I just have a processing question for libraries that use Backstage. Do you send your authority deletes to them? We are pondering not doing it, after we have learned that by sending them in and letting them know they are deletes they are appropriately marked as deleted on the Backstage end. However, they do not really delete them on their end, they get a special almost "ghost" like status. So they never get unmarked as deleted should we acquire a bib that needs the heading. Has anyone else found a way to deal with this problem? Thanks, Bill Kelm -- Bill G. Kelm - Systems Librarian Willamette University Library 900 State Street - Salem, OR 97301 Phone: 503-375-5332 Fax: 503-370-6141
No, we keep all of the records we purchase. They may apply to future bib records that we load. Michael Ayres | Technical Services Manager City of Irving | Irving Public Library 801 W. Irving Blvd. Irving, TX 75060 P: (972) 721-2764 F: (972) 721-2329 mayres@cityofirving.org<mailto:mayres@cityofirving.org> | Search the Library Catalog<http://catalog.cityofirving.org/rooms/portal/page/Sirsi_AdvancedCatalogSearch> From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Bill Kelm Sent: Monday, March 14, 2011 3:35 PM To: bslwac@mailman.xmission.com Subject: [BSLWAC] Handling Deletes... I just have a processing question for libraries that use Backstage. Do you send your authority deletes to them? We are pondering not doing it, after we have learned that by sending them in and letting them know they are deletes they are appropriately marked as deleted on the Backstage end. However, they do not really delete them on their end, they get a special almost "ghost" like status. So they never get unmarked as deleted should we acquire a bib that needs the heading. Has anyone else found a way to deal with this problem? Thanks, Bill Kelm -- Bill G. Kelm - Systems Librarian Willamette University Library 900 State Street - Salem, OR 97301 Phone: 503-375-5332 Fax: 503-370-6141
Bill, I delete our blind authorities on our end. I'm not sure what ILS you use but in III, you can go into the headings report and create a list of blind authorities and then use delete records mode to remove them. When I send BSLW my quarterly file, I send them my recently added bib records (recently being from the last batch 3 months earlier) and they send back updated bibs and authorities based on those records. A few years ago, I did a massive cleanup and sent them my entire database so my quarterly updates are for new records only. There shouldn't be a blind authority in there at all. Mary Mary Cohen Technical Services Dept. Head Palos Verdes Library District On Mon, Mar 14, 2011 at 1:35 PM, Bill Kelm <bkelm@willamette.edu> wrote:
I just have a processing question for libraries that use Backstage. Do you send your authority deletes to them? We are pondering not doing it, after we have learned that by sending them in and letting them know they are deletes they are appropriately marked as deleted on the Backstage end.
However, they do not really delete them on their end, they get a special almost "ghost" like status. So they never get unmarked as deleted should we acquire a bib that needs the heading.
Has anyone else found a way to deal with this problem?
Thanks, Bill Kelm
-- Bill G. Kelm - Systems Librarian Willamette University Library 900 State Street - Salem, OR 97301 Phone: 503-375-5332 Fax: 503-370-6141
_______________________________________________ BSLWAC mailing list BSLWAC@mailman.xmission.com http://mailman.xmission.com/cgi-bin/mailman/listinfo/bslwac
-- *Mary Cohen Technical Services Dept. Head Palos Verdes Library District 701 Silver Spur Rd. Rolling Hills Estates, CA 90274 310-921-7519 Fax: 310-541-6807 *
Bill, thank you for bringing up your concern about the way deletes are handled at Backstage. This particular issue is currently on our to-do list with the expectation that it will be fixed by the end of March 2011. Since authorities can contain multiple usages, our system will first attempt to remove the particular usage as designated by the client. So if a client sends in a deleted authority / LCCN for a name usage and the authority is valid for both name and subject, our system will only remove the name usage from that authority record, for that particular client. For example, "Smith Jones, Heather" [n 2010048612] is valid as both a Name and Subject authority. If a client sends in this LCCN as a name delete, our system will remove only the name usage from the authority. Then when LC makes an update to this authority and we happen to send our updates to this particular client separated by names and subjects, the system would only send the update in the subject file. To the client and our system, the name usage is no longer valid for that particular authority. If a client sends us an LCCN that contains multiple usages but doesn't instruct us how to apply the delete, our system will remove all usages from the authority record. As Bill pointed out, it does shunt the deleted authority record into a "ghost" like status. The primary reason it does this is to provide us with a detailed log of what happened to the authority each time it was updated (either by