Local authority files -- Vanguard

Legend: not started IN PROGRESS STALLED decided

Status	Decided
Description	Determine whether any local authority files should be loaded into the Network Zone
Decision	See below
Owning group	Resource Management FG
Approver	PPC
Stakeholders	R = Resource Management IG A = Resource Management IG C = ILSDC I = PPC, ILSDC
Decision-making process	Initial FG-wide conversation, subgroup with UCLA and UCSD formed to draft recommendation, fist-of-five vote
Due date	Aug 25, 2020

Recommendations

If a campus wants to load local authority data for reference only:

Post-migration, load the authority file into the campus IZ. The authority records will not be able to be used in NZ-linked bib records but they will be findable within the IZ.

If a campus wants to load local authority data for use in NZ-linked bib records:

Post-migration, load the file into the NZ and add a 910 field into each authority record indicating which campus the records belong to.

Local copies of LCNAF records (with or without local edits/changes) should, to the extent possible, not be added to the NZ.

If a campus has a mix of uses or is unsure of whether they will need their data in the NZ:

Post-migration, load the authority file into the campus IZ. The authority records can be examined individually or in sets and copied to a local NZ authority record as needed.

Note that there is no way to link IZ authority records to the NZ ?? (unlike with bibliographic records) so they would have to be copied or re-loaded into the NZ?.

Local copies of LCNAF (with or without local edits/changes) records should, to the extent possible, not be added to the NZ.

Background

ExLibris documentation:

https://knowledge.exlibrisgroup.com/Alma/Training/Extended_Training/Presentations_and_Documents_-_Authorities

https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides_and_Tutorials/010Alma_Migration_Considerations_for_Consortia

https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/040Resource_Management/040Metadata_Management/060Working_with_Authority_Records#Adding_a_Local_Authority_Definition

From Basecamp: local authorities managed in an IZ can only be used in bib records that are not linked to the NZ. If local authorities are needed for any bib records linked to the NZ those authorities must also live in the NZ.

Alma allows multiple subject authorities to be used but only one name authority, regardless of whether they are managed in NZ or IZ. The result is that any local name authorities have to be added to the “regular” name authority file (ex. LCNAMES) and will show up in Alma authority search results with “(Local)” in parentheses but will appear in bibs as though they are regular NAF records

Outside sources:

Harvard Wiki - Known Issues in Alma Authority Control - https://wiki.harvard.edu/confluence/display/LibraryStaffDoc/Alma+Known+Issues#AlmaKnownIssues-AuthorityControl

Orbis Cascade - Authority Control Group - https://www.orbiscascade.org/authority-control-group/

From Phase 3:

“Local authority record conversion is not part of the migration scope of Alma. If you have locally created or modified authority records to load into your local institution, use the standard Alma loader tools post-migration. In a consortial setup, they likely reside in the Network Zone for sharing across members. Contact your local Ex Libris project team for consultation if this is relevant for your institution. ”So Ex Libris says local authority records go last - do we disagree for any reason?

Questions to consider

What local authorities files do campuses have?

UCLA has SARs and other authorities to test

Combination of truly local and copies of NAF records with local additions

UCSD has local non-series authorities to test

UCB has some local non-series authorities, unsure if they will be able to test them but definitely open to it

What information is in them that we want to port over?

Series information and treatment (across different units within the same institution)

Fully local records: names, subjects

Other local additions to NAF records (cross-references, notes for catalogers, etc.)

What do campuses want to use local authorities for (i.e. anything that would wind up in an NZ bib or just for local reference?)

Series treatment and other information (used at check-in and other areas, notes on “series-like phrases”)

Local authority management/creation

Can non-series authorities be added to the NAF?

Maybe? UCLA FTVA records might be candidates for matching against the NAF but unclear about available resources

Should they live in an IZ or in the NZ?

See above, authorities that are needed for NZ-linked bibs should live in the NZ

Authorities in an IZ can only be used in bibs that are not linked to an NZ record

If authorities will mainly be used for reference or for deferred cleanup, putting them in an IZ will keep them from showing up in NZ bibs.

Do local decisions about certain LCSH terms have any bearing on this (Illegal Aliens, for example)?

What do we want to test during the Vanguard stage?

How do local authorities interact with global ones

What happens if a record has a mix of global and local authorities?

Are links between local ARs and other types of records maintained?

Who (campuses or SILS groups) needs to talk to Ex Libris and when?

UCLA and RMFG chair have both posted to Basecamp

For go-live local authorities can be enabled “at any time”

Is CDL in charge of setting them up for the NZ?

No

What permissions/roles are needed in Alma?

NZ admin access is needed to manage NZ authorities.

RMFG members can ask for NZ admin access after migration.

Action Log

Action/Point Person	Expected Completion Date	Notes	Status

Action/Point Person	Expected Completion Date	Status
Subgroup formed to review page and fill in gaps, Hermine and Liz to draft recommendation	8/20/20	Finished
FG vote	9/1/20	Finished
PPC approval	9/4/20	Finished