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September 2015

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Backstage - Phase 3B Updates & Plans
by Nate Cothran 04 Sep '15

04 Sep '15

Hi Everyone, The (final) Phase 3B cleanup of the NAF by Library of Congress is scheduled to happen sometime this year. In fact, based on our findings, we believe that the 3B cleanup will likely take place around mid-November 2015. This timeframe is based on the latest information we have. Cleanup Here is a brief list of expected changes included in the 3B cleanup: * Change 008/10 to 'z' * Change 008/39 to 'blank' (as appropriate) * Add 024 with ISNI (where possible) * Add $e rda to 040 * Change 046 dates to $2 edtf * Add 046, 378, 382, 383, 384 fields (as possible) * Change 1XX 2nd indicator to blank (except 130); includes 4XX & 5XX fields * Correct 370 & 373 fields * Spell out 4XXs with initials (as possible) * Add $w & $i to appropriate 5XX fields * Recode some 678 fields as 670 fields There may be other changes as well, but this is the informal list as it stands today. Impact Based on our estimates, we also believe that around 90% of your full authority file will be affected by these changes. So if you have an authority file consisting of 1.0 million records you might expect that 900k records would experience at least one of the updates above. Timing The cleanup process on LC's side is expected to take 1-2 weeks to implement; this does seem optimistic on the part of LC, but perhaps it will only take that long. At Backstage, we anticipate our own process (of ingesting/reloading) to take an additional 1-2 weeks since we need to reload the entire name authority file from LC. Plans - Notifications Backstage would recommend that no Notifications be run during the time that LC makes the updates (and distributes them) and including the time it takes Backstage to incorporate those updates on our side. So, it could be a full month where Notifications are not run. Plans - Current Cataloging Current Cataloging (where new bibs are sent in for processing) should still be okay to send in to Backstage. During the cleanup phase, our system will point to the "old" version of the NAF authority database, but the next time you run a Notification with us, you would receive the updated authorities. And for clients that do not run Notification with us, the next time you sent in a bib file with those same headings, we would send back to you the updated authorities as well. Plans - Base Files We would also recommend that if you are thinking of running a base file with Backstage in that timeframe, that you may want to hold off on doing so until after we have re-loaded the authority file. Otherwise, the potential exists that you would be reloading your entire authority file twice: once, before the cleanup phase, then again assuming you signed up for Notification services with us. Plans - Authority Distributions Based on the potential impact to your authority catalog, we have a couple recommendations: 1. We deliver all affected authorities to you at one time and you reload on your system at your convenience; this could work, depending on the size of your collection, though we also imagine having to reload everything is still a laborious process 2. We deliver all affected authorities, but chunk the files into manageable sizes to facilitate an easier reload on your side; whatever size makes sense to you and your schedule, we can accommodate The caveat with either of these two scenarios is that you would need to load the updates that we send back to you from this cleanup process prior to any other authorities updates we would send at a later date. So if you process Notifications quarterly and it takes you 4 months to load in the 3B authorities, we would send you another Notification update which could not be applied until after the 3B authorities had been successfully loaded into your system. Conclusion This is a lot to digest. Phase 3B cleanup is likely in November 2015. It will likely affect 90% of your entire authority file. Some consideration on your side needs to take place as to how and when to reload all of your affected updates. We are available to assist in any way we can, but we also understand this will be a very disruptive time for you and your staff. Thanks, Nate Nate Cothran | Vice President, Automation Services Backstage Library Works | Provo, Utah & Bethlehem, Pennsylvania 801.342.5697 | nate(a)bslw.com<mailto:nate@bslw.com?subject=Automated%20Services> | ac.bslw.com/mars<http://ac.bslw.com/mars> | How am I doing?<http://ac.bslw.com/customer_satisfaction/review.php?token=15>

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Backstage - Library of Congress Scheduled Maintenance Impact on Authority Files
by Nate Cothran 03 Sep '15

03 Sep '15

Hi Everyone, We wanted to pass along this post, originally found on OCLC-CAT from Becky Dean (OCLC): Last week, the Library of Congress (LC) announced scheduled downtime to support internal maintenance at its Capitol Hill campus that was scheduled for completion on September 1, 2015. Unfortunately for all, the distribution has not restarted and the Library of Congress is continuing to send updates as they are available. BIBLIOGRAPHIC RECORDS: Files containing new and updated bibliographic records from LC will not be distributed during the upgrade process. That means that no new and updated LC records will be added to WorldCat during this time period. Regular distribution of bibliographic records will resume when the Library of Congress is able to distribute records. AUTHORITY RECORDS: The upgrade process will have the following impact related to authority records for all OCLC users: * New authority records contributed through Connexion will be available for browsing, searching, saving, and can be used for controlling. However, these records cannot be modified until the Library of Congress ILS upgrade is completed and contributed records are added and redistributed. This will mean that contributed records will be locked from editing for longer than the typical 48-72 hours. * Name authority records contributed to the LC/NACO Authority File from venues outside of OCLC (i.e. other NACO nodes, such as the British Library) will not be distributed during the system upgrade, and therefore, will not be available via Connexion. * Names and subjects files will not be sent to OCLC from the Library of Congress during that time, and therefore, records cannot be loaded into Connexion or Record Manager. The impact this has on Backstage is that we did not receive an authority update file from LC this week. We anticipate receiving an update file during next week's processing. Please be assured that any updates that would have been distributed this week will definitely be included the next time you process a Notification with us. Clients sending their bibs for Current Cataloging processing will have authorities updated as of last week, but no updates from this week. Please feel free to contact us with any questions or concerns you may have. Thanks, Nate Nate Cothran | Vice President, Automation Services Backstage Library Works | Provo, Utah & Bethlehem, Pennsylvania 801.342.5697 | nate(a)bslw.com<mailto:nate@bslw.com?subject=Automated%20Services> | ac.bslw.com/mars<http://ac.bslw.com/mars> | How am I doing?<http://ac.bslw.com/customer_satisfaction/review.php?token=15>

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