx or 8xx. The heading can be either controlled or uncontrolled. An authority record can be derived from a heading in an existing bibliographic record or from a new record template.

Example for record type "Conference Name":

clipboard_e5368e30acef5a6783ede872643995aa1.png

 Click "Derive Authority Record" and you will see (depending on your institution's setup) a dialog where you can choose the authority type you want to create a new record for (can be either Canadiana or LC) and your MARC Organization Code.

clipboard_e8a96d2686ae2137aa2c2a3e314b97f6d.png

Clicking the "Derive" button takes you to another dialog where you can choose content for the 670 $b field if applicable.

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Clicking the "Insert" button derives a new authority record and shows an authority record template that is populated with the heading and -if applicable- 670 information from the bibliographic record.

Add the record to the authority file by clicking the "Add Record to Authority File" option under the Record menu.

Add Equivalent Subject Headings to a Bibliographic Record

A new option "Add Equivalent Subject Headings" under the Record menu allows users to automatically add equivalent subject headings into the bibliographic record.

  • The process reviews controlled subject strings in bibliographic records from the authority files noted below and adds an RVM heading(s) and/or other controllable equivalent terms found in Répertoire de vedettes-matière (RVM) authority records into the bibliographic record:
    • Répertoire de vedettes-matière (RVM)
      • RVM (Répertoire de vedettes-matière)
      • RVMGF (Thésaurus des descripteurs de genre/forme de l'Université Laval ) (or, RVM genre/forme)
    • Getty's Art & Architecture Thesaurus (AAT)
    • Library of Congress (LC)
      • Library of Congress Subject Headings (LCSH)
      • Library of Congress Name Authority file (LCNAF)
      • Library of Congress Genre/Form Authority file (LCGFT)
    • National Library of Medicine's Medical Subject Headings (MeSH)
  • Adding equivalencies works bi-directionally using the RVM authority record. If an AAT/MeSH/LC heading is controlled, the process will identify if the heading is an equivalent in an RVM authority record and will add the RVM heading as well as attempt to add other equivalencies for the files noted above. If the RVM heading is controlled, the process will attempt to add equivalencies for the files noted above.
  • Adding equivalencies can only occur if the target record contains a heading for one of the schemes noted above and is a controlled heading.
  • Selecting the menu item also triggers a "Control All Headings" action and tries to control all uncontrolled headings present in a bibliographic record, regardless of the authority file.
  • The selection of "Add Equivalent Subject Headings" has no dependency on the New User Preference “Control All Headings / Add Equivalent Subject Headings”, and behavior will result in the triggering of a “Control All Headings” action and will result in the addition of equivalent headings when possible.

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If equivalent subject headings can be added to the bibliographic record, you will see this message:

clipboard_ea9bfb7b47d1879bac444472e9622c150.png

If equivalent subject headings cannot be added to the bibliographic record, you will see this message:

clipboard_ed61d97925c664ed58a7d5d113447377b.png

In cases where more than a single heading in a bibliographic record can be enriched, a set of mixed messages could be presented:

clipboard_e9d5b4c0cb2c9c2308ff749b64f15f169.png

New User Preference "Control All Headings / Add Equivalent Subject Headings"

A new User Preference "Control All Headings / Add Equivalent Subject Headings" determines whether equivalent subject headings are added along with controlling all headings in a bibliographic record or not.

If the preference is disabled, the behavior of "Control All Headings" under the Record menu is not changed; it checks for uncontrolled headings present in a bibliographic record and tries to control them against the appropriate authority files. A message indicates if headings were controlled or not.

If the preference is enabled the behavior of "Control All Headings" under the Record menu is extended:

  • it checks the headings present in a bibliographic record and tries to control them against the appropriate authority files. A message indicates if headings were controlled or not
  • it attempts to add equivalent subject headings for the authority files listed above. A message indicates if additional subject headings were added.

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Important note:
"Control All Headings" is also called automatically when a user adds, validates or replaces a bibliographic record. In this case it will not be attempted to add equivalent subject headings.

 

Known issues

When using "Add Equivalent Subject Headings" from the Record menu in an existing bibliographic record, the edit icon does not display on the tab

When you have an existing bibliographic record open and select RecordAdd Equivalent Subject Headings, if subject heading fields are added to the bibliographic record, the edit icon is not appearing on the tab to show the record was edited. 

Important links

Product Insights: WorldShare Record Manager

To help you become familiar with the new features, enhancements and improvements included in this release, there is a Product Insights session recording available on the WorldShare Record Manager Community Center Events page

WorldCat Validation release notes 

WorldCat Validation release notes provide current OCLC-MARC updates; changes to tagging conventions and coding practices for Bibliographic, Authority, and Holdings records; and new MARC codes. 

​​​​​Virtual AskQC office hours

Join OCLC Metadata Quality staff to discuss WorldCat quality issues and cataloging questions. Visit AskQC for information about upcoming office hours, previous office hour recordings, and supporting materials.

Support website(s)

Support information for this product and related products can be found at: