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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 
  • Access to reports for 
    • Authority records w/o links to bib records
    • Errors  - due to changes to bib or authority records
    • Review matches due to changes to bib or authority records  
    • Partial matches 
    • Potential matches 

Thoughts on development approach 

  1. Manual linking via UI
    1. Link bib field to authority record
  2. Edit MARC authority record via UI > then update linked bib records 
  3. Update MARC authority record via Data import > then update linked bib records  
  4. Reporting/Dashboard - TBD
  5. Automated linking via UI 
    1. Only works if $0 is present in eligible bib field and authority record 010 $a , 024, and maybe something else. 
    2. Break this up by authority heading type to as a way to get SME validation before full implementation 
  6. Automated linking AFTER Data import job is complete
  7. Reporting /  Dashboard - TBD 

Workflow mockups: 

What else to consider?

  • Future: Entity management development or in general linked data development
  • Future; Catalog enrichment
  • Future: Supporting authority control for non-MARC records

Features overview

Release = Norchid (development begins in Nolana but releases in Orchid)

#FeaturesDescriptionProposed release to implementFeatures/User StoriesNotes
1Identify 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


UXPROD-3793 - Getting issue details... STATUS

Managing Authority source files


2Identify 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. 

Norchid

UXPROD-2966 - Getting issue details... STATUS

Authority Linking: Authority Name (no title) + Bib Field

UXPROD-3808 - Getting issue details... STATUS


3Permission - Ability to link/match bib fields + authority records (manual) 
Norchid

UXPROD-2966 - Getting issue details... STATUS

  UIQM-254 - Getting issue details... STATUS


13Permission - Ability to link/match bib fields + authority records (automatic) 
Orchid

12Automated 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

14Enhance 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 Norchid

 

UXPROD-2966 - Getting issue details... STATUS


15Automated 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

Orchid

4Manual 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

  • Edit MARC bib record 
  • Derive a new MARC bib record 
  • Data import > Update a MARC bib record (in batch or single record import) 
  • Edit MARC authority record 
  • Data import > Update a MARC authority record 
  • Delete an Authority record
  • Optimistic locking? 
Norchid

MODQM-254 - Getting issue details... STATUS

UXPROD-2966 - Getting issue details... STATUS

Linking Bib field to Authority 1XX

UXPROD-3808 - Getting issue details... STATUS


16Automated 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 

  • Cataloger is on the Edit/Derive MARC bib record and hits Link Authorities action (most likely will be renamed) 
  • Cataloger is on the Edit/Derive MARC bib record and hits the Save & close button 
  • Clicking on Link Authorities OR Save & close kicks off a check of all eligible to be linked MARC bib fields on the record and will either 
    • Match/link the bib fields to authority records 
    • Identify errors with existing linking 
    • Identify unsuccessful matches 
    • Identify partial matches 
    • Identify near/suggested matches 

Impacted workflows: 

  • Edit MARC bib record 
  • Derive a new MARC bib record 
  • Data import > Update a MARC bib record (in batch or single record import) 
  • Edit MARC authority record 
  • Data import > Update a MARC authority record 
  • Delete an Authority record
  • Optimistic locking? 
Orchid

5Inventory > Browse > Indicate use of authorized heading 
  1. When user goes to Inventory app 
  2. Selects Browse subjects or Browse contributors 
  3. S/he/they enter a query 
  4. If any subject or contributor on the browse list is controlled by an authority record 
  5. THEN display an Is authorized indicator on the same row as that subject or contributor 
  6. AND provide access to the Authority record from the Browse list
Norchid

UXPROD-2968 - Getting issue details... STATUS


6Inventory > View source > Indicate use of authorized heading
  1. When user goes to Inventory app 
  2. AND user accesses an Instance record with Source = MARC 
  3. AND user clicks View Source from Action menu 
  4. AND a bib field(s) has been linked to authority record(s) 
  5. Then show an Is authorized indicator AND provide access to the Authority record from the View source page
Norchid

UXPROD-2968 - Getting issue details... STATUS


7Authority results list (search / browse) - show # of instances/bibs linked to Authority record
  1. When user goes to MARC authority app 
  2. AND user searches or browses authority records 
  3. Then search / browse list should display a column called # of titles 
  4. AND # of titles = the total # of instances that are linked to this authority record
  5. Should only display on Auth type = Authorized 
  6. AND total number should open a new tab/window that displays a list of those linked instances in the Inventory app 
  7. SO that the user can review the list 
Norchid

UXPROD-2968 - Getting issue details... STATUS


8MARC 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 

  • Update MARC authority records via Data import
  • Optimistic Locking?
Norchid

MODQM-255 - Getting issue details... STATUS

UXPROD-2967 - Getting issue details... STATUS


9MARC 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

Norchid

21Create a local MARC authority record via UIAllow 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.Poppy

10Delete 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. 

Norchid

UXPROD-2967 - Getting issue details... STATUS


11Reporting > 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

  • Authority 1XX/4XX? record updated/created 
  • Updated date 
  • Created date
  • Who updated (nice to have) 
  • Who created (nice to have) 

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

Maybe a widget, in-app report, or both

UXPROD-2966 - Getting issue details... STATUS

FOLIO-3521 - Getting issue details... STATUS


17Reporting > Which bib records do not have MARC authority record linked
Orchid""
18Reporting > Which MARC authorities do not have MARC bib linked
Orchid""
19Reporting > Bib field linked to reference (aka non-preferred) record
Orchid""
20Reporting > MARC authority records that have changed 
Orchid""
22Expand 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.

OrchidAdmin setting
25Authority 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

24Task Management integration
TBD

23Discovery Systems and OPAC layers support
TBD

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