LC or by Backstage / Clients). This helps us track down the history of changes to authorities in case our clients ask us for those details. We can isolate exactly when a specific authority was last updated, the type of update, and the previous and subsequent changes for that authority. The issue Bill brings up is what we have in our queue and plan on implementing the fix for later this month. Once a record is marked as delete, if a bib heading comes through that matches that authority, it should clear the delete flag and set the appropriate usage. Also if we get a list of client updates (either records or LCCNs) and a deleted record is "added", the delete flag should be removed and the appropriate usage set. So this would make it possible for clients that have sent in deletes to authorities reinstate either the full authority or the usages for that authority if they send through a new bib with that previously deleted usage / authority. Nate Cothran Backstage Library Works From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Bill Kelm Sent: Monday, March 14, 2011 2:35 PM To: bslwac@mailman.xmission.com Subject: [BSLWAC] Handling Deletes... I just have a processing question for libraries that use Backstage. Do you send your authority deletes to them? We are pondering not doing it, after we have learned that by sending them in and letting them know they are deletes they are appropriately marked as deleted on the Backstage end. However, they do not really delete them on their end, they get a special almost "ghost" like status. So they never get unmarked as deleted should we acquire a bib that needs the heading. Has anyone else found a way to deal with this problem? Thanks, Bill Kelm -- Bill G. Kelm - Systems Librarian Willamette University Library 900 State Street - Salem, OR 97301 Phone: 503-375-5332 Fax: 503-370-6141 _____ No virus found in this message. Checked by AVG - www.avg.com Version: 10.0.1204 / Virus Database: 1498/3506 - Release Date: 03/14/11
Thanks for the information. I have one follow-up question just to clarify: When we delete an authority record used as name in our local system, we will include LCCN of that record in the lists of our locally-deleted authority records to BackStage indicating its usage as name. Backstage will shut it into "ghost-like" status. If we have a new bib using that authority record as name in our local system, when we send that bib for quarterly authority processing, BackStage will send that authority record to us again in the file for us to load into our local system. Is my understanding correct? Thanks. Lihong Zhu Head, Technical Services Washington State University Libraries P.O. Box 645610, Pullman, WA 99164-5610 E-mail: lzhu2@wsu.edu Phone: (509) 335-7769 Fax: (509) 335-9589 From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Nate Cothran Sent: Monday, March 14, 2011 2:41 PM To: 'Backstage Library Works Authority Contol Listserv' Subject: Re: [BSLWAC] Handling Deletes... Bill, thank you for bringing up your concern about the way deletes are handled at Backstage. This particular issue is currently on our to-do list with the expectation that it will be fixed by the end of March 2011. Since authorities can contain multiple usages, our system will first attempt to remove the particular usage as designated by the client. So if a client sends in a deleted authority / LCCN for a name usage and the authority is valid for both name and subject, our system will only remove the name usage from that authority record, for that particular client. For example, "Smith Jones, Heather" [n 2010048612] is valid as both a Name and Subject authority. If a client sends in this LCCN as a name delete, our system will remove only the name usage from the authority. Then when LC makes an update to this authority and we happen to send our updates to this particular client separated by names and subjects, the system would only send the update in the subject file. To the client and our system, the name usage is no longer valid for that particular authority. If a client sends us an LCCN that contains multiple usages but doesn't instruct us how to apply the delete, our system will remove all usages from the authority record. As Bill pointed out, it does shunt the deleted authority record into a "ghost" like status. The primary reason it does this is to provide us with a detailed log of what happened to the authority each time it was updated (either by LC or by Backstage / Clients). This helps us track down the history of changes to authorities in case our clients ask us for those details. We can isolate exactly when a specific authority was last updated, the type of update, and the previous and subsequent changes for that authority. The issue Bill brings up is what we have in our queue and plan on implementing the fix for later this month. Once a record is marked as delete, if a bib heading comes through that matches that authority, it should clear the delete flag and set the appropriate usage. Also if we get a list of client updates (either records or LCCNs) and a deleted record is "added", the delete flag should be removed and the appropriate usage set. So this would make it possible