Headings Report

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DATABASE MAINTENANCE AND HEADINGS REPORTS

  The cataloging headings reports should be printed on a daily basis and should be the first activity of the day for the designated cataloger.  It is important that no one enter any records into ReadPAC while the reports are being obtained.  To access and print the cataloging reports, go into the Character Based Interface of ReadPAC.  After logging in, select "D" for Catalog Database Maintenance, then "H" for Report Heading Changes.  After entering your personal log-in and ID, choose "A" for All Reports.  Records without a catalog date are excluded.  At this point select "P" to Prepare Reports.  You may then print the report by choosing "P" to print after which you will enter your choice of printer where the file will be printed.  After the file has been printed and checked for accuracy, the reports should be cleared by selecting "C".  Normally records are not written to a review file.  

The most frequently generated reports are distributed as follows:

•   Headings Used for the First Time - Student Assistant Responsible for Authority Work

•   Duplicate Call Numbers and Other Errors - To The Person Whose Initials Are Listed by the Specific Entry in the Report

•   Bibliographic Record Updated – Cataloger Responsible for Authority Control

•   Blind References - Cataloger Responsible for Authority Control

•   Duplicate Authority Records - Cataloger Responsible for Authority Control

•   Invalid Headings Used - Cataloger Responsible for Authority Control

•  Non-Unique 4xx - Cataloger Responsible for Authority Control

  Most of the time the Blind References report will not require detailed attention.  It usually lists headings that are left with no attached bibliographic records due to discards that were made the previous day.  These full authority headings are not deleted from ReadPAC.  Sometimes, however, this report will list a new heading for which there will be no marc record attached.  In this case the authority control cataloger should attempt to determine why the new marc record was not linked to the authority record.  One possibility is that a name was used as a subject and the authority record was not copied to the subject file.                                                               

It is up to the person entering the incorrect or duplicate information to rectify the entries bearing his initials in the report of Duplicate Call Numbers and Other Errors.  For best work flow it is wise for the person retrieving the report to photocopy it so that each person making corrections can have his own copy from which to work.   The original copy of this report is filed temporarily in the filing cabinet at the end of the freestanding shelves outside Office No. 105. 

The student assistant responsible for authority work will compare the recent entries on the report of Headings Used for the First Time to the entries in ReadPAC to see if the full authority for the base heading has been entered.  If it has not, the assistant should export the heading from OCLC into ReadPAC.  If the item listed in the report has an old catalog date, it doesn't need to be searched to ReadPAC and can be skipped.  If an inconsistency or error is found by the assistant, that should be given to the cataloger responsible for authority work.  In addition, if there is a name authority that has been used as a subject and there is no full authority for the subject, this also should be passed on to the cataloger in charge of authority control.  For procedures on how to copy a name authority to a subject, refer to "Copying Authority Records".

The Bibliographic Record Updated report is generated due to authority headings having been edited/updated.  This report will list any bibliographic records that have been changed as a result of Automatic Authority Control Processing.  Any bibliographic records attached to the heading that has been edited will automatically reflect the new heading the next day after the authority has processed.  It is wise for the authority control cataloger to review this report and compare work done the previous day to the entries listed in the report.

The Duplicate Authority Records report will list the duplicate authority records in ReadPAC.  The person responsible for authority control should evaluate these records, retain the better one and delete the other.

The Invalid Headings Used report is also handled by the person responsible for authority control.  The entries on this report must be thoroughly examined and are dealt with on a individual case by case basis.       

The Non-Unique 4xx report seldom appears in the headings reports. It contains duplicate 4xx headings that appear in more than one authority record.  In some cases the authority records are duplicates and one of them can be deleted from ReadPAC.

For questions on the cataloging headings reports that are not addressed here, the online manual is a good source for additional help.

Rev. 10/02