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Action: Manual link a MARC bib 6XX field to an authority record

Name & Name-title headings

Uniform title heading

Geographic name heading

Subject/Topical term heading

Genre heading

Logic order

1. The authority 1XX must be eligible to be linked to bib field 6XX.
   1. If it is not, then do not link regardless of authority record’s 008/11
2. If the authority 1XX is eligible to link to bib field 6XX then check bib field indicator 2 value is a matched to authority record’s 008/11
   1. If not, then do not link authority record.
3. Assuming the first two are satisfied. When the bib field indicator 2 = 7 then check that the bib subfield $2 matches the authority record 040$f.
   1. If not, then do not link authority record.
4. TBD requirement: Handling bib field indicator 2 = 4

Subject validation rules

Rules table based on Bib indicator 2 value AND Authority 008 position 11 value

Subject/Topical term/Genre (650/655 bib/150/155 authority) default validation rules

If 6XX has Bib Indicator 2 = 7 then check bib subfield $2 for the codes listed below AND only link authority records that contain the same code in the authority record 040 $f (Cataloging Source / Subject heading / thesaurus conventions) OR we can use the same logic as what we use to determine authority source file value

• Support codes: aat,fast,lcdgt,lcsh,lctgm,local,mesh,naf,nal,nalnaf,wikidata,gsafd,lcgft,rbmscv
• Development should be flexible to support additional codes based on Subject Source codes listed https://www.loc.gov/standards/sourcelist/subject.html AND Genre/Form Source code https://www.loc.gov/standards/sourcelist/genre-form.html in the future 

Additional requirements: If 6XX has Bib Indicator 2 = 7 then check bib subfield $2

• If successfully linked, then bib subfield $2 must be set to read only
  • If successfully linked, then user cannot manually enter a bib subfield $2 OR multiple bib subfield $2s{}
  • If successfully linked AND user can imports a different bib subfield $2 THEN do not change $2 UNLESS $0 / $9 is not valid or is does not exist 
  • If successfully linked AND user can imports multiple bib subfield $2s THEN do not change $2 UNLESS $0 / $9 is not valid or is does not exist 
  • If not linked then allow for multiple $2s and allow for subfield $2 to be edited
• Cannot link if
  • Authority 1xx is not eligible to be linked to bib field 6xx
  • Authority record 008/11 does not match to bib field Indicator 2 value
  • Authority record 040 $f does not match to bib field subfield $2 value when bib field indicator 2 = 7
  • When authority record contains multiple 040 $f values
  • When bib field contains multiple bib subfield $2 values
• If the 6XX was linked prior to the implementation of these requirements, then allow the links to be maintained. Only impacts new linking.

Additional Requirements

• Setting > Authority control > Enable subject validation
  • If not enabled then no change to Orchid implementation
• If successfully linked, then bib subfield $2 must be set to read only
• If successfully linked, then user cannot enter a bib subfield $2 this is regardless of bib subfield $2 as the matching value
• Cannot link if
  • Authority 1xx is not eligible to be linked to bib field 6xx
  • Authority record 008/11 does not match to bib field Indicator 2 value
  • Authority record 040 $f does not match to bib field subfield $2 value when bib field indicator 2 = 7
  • When authority record contains multiple 040 $f values
  • When bib field contains multiple bib subfield $2 values
• If the 6XX was linked prior to the implementation of these requirements, then allow the links to be maintained. Only impacts new linking.
• TBD requirement: Handling bib field indicator 2 = 4

Use cases

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Use case #

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Description

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Outcome

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1

If authority 1XX IS NOT eligible to be linked to bib field 6XX

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-        No change from Orchid implementation

-        Cannot link authority record to bib field

-        Error message displays

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2

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If bib field indicator 2 value matches to the authority record 008/11 value

AND the authority 1XX IS eligible to be linked to bib field 6XX

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-        6XX bib field is controlled by authority record

-        Bib field indicator 2 is read only (as it is today)

