Start of Message The Newsletter of the Health Sciences OCLC Users' Group Proceedings of HSOCLCUG Annual Meeting Oct. 22-24, 1999

Saturday, October 23, 1999
MeSH Authority Control
Presenters: Janifer Meldrum, MARCIVE; Mark Roux, CyberTools, Inc.; Rebecca Dean, Manager of the Authority Control Section at OCLC

Janifer presented an overview of the MARCIVE authority processing services, particularly important to us because they will process files against the NLM MeSH files.

What is automated authorities processing?

A vendor loads a library's MARC bib records, standardizes format, removes duplicate records, upgrades headings to current practice and creates authority records for cross refs. The authority used are MeSH for medical subject headings, LC Name Authorities for personal and corporate names, LCSH for any LC subject headings.

MeSH authorities records from MARCIVE load into many systems:

1. Endeavor (Voyager): University of Georgia Libraries; Amgen Library, CA; Ft. Sam Houston, TX; Central Louisiana Medical Libraries Consortium, LA
2. SIRSI (Unicorn): Memorial University of Newfoundland; Allina Library Systems & Services, MN; Vanderbilt University Library, TN.
3. Nichols (Athena): Baptist Health System Library, TX.
4. Innovative Interfaces Inc.: Temple Univ. Health Sciences Library, PA; Nova Southeastern Univ. Libraries, FL; Texas A & M Univ., Corpus Christi.
5. NOTIS: Charity School of Nursing, Delgado; Community College, LA; Northwestern State Univ., LA
6. Horizon: Kuwait Medical Library

Benefits of going to a vendor such as MARCIVE for authorities work:

• Clean up database without allocating staff
• Introduce thousands of cross references to OPAC
• Complete project quickly
• Reduce the cost

Applications:

• Migrating from a legacy system to next generation system
• Creating a shared database
• Unifying the main library and medical school library holdings
• Loading hospital library holdings into medical school library catalog

Initial processing:

• Loading bibliographic records
• Changing records in a predictable way
• Deduplication on OCLC number or other control number
• Merging holdings
• Correcting MARC tags and indicators

MeSH authorities processing

Examples:

1. Replace obsolete term with current heading:
   incoming heading 650 2 $a Immunology.
   Corrected by MARCIVE 650 2 $a Allergy and Immunology.

   Correct entire subject heading, including subdivisions:

   incoming heading 650 2 $a Hand $x abnormalities.

   Corrected by MARCIVE 650 2 $a Hand Deformities, Congenital.

   Correct subdivisions even if main heading is already appropriate:

   incoming heading 650 2 $a Fetal Death $x occurrence $z Nigeria.

   Corrected by MARCIVE 650 2 $s Fetal Death $x epidemiology $z Nigeria.

   Form subdivisions:

   incoming heading 650 2 $a Aged $x directories.

   Corrected by MARCIVE 650 2 $a Aged $v directories.

Authorities processing for remaining fields

Examples:

1. Topical and Geographical LC subject headings are corrected:
   incoming heading 650 0 $a Heart $x Muscle $x Diseases.
   Corrected by MARCIVE 650 0 $a Myocardium $x Diseases.

   incoming heading 651 0 $a San Antonio (Tex.) $x Hospitals.
   Corrected by MARCIVE 650 0 $a Hospitals $z Texas $z San Antonio.

   Personal names are compared to LCNA. Corporate names are upgraded as well:

   incoming heading 100 $a La Motte, Ellen Newbold, $d 1873-

   Corrected by MARCIVE 100 $a La Motte, Ellen Newbold, $d 1873-1961.

   Incoming heading 110 $a Edgar Stern Family Fund.

   Corrected by MARCIVE 110 $a Stern Fund.

Procedures:

• Obtain information from the vendor
• Determine number of records to be processed and what processing is needed
• Obtain and evaluate quotation
• Send to vendor the completed profiles, purchase order, MARC bibliographic records, existing MARC authorities (if appropriate)

Timeline:

• Once profiles, purchase order, and data have been received, MARCIVE runs a full test of the specifications (3-4 weeks).
• Library approves the test
• MARCIVE completes project (2-3 weeks).
• Accelerated timelines are available, if scheduled in advance.

Results:

• Cleaned up and deduplicated MARC bibliographic records
• Electronic or print listings detailing work (optional)
• MARC authorities records for cross references and control of headings
• Other specified products, E.G., smart barcode labels

Cost of Processing:

There are charges, based on the number of bibliographic records processed, for loading, for authorities processing, and for the authorities records themselves. Also, there are charges for media and shipping and any optional services such as extra reports, deduplication, merging holdings, local practice file, holdings field manipulation, smart barcode labels, and other special processing.

Maintenance:

Q: Doesn't the catalog begin to deteriorate as soon as the backfile processing is completed?

A: Yes, unless you start ongoing authorities immediately.

Overnight Authorities:

• Create cataloging on OCLC or other MARC source.
• FTP your file of cataloging to MARCIVE.
• MARCIVE examines all headings overnight and generates matching authorities records.
• Bib and authorities records ready for pickup the next business day to be loaded into your OPAC.

Notification Service:

Alerts you to changes in LC name and subject authority records. MeSH is updated once a year.

Start of Message The Newsletter of the Health Sciences OCLC Users' Group

Start of Message is the newsletter of the Health Sciences OCLC Users' Group, an independent group composed of health sciences libraries and individuals who either use or are interested in the use of the services of OCLC, Inc. in health sciences libraries. Editor: Cindy Fedders Washington University School of Medicine Library (Box 8132) 660 S. Euclid, St. Louis, MO 63110 (314) 362-2784 FAX (314) 362-0190 e-mail: feddersc@medicine.wustl.edu

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