# Presentation: 757085

## Library of Congress Update for ACIG 

- Library of Congress Update for ACIG

- Presentation for ALA Annual Conference 2001
-  Ann Della Porta
- Assistant Coordinator
- ILS Program Office
- June 17, 2001

**Notes:**
	This afternoon I’d like to update you about recent and upcoming developments in authority control at the Library of Congress, but first I wanted to share with you some news from Washington about the person who founded ACIG.
     On June 5, Barbara Tillett received the Authur S. Flemming Award in recognition of her extraordinary contributions and leadership in implementing an integrated library system at the Library of Congress on time and under budget.  She was one of twelve members of the federal service honored this year for their innovation and strong commitment to public service.  Past Flemming award winners include Daniel Patrick Moynihan, Neil Armstrong, and Anthony Fauci.  My colleagues at LC and I congratulate Barbara on this singular accomplishment and thank her for all she has done and continues to do for the Library.
     These are the points I’ll be covering in the next ten minutes:
* wrap-up of pinyin and re-distribution of authority records with references from the Wade-Giles forms;
* a proposal for handling records that evolve from non-unique names to distinct headings; 
* new MARC data elements to be implemented later this year;
* LC plans for various publications related to authority control;
* news on international cooperation and the Program for Cooperative Cataloging;
* and a word or two about LC authorities on the Web.

## Pinyin Conversion

- Conversion of LC’s Chinese language authority and bib records completed
-  including CONSER
- All LC Chinese records are converted and available in the LC Online Catalog
-  Snapshot authority file available from CDS
-  	Contact CDS at: cdsinfo@loc.gov

**Notes:**
     I really thought that Midwinter would be the last time I reported on pinyin conversion, but then I realized that a few things have happened since then.
     RLG has completed the conversion of all of LC’s Chinese language bib records in RLIN and OCLC has completed the conversion of Chinese language CONSER records.  We’ve loaded all our records into the LC database.
      CDS has made available a special file of approximately 158,000 converted pinyin name authority records.  This file contains all name authority records with the appropriate romanization scheme code (‘c’ or ‘n’ in 008/07) that were updated as part of the Pinyin Conversion Project.   This is a one time, “snapshot” file.  Updates to these records are only available via a subscription to MDS-Name Authorities.    For additional information on the availability of this special file, contact CDS at cdsinfo@loc.gov.
     You already are aware that we converted approximately 158,000 name authority records as a part of the Pinyin Conversion Project.  At several meetings at Midwinter, including ACIG, we discussed the fact that while references from the former Wade-Giles headings were added to 133,000 of these records, such references were not initially present on approximately 25,000 of the converted records.  That’s because these references are not in accord with LC cataloging policy.

## Pinyin conversion of Authority Records

- References for previous AACR2 forms (in Wade-Giles) added to 25,000 NARs by OCLC
- Name/title headings
- Subordinate bodies
- $w nnea
- http://lcweb.loc.gov/catdir/pinyin/

**Notes:**
     Based on the feedback we received at Midwinter, and in subsequent discussions with LC's partners in the Pinyin Conversion Project, OCLC and RLG, it became clear that these references would have serve as a valuable mechanism to maintain and improve library catalogs.  The majority of situations were name/title headings and subordinate units of corporate bodies.  Therefore, in response to users' needs, and in collaboration with LC and RLG, OCLC has added these references as an exception.  OCLC/WLN used automated tools to identify authority records that converted to pinyin, but lacked references from the former Wade-Giles headings, and added the references, coded $wnnea.  These records were then contributed to the national authority file and distributed by LC's Cataloging Distribution Service (CDS) to OCLC, RLIN, and other subscribers to its authority products.  The “snapshot” file does include records with the Wade-Giles references coded as $wnnea. We’re grateful to OCLC for their assistance and flexibility in the development, testing, and contribution of the revised authority records with these references. 
     This extraordinary step was taken because of the magnitude of the impact on libraries’ catalogs and their users.  Because these references were added contrary to established cataloging policy, and only to assist libraries' efforts to accomplish bibliographic file maintenance, LC plans to remove the references from the authority records after two years have passed.  More information about the Pinyin Conversion project is available at the address on the slide.
     In the aftermath of the pinyin conversion, many of you have commented on the difficulty in dealing with headings for Chinese personal names as they evolved from non-unique forms in Wade-Giles to distinct headings in pinyin romanization.