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3

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If bib field indicator 2 has no value

AND the authority 1XX IS eligible to be linked to bib field 6XX

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-        Cannot link

-        Display an error message that the bib field requires a valid indicator 2 to link

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4

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Attempt to link bib 6XX to an authority record with an invalid 008/11 value

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-        Cannot link

-        Display an error message that the authority record is not eligible to be linked to the record

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5

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Attempt to link 6XX to an authority record without 008

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-        Cannot link

-        Display an error message that the authority record is not eligible to be linked to the record

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6

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Bib field has an indicator 2 valid that is valid BUT not 7 and subfield 2 value has a value

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-        Always use Indicator 2 value to match

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7

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Bib field indicator = 7 AND matches authority record 008/11

AND the $2 matches the authority record 040 $f

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-        6XX bib field is controlled by authority record

-        Bib field indicator 2 is read only (as it is today)

-        Bib field $2 is read only

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8

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Bib field indicator = 7 AND matches authority record 008/11

AND the $2 does not match the authority record 040 $f

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-        Cannot link

-        Display an error message that the authority record is not eligible to be linked to the record

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9

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Bib field indicator = 7 AND matches authority record 008/11

But no bib field $2

But authority valid 040 $f

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-        Cannot link

-        Error message – require a $2

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10

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Bib field indicator = 7 AND matches authority record 008/11

But no bib field $2 AND no authority 040 $f

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-        Cannot link

-        Display an error message that the authority record is not eligible to be linked to the record

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11

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Bib field indicator = 7 AND matches authority record 008/11

AND has bib field $2 BUT no authority 040 $f

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-        Cannot link

-        Display an error message that the authority record is not eligible to be linked to the record

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12

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Handling Bib field indicator = 4

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-         

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13

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Bib field indicator = 7 AND matches authority record 008/11

AND has bib field multiple $2s 

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-        Cannot link

-        Display an error message that the authority record cannot be linked due to multiple $2s

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14

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Bib field indicator = 7 AND matches authority record 008/11

AND authority record has multiple 040f 

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-        Cannot link

-        Display an error message that the authority record cannot be linked because authority record has multiple $040 f

Authority record controls a 6XX bib field

Requirements

1. Do not allow user to add multiple 040 $f when linked to a bib record AND 008/11 = z. (try to make this simpler and write stories when use edits 040 $f when linked) 
   1. Action: If user attempts to add multiple 040 $f then display an error message
2. Action: User edits the 008/11 value to any valid value but z > Show a “Are you sure you want to change the subject classification for <<total number of linked bib records>>” message. If the user proceeds with change, then update bib field indicator 2 value.
3. Action: User edits the 008/11 value to z AND adds a 040 $f value then Show a “Are you sure you want to change the subject classification for <<total number of linked bib records>>” message. If the user proceeds with change, then update bib field indicator 2 to “7” and subfield $2 to authority 040 $f
4. Action: User edits the 008/11 value to z AND does not enter 040 $f then display error message that the change cannot be saved unless one 040 $f is entered

Authority record controls a 6XX bib field (update bib record via data import) – NO automated linking

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Questions

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Invalid second indicator 

• If a user enters an invalid second indicator (so not a null or 0-7) then return an error message. 

Handle 7 - Source specified in subfield $2

• Default rules : MARC authority 008 position 11 = z AND must have a MARC bib subfield 2 value
• Tenant can override
  • Default 008/position 11 value with any authority heading (150) regardless of 008/position 11 value OR can be set to multiple 008/position 11 values
  • Default 008/position 15 value with any value. It is all OR a (default).
  • Tenant can define MARC bib subfield 2 handling by 
    
    • Setting the MARC authority field number and subfield to check for matching bib subfield 2 value 
      • Can only set multiple MARC authority field numbers and subfields AND cannot set to null 
    • Default MARC authority field number and subfield: 040 $f
    • Removing MARC authority field number and subfield will trigger a warning message that the link bib fields will become unlinked
    • Editing MARC authority subfield value will trigger a warning message and will result in the bib subfield 2 value being updated 

