Authority control development
Context
Librarians link select bib field(s) to authority record(s) so that patrons/library users have access to an official, authoritative source about person, place, thing, title, subject, etc. The process for linking varies across libraries but the following are the most common tasks/actions
Prepare bib and authority records with match points
Handle authority control outside of ILS/LSP; use a third party vendor
Manually link a bib field to an authority record via ILS/LSP
Validate links are valid
Automatically link a bib field to an authority record via ILS/LSP
Update authority record via ILS/LSP and linked bib records are updated
Thoughts on development approach
Manual linking via UI
Link bib field to authority record
Edit MARC authority record via UI > then update linked bib records
Update MARC authority record via Data import > then update linked bib records
Data import (bib and authority) updates
Reporting - Phase 1
Automated linking via UI : Only works if $0 is present in eligible bib field and authority record 010 $a or 001.
Automated linking AFTER Data import job is complete
Reporting - Phase 2
Workflow mockups (rough):
Manual link bib field to authority record: https://drive.google.com/drive/folders/1iJ5QTmDqEN0Vqhey15SL5_HlQ6eat_qJ?usp=sharing
Update MARC authority record linked to bib records: https://drive.google.com/drive/folders/1K-7JRW6athCT-LDH1S2HhXOwg5wgJSJS?usp=sharing
Automatically match all bib fields on a bib record to authority records: https://drive.google.com/drive/folders/1iOCgAWfR-iivmyjn3AVvatTL674Tb1Kv?usp=sharing
What else to consider?
Future: Entity management development or in general linked data development
Future: Supporting authority control for non-MARC records
Features overview
Release = Norchid (development begins in Nolana but releases in Orchid)
Work order (sort to view order) | Features | Description | Proposed release to implement | Features/User Stories |
|---|---|---|---|---|
1 | Identify authority file source. Support ability to filter authority records by authority source file. | Catalogers want to know the authority source file of authority records. In addition, it is important for us to know for linking bib field and authority record validation. Mapping availability will be available in Admin settings and libraries will be able to setup their own mapping values. Must support multiple libraries (single tenant/multi-tenant) maybe not Nolana but implementation needs to consider this requirement. | Nolana (released) |
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2 | Identify MARC bib fields eligible for linking | Not all bib fields can be linked to an authority record(s). Define list of eligible MARC bib fields (including indicators/subfields) and each eligible MARC bib field's authority field that controls it. Can also be used for linking bib field and authority record validation. | Orchid | https://folio-org.atlassian.net/browse/UXPROD-2966 |
3 | Permission - Ability to link/match bib fields + authority records (manual) |
| Orchid | |
13 | Permission - Ability to link/match bib fields + authority records (automatic) |
| Poppy | |
12 | Automated matching : Identify MARC bib field and MARC authority record match point(s) | For automated linking, the MARC bib field and authority record must have a match point based on Authority control number. A MARC bib field match point will be subfield $0 value, which is the authority record control number or standard number. $0 may be a URI that contains the matching control number or standard number. We need to support matching that control number or standard number in the URI to the authority record control number or standard number (that value maybe in the 010$a/001/024/TBD). NOTE: MARC bib subfield: $0 Authority record control number or standard number is Repeatable | Orchid | Handled with manual linking development |
14 | Enhance MARC bib field by adding $0 (authority record control number or standard number) value with applicable URI when link is made AND bib record does not contain a $0 and/or the URI does not contain $0 with URI. | Need to consider data import workflow | Orchid |
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15 | Automated matching bib fields to authority records | A MARC bib field has a subfield $0 value, which is the authority record control number or standard number. $0 may be a URI that contains the matching control number or standard number. We need to support matching that control number or standard number in the URI to the authority record control number or standard number. MARC bib subfield: $0 Authority record control number or standard number is Repeatable | Poppy | Handled with #16 https://folio-org.atlassian.net/browse/UXPROD-3874 |
4 | Manual link/unlink a MARC bib field to MARC authority record | Initial development will focus on allowing a cataloger to manual match/link a MARC bib field to an Authority record. Once record is linked then the authority field value should update the matched/linked MARC bib field value. Matched/linked MARC bib field value is read-only and can only be edited when user unlinks the bib field from authority record. Impacted workflows