for clients that have sent in deletes to authorities reinstate either the full authority or the usages for that authority if they send through a new bib with that previously deleted usage / authority. Nate Cothran Backstage Library Works From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Bill Kelm Sent: Monday, March 14, 2011 2:35 PM To: bslwac@mailman.xmission.com Subject: [BSLWAC] Handling Deletes... I just have a processing question for libraries that use Backstage. Do you send your authority deletes to them? We are pondering not doing it, after we have learned that by sending them in and letting them know they are deletes they are appropriately marked as deleted on the Backstage end. However, they do not really delete them on their end, they get a special almost "ghost" like status. So they never get unmarked as deleted should we acquire a bib that needs the heading. Has anyone else found a way to deal with this problem? Thanks, Bill Kelm -- Bill G. Kelm - Systems Librarian Willamette University Library 900 State Street - Salem, OR 97301 Phone: 503-375-5332 Fax: 503-370-6141 ________________________________ No virus found in this message. Checked by AVG - www.avg.com Version: 10.0.1204 / Virus Database: 1498/3506 - Release Date: 03/14/11
Lihong, that is the issue we are working on fixing this month. If an authority has been previously deleted, yet a new bib is sent for processing which contains that previously deleted authority or usage, our system is still currently treating the authority or usage as deleted. The fix we are working on will reinstate the usage or authority status so that you would start receiving the updates to that authority again. Nate Cothran Backstage Library Works From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Zhu, Lihong Sent: Monday, March 14, 2011 4:06 PM To: Backstage Library Works Authority Contol Listserv Subject: Re: [BSLWAC] Handling Deletes... Thanks for the information. I have one follow-up question just to clarify: When we delete an authority record used as name in our local system, we will include LCCN of that record in the lists of our locally-deleted authority records to BackStage indicating its usage as name. Backstage will shut it into "ghost-like" status. If we have a new bib using that authority record as name in our local system, when we send that bib for quarterly authority processing, BackStage will send that authority record to us again in the file for us to load into our local system. Is my understanding correct? Thanks. Lihong Zhu Head, Technical Services Washington State University Libraries P.O. Box 645610, Pullman, WA 99164-5610 E-mail: lzhu2@wsu.edu Phone: (509) 335-7769 Fax: (509) 335-9589 From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Nate Cothran Sent: Monday, March 14, 2011 2:41 PM To: 'Backstage Library Works Authority Contol Listserv' Subject: Re: [BSLWAC] Handling Deletes... Bill, thank you for bringing up your concern about the way deletes are handled at Backstage. This particular issue is currently on our to-do list with the expectation that it will be fixed by the end of March 2011. Since authorities can contain multiple usages, our system will first attempt to remove the particular usage as designated by the client. So if a client sends in a deleted authority / LCCN for a name usage and the authority is valid for both name and subject, our system will only remove the name usage from that authority record, for that particular client. For example, "Smith Jones, Heather" [n 2010048612] is valid as both a Name and Subject authority. If a client sends in this LCCN as a name delete, our system will remove only the name usage from the authority. Then when LC makes an update to this authority and we happen to send our updates to this particular client separated by names and subjects, the system would only send the update in the subject file. To the client and our system, the name usage is no longer valid for that particular authority. If a client sends us an LCCN that contains multiple usages but doesn't instruct us how to apply the delete, our system will remove all usages from the authority record. As Bill pointed out, it does shunt the deleted authority record into a "ghost" like status. The primary reason it does this is to provide us with a detailed log of what happened to the authority each time it was updated (either by LC or by Backstage / Clients). This helps us track down the history of changes to authorities in case our clients ask us for those details. We can isolate exactly when a specific authority was last updated, the type of update, and the previous and subsequent changes for that authority. The issue Bill brings up is what we have in our queue and plan on implementing the fix for later this month. Once a record is marked as delete, if a bib heading comes through that matches that authority, it should clear the delete flag and set the appropriate usage. Also if we get a list of client updates (either records or LCCNs) and a deleted record is "added", the delete flag should be removed and the appropriate usage set. So this would make it possible for clients that have sent in deletes to authorities