## Handling Non-Unique Names

- Undifferentiated personal name 008/32 = **b**
- Different systems use different approaches to accomplish Global Change/Cat Management
- heading
- LCCN or other system control number
- link to access points on bib records
- No universal solution to suit all systems
- No one-to-one relationship for changes

**Notes:**
     Non-unique names are also known as Undifferentiated Personal Names.  They are defined in the 008 byte 32 with value “b.”  When we discussed this here at ACIG it was clear that this issue extends beyond the pinyin conversion, although that project did serve to highlight the problem.  Several of you, notably Mary Charles Lasater, Stephen Hearn, and Robert Bremer, made some suggestions for resolving or at least ameliorating the problem.  Senior specialists in LC’s Cataloging Policy and Support Office considered these proposals and discussed them with Barbara Tillett and staff in LC’s ILS Program Office.
     We found that the root of the problem is the lack of a one-to-one correspondence in changes typified by non-unique names.  Because there is this one-to-many relationship, machines have a difficult time in correctly identifying candidates for change.  That why we need catalogers!
     Furthermore, various integrated library management systems use different approaches to accomplish global changes and maintain the catalog.  Some rely on the changed heading itself as the trigger for global change; other systems use the LCCN or another control number to facilitate global changes or to serve as links to access points on bibliographic records.
     Because there is no single mechanism to trigger global change, we felt that there was no single method that would remedy the situation for all catalogs.  Instead, we will publish some clear-cut instructions for catalogers handling non-unique names in the relevant documentation.

## Instructions forNon-Unique Names

- When new info is available to distinguish:
**Always create a new NAR for the new, distinct name**
**Add 667 on new NAR: Formerly on undifferentiated name record: [LCCN of undifferentiated name record]**
**Never change the 1XX on an NAR coded 008/32 ****b**

**Notes:**
     In the course of our discussions at LC, we realized that we all followed the same logic when distinguishing names and splitting out names that become distinct from established undifferentiated personal names.  But this logic has never been documented, although many NACO trainers do address this in training.
      So here are the instructions:
1) When finding information to distinguish an entity within an authority record for an undifferentiated personal name (008/32 = b), always create a new NAR for the new heading.  By definition the new NAR will have a new LCCN.
2) Add a 667 note on the new NAR: “Formerly on undifferentiated name record:” with the LCCN of the non-unique NAR that the person was previously covered by.  Our hope is that the specific identification of the former record will assist in maintenance tasks related to untangling undifferentiated records.
3) Never change a 1XX on an authority record that is coded as an undifferentiated personal name, unless the change would be appropriate to all persons covered by the record.  This will help prevent unwanted heading changes. 
     We’ll be adding these instructions to the relevant documentation-- the yellow pages that supplement the MARC 21 Authority Format, which will be re-issued to NACO participants latter this summer, etc.  

## MARC Authority Data Elements

- 043 - Geographic Area Code; new subfields:
-      $b Local GAC code
-      $2 Source of local code
- 678 - Biographical or Historical Data; new subfield:
-      $u Uniform Resource Identifier

**Notes:**
      Maybe that’s the last time I’ll have to talk to you about the pinyin conversion.
     Next are MARC 21 Authority Data elements that will become valid in LC’s system no earlier than August 15, 2001.  We’re providing this information to assist in evaluating the impact on your automated systems since these elements could be present in records distributed by the Library of Congress.  Please remember that they do not necessarily reflect values that will be actively supplied by LC cataloging staff.
     The new elements are:
two new subfields in the 043 field for the Geographic Area Code:
	$b Local Geographic Area Code; and
	$2 Source of local code
one new subfield in the 678 field for Biographical or Historical Data:
	$u Uniform Resource Identifier

