Searching expectations

UCSD NACO

Purposes of searching - avoid

multiple representations for the same entity records in an authority database headings in a bibliographic database

multiple entities represented by the same character string

heading vs. heading heading vs. see reference (see reference vs. see reference generally okay)

Purposes of searching +/~

gather information to create/revise the authority record for your entity “supporting” authority records

locations of conferences parent bodies see also references, such as earlier/later

names iterative

clarify a situation

The issues

where to search? how to search? what to do with information found?

I’ll go through them backwards for our policy-making discussion

Aspects to think about single straightforward policy vs.

different policies for different situations new records vs. revisions UCSD entities vs. others by type of entity: person vs. corporate body

vs. geographic entity by language

rule vs. best practice vs. individual judgement ≡ basement and ceiling

What & why

what information should we look for?

what should we do with what we do find?

Let’s look at the possibilities….

“Entity” what is represented in a record does not

always have a 1-1 relationship to a person, corporate body, work, expression, etc.

a person can have multiple separate bibliographic identities Charles L. Dodgson (mathematics) Lewis Carroll (fiction)

a corporate body may go through multiple name changes

Authority database

your entity represented → don’t create a new

record do you have useful new information to

add? if so → revise the existing record not represented → create a new

record

Authority database supporting entities you already know

about → analogous to the above for your main entity

additional relationships between your entity and supporting entities use in the authority record for your main

entity initiate authority record for each newly used

supporting entity analogous to the above for your main entity

Authority database the character string for your new heading or

see reference is already in the database for a different entity

in normalized form! heading vs. heading → generally:

break the conflict if possible make the authority record undifferentiated name or

title heading vs. see reference → generally:

break the conflict if possible change the reference to see also

see reference vs. see reference → okay

Bibliographic database your entity

additional forms used in resources information in headings used

birth year fuller form of name

→ use in your authority record cite as appropriate, also

use a different form for the heading add additional see references

Bibliographic database supporting entities you already know

about → analogous to the above for your main entity

additional relationships between your entity and supporting entities → as above for authority database

determine predominance as instructed by various rules, LCRIs, and DCM Z1 instructions forms used language of author’s resources headings used

How

method how do we search to find the

above information?

Character string for the heading and for all of its see references search to find that string search to find strings whose NACO-normalized

forms match the NACO-normalized form of your string

OCLC normalization not always the same as NACO, such as

( ) NACO = blank OCLC = as is

+ NACO = as is OCLC = blank

Entity search to find reasonably expected forms

cultural context example: basic personal name

Sarah Minter surname(s)

Minter Minter [second surname]

forename(s) Sarah Sarah [middle initial or name] S. S. [middle initial or name]

Entity William Peter Browne

forename(s) William Peter William P. W. Peter W. P. [without and with middle initial or name]

Will Willy Bill Billy

not Peter or Pete?

Entity Eduardo Rubén Saucedo Sánchez de

Tagle surname(s)

Saucedo Sánchez de Tagle Saucedo Sánchez Saucedo S. Saucedo Sánchez de Tagle Sánchez De Tagle Tagle

Entity corporate names

symbols vs. words California. Office of Law & Legislation California. Office of Law and Legislation

spelled-out words vs. abbreviations Saint Croix International Waterway Commission St. Croix International Waterway Commission

expected other language forms German Blind Association Deutscher Blindenverband

Where

domain universe of records which database (subset) do we

search? which records do we pay attention

to?

Authority records

LC/NAF OCLC authorities.loc.gov III authority file

UCSD records in Pactech

Bibliographic records

LC LC’s own database OCLC

UCSD OCLC Pactech

other OCLC records

Other

geographic entity → official geographic name files

Canadian headings UCSD entities → UCSD website? other?

Impacts of different policy decisions

Form of heading title page form = Alejandro Torres form on p. 595 = Alejandro Torres García pre-existing record in LC/NAF: Torres, Alejandro, ǂc Lic. no pre-existing see references in LC/NAF for: Torres,

Alejandro no pre-existing bibliographic records in LC’s database LC set up as: Torres, Alejandro OCLC bibliographic database has at least 2 other people usage is: Alejandro Torres heading is: Torres, Alejandro so Ann set it up as: Torres, Alejandro ǂq (Torres García)

Authority record for your entity cite forms not used as see references?

Karen Sparck Jones vs. Karen Sparck-Jones Palm vs. palm

cite additional information? to aid in understanding the nature of your

entity person’s profession, degree corporate body’s purpose

to provide data that could be used to resolve a future conflict

person’s birth year, full form of middle name corporate body’s geographic scope, founding date

Other authority records

corporate hierarchies earlier/later names other relationships additional bibliographic identities

for a person