August 2007 - BSLWAC - mailman.xmission.com

Procedures for weeding vis a vis authority record deletion
by Dragon, Patricia M 17 Aug '07

17 Aug '07

Hi everyone, At East Carolina (Backstage customers since April 06), we are undertaking a major weeding project and deleting a vast number of bib records. We are assuming that part of our procedure will have to be an analysis of authority records linked to those deleted bibs, and determining whether the linked authorities also have to be deleted and reported to Backstage as deletes. We're imagining some kind of decision tree: Is this the last instance of this heading in the database? Is it a DLC record (as opposed to a brief system-generated record)? Is there another heading in use of which this heading is a part? You can see this can get rather complicated, and we need a way to explain this to students. Does anybody have procedures for weeding and reporting authority deletes? How do you decide which authority records are candidates for deletion? Does anyone have any automated means of pulling out auths to be deleted, or must humans evaluate each heading? We have a Horizon System, by the way, but I welcome thoughts from those with any ILS. Thanks in advance for your help, Patricia Patricia M. Dragon Cataloging Dept. Joyner Library East Carolina University Greenville NC 27858 (252) 328-0296 dragonp(a)ecu.edu

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Re: [BSLWAC] Re: Question on file transfer to Backstage
by mcarp 15 Aug '07

15 Aug '07

Amber, I use Milcat. Below is a part of a cheat sheet that I created. Very basic, so if you have any questions, let me know. To send the review file out of Millennium: Click on Data Exchange Choose Output marc records to another system using FTS Click Create Name the output file In the dropdown menu choose Review and select the review file where the Blind References were saved. Click start When finished click Close Highlight the file and Click Put PC Save the file to the computer. The file is now ready to be exported to Backstage. Mary ----- Original Message ----- From: "Amber Bice" <BiceA(a)franklin.edu> To: "Backstage Library Works Authority Contol Listserv" <bslwac(a)mailman.xmission.com> Subject: [BSLWAC] Re: Question on file transfer to Backstage Date: Wed, 15 Aug 2007 14:37:05 -0400 >Well, I am trying to send a file (that I have created in >Create Lists) and am not sure how to transfer it so that I >can send it to Backstage. I thought I could use FTS in Mil >Acq but that doesn't follow with the directions that >Backstage gave to me. > >Amber > >Amber Bice >Acquisitions Librarian >Serials/ILL Librarian >Franklin University Nationwide Library >303 S. Grant Ave. >Columbus, Oh 43215 >(614) 947-6565 (direct) >The Library toll free: > 1-866-341-6252 >Fax: 614-461-0957 > > >>>> Ted Waller <wallert(a)meredith.edu> 8/15/2007 1:56 PM >>> >We have sent records from our III system to BSLW for >several years. Sending records is straightforward. Just >create a file of marc records and send. There are other >points to keep in mind, however. 1. When new authority >records are loaded into your catalog, bad headings in >older records are not corrected. You have to run heading >reports after loading to see which headings have to be >corrected manually. Only headings in the bib records you >send are corrected by BS. 2. If you are getting files of >bib and auth records back from BS, load the auth files >first. This way the new auth records will be in the >catalog and will match the headings in the bib file. 3. >Request from BS that they send back only bib records with >changes. Otherwise the files are huge. >4. Look at the marc records before sending to make sure the >907 filed is present, as this is where III looks for the >III record number to match for overlaying. There are >other ways to match but this is the most common. I assume >that this is how your load profile is set up. 5. Remember >that all fields in bib records will be overlayed. >Therefore, any changes your staff makes to records after >you send your bib file to BS will be erased when the >records are loaded back in. The ways to avoid this are >either: 1) take a cataloging holiday while your records >are at BS, or 2) create a load profile that protects all >fields except 4xx, 6xx, 7xx and 8xx from being overlayed. > >Test, test, test. Have BS do a test run of a small file >first, load it back in and see what happens. >-- >/Ted Waller >Carlyle Campbell Library >Meredith College >Raleigh, N.C. > >/ > >Hello, > >Our library uses Innovative Interfaces. I am new to the >Acquisitions position and I want to send Backstage our item >additions from the past year to update our Master file and >create Name and Subject headings for our new materials. > >The first problem I have is with getting logged onto the >server - I cannot gain access. The info to log onto their >server that I have is 'ftp mars.bslw.com' - Is this >correct? > >I also am curious if anyone else has had experience with >sending files to Backstage using III. I may not have the >right file setup in III to send to Backstage. Is there >anyone that can give me assistance? > >Thank you, > > >Amber Bice > > > > >_______________________________________________ >BSLWAC mailing list >BSLWAC(a)mailman.xmission.com >http://mailman.xmission.com/cgi-bin/mailman/listinfo/bslwac Mary Carpenter Support Services Manager Council Bluffs Public Library mcarp(a)cbpl.lib.ia.us

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Re: Question on file transfer to Backstage
by Ted Waller 15 Aug '07

