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    Using the Authority Control Task List

    Translatable
    To use the Authority Control Task List, you must have one of the following roles:
    • Cataloger
    • Catalog Manager
    • Catalog Administrator
    The Authority Control Task List provides more details regarding authority record updates and the authority control process that are relevant to the institution's bibliographic record headings.
    The Authority Control Task List makes it easier to manage cataloging maintenance tasks. Specifically, this list highlights authority headings updates that require manual intervention. The following is a list of changes highlighted in the Authority Control Task List, some of which may require manual intervention due to a linking issue, a preferred-term correction issue, or deleted/updated authority record:
    • Linking – Bibliographic heading found no matching authority heading
    • Linking – Bibliographic heading found multiple matching authority headings
      This issue may occur as a result of times, for example, when the Library of Congress splits one subject heading into two subject headings such as Nurses and nursing is split and replaced with Nurses and Nursing. It may also occur when the system finds a Community Zone authority record and a local authority record match.
    • Linking – Bibliographic heading linked to an authority record
    • Linking – Bibliographic heading link changed due to a new authority record replacing an existing authority record (redirection)
      This is for institutions configured for ID-based authority control and that have implemented a Direct ID Prefix in their metadata configuration.
    • Preferred term correction – Bibliographic heading updated
    • Preferred term correction – Bibliographic heading found no authorized term
    • Authority record deleted – Unlinked the bibliographic heading
    • Authority record updated
    From the Authority Control Task List page, you can choose to view the tasks from the Review tab or the All tab. The Review tab contains a list of all the tasks that require some action, and the All tab displays all the tasks that have not yet been dismissed.
    These lists can be filtered by date or by the type of action/change.
    For successfully linked headings, there is an Other Settings configuration parameter, authority_control_link_available, that you may use to indicate if you want to view this information in the All tab of the Authority Control Task List page. See Configuring Other Settings for more information.
    For more information, see the Authority Control Task List video (1:37 min.).
    You may find it helpful to use the MMS Creation Date index in the Authorities Advanced Search when working with authority records in the Authority Control Task List. For example, using this search index, you can view a list of new authority records that have been loaded. See Performing an Advanced Search for a Repository Item for more information.

    Viewing Tasks

    Use the following procedure to view tasks in the Authority Control Task List.
    To view tasks in the Authority Control Task List:
    1. Open the Authority Control Task List page (Resource Management > Cataloging > Authority Control Task List).
      Authority Control Task List Page
    2. Filter by Submit Date or Action to view the tasks upon which you want to focus.
      Authority Control Task List Page – Filtering
      Review Tab Action Filter
      The Review tab provides the following Action options:
      • Linking - BIB heading found no matching AUT headings
        This option references attempts to find a link between a heading in the bibliographic record and an authority headings record. When no matching authority headings record is found, you may want to review the information in the bibliographic record.
      • Linking - BIB heading found multiple matching AUT headings (ambiguous)
        This option references attempts to find a link between a heading in the bibliographic record and an authority headings record. In some cases, multiple matches are found. You need to review the possible matches to decide which is the correct one.
      • Preferred Term Correction - BIB heading found no authorized term
        This option references updates to the bibliographic record with the value of the preferred term of the linked authority record. When the linked authority record does not have a preferred term matching the nonpreferred term (such as when the nonpreferred term is registered in the 410 field and the preferred term is in the 100 field), the bibliographic record is not updated.
      All Tab Action Filter
      The All tab provides the following Action options in addition to the ones described above for the Review tab:
      • Linking - BIB heading linked to AUT record
        This options references attempts to find a link between a heading in the bibliographic record and an authority headings record. When a link is formed between a bibliographic heading and an authority record, an entry is created in the task list to show the information of the linked headings.
      • Linking – BIB heading link changed due to AUT record redirection
        This report type provides the details regarding changes made to bibliographic records when new authority records replace existing authority records. With this report type, there is a Comments column that provides the following information:
        • Old authority record ID pulled from the authority record's 035 $z
        • New authority record ID pulled from the authority record's 035 $a
        This is for institutions configured for ID-based authority control and that have implemented a Direct ID Prefix in their metadata configuration. See the Updating the Authority Record ID Automatically in Bibliographic Records section (New for May!)  for more information.
      • Preferred Term Correction - BIB heading updated
        This option references updates to the bibliographic record with the value of the preferred term of the linked authority record. When this action is successful, the entry shows the value of the bibliographic record before and after the change.
        When an authority record is deleted, it is unlinked from the bibliographic headings it used to match. An entry for each such link shows the link prior to its deletion.
        The task list shows entries only for deleted authorities that were linked to a bibliographic headings record in the institution. It does not show entries for authority records that were deleted but were not linked to a bibliographic headings record in the institution.
      • AUT record updated
        For this option, Alma shows information on the updated authority record.
        The task list shows entries only for updated authority records that were linked to a bibliographic headings record in the institution. It does not show entries for authority records that were updated but were not linked to a bibliographic headings record in the institution.
    3. On the All tab, you can also choose to limit your view to certain columns by using the Columns drop-down list to make selections.
      Columns Filter
    4. From the list, click a title link (from the Title column) to view a record.
      Authority Control Task List Page - Title Link
      While reviewing the list, sometimes you may notice that the same record (MMS ID) may be identified with two different errors. This may be caused by the system checking the Community Zone authority records and also checking local authority records for a match.
      The title opens in the MARC Record Simple View page from which you can optionally click Edit to make any changes.
      MARC Record Simple View Page
    5. When you have completed your review and/or change, use the Actions > Dismiss option to remove a task from the list. You may also choose to dismiss multiple records by selecting the row check box in the check box column, choosing Dismiss Selected, and clicking Execute.

    Editing Tasks and Process Changes

    Use the following procedure to edit tasks and process changes with the Authority Control Task List.
    To edit tasks and process changes with the Authority Control Task List:
    1. Open the Authority Control Task List page (Resource Management > Cataloging > Authority Control Task List).
    2. Select Actions > Edit for the task that you want to edit. Optionally, you may choose to edit multiple records by selecting the row check box in the check box column, choosing Edit Selected, and clicking Execute.
      Authority Control Task List Edit Action
      The record is opened in the MD Editor to the field that has the issue and highlights that field with the green background color. If there are additional fields in the record with issues, they are also highlighted in green.
      Field with the Issue Opened in the MD Editor
    3. Edit the record as you normally would.
      When you use F3 to view preferred/nonpreferred terms, there is an Expand option that you can use to display additional details for nonpreferred terms. The additional details are highlighted in bold and can be especially helpful when the nonpreferred terms are similar.
      Display of Preferred/Nonpreferred Terms
      Expanded Display with Additional Details for Nonpreferred Terms
    4. Save your changes.
    5. From the Authority Control Task List page when you are finished with the task(s), select the Actions > Dismiss option. You may also choose to dismiss multiple records by selecting the row check box in the check box column, choosing Dismiss Selected, and clicking Execute.
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