The EUCLID Authority File as a Resource File
Susan Bailey, CaTS DQM Group
8/1/00

The EUCLID Authority File is a file of records that reflects access points used in the online catalog. Catalogers use authority records because they refer to them when creating access points for personal names, corporate bodies, names of meetings, subjects, and forms for series added entries. Many authority records in the EUCLID Authority File (EAF) are full authority records containing cross-references from unused to used forms as well as additional information. Others are created by Library Technologies Inc. (LTI) , our authority control vendor, and are skeletal records lacking other elements. These records contain the source code LTI.

VIEW AUTHORITY

created:5/16/1994  modified:9/30/1998  authorization level:AUTHORIZED
format:PERSONAL  source:DLC

REC_TYPE:z  ENC_LVL:n  STATUS:c  ENTRD:800903  DIR/IND:n
ROMAN:|  AUTHTYPE:a  RULES:c  SYS/THES:a  SER_TYPE:n
SER_NUM:n  NAME_USE:a  SUBJ_USE:a  SER_USE:b  SUBDIV:|
GOVT_AGN:|  REF_EVAL:a  UPD_PROC:a  UNIQNAME:a  LEVL_EST:a
MOD_REC:  SOURCE:

Control number: n 50039200
Control number ID: DLC
Date: 19960209095910.8
LC Control number: n 50039200
Cataloging source: DLC|cDLC|dDLC
LC class number: PS3525.I972
Personal name: Mitchell, Margaret,|d1900-1949
See from: Marsh, John Robert,|cMrs.,|d1900-1949
See from: Marsh, Margaret Mitchell,|d1900-1949
Source data found: Her Gone with the wind ... 1936.
Source data found: Her Lost laysen, 1996:|bCIP t.p. (Margaret Mitchell) introd. (Margaret Munnerlyn Mitchell, b. 1900)
Local note: EMU class number: PS3525 .I74 smt 9/98

VIEW AUTHORITY

created:5/17/1994  modified:NEVER  authorization level:AUTHORIZED
format:PERSONAL source:LTI

REC_TYPE:z  ENC_LVL:o  STATUS:n  ENTRD:940329  DIR/IND:n
ROMAN:n  AUTHTYPE:a  RULES:z  SYS/THES:z  SER_TYPE:z
SER_NUM:n  NAME_USE:a  SUBJ_USE:b  SER_USE:b  SUBDIV:n
GOVT_AGN:u  REF_EVAL:n  UPD_PROC:a  UNIQNAME:n  LEVL_EST:d
MOD_REC: SOURCE:u

Control number: ltn00175538
Date: 19940329000000.0
Cataloging source: LTI|cLTI
Personal name: Mitchell, Mairin.

When you retrieve an individual authority record in CRT mode, you will see the field tags converted to label names. When using the Display Authority wizard in WorkFlows, you can configure it to display either field tags only or field tags and label names with the Display Defaults check box, "Descriptive Labels," in the Set Properties window (checking the box adds label names to the display).

The field that is labeled Personal name (100), Corporate name (110), Meeting name (111), Uniform title (130), Geographic name (151), etc. is the form considered the "authorized" form. That means it is the form that should be used as an access point in EUCLID so that library users can expect to find all things by or about a person, body, title or subject under the same heading. "See from" notes (400, 410 etc.) are those that are cross-references. A library user searching one of those forms should be referred to the main form. "Source data found" notes (670) describe sources used by the person establishing the form as they tried to determine the correct form. Local notes (690) are those that are added to indicate local practice. Specific formats of authority records, such as those for series (Uniform title) will contain additional information about Library of Congress tracing practice etc.

Records in the authority file can be accessed within WorkFlows with the "Display Authority" icon (choose AUTHDISP to add it to your toolbar), through the menu bar performing "Browse" "Authority", or within CRT by performing "Browse" "Authority" (F1, shift F9) and then entering a search into the appropriate index. The Name/Title index includes personal, corporate and meeting names, uniform titles for series and others, and geographic place names. The LCSubject file contains authority records for topical subject headings. The EAF is not visible to the public through WebCat, but it generates the cross-references that are displayed when using WebCat.

