Authority control questions (link MARC Authority headings to MARC bib tag(s))

Requirements

Find the MARC Authority heading that corresponds to a MARC bib tag(s)
1. Automated
2. Manual
Match the MARC Authority heading to the MARC bib tag(s)
1. Automated
2. Manual
Preferred term correction (could happen after 1 or 2)
1. Automated
2. Manual
Create the link/connection to the match
Update linked/connected MARC Authority + MARC Bibs
1. Automated
2. Manual

We will use this document for posting Authority control questions. For the initial set of questions, we will review responses at our May 18th meeting. Please prepend your responses with your initials.

Question	Responses - prepend with initials
Vendor : Do you use a vendor to update MARC bib and MARC authority records?	Duke does use a vendor; JS UA uses a vendor; CS Missouri State used a vendor before migration; unsure if will start using again (answers below based on previous ILS); RW Michigan State uses a vendor; LR University of Chicago does not use a vendor. CT
Controlled MARC bib tags: Are the follow MARC bib tags controlled by a MARC authority record? Any other MARC bib tags that are controlled by a MARC authority record 1XX 240 ~~490~~ 6XX 7XX 8XX	MARC 490 does not contain controlled headings; JS These are the tags controlled by typical authority control; there are other tags that have controlled vocabulary/URIs associated with them that could be controlled via linked data; LR
Applying authority control via Data import: If you use data import, do you expect to set an option that will match MARC authority heading to MARC bib tag.	No; JS No; RW No; LR No; CT
Applying authority control via single record import: Should an option be available that automatically applies authority control?	No; JS No; RW No; LR No: CT
Authority control (manual) : Do you manually match headings? If so, what is the % of your workflow?	All individually cataloged items have their headings checked at time of cataloging; RW We do manually match headings, both headings needing resolution from vendor reports and headings we find in the catalog; 90% of our time spent, but about 20% of total number of headings under control; LR All individually cataloged titles have their headings checked at the time of cataloging in WorldCat (Connexion client); JS +1 CT
Authority control (automated): Do you currently use your ILS' automated service? If so, what is the % of your workflow?	Not until/unless the Entity Management App is developed, and then it should still be optional; JS +1 CT No; we did, but found it insufficiently accurate as it was based on matching text strings; LR
Current workflow for matching: What is your current workflow for matching headings?	Initially, it depends on the source of cataloging, but all headings are subsequently checked by our vendor on a weekly basis; JS We use locally built queries to identify records with headings that need to be updated. We also have an ETL workflow for managing headings outside of the ILS locally. CT Mostly rely on vendor reports, do some local heading matching; LR
Preferred vs non-preferred handling: How do you want to handle a non-preferred match?	Cataloger's judgement and/or automated service from the vendor; JS Vendor does auto-matching based on rules we've customized a bit; otherwise cataloger's judgement; LR
Matching: Do you populate your authority and bib records with $0 - Authority record control number or standard number and $1 - Real World Object URI (R)? Do you plan to populate $0 and/or $1?	The authority vendor populates the $0, when matching headings (links to id.loc.gov); JS No; RW We add $0 URIs both via the vendor and manually. Another unit sometimes adds $1 (as part of a project); LR We add both the $0 and $1. CT
Name (Authority file): Does your library use multiple Name - authority files? Which Name - authority file(s) does your library use?	LC; RW LCNAF, local auth file. LR
Subject (authority file): Which Subject - authority file(s) does your library use?	LCSH; RW LCSH, local auth file (this is very important to us); LR LCSH, MeSH, AAT; JS
Title (authority file): Which Title - authority file(s) does your library use?	LC; RW LCNAF, local auth file; LR LCNAF; JS
Genre (authority file): Which Genre - authority file(s) does your library use?	LCGFT; RW LCGFT, RBMS, AAT, GSAFD, FAST, TGM, Local auth file; LR LCGFT, RBMS, AAT, GSAFD; JS
Local (authority file): Does your library manage local authority records?	Some libraries have local authority name files : LD Very few; RW Yes, 2000+ auth recs; LR No; JS We have a local authority file that supports discovery and browse indexes. It is not used to support our headings maintenance workflows for bibliographic records. CT
Updates (manual): Do you manually update headings? If so, what is the % of your workflow?	Only those that show up on reports; RW Only those that show up on reports from our vendor; JS Headings on our vendor reports (about 15 reports), headings from our system reports (Invalid headings, Blind auth recs), and headings found through some "typical errors" procedures we have; LR Only those that show up on reports. CT
Updates (automated): Do you currently use an automated service? If so, what is the % of your workflow?	Yes, the majority; RW We send 100% of our active catalog (not suppressed, withdrawn, etc.) to our vendor; new and updated records are sent weekly, deletes are sent quarterly, and the entire active catalog is sent out annually; JS We send all new & updated bib records monthly to our vendor; LR We have a local ETL workflow that we would run all new and changed records through it each week. We will be restarting this workflow soon post our FOLIO migration. CT
Update bib records: What is your expectation for when updates should be applied to bib records?	Authorities processing done quarterly, updates should either happen the day the process is finished or that night; RW Weekly for new and updated bibs, and then once again annually for the refresh process; JS Manual updates happen immediately; vendor authorities processing occurs twice a month; LR We are continuously updating (manually) bibs based on changes we see through weekly reports.
Reports/Lists: What reports are needed to support your workflow(s)?	Anytime the computer was not able to take care of something automatically. Other reports would depend on the capability of Folio to generate relevant reports without a lot of clutter; RW Blind headings report; LR Reports of what has been changed. CT Heading changes (new, changed, deletes). SF
Preferred workflow for matching: What is your preferred workflow for matching? In other words, if you had the chance to build authority control support in a system from scratch what would be the preferred workflow?	Please see the vision for the Entity Management App; JS +1 CT +1 LR
Preferred workflow for updating: What is your preferred workflow for updating? In other words, if you had the chance to build authority control support in a system from scratch what would be the preferred workflow?	Please see the vision for the Entity Management App; JS +1 CT +1 LR
Any additional questions? What critical workflow/functionality has not been covered with these questions that should be discussed?	There can be a very fine line between what should and should not be done through automated processes and for certain things, manual is vastly preferred over automated; RW Please see the vision for the Entity Management App; JS +1 CT