reinstate either the full authority or the usages for that authority if they send through a new bib with that previously deleted usage / authority. Nate Cothran Backstage Library Works From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Bill Kelm Sent: Monday, March 14, 2011 2:35 PM To: bslwac@mailman.xmission.com Subject: [BSLWAC] Handling Deletes... I just have a processing question for libraries that use Backstage. Do you send your authority deletes to them? We are pondering not doing it, after we have learned that by sending them in and letting them know they are deletes they are appropriately marked as deleted on the Backstage end. However, they do not really delete them on their end, they get a special almost "ghost" like status. So they never get unmarked as deleted should we acquire a bib that needs the heading. Has anyone else found a way to deal with this problem? Thanks, Bill Kelm -- Bill G. Kelm - Systems Librarian Willamette University Library 900 State Street - Salem, OR 97301 Phone: 503-375-5332 Fax: 503-370-6141 _____ No virus found in this message. Checked by AVG - www.avg.com Version: 10.0.1204 / Virus Database: 1498/3506 - Release Date: 03/14/11 _____ No virus found in this message. Checked by AVG - www.avg.com Version: 10.0.1204 / Virus Database: 1498/3506 - Release Date: 03/14/11
As part of our fix for this delete issue, I wanted to let you know what our plan is. Our system keeps track of when a record was submitted to us by a client as a delete. It also keeps track of when that deleted authority was updated again. For example, say "Smith Jones, Heather" was deleted back in 2010, but a new bib heading was sent through in early 2011. Unfortunately our system still treats the new bib heading as if it was a delete, but it will reinstate the usage on that authority based on the bib heading being matched against. Our fix will examine each deleted authority for every client and check whether it was later updated by a new heading that came through during processing. Using this method, we can identify the authorities that should actually not be designated as deletes any longer and should have been reinstated in your master authority file. Then we will deliver to you the updated former deleted authority records to load into your system. The other part of our fix is to ensure that any future deletes you send us will only apply as long as a new bib heading doesn't come along and reinstate that deleted authority. I don't think I made this part of our fix and the issue as clear as I needed to yesterday. This fix will retroactively address any deletes you have sent us that should have been reinstated based on new headings processed, but haven't yet. Nate Cothran Backstage Library Works From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Nate Cothran Sent: Monday, March 14, 2011 4:12 PM To: 'Backstage Library Works Authority Contol Listserv' Subject: Re: [BSLWAC] Handling Deletes... Lihong, that is the issue we are working on fixing this month. If an authority has been previously deleted, yet a new bib is sent for processing which contains that previously deleted authority or usage, our system is still currently treating the authority or usage as deleted. The fix we are working on will reinstate the usage or authority status so that you would start receiving the updates to that authority again. Nate Cothran Backstage Library Works From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Zhu, Lihong Sent: Monday, March 14, 2011 4:06 PM To: Backstage Library Works Authority Contol Listserv Subject: Re: [BSLWAC] Handling Deletes... Thanks for the information. I have one follow-up question just to clarify: When we delete an authority record used as name in our local system, we will include LCCN of that record in the lists of our locally-deleted authority records to BackStage indicating its usage as name. Backstage will shut it into "ghost-like" status. If we have a new bib using that authority record as name in our local system, when we send that bib for quarterly authority processing, BackStage will send that authority record to us again in the file for us to load into our local system. Is my understanding correct? Thanks. Lihong Zhu Head, Technical Services Washington State University Libraries P.O. Box 645610, Pullman, WA 99164-5610 E-mail: lzhu2@wsu.edu Phone: (509) 335-7769 Fax: (509) 335-9589 From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Nate Cothran Sent: Monday, March 14, 2011 2:41 PM To: 'Backstage Library Works Authority Contol Listserv' Subject: Re: [BSLWAC] Handling Deletes... Bill, thank you for bringing up your concern about the way deletes are handled at Backstage. This particular issue is currently on our to-do list with the expectation that it will be fixed by the end of March 2011. Since authorities can contain multiple usages, our system will first attempt to remove the particular usage as designated by the client. So if a client sends in a deleted authority / LCCN for a name usage and the authority is valid for both name and subject, our system will only remove the name usage from that authority record, for that particular client. For example, "Smith Jones, Heather" [n 