a batch solution to the death date problem a case study hsianghui liu-spencer & tom lamb...
TRANSCRIPT
A Batch Solution to the Death Date Problem
A Case Study
Hsianghui Liu-Spencer & Tom LambCarleton College
Northfield, MinnesotaMNIUG October 23, 2012
LC Announcement in 2005/2006
Revised LCRI 22.17
The Library of Congress announced a change in policy about adding death dates to personal name heading and a revision to the LCRI for AACR2 rule 22.17 that allows the option for catalogers to add death dates to personal name headings with open dates.
Armstrong, Neil, 1931-Armstrong, Neil, 1931-2012
100 1 Sagan, Françoise,|d1935-240 10 Garde du coeur.|lEnglish245 14 The heart-keeper /|c[by] Françoise Sagan. 260 New York :|bDutton,|c1968.300 128 p. ;|c21 cm.600 10 Sagan, Françoise,|d1935-600 10 Sagan, Françoise,|d1935-|vAnecdotes.
One Bibliographic Record
010 n 79021390100 1 Sagan, Francoise, |d 1935-400 1 Quoirez, Francoise, |d 1935-
010 n 79021390100 1 Sagan, Francoise, |d 1935-400 1 Quoirez, Francoise, |d 1935-
010 no2011144865100 1 Sagan, Francoise, |d 1935- |tGarde du coeur.|lEnglish
100 1 Sagan, Françoise,|d1935-2004.240 10 Garde du coeur.|lEnglish245 14 The heart-keeper /|c[by] Françoise Sagan. 260 New York :|bDutton,|c1968.300 128 p. ;|c21 cm.600 10 Sagan, Françoise,|d1935-2004.600 10 Sagan, Françoise,|d1935-2004|vAnecdotes.
One Bibliographic Record
010 n 79021390100 1 Sagan, Francoise, |d 1935-2004 400 1 Quoirez, Francoise, |d 1935-2004
010 n 79021390100 1 Sagan, Francoise, |d 1935-2004400 1 Quoirez, Francoise, |d 1935-2004
010 no2011144865100 1 Sagan, Francoise, |d 1935-2004. |tGarde du coeur.|lEnglish
What is the impact to a local database?
Split headings in Bridge Consortium
(Carleton & St. Olaf)
Split headings in other library catalog
Numbers of names changes from 2006-02 to 2012-02?
Source: LC Weekly Lists website
1 2 3 4 5 6 7 8 9 10 11 120
100
200
300
400
500
600
700
800
900
1000966
373
648
280261
611
361
730
377
581
668
349
2006200720082009201020112012Av-er-age
Average from 2006-02 to 2012-02
1 2 3 4 5 6 7 8 9 10 11 120
100
200
300
400
500
600
700
800
900
1000
2006200720082009201020112012Average
A total of 35,308 names
over six-year period
Bridge Consortium Reacts Over the Years
2005/06
LC announcement
**LC weekly lists posted in OCLC site in Feb 2006
2006
Print lists, check local database. Review heading report.
**local editing, coded A in AuthoCode2
2010
Print lists again and write notes on library cards
**Test Kent State DeathFlip Project
2012
Bridge Consortium Reacts Over the Years
2005/06
LC announcement
**LC weekly lists posted in OCLC site in Feb 2006
2006
Print lists, check local database. Review heading report.
**local editing, coded A in AuthoCode2
2010
Print lists again and write notes on library cards
**Test Kent State DeathFlip Project
2012
Carleton starts a case study in Feb
**March: LC’s decision on RDA**June~Aug: RDA authority records
Our Goal
1. Not all identified headings require updating.2. Identified headings may present unique challenges
requiring unique approaches:• Heading for 1xx and 7xx• Heading for 6xx subject• Author/Title added entry & Uniform Title (240)
• Identify headings in our system that appear in the LC Weekly Closed Dates list and update those headings as needed.