Subfield 2 > Create/Edit/Derive a MARC bib requirements

• Unlinkable fields > Allow user to enter/edit a subfield 2 (including multiples) 
• Linkable fields > Allow user to enter/edit a subfield 2 (including multiples)  
• Linked fields that are not 6XX > Not read only AND user can enter/edit subfield 2 (including multiples) 
• Linked fields that are 6XX > Read only AND user cannot enter/edit subfield 2 (including multiples) 

Subfield 2 > Create a MARC bib import requirements 

• Unlinkable fields > Allow user to import and create a field(s) with a subfield 2 (including multiples) 
• Linkable fields > Allow user to import and create a field(s) with a subfield 2 (including multiples)  

Subfield 2 > Update a MARC bib import requirements 

• Unlinkable fields > Allow user to import and update a field(s) with a subfield 2 (including multiples) 
• Linkable fields > Allow user to import and update a field(s) a subfield 2 (including multiples)
• Linked fields that are not 6XX > Allow user to import and update a field(s) a subfield 2 (including multiples)
• Linked fields that are 6XX > 
  • If the same subfield 2 then no change 
  • If a different subfield 2 then do not change existing subfield 2 UNLESS $0 has changed or does not exist 
  • If multiple subfield 2 then do not change existing subfield 2 UNLESS $0 has changed or does not exist

Automated linking 

• If user enables automated linking for any 6XX then check against these subject thesaurus validation rules and presence of $0 
• If $0 exist for an authority record and that authority record follows the defined tenant subject thesaurus validation rules then link the bib field 
  • If a single subfield 2 is used to link the bib field then the field should be read only
  • If multiple subfield 2 then only keep the subfield 2 that is tied to the linked authority heading  

Manual linking 

• Apply validation rules 
• If user creates a new field then
  • Check 2nd indicator value for rules to apply 
  • IF 2nd indicator value = 7 then populate subfield 2 with authority field/subfield value defined by library Source code and make read only 
• If invalid selection then show an error message [You have selected an invalid heading based on the bibliographic field you want controlled. Please revise your selection.]

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Authority updates

040f or field/subfield defined by library as Source > Create/Edit MARC authority via UI  

• 040 must be non-repeatable and is required when 008/position 11 = z
  
  • 040 subfield f is also required when 008/position 11 = z
• If multiple or does not exist then Error: Show an error message > Can only have one <<cataloging source (040 field) and only one subfield f value>>.
• If user updates source subfield value then update all linked bib fields 

040f or field/subfield defined by library as Source  > Create a MARC Authority import requirements 

• Must be a NR MARC field and subfield.
• If multiple then fail record and return Error: Show an error message > Can only have one <<cataloging source (040 field) and only one subfield f value>>. 

040f or field/subfield defined by library as Source > Update a MARC Authority import requirements 

• Must be a NR MARC field and subfield.
• Update to 040f or field/subfield defined by library as Source will also update linked bib fields 
• If 040f or field/subfield defined by library as Source is deleted then fail authority record update and return error message
• If multiple then fail authority record update and return error message 
• Error: Show an error message > Can only have one <<cataloging source (040 field) and only one subfield f value>>. 

008 updates 

Create/Edit Authority via UI 

• Any change to position 11 and/or 15 will do either one of the below options. 
  • A. in unlinking the bib field from the authority heading. UI will show an are you sure want to do this warning message. 
  • B. Allow the change to proceed and update linked bib field second indicator and/or subfield 2

Create a MARC Authority import requirements 

• N/A 

Update a MARC Authority import requirements 

• Any change to position 11 and/or 15 (including entire removal of 008) will do either one of these options 
  • A. unlinking the bib field from the authority heading
  • B. Allow the change to proceed and update linked bib field second indicator and/or subfield 2