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Procedures
Creating Headings Reports
You will be working with two reports, Blind References and Near Matches
To access reports, go to drop-down “Function” menu at top right of Sierra main screen, and choose “Headings Reports”
At left of new screen, under “Report Type”, uncheck “All” and check name of desired report
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b. Work from a printed copy of the report
Working Directly From the Screen
1. Double-click on the first entry; this will bring up the authority record
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NOTE: The Near Match report will have numerous entries for each heading (one for each bibliographic record), and may be quite extensive, so working directly from the screen, rather than printing, is preferred |
Working From a Printed Copy
Print report and then clear (click on “All” at top of the check box column and then “Clear” icon at top right of screen). Close report and return to “Catalog” function
Search each heading by “a” number, using “Record number” search, to bring up authority record
Copy heading and paste into search box and look for bibliographical records with that heading
Continue to search by variations of the heading, as above, correcting bibliographic records with incorrect headings, as needed
If no bibliographic record is found with the heading, add it to the “Delete Headings” list (see below)
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NOTE: When printing the report, make sure all pages have printed before clearing |
Delete Headings List
If no bibliographic record is found with a heading matching one in the report, it will eventually need to be reported to Marcive
Two spreadsheets should be kept: “DELETES-NAME & TITLE-In Process” and “DELETES-SUBJECT-In Process”
Each spreadsheet should have three columns: a-number – 010 LC control no. – 1xx or 6xx heading
The lists will be given to the Batch Load Cataloger once or twice a year for submission tor Marcive
Deleting Authority Records From Sierra
Before submitting the Delete Headings list to Marcive, the headings need to be manually deleted, one at a time, from Sierra
To delete a record:
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d. If no bibliographic record with the heading is found, delete the authority record from Sierra: Go to “File” at top left of screen and choose “Delete Authority Record” from the drop-down menu
Types of Headings
1. There are two basic types of authority headings: Name/Title, and Subject
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3. Each entry in headings report will be identified as “Name”, Subject”, “Title”, or “Name/Title”
Name and Title Authority Headings : Personal Names
1. When searching by variations of name, delete elements of heading one by one: from “Jones, George W., #d 1955-” to “Jones, George W” to Jones, George” to “Jones, G”
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If no bib record is found for the person: add the heading to the NAME & TITLE delete list, then checkoff/mark entry on printout or clear from report
Name and Title Authority Headings : Corporate names, Conferences, Places (used as corporate names), Titles
Search Sierra by author (110, 111, 151) or by title (130) heading
Ignore extra subfields in bibliographic headings (e.g., #v no. 10)
Also search by 4xx headings, keywords, and other variations of name or title
If a match is found: update bibliographic record (adding period at end, if needed), then check off/mark entry on printout or clear from report
If no match is found: add the heading to the NAME & TITLE delete list, then check off/mark entry on printout or clear from report
When searching heading consisting of Name AND Title (e.g., Dickens, Charles, #d 1812-1870. #t Great expectations), search by author alone, omitting the title. Scroll down to find entries that include the title, and check to see that they match the authorized heading
Subject Authority Headings (Including Names and Titles used as Subjects)
Search Sierra by subjectfor the heading in the authority record
If authority record has no subdivisions (e.g., Minnesota.) – but bib headings have subdivisions (e.g., Minnesota #v Maps) – treat it as a match
If authority record has a subdivision (e.g., Minnesota #x History) – but no bib headings have this subdivision – treat it as a no match and add it to the SUBJECT delete list
Also search by 4xx headings
If subject heading is a personal name, search by shortened versions of the name, as with a name heading
If a match is found: update bibliographic record (adding period at end, if needed), then checkoff/mark entry on printout or clear from report
If no match is found: add the heading to the SUBJECT delete list, then check off/mark entry on printout or clear from report
Electronic Resources
Be careful when working with bib records for electronic resources; some fields (830, 710, and 690) are used for local references in USU bib records, e.g.:
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DON’T update these headings
You may update other headings in these records, or you can skip them
TIPS
Authority Record In Sierra Differs From Form in Report
Verify heading in LC authority file (via OCLC)
Use the most recent heading when updating bib records
Conferences, Symposia, etc.
If authority record has the following field:
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b. Update the full bib heading (with date and place), if needed
Genre Terms in 155 Field
USU uses genre terms from various thesauri (e.g., RBMS, Art & Architecture Forum), as well as LC genre terms (#2 lcgft)
In most cases, we don’t update genre terms included in the subject headings report, unless the LC genre term in the Sierra bib record has been updated
Name/Title Headings
Name -- if there’s an authority record for the name:
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b. Do not change to: 1xx with subfield #t
Undifferentiated Names
If 667 field in authority record indicates “undifferentiated record”
Keep authority record if you see a potential match (even if it’s not exact); when the entries on the undifferentiated record are differentiated, our heading may then be automatically updated
General Tip: If you’re unsure about an authority record, err on the side of keeping it
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