2010048612] is valid as both a Name and Subject authority. If a client sends in this LCCN as a name delete, our system will remove only the name usage from the authority. Then when LC makes an update to this authority and we happen to send our updates to this particular client separated by names and subjects, the system would only send the update in the subject file. To the client and our system, the name usage is no longer valid for that particular authority. If a client sends us an LCCN that contains multiple usages but doesn't instruct us how to apply the delete, our system will remove all usages from the authority record. As Bill pointed out, it does shunt the deleted authority record into a "ghost" like status. The primary reason it does this is to provide us with a detailed log of what happened to the authority each time it was updated (either by LC or by Backstage / Clients). This helps us track down the history of changes to authorities in case our clients ask us for those details. We can isolate exactly when a specific authority was last updated, the type of update, and the previous and subsequent changes for that authority. The issue Bill brings up is what we have in our queue and plan on implementing the fix for later this month. Once a record is marked as delete, if a bib heading comes through that matches that authority, it should clear the delete flag and set the appropriate usage. Also if we get a list of client updates (either records or LCCNs) and a deleted record is "added", the delete flag should be removed and the appropriate usage set. So this would make it possible for clients that have sent in deletes to authorities reinstate either the full authority or the usages for that authority if they send through a new bib with that previously deleted usage / authority. Nate Cothran Backstage Library Works From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Bill Kelm Sent: Monday, March 14, 2011 2:35 PM To: bslwac@mailman.xmission.com Subject: [BSLWAC] Handling Deletes... I just have a processing question for libraries that use Backstage. Do you send your authority deletes to them? We are pondering not doing it, after we have learned that by sending them in and letting them know they are deletes they are appropriately marked as deleted on the Backstage end. However, they do not really delete them on their end, they get a special almost "ghost" like status. So they never get unmarked as deleted should we acquire a bib that needs the heading. Has anyone else found a way to deal with this problem? Thanks, Bill Kelm -- Bill G. Kelm - Systems Librarian Willamette University Library 900 State Street - Salem, OR 97301 Phone: 503-375-5332 Fax: 503-370-6141 _____ No virus found in this message. Checked by AVG - www.avg.com Version: 10.0.1204 / Virus Database: 1498/3506 - Release Date: 03/14/11 _____ No virus found in this message. Checked by AVG - www.avg.com Version: 10.0.1204 / Virus Database: 1498/3506 - Release Date: 03/14/11 _____ No virus found in this message. Checked by AVG - www.avg.com Version: 10.0.1204 / Virus Database: 1498/3506 - Release Date: 03/14/11
Thanks. Nate. "Our fix will examine each deleted authority for every client and check whether it was later updated by a new heading that came through during processing. Using this method, we can identify the authorities that should actually not be designated as deletes any longer and should have been reinstated in your master authority file. Then we will deliver to you the updated former deleted authority records to load into your system. The other part of our fix is to ensure that any future deletes you send us will only apply as long as a new bib heading doesn't come along and reinstate that deleted authority." Will this process ensure that we don't end up with blind references (authority records loaded into our local system; but we don't have any bibs using them as headings) in our local systems? Lihong Zhu Head, Technical Services Washington State University Libraries P.O. Box 645610, Pullman, WA 99164-5610 E-mail: lzhu2@wsu.edu Phone: (509) 335-7769 Fax: (509) 335-9589 From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Nate Cothran Sent: Tuesday, March 15, 2011 2:47 PM To: 'Backstage Library Works Authority Contol Listserv' Subject: Re: [BSLWAC] Handling Deletes... As part of our fix for this delete issue, I wanted to let you know what our plan is. Our system keeps track of when a record was submitted to us by a client as a delete. It also keeps track of when that deleted authority was updated again. For example, say "Smith Jones, Heather" was deleted back in 2010, but a new bib heading was sent through in early 2011. Unfortunately our system still treats the new bib heading as if it was a delete, but it will reinstate the usage on that authority based on the bib heading being matched against. Our fix will examine each deleted authority for every client and check whether it was later updated by a new heading that came through during processing. Using this method, we can identify the authorities that should actually not be designated as deletes any longer and should have been reinstated in your master authority