15 Aug '07

We have sent records from our III system to BSLW for several years. Sending records is straightforward. Just create a file of marc records and send. There are other points to keep in mind, however. 1. When new authority records are loaded into your catalog, bad headings in older records are not corrected. You have to run heading reports after loading to see which headings have to be corrected manually. Only headings in the bib records you send are corrected by BS. 2. If you are getting files of bib and auth records back from BS, load the auth files first. This way the new auth records will be in the catalog and will match the headings in the bib file. 3. Request from BS that they send back only bib records with changes. Otherwise the files are huge. 4. Look at the marc records before sending to make sure the 907 filed is present, as this is where III looks for the III record number to match for overlaying. There are other ways to match but this is the most common. I assume that this is how your load profile is set up. 5. Remember that all fields in bib records will be overlayed. Therefore, any changes your staff makes to records after you send your bib file to BS will be erased when the records are loaded back in. The ways to avoid this are either: 1) take a cataloging holiday while your records are at BS, or 2) create a load profile that protects all fields except 4xx, 6xx, 7xx and 8xx from being overlayed. Test, test, test. Have BS do a test run of a small file first, load it back in and see what happens. -- /Ted Waller Carlyle Campbell Library Meredith College Raleigh, N.C. / Hello, Our library uses Innovative Interfaces. I am new to the Acquisitions position and I want to send Backstage our item additions from the past year to update our Master file and create Name and Subject headings for our new materials. The first problem I have is with getting logged onto the server - I cannot gain access. The info to log onto their server that I have is 'ftp mars.bslw.com' - Is this correct? I also am curious if anyone else has had experience with sending files to Backstage using III. I may not have the right file setup in III to send to Backstage. Is there anyone that can give me assistance? Thank you, Amber Bice

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Re: Question on file transfer to Backstage
by Amber Bice 15 Aug '07

15 Aug '07

Hello, Our library uses Innovative Interfaces. I am new to the Acquisitions position and I want to send Backstage our item additions from the past year to update our Master file and create Name and Subject headings for our new materials. The first problem I have is with getting logged onto the server - I cannot gain access. The info to log onto their server that I have is 'ftp mars.bslw.com' - Is this correct? I also am curious if anyone else has had experience with sending files to Backstage using III. I may not have the right file setup in III to send to Backstage. Is there anyone that can give me assistance? Thank you, Amber Bice Acquisitions Librarian Serials/ILL Librarian Franklin University Nationwide Library 303 S. Grant Ave. Columbus, Oh 43215 (614) 947-6565 (direct) The Library toll free: 1-866-341-6252 Fax: 614-461-0957

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Death Dates
by John Reese 03 Aug '07

03 Aug '07

BSLW-AC list server I want to thank all of you for taking the time to sign up on the Backstage Library Works authority control list server. We currently have 58 customers signed up. Now all we need is someone to post a message. I thought I would take the liberty of getting my feet wet first. Many of you may know that there has been much communication on the catalog list server concerning syncing new authorities with death dates to existing heading in the bibliographic record that do not have a death date. For most ILS systems this is a problem because the software used to align the 1XX of the authority record with the 1XX or 7XX of the bibliographic record relies on a normalized string match to make this connection. Because the authority record has changed and the See References do not reflect the old heading, these heading will not flip on most ILS systems. The authority record for Richard Nixon better illustrates this. Notice that there is no See Reference for Richard Nixon without his death date. (Nixon, Richard M. $q(Richard Milhouse), $d1913-) -001 __01036cz 2200289n 4500 001 __n 79018757 003 __DLC 005 __20060129110612.0 008 __790402n| acannaabn |a aaa 010 __$an 79018757 035 __$a(OCoLC)oca00252604 040 __$aDLC$beng$cDLC$dDLC$dNcU$dOCoLC$dDLC-R$dSdMadT 100 1_$aNixon, Richard M.$q(Richard Milhous),$d1913-1994 400 0_$aNi-k?o-sung,$d1913-1994 400 0_$aNikesong,$d1913-1994 400 1_$aNikson, Ric?ard Milhaus,$d1913-1994 400 0_$aNi-k?o-hsun,$d1913-1994 400 0_$aNikexun,$d1913-1994 400 0_$aNikesen,$d1913-1994 400 0_$aNi-k?o-sen,$d1913-1994 400 1_$aNiksun, Ritshard,$d1913-1994 400 1_$wnna$aNixon, Richard Milhous,$d1913-1994 400 1_$aNixon, Richard,$d1913-1994 510 1_$aUnited States.$bPresident (1969-1974 : Nixon) 670 __$aAndrews, P. This man Nixon, 1952. 670 __$aHis Leaders, c1982:$bCIP t.p. (Richard Nixon) 670 __$aWashington Post, 23 April 1994$b(Richard Milhous Nixon died on 22 April 1994) This absence of a See Reference with the open death date has caused considerable problems in the library automation world. Though the problem is not with authority control vendors, the amount of records updated through the automated process causes a backlog in reconciling these records. Backstage Library Works can provide a solution for those running into this problem. It requires temporary manipulation of the Library of Congress authority record, but the end result is an automated match of authority headings with the authority record. Backstage temporarily creates a See Reference that is the same as your bibliographic heading. This results in the ILS system linking with the correct authority record and changing the heading to match the 1XX of the authority record. We then send the same file without the see reference to overlay the temporary file and give you the correct Library of Congress Subject heading. If you are having this problem and want to talk further about our solution please contact your project manager for additional details. I hope the above is helpful and I hope you will feel comfortable about sharing information with your colleagues on this list server. Thank you for your time and happy posting John Reese Product Manager Backstage Library Works Voice (800) 391-5210 Ext. 249 Fax (801) 356-8220 Email jreese(a)bslw.com

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