| Orchid | https://folio-org.atlassian.net/browse/MODQM-254 https://folio-org.atlassian.net/browse/UXPROD-2966 |
16 | Automated link/unlink a MARC bib field to MARC authority record | If the bib field contains a $0 Authority record control number or standard number then automatically match/link the bib field to the authority record when
Impacted workflows:
| Poppy (phase 1) | |
5 | Inventory > Browse > Indicate use of authorized heading |
| Orchid | |
6 | Inventory > View source > Indicate use of authorized heading |
| Orchid | |
7 | Authority results list (search / browse) - show # of instances/bibs linked to Authority record |
| Orchid | |
8 | MARC authority record manual updates → Trigger linked/matched MARC bib records updates | Given the MARC authority record is linked to a MARC bib record When a user edits the MARC authority field that is linked to the MARC bib field AND hits Save Then the linked bib record(s) field is also updated Ideally this would be in real-time but note that some authority records could be linked to hundreds or thousands of bib records. Impacted workflow
| Orchid | |
9 | MARC authority record updates (via data import) → Trigger linked/matched MARC bib records updates | Libraries prefer for the updating bib records to not happen in the same job as MARC authority record updates via data import. So we need to consider a way to trigger updating bib records once the MARC authority record updates via data import complete. Also need to consider scenarios where the updated MARC authority record has a different match point | Orchid | |
21 | Create a local MARC authority record via UI | Allow a cataloger to create a local MARC authority record if unable to find an authority record in any of the recognized authority source files. Work includes a new permission - Create a local MARC authority record via UI. | "Q" | |
10 | Delete handling | Given the authority record is linked/matched to bib records When a cataloger chooses to Delete an Authority record Then warn the cataloger that the bib records will be unlinked if s/he/they proceed with deletion AND if deletion proceeds then delete the authority record AND unlink/unmatch bib fields. Do not remove data that was once controlled by the authority record.
NOTE: For Nolana, if it is easier to block deletion then we can move this feature to Orchid. | Orchid | |
11 | Reporting > Change log (who made the update, last update, created date, etc) | Catalogers want the ability to review any changes to the authority record or bib records to aid in authority control and overall catalog maintenance. Providing a report or a widget that allows catalogers to view the records that were created in TBD timeframe OR updated in TBD timeframe. It also be cool to allow for reports that include
Since focus of our development is MARC then records returned would have source = MARC. Should not matter how these records were created (via UI or Data import) or updated (via UI or Data import) | Orchid/Poppy? | Maybe a widget, in-app report, or both |
18 | Reporting > Which MARC authorities do not have MARC bib linked |
| TBD | Filter to authority records not linked to any bibliographic record UIMARCAUTH-200 | MSEARCH-467 Possibly leverage lists app |
19 | Reporting > Bib field linked to reference (aka non-preferred) record |
| TBD | "" |
20 | Reporting > MARC authority records that have changed |
| Orchid | Authority heading (1XX) updates UIMARCAUTH-209 | UIMARCAUTH-208 |
22 | Expand bib fields that can be linked to Authority record (ex. 38X, etc) | Some libraries will want to link/match beyond the following standard MARC bib fields: 1XX, 240, 6XX, 7XX, 8XX. In those cases, we need to allow the libraries to enable the additional bib fields to enable for linking/matching. Must support multiple libraries (single tenant/multi-tenant) maybe not Orchid but implementation needs to consider this requirement. | TBD | Admin setting |
25 | Authority control support for non-MARC records (IOW all the requirements above) | At some point, we will support authority records that are not in MARC. However we develop authority control, we need to make sure we do not develop something that is MARC only. | TBD | Linked Data development - In Progress |
24 | Task Management integration |
| TBD |
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26 | Multi-library/Consortia support - additional support |
| "Q" |
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23 | Catalog enrichment: Discovery Systems and OPAC layers support |
| TBD |
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24 | Batch > Automated authority linking |
| TBD | |
25 | Support Local authority headings |
| Part 1 - Ramsons Part 2 - Sunflower Part 3 - TBD | https://folio-org.atlassian.net/browse/UXPROD-4394
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26 | MARC validation (phase 2) |
| Ramsons | |
27 | Authority control - Subject validation |
| TBD | |
28 | MARC validation (phase TBD) - authority linking & punctuation handling |
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