## MARC Authority Data Elements

- 700, 710, 730, 750, 780, 781, 782, 785, 788 - Heading Linking Entries repeatability change:
-      $5 Institution to which field applies (R)
- 856 - Electronic Location and Access; (new field)

**Notes:**
     The 7XX fields have a new $5 for the institution to which the field applies.  I’ll be talking some more about international cooperation in a moment, but I’d like to point out that NACO participants would be authorized to add a 7XX field for the sole purpose of recording the form of heading authorized and used by a national bibliographic agency.  It will also be important that the accuracy of the  field be maintained; that is, if any change is made in that authorized form the 7XX field would have to be changed accordingly.
     Last but not least, the 856 field will be valid for authority records.

     Please note that LC has only just begun to discuss how these new elements will be implemented in the national authority file.  When we get back from San Francisco, we’ll be convening a group to discuss the policy implications and CPSO will be contacting all the relevant stakeholders.

## LC Publications in the Works

- Revised “blue pages” supplement to MARC 21 Authority Format from    CPSO & Net Dev
- NACO Participants Manual, 3rd ed.

**Notes:**
     Some familiar publications are being revised.
     I mentioned that we’ll be discussing the policy implications for the new MARC 21 Authority elements.  These decisions will be published in the blue pages, that supplement the MARC 21 Authority Format and that are distributed now to NACO Participants.  We hope that this next revision will be distributed by CDS and included in CatDesktop.
     These decisions will also appear in the third edition of the NACO Participants Manual, which is in development.

## LC Publication Available

- SACO Participants Manual available at:
- http://www.loc.gov/catdir/pcc/saco/sacomanual.pdf
- to order print version from CDS: www.loc.gov/cds   or visit the LC exhibit booth
- coming to CatDesktop

**Notes:**
     The first edition of the SACO Participants Manual has been issued and is available in PDF format at this address or in hard copy from CDS.  CDS has also agreed to include it in CatDesktop.

     CDS will demonstrate Cataloger’s Desktop as well as Classification Plus in the exhibit booth theater at 2:30 PM, Monday, in addition to continuous demonstrations at the CDS workstations at the booth.

## SCM & Subject Access

- Fiction Cataloging
- increased access
- American & other English language novels
- Art Cataloging
- position of geographic subdivisions changed
- e.g., now: Painting, French $y 20th century
- Art and Fine Art instructions changed
- new list of free-floating subdivisions
- Proposed: Ethnographic Thesaurus

**Notes:**
     There are some changes in the Subject Cataloging Manual.
     Instructions on fiction cataloging were updated in the most recent distribution of the SCM: Subject Headings.  LC is applying these special provisions for increased subject access to fiction as internal resources permit.  As of January 2001 these provisions are being applied to cataloging for current acquisitions of American novels and novels of other English-language literature.

     On February 1, 2001, the location of geographic subdivisions in art subject headings was changed to conform to the standard order used for most other topics with geographic subdivisions preceding chronological subdivisions.  Headings such as Drawing‐‐20th century‐‐France were reformulated as Drawing, French‐‐20th century.  Painting, Modern‐‐20th century‐‐France has been changed to Painting, French‐‐20th century.  CPSO has changed 248 subject authority records affected by this standardization in the formulation of art subject heading strings.  Work has begun within CPSO to update subject headings assigned to existing bibliographic records in the LC Database.  Subject Cataloging Manual instruction sheet H 1250, "Art and Fine Art," was revised and a new list of free‐floating subdivisions, including chronological subdivisions, was created for application to art headings (Cf. H 1148).  Both instruction sheet and free‐floating subdivision list were included in the 2001 Update Number 1 of the SCM: Subject Headings.
     On May 11, the American Folklife Center at the Library of Congress sponsored a second planning meeting to discuss the creation of an ethnographic thesaurus, which would provide consistent representation of ethnographic subject terminology, using comprehensive, controlled vocabulary, so that material could be better cataloged and more easily found by researchers.

