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Below text represents drafts / overviews of authority management practices at institutions represented on this group.

Chicago

Cornell

Current Workflow for Importing/Indexing Authorities Into Blacklight index and Acting on Changes/Deletes in FOLIO

1. Authority File is maintained locally by CUL-IT.
2. CUL-IT loads new, updated and deleted headings weekly from Peter Ward (authority
   record vendor) into the authority file and generates a JSON report. Peter Ward files are
   split into Names (LCNAF) and Subjects (LCSH, CSH, LCGFT).
3. JSON report is transformed into an Excel spreadsheet using OpenRefine. Spreadsheet
   includes:
   1. old (changed) heading
   2. new (updated) heading(s)
   3. variant headings from the authority record (4XX) that exist in our bibliographic
      records
   4. reference links to id.loc.gov authority records
   5. instance count (number of CUL bib records affected)
   6. Links to affected bib records in Blacklight
   7. Link to FOLIO UUIDs from SOLR index for affected records
   8. filterable fields to assist with maintenance (undifferentiated, diacritic change,
      etc.)
4. Authorities Metadata Librarian uses the spreadsheet to perform maintenance:
   1. Changes—More than 10 records
      1. Confirm that all of them are likely to be the same author by clicking on
         the Blacklight link and scrolling through results. Results are especially
         likely to be correct if they involve closing a date.
      2. Batch edit by using the UUIDs from SOLR index link in spreadsheet to pull
         MARC records from data export. Load the records into MarcEdit, then
         batch change the heading. Once corrected, import the MARC file back
         into the system using data import.
   2. Changes—Less than 10 records
      1. Click on the Blacklight link and change the headings manually in FOLIO.
         (Blacklight direct links to FOLIO record if cataloger is logged in.)
   3. Deletes
      1. Retrieve deleted heading from id.loc.gov link
      2. Use Blacklight link to retrieve affected bib records
      3. Is the deleted heading undifferentiated? If so, match bib records to
         appropriate authority records and update headings in FOLIO. If not,
         retrieve replacing authority record by searching 010 $z and update
         heading in FOLIO
5. Regardless of the number of results, if a heading is not a clear match with the updated
   heading in the report, extra research in OCLC is done to confirm the match and update as
   appropriate.
6. Headings that need additional attention with the current workflow
   1. Partial matches that do not match updated heading, but are still incorrect
      and needs maintenance
   2. Undifferentiated names
   3. Partial matches of established names (e.g. “Williams, Richard” is a partial
      match of “Williams, Richard, $d 1780-844", but is also an established
      heading of its own)
   4. Matches on initials or pseudonyms that appear in updated authority
      records’ 4XX (reference tracings)

Potential Changes to Workflow Based on FOLIO Development

1. Morning Glory and Nolana releases will include:
   1. Storing & deleting authority files in FOLIO
   2. Loading and updating authority records via data import
   3. Searching, browsing, and filtering authority records in FOLIO
   4. Some browse functionality by subject and contributor for inventory records
   5. The ability to populate LCCN identifiers to inventory records in the $0 from
      authority records
   6. Linked and authority controlled fields in bib records
2. Future developments in FOLIO may affect our authorities workflow in these ways:
   1. We may utilize LCCN identifiers in the $0 for batch changes and/or linked data
      projects
   2. The “Source of Truth” for CUL’s maintained authority file may change from being
      external to FOLIO to internal
   3. Authority validation will likely be included in a future FOLIO version, and it will
      probably work differently than Voyager authority validation (identifier vs string
      match based)
   4. The ability to browse inventory records may eliminate some reliance on
      Blacklight, but not while our authority file is maintained outside of FOLIO

Past Workflow for Importing Authorities Into Voyager and Acting on Changes/Deletes:

[This set of steps was taken from a description here: https://confluence.cornell.edu/x/AkGJFg]

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