file. Then we will deliver to you the updated former deleted authority records to load into your system. The other part of our fix is to ensure that any future deletes you send us will only apply as long as a new bib heading doesn't come along and reinstate that deleted authority. I don't think I made this part of our fix and the issue as clear as I needed to yesterday. This fix will retroactively address any deletes you have sent us that should have been reinstated based on new headings processed, but haven't yet. Nate Cothran Backstage Library Works From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Nate Cothran Sent: Monday, March 14, 2011 4:12 PM To: 'Backstage Library Works Authority Contol Listserv' Subject: Re: [BSLWAC] Handling Deletes... Lihong, that is the issue we are working on fixing this month. If an authority has been previously deleted, yet a new bib is sent for processing which contains that previously deleted authority or usage, our system is still currently treating the authority or usage as deleted. The fix we are working on will reinstate the usage or authority status so that you would start receiving the updates to that authority again. Nate Cothran Backstage Library Works From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Zhu, Lihong Sent: Monday, March 14, 2011 4:06 PM To: Backstage Library Works Authority Contol Listserv Subject: Re: [BSLWAC] Handling Deletes... Thanks for the information. I have one follow-up question just to clarify: When we delete an authority record used as name in our local system, we will include LCCN of that record in the lists of our locally-deleted authority records to BackStage indicating its usage as name. Backstage will shut it into "ghost-like" status. If we have a new bib using that authority record as name in our local system, when we send that bib for quarterly authority processing, BackStage will send that authority record to us again in the file for us to load into our local system. Is my understanding correct? Thanks. Lihong Zhu Head, Technical Services Washington State University Libraries P.O. Box 645610, Pullman, WA 99164-5610 E-mail: lzhu2@wsu.edu Phone: (509) 335-7769 Fax: (509) 335-9589 From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Nate Cothran Sent: Monday, March 14, 2011 2:41 PM To: 'Backstage Library Works Authority Contol Listserv' Subject: Re: [BSLWAC] Handling Deletes... Bill, thank you for bringing up your concern about the way deletes are handled at Backstage. This particular issue is currently on our to-do list with the expectation that it will be fixed by the end of March 2011. Since authorities can contain multiple usages, our system will first attempt to remove the particular usage as designated by the client. So if a client sends in a deleted authority / LCCN for a name usage and the authority is valid for both name and subject, our system will only remove the name usage from that authority record, for that particular client. For example, "Smith Jones, Heather" [n 2010048612] is valid as both a Name and Subject authority. If a client sends in this LCCN as a name delete, our system will remove only the name usage from the authority. Then when LC makes an update to this authority and we happen to send our updates to this particular client separated by names and subjects, the system would only send the update in the subject file. To the client and our system, the name usage is no longer valid for that particular authority. If a client sends us an LCCN that contains multiple usages but doesn't instruct us how to apply the delete, our system will remove all usages from the authority record. As Bill pointed out, it does shunt the deleted authority record into a "ghost" like status. The primary reason it does this is to provide us with a detailed log of what happened to the authority each time it was updated (either by LC or by Backstage / Clients). This helps us track down the history of changes to authorities in case our clients ask us for those details. We can isolate exactly when a specific authority was last updated, the type of update, and the previous and subsequent changes for that authority. The issue Bill brings up is what we have in our queue and plan on implementing the fix for later this month. Once a record is marked as delete, if a bib heading comes through that matches that authority, it should clear the delete flag and set the appropriate usage. Also if we get a list of client updates (either records or LCCNs) and a deleted record is "added", the delete flag should be removed and the appropriate usage set. So this would make it possible for clients that have sent in deletes to authorities reinstate either the full authority or the usages for that authority if they send through a new bib with that previously deleted usage / authority. Nate Cothran Backstage Library Works From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Bill Kelm Sent: Monday, March 14, 2011 2:35 PM To: bslwac@mailman.xmission.com Subject: [BSLWAC] Handling Deletes... I just have a processing question for libraries that use Backstage. Do you send your authority deletes to them? We are pondering not doing it, after we have