## International News

- British Library to adopt MARC 21
- AG-Canada to become 4th NACO node
- Non-English MARC 21 Web sites in development
- French
- Portuguese
- Russian
- Spanish

**Notes:**
     On the international front, in March of this year the British Library announced that the BL will adopt MARC 21.  A survey conducted by the British Library with key users of its National Bibliographic Service showed that 57% of respondents were in favor of fully converting to MARC21; 30% would prefer partial harmonization; only 7% wished to retain UKMARC, the format which has been in place for the last 32 years.  The message was clear that UK libraries wish to adopt MARC2 in order to plan for the future by bringing the UK into closer alignment with US, Canadian and other libraries worldwide.  The BL is currently developing plans for its transition. Work on the BL system’s ability to handle MARC21 will commence in 2002. The BL will continue to support UKMARC-based outputs for three to five years from the target implementation date.
     The British Library has been working since the mid-1990s with the Library of Congress and the National Library of Canada to bring the UK and North American formats closer together, and this latest step is a logical development of that work.
     AG-Canada, a bibliographic utility serving libraries and in Canada and parts of the United States, will become the third copy-holding participant in NACO.  That is AG-Canada will join the British Library, OCLC and RLG as a node for NACO contributions.  We’re testing now and expect them to begin production later this year.  
     LC is coordinating the development of parallel non-English Web sites for foreign language versions of MARC 21 documentation.  With the assistance of librarians in Latin America, a Spanish language MARC 21 Web site is under development.  The National Library of Canada current has responsibility for the French version of MARC 21.  The Russian State Library and Russian Public Library for Science and Technology will share responsibility for a Russian MARC 21 Web site.   MARC 21 users in Argentina, Chile, Mexico, and Puerto Rico are involved in the Spanish language translations to be made available online shortly.  A Portuguese version of MARC 21 is also under development in Brazil for the large number of MARC 21 users in that country. 

## PCC Standards

- Task Group on the Function of the Shared Authority File
- Shared data vs. Local data
- Support for maintenance activities
- Global user environment
- Recommendations for harmonizing local authority file requirements with national/international requirements due June 2002

**Notes:**
     In 1999 the PCC Standing Committee on Standards Cross-Reference Task Group issued a report in which was contained a section entitled "Broad principles" which noted three major themes. These themes could be summarized as 1) the need to articulate the differences between shared authority data and data appropriate for local authority files; 2) the role of the authority file as a maintenance tool; 3) the concern for users in a more global environment. 
    In November 2000 the PCC Policy Committee made the decision to form a task group to articulate the issues involved.  A new SCS Task Group on the Function of the Shared Authority File is convened with the following charge: 
   1.Articulate the differences between shared authority data and data appropriate for local authority files. In doing this, consider the factors that form the basis of determining what data is appropriate to share and what data should remain local. 
   2.Examine and make recommendations on issues related to the use of authority records to support maintenance of bibliographic records. More particularly, should references, originally designed to provide access to authority headings in support of the information function of the authority file, also be used to link old or user-friendly headings to new ones to support the maintenance of headings in bibliographic records? Should the information purpose of data be kept separate and distinct from some other use of it? If it is judged that one of the uses of authority records is to support maintenance of bibliographic records, what mechanisms other than references, if any, might achieve this purpose? 
The final report should be pragmatic with recommendations for harmonizing local authority file requirements with national/international requirements.
Time frame: An interim report is due to the SCS by January 1, 2002. The report should contain a description of progress on the charge.  The final report is due to the SCS on June 1, 2002.

## LC Authorities on the Web

- Full headings and reference structure are available now in the LC OPAC
**February 2002**, full MARC authorities will be in LC’s Web OPAC
- Authorities available for downloading or accessing via Z39.50

## Questions

- LC’s Update for ALA Annual 2001: http://www.loc.gov/ala/ala-update-2001.html
- LC Update for ACIG available at:                   http://www.loc.gov/ils

**Notes:**

     LC’s general update for ALA Annual 2001 is available at this address on LC’s Web site.  My update for ACIG will be available Monday on the ILS Homepage at the address at the bottom of the screen.
     I’ll be happy to take any questions you have.