Weekly Authorities Dataloads

Weekly Authorities Dataloads: Deletes (LTS Procedure #55)

Scope: This procedure is used by staff in Database Management Services (DMS) to process delete reports generated by weekly name and subject authority loads.

Contacts: Jim LeBlanc, Joe McNamara

Unit: Database Management Services

Date last reviewed: 03/03/09

Date of next review: March 2010

1. Search for the authority record to be deleted in Voyager using the 001 number on the printout. This is an Authority LCCN (010a) search.
2. Search for the new authority record in Voyager using the same 001 number in an Authority LCCN (010z) search. In some cases, you will not find a new authority record.
3. Compare the 1XX field in the old record (the one to be deleted) to the 1XX in the new record. Be sure to compare the indicators as well. If the 1XXs match, delete the old authority record. If they do not match, or if you did not find a new authority record, search for instances of the old 1XX in bibliographic records as follows:

   If old 1XX is:	Search by:
   100	"Name Headings" and "Subject Headings"
   100 (with $t)	"Name/Title Headings"
   110	"Name Headings" and "Subject Headings"
   111	"Name Headings" and "Subject Headings"
   130	"Title Headings"
   150	"Subject Headings"
   151	"Subject Headings"

4. If the 1XX in the authority record to be deleted has been used as a heading in a bibliographic record, examine the BIB record to verify that the heading in question corresponds to the same person, corporate body, conference name, title, or subject represented by the new 1XX (245 and 6XX are useful in this regard):
   • If it does correspond, change the old form in the BIB record to the new form.
   • If it does not correspond, or if there is no new authority record with which to compare it, see Troubleshooting below.
5. After you have corrected all occurrences of the old heading in BIB records, delete the old authority record. If you did not find any occurrences of the old heading in BIB records, delete the old authority record.

6. Troubleshooting: Please note the following cases:
   • If you find a BIB heading that matches the old form of the 1XX, but the heading in question does not seem to correspond to the same person, corporate body, conference name, title, or subject represented by the new 1XX, do further searching in Voyager and OCLC to try to resolve the conflict.
   • If you find instances of the old form of the 1XX in BIB records, but there is no new authority record in Voyager, do further searching in Voyager and OCLC to try to find the new heading.
   • Pay attention to what record you're working on, especially when you have multiple records open on your screen. Do not edit Voyager authority records.
   • If you are unsure how to proceed, or realize after-the-fact that you have made an error and saved it to the system, consult the Database Management Authorities Coordinator or your supervisor.
   • Before deleting the old authority record, be sure that all associated BIB headings are correct.

7. Deleting the record:
   • Double check that you are displaying the old authority record. If you are not sure which record to delete, consult the Database Management Authorities Coordinator or your supervisor.
   • Pull down the Record menu and highlight Delete (keyboard equivalent = ALT-rd).
   • Again, be sure that you are displaying the correct record, before clicking "Yes" in the dialog box.