learned that by sending them in and letting them know they are deletes they are appropriately marked as deleted on the Backstage end. However, they do not really delete them on their end, they get a special almost "ghost" like status. So they never get unmarked as deleted should we acquire a bib that needs the heading. Has anyone else found a way to deal with this problem? Thanks, Bill Kelm -- Bill G. Kelm - Systems Librarian Willamette University Library 900 State Street - Salem, OR 97301 Phone: 503-375-5332 Fax: 503-370-6141 ________________________________ No virus found in this message. Checked by AVG - www.avg.com Version: 10.0.1204 / Virus Database: 1498/3506 - Release Date: 03/14/11 ________________________________ No virus found in this message. Checked by AVG - www.avg.com Version: 10.0.1204 / Virus Database: 1498/3506 - Release Date: 03/14/11 ________________________________ No virus found in this message. Checked by AVG - www.avg.com Version: 10.0.1204 / Virus Database: 1498/3506 - Release Date: 03/14/11
Hi Lihong, This process will deliver back authorities for headings that should have been reinstated / reloaded into your system. Since there would have been a bib heading that caused the usage flag to be turned on in our system, there should be a matching bib in your local system with this authority. If you do have blind references (authorities that do not match any bib headings in your system), please continue to send in those LCCNs for us to remove from our copy of your master authority file. That way we can make sure we're not sending you updates for authorities which have no reference to a bib heading in your catalog at this time. Nate Cothran Backstage Library Works From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Zhu, Lihong Sent: Wednesday, March 16, 2011 10:00 AM To: Backstage Library Works Authority Contol Listserv Subject: Re: [BSLWAC] Handling Deletes... Thanks. Nate. "Our fix will examine each deleted authority for every client and check whether it was later updated by a new heading that came through during processing. Using this method, we can identify the authorities that should actually not be designated as deletes any longer and should have been reinstated in your master authority file. Then we will deliver to you the updated former deleted authority records to load into your system. The other part of our fix is to ensure that any future deletes you send us will only apply as long as a new bib heading doesn't come along and reinstate that deleted authority." Will this process ensure that we don't end up with blind references (authority records loaded into our local system; but we don't have any bibs using them as headings) in our local systems? Lihong Zhu Head, Technical Services Washington State University Libraries P.O. Box 645610, Pullman, WA 99164-5610 E-mail: lzhu2@wsu.edu Phone: (509) 335-7769 Fax: (509) 335-9589 From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Nate Cothran Sent: Tuesday, March 15, 2011 2:47 PM To: 'Backstage Library Works Authority Contol Listserv' Subject: Re: [BSLWAC] Handling Deletes... As part of our fix for this delete issue, I wanted to let you know what our plan is. Our system keeps track of when a record was submitted to us by a client as a delete. It also keeps track of when that deleted authority was updated again. For example, say "Smith Jones, Heather" was deleted back in 2010, but a new bib heading was sent through in early 2011. Unfortunately our system still treats the new bib heading as if it was a delete, but it will reinstate the usage on that authority based on the bib heading being matched against. Our fix will examine each deleted authority for every client and check whether it was later updated by a new heading that came through during processing. Using this method, we can identify the authorities that should actually not be designated as deletes any longer and should have been reinstated in your master authority file. Then we will deliver to you the updated former deleted authority records to load into your system. The other part of our fix is to ensure that any future deletes you send us will only apply as long as a new bib heading doesn't come along and reinstate that deleted authority. I don't think I made this part of our fix and the issue as clear as I needed to yesterday. This fix will retroactively address any deletes you have sent us that should have been reinstated based on new headings processed, but haven't yet. Nate Cothran Backstage Library Works From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Nate Cothran Sent: Monday, March 14, 2011 4:12 PM To: 'Backstage Library Works Authority Contol Listserv' Subject: Re: [BSLWAC] Handling Deletes... Lihong, that is the issue we are working on fixing this month. If an authority has been previously deleted, yet a new bib is sent for processing which contains that previously deleted authority or usage, our system is still currently treating the authority or usage as deleted. The fix we are working on will reinstate the usage or authority status so that you would start receiving the updates to that authority again. Nate Cothran Backstage Library Works