We Need to Be Aware:
Master List from LC
Weekly Lists(spreadsheet)
Run Python script
Millennium AF Master
list (spreadsheet
)
List of Matching LCCN
Sort and
compare data
Review and determine
next (manual?)
steps
Review and determine
next (manual?)
steps
1. Batch search in Connexion by LCCN
2. Run macro adding 4xx, 667, 949
3. Export to Millennium
Simple authors solely
lacking death dates
Personal names as subjects (600s)
Authors with
irregular date
formats
Day One
Observe the blind references and let
AACP work its magic
Day Two
Check heading report in
Millennium
Check Updated Bib Heading as well as near-match,
duplicate AF, etc.
Blind references – mostly need to create a different
4xx. So, it will flip the following day
Day Three
Make sure no more blind references
Don’t forget subjects (6xx) and irregular
date formats (1xx, 7xx)
Formulae
• Remove period - =LEFT(E5,LEN(E5)-1)
Excel Spreadsheets 1
• Compare cells - =(N5=P5) returns TRUE or FALSE
• Sort spreadsheet by cell color
• Sort by final digit - =RIGHT(E6,1)
The Numbers
Data Sources Numbers of Headings Percentage
LC weekly list (2006-02~2012-02)
35,308
Millennium AF list up to 2012-02 (including everything)
636,954+
A list generated through script on 2012-03
16,859
Identify duplicate headings from the spreadsheet (both for main heading and subject)
2,716
An interesting outcome (16,859-2,716)
14,134 14,134/35,208=40%
An average cataloger at Carleton would have caught and manually updated, approximately
600 600/14,134=4.3%
March April May Jun July Aug 0
1000
2000
3000
4000
5000
6000
7000
8000
25
1700
75
1150
7036
475
Name headings upload:
A Batch Load from Connexion to Millennium
60%
• Blind references on Day 2--13% to fix
• Total bib updated through AACP: 42,929+
• Average for bib attached for each heading: 4~6 bib per AF (1 minims and 110 maximum)
A Statistics View (16,859 matching names)
Fixed prior to 2012-0220%
1xx/7xx a batch process cycle60%
Date format not in YYYY3%
6xx through a semi-manual process17%
**Differences – 0.06%, 111 headings
Are we there yet??
Complete the cycle. We had mainly dealt with 1xx/7xx. And 6xx.
But what about author/title added entry (240)?
100 1 Sagan, Françoise,|d1935-2004.240 10 Garde du coeur.|lEnglish245 14 The heart-keeper /|c[by] Françoise Sagan. 260 New York :|bDutton,|c1968.300 128 p. ;|c21 cm.600 10 Sagan, Françoise,|d1935-2004.600 10 Sagan, Françoise,|d1935-2004|vAnecdotes.
One Bibliographic Record
010 n 79021390100 1 Sagan, Francoise, |d 1935-2004 400 19 Sagan, Francoise, |d 1935-
010 n 79021390100 1 Sagan, Francoise, |d 1935-2004400 19 Sagan, Francoise, |d 1935-
010 no2011144865100 1 Sagan, Francoise, |d 1935- |tGarde du coeur.|lEnglish
Lessons Learned• Saving time?
• Understanding the process of AACP in Millennium
• Subject template in Millennium load table: 949 *atab=asub
• Making sure to keep up with heading reports and clear up the space for loading more records
• Check the setting for AACP: Millennium III manual: #107824 Set this option to YES to enable the application of name
authority record updates to name-title bibliographic headings
The Plan to Move Forward• Develop a workflow to maintain updated death dates based on what we
learned
• Share the harvested data from LC Closed Dates Project and make it available in a spreadsheets format
http://bit.ly/PQMkBU
Thanks Go To
Kathy Blough St. Olaf Cataloger
Jason CohnStudent Worker in Carleton Archives
Nat WilsonDigital Archivist & Technology Coordinator, Carleton College
Mark EhlertCoordinator of Digitization, Cataloging & Metadata Education, Minitex
Credits Also Go To
Susanne Nevin St. Olaf Cataloger
Sue ImsCarleton College Cataloger
JoEllen LaPrade St. Olaf Cataloger