If a browse list is retrieved, when viewing the list, items with a capital A should be "authorized" forms of heading, while those that are unmarked are cross-references to another form. Selecting the cross-reference will take you to the heading as well as selecting an authorized form:

NAMETITLE BROWSE AUTHORITY

The EUCLID authority file is a dynamic file. Records are being corrected, added and deleted on a daily basis. There are many duplicate records in the file and many errors created by a number of circumstances. The Authority Task Group of Database Quality Management Group devotes time to improving the quality of this file, but it is a monumental task! If you as a non-cataloger use the file, there are several key items to consider when determining whether the record you are viewing has been verified or modified by someone within General Libraries.

Prior to the current version of Unicorn, local notes added to authority records were not saved and retained in the system. We can now add local information that relates to Emory libraries' practices by adding 690 fields (Local notes) that contain information about our policies, and these are saved in the system and remain in the record even if it is overlaid by a corrected authority record. Each note should be preceded by an indication of the library to which it relates (EMU (General Libraries), EMT (Theology), EMM (Health Sciences), EMO (Oxford), EML (Law))

So far, General Libraries has been involved in two primary projects involving addition of 690 fields to EUCLID authority records.

1. Updating literary author authority records

We began by having students work on a project to add literary author portions of call numbers to authority records for writers. The previous example of the record for Margaret Mitchell contains such a 690. The information is probably accurate, but unless you see the addition at the end of the note of:

verified kps 1/00 (verified--cataloger's initials--verification date)

you should still not take the information of a literary author number to be fully authenticated by a revising cataloger.

This project to add and authenticate information to authority records is ongoing. If you become aware of errors in the file, please report them to DQM at: dqm-l@listserv.cc.emory.edu

2. Analyzed serials and other series information

The FastCat Group entered information that shows our local practice for analyzed serials into series authority records. Although the series added entry on a bibliographic record will generally be in a 440 or 490/830 combination for a title, the authority record that covers these series titles is considered a "uniform title" and will have that label (130 tag). The following is an example of a record to which information regarding General Libraries analysis practice has been added:

VIEW AUTHORITY

created:5/16/1994  modified:11/30/1999  authorization level:AUTHORIZED
format:TITLE source:DLC

REC_TYPE:z  ENC_LVL:n  STATUS:c  ENTRD:830401  DIR/IND:n
ROMAN:|  AUTHTYPE:a  RULES:c  SYS/THES:a  SER_TYPE:a
SER_NUM:a  NAME_USE:a  SUBJ_USE:a  SER_USE:a  SUBDIV:|
GOVT_AGN:|  REF_EVAL:a  UPD_PROC:a  UNIQNAME:n  LEVL_EST:a
MOD_REC: SOURCE:

Control number: n 42025047
Date: 19930823000000.0
ISSN: 0065-9746
Cataloging source: DLC|cDLC|dDLC
LC call number: Q11|b.P6|ditems cataloged before Jan. 1, 1981
Uniform title: Transactions of the American Philosophical Society
See from: American Philosophical Society.|tTransactions of the American Philosophical Society
See from: |wnnaa|aAmerican Philosophical Society, Philadelphia. |tTransactions
Series numbering ex.: v. 71, pt. 1|d1977-|5DLC
Series numbering ex.: new ser., v. 66, pt. 8|d<1962>-1976|5DLC
Series pub. info: Philadelphia|bAmerican Philosophical Society
Series analysis: f|5DLC
Series tracing: t|5DLC
Series classific.: s|ditems cataloged after Dec. 31, 1980|5DLC
Series classific.: c|ditems cataloged before Jan. 1, 1981|5DLC
Nonpublic note: Previous to AACR2 classified as a collection
Source data found: Dunn, D.F. The clownfish sea anemones, 1981.
Local note: EMU: N.S. v.65 + Analyzed Serial. Individual titles are Classed Tog. at Q11 .P64 N.S. V._ date. Volumes prior to N.S. v.65 are classed with serial record at Q11 .P64. All circ as a book. ml/11/99.

For these records, no "verified" note addition is necessary to consider the record authenticated.

Catalogers use the file for obtaining information that permits them to apply consistent treatment to names, subjects and practice. Non-catalogers may also find referring to the file useful to get information about call number and series treatment, as well as authorized forms of names and subjects.

As needs are identified, we may find other kinds of information useful as additions to the EUCLID Authority File.

rev 8/1/00 sbb