From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Zhu, Lihong Sent: Monday, March 14, 2011 4:06 PM To: Backstage Library Works Authority Contol Listserv Subject: Re: [BSLWAC] Handling Deletes... Thanks for the information. I have one follow-up question just to clarify: When we delete an authority record used as name in our local system, we will include LCCN of that record in the lists of our locally-deleted authority records to BackStage indicating its usage as name. Backstage will shut it into "ghost-like" status. If we have a new bib using that authority record as name in our local system, when we send that bib for quarterly authority processing, BackStage will send that authority record to us again in the file for us to load into our local system. Is my understanding correct? Thanks. Lihong Zhu Head, Technical Services Washington State University Libraries P.O. Box 645610, Pullman, WA 99164-5610 E-mail: lzhu2@wsu.edu Phone: (509) 335-7769 Fax: (509) 335-9589 From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Nate Cothran Sent: Monday, March 14, 2011 2:41 PM To: 'Backstage Library Works Authority Contol Listserv' Subject: Re: [BSLWAC] Handling Deletes... Bill, thank you for bringing up your concern about the way deletes are handled at Backstage. This particular issue is currently on our to-do list with the expectation that it will be fixed by the end of March 2011. Since authorities can contain multiple usages, our system will first attempt to remove the particular usage as designated by the client. So if a client sends in a deleted authority / LCCN for a name usage and the authority is valid for both name and subject, our system will only remove the name usage from that authority record, for that particular client. For example, "Smith Jones, Heather" [n 2010048612] is valid as both a Name and Subject authority. If a client sends in this LCCN as a name delete, our system will remove only the name usage from the authority. Then when LC makes an update to this authority and we happen to send our updates to this particular client separated by names and subjects, the system would only send the update in the subject file. To the client and our system, the name usage is no longer valid for that particular authority. If a client sends us an LCCN that contains multiple usages but doesn't instruct us how to apply the delete, our system will remove all usages from the authority record. As Bill pointed out, it does shunt the deleted authority record into a "ghost" like status. The primary reason it does this is to provide us with a detailed log of what happened to the authority each time it was updated (either by LC or by Backstage / Clients). This helps us track down the history of changes to authorities in case our clients ask us for those details. We can isolate exactly when a specific authority was last updated, the type of update, and the previous and subsequent changes for that authority. The issue Bill brings up is what we have in our queue and plan on implementing the fix for later this month. Once a record is marked as delete, if a bib heading comes through that matches that authority, it should clear the delete flag and set the appropriate usage. Also if we get a list of client updates (either records or LCCNs) and a deleted record is "added", the delete flag should be removed and the appropriate usage set. So this would make it possible for clients that have sent in deletes to authorities reinstate either the full authority or the usages for that authority if they send through a new bib with that previously deleted usage / authority. Nate Cothran Backstage Library Works From: bslwac-bounces@mailman.xmission.com [mailto:bslwac-bounces@mailman.xmission.com] On Behalf Of Bill Kelm Sent: Monday, March 14, 2011 2:35 PM To: bslwac@mailman.xmission.com Subject: [BSLWAC] Handling Deletes... I just have a processing question for libraries that use Backstage. Do you send your authority deletes to them? We are pondering not doing it, after we have learned that by sending them in and letting them know they are deletes they are appropriately marked as deleted on the Backstage end. However, they do not really delete them on their end, they get a special almost "ghost" like status. So they never get unmarked as deleted should we acquire a bib that needs the heading. Has anyone else found a way to deal with this problem? Thanks, Bill Kelm -- Bill G. Kelm - Systems Librarian Willamette University Library 900 State Street - Salem, OR 97301 Phone: 503-375-5332 Fax: 503-370-6141 _____ No virus found in this message. Checked by AVG - www.avg.com Version: 10.0.1204 / Virus Database: 1498/3506 - Release Date: 03/14/11 _____ No virus found in this message. Checked by AVG - www.avg.com Version: 10.0.1204 / Virus Database: 1498/3506 - Release Date: 03/14/11 _____ No virus found in this message. Checked by AVG - www.avg.com Version: 10.0.1204 / Virus Database: 1498/3506 - Release Date: 03/14/11 _____ No virus found in this message. Checked by AVG - www.avg.com Version: 10.0.1204 / Virus Database: 1498/3510 - Release Date: 03/16/11
participants (5)
-
Bill Kelm -
Mary Cohen -
Michael Ayres -
Nate Cothran -
Zhu, Lihong