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Section 5 - Verification

 

The verification command may be used to verify headings in the database against existing authorized headings.  Verification may be used before a bibliographic record is saved or any time a full bibliographic record is retrieved and placed in the edit mode.  The program corrects errors in punctuation, spacing, capitalization, and diacritical characters.  Also, field tags and subfield codes that are set incorrectly in the bibliographic record are corrected when the heading matches an authority record.

 

In verifying headings in a bibliographic record, verification takes an entire heading, including all the subfields, and tries to find a match in the authority records (fields 1XX and 4XX).  If no match is found, the program breaks the bibliographic field into portions.

 

Fields have a name portion, title portion, subject subdivision portion, etc.  The subfields that make up a portion vary from field to field.  The program eliminates the subject subdivision portion first if a match is not made on the entire subject subdivision portion for that field are eliminated from the search and the program attempts to find a match on the remaining data.  (The program is NOT actually deleting data from your field.  It simply tries to find a match using less data from the field.)

 

The entire field is marked not verified if the main heading could not be matched.

 

After the program has searched the authority records, a verification symbol displays to the left of the field tag in the full bibliographic record.  The symbol indicates how much of the heading could be verified.  Finally, the program updates the verified heading to match the appropriate 1XX field (from the authority record) for text, capitalization, punctuation, etc.

 

Press Control Z to move the cursor out of the record and to the double arrow prompt at the bottom of the screen.  Then enter the verification command.

 

 

 

The program checks the following fields in the bibliographic record:

100       240       440       630       710       810

110       400       600       650       711       811

111       410       610       651       730       830

130       411       611       700       800

 

The program responds with the following message when the verification checks are complete.

 

 

 

Press Control Z to continue.

 

The following verification symbols are used to indicate the status of the heading.  The program displays the symbols to the left of the field tag in the full bibliographic record.

 

OK

??

?+

?S

?T

 

The “OK” symbol indicates that the complete heading matches an authorized heading.

 

The “??” indicates that neither the complete heading nor the main heading match an authorized heading.  A “??” label does NOT mean that the heading is not used in the database.  It does mean that an authority record does not exist for that particular heading.

 

The “?T” indicates that the main heading matches an authority record but the title portion does not.

 

The two verification symbols, “?S” and “?T” make a match by eliminating subdivisions if a match is not made on the entire field.  This means that for “?S” the x, y, z subject subdivisions were not verified.  For “?T the t, f, g, h, l, m, n, o, p, r, s, v title subdivisions were not verified.  This becomes important when there is not a match for the complete heading.

 

For “?+” symbol the computer will not make any changes.  You will have to do it.  In some cases, the search will produce a selection of headings.  You will have to decide which mostly closely matches.  For example, the search s=video tape recorders and recordings produced the following:

 

            Video tape recorders and recording.  (0)

                  see later heading Video recording.  (44)

                  see later heading Video tape recorders.  (0)

                  see later heading Videocassette recorders.  (1)

 

Video tape recorders and recording is not the authorized heading.  There are three choices associated with this heading.  You must select the one that most closely describes your item.  Manually add your choice into the field that originally had the “?+” symbol.

 

If the search on the “?+” produces a duplicate authority record, inform Database manager.

 

The example below displays the record containing the symbols that resulted from the use of the verification command.

 

EXAMPLE 1

 

The example below is a bibliographic record before the verification command has been entered.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Press Control Z to move the cursor out of the record and to the double arrow prompt at the bottom of the screen.  Then enter the verification command.

 

 

 

The following message displays:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The list below indicates the impact of the verification command on the record above.

•  The incorrect capitalization, spacing and subfielding were corrected in the heading in the field 100.
   

•  Field 240 was not verified.  No authority records matched this heading.
   

• The name portion of the 700 field heading was marked verified and the incorrect tagging was corrected.  Note that the program supplied the correct 1st >indicator value.  However, the program does not attempt to check the 2nd >indicator value, it is your responsibility.  The title portion of the heading is not verified in this field.

 

EXAMPLE 2

 

The next example shows how the verification command changes the text in the bibliographic records.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Press Control Z to move the cursor out of the record and to the double arrow prompt.  Then enter the verification command.

 

 

 

The following message displays:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The bibliographic headings matched on the following five authority records.

 

Authority record no. 1

100;  10;  a  Brittain, Vera,  $d 1893-1970  $

400;  10;  a  Brittain, Vera Mary,  $d 1893-1970  $

 

Authority record no. 2

150;   0;  a  Authors, English  $y 20th century  $

 

Authority record no. 3

150;   0;  a  Pacifists  $

 

Authority record no. 4

150;   0;  a  World War, 1914-1918  $

450;   0;  a  European War,  1914-1918.  $

 

The list below explains the impact of the verification command on this bibliographic record.

 

1.         The 100 field heading was verified.  Notice the bibliographic record now contains the text of the 100 field of the authority record because the text in the bibliographic record matched on the 400 field in the authority record.

 

2.         The name portion of the 600 field heading was verified.  The subject subdivision portion of the heading is not verified.  The program attempted to match on the entire string.  When no match could be made, the subject subdivisions were eliminated from the string.  At that point, the program found a match.

 

3.         The first 650 field heading is not verified.  Note that the program considers the subdivision portions as a whole.  If we had an authority record for “Authors, English -- 20th century -- Biography”, the entire heading would have been verified.  If we had an authority record for “Authors, English,” the main heading would have been verified with an indication that the subdivisions were not verified.  The program does not verify the main heading and one of multiple subdivisions.

 

4.         The main heading is verified.  The subject subdivision portion of the heading is not verified in the second 650 field.

 

5.         The main heading is verified.  The subject subdivision portion of the heading is not verified in the fourth 650 field.  The main heading text is changed to the authorized heading text.  Notice that “European War” is changed to “World War”.

 

Remember, you must press F10 to move the cursor out of the record before you attempt to enter the verification command.

 

Remember, you must save the changes that the verification command made.

 

Helpful Hints

 

1.         655 is not verified by the verification program.

 

2.         690 is not verified by the verification program.

 

3.         Check that the correct field tag is used.  For example, 650 used for Great Britain.  Change the field tag to 651.  Verify again.

 

            WRONG           650;   0;  a  Great Britain.

            RIGHT              651;   0;  a  Great Britain.

 

4.         Check that the indicators are present and in the correct position.

 

5.         Check that the correct subfield tag is used.  For example, using a “x” subfield tag for a geographic subdivision.  Change the subfield.

 

            WRONG           650;   0;  a  Dwellings  $x  California.

            RIGHT              650;   0;  a. Dwellings  $z  California.

 

6.         Only unique children’s subject headings have authority records.  These are independent of the adult subject headings.  When the verification program indicates that the subject heading is not verified, then change the 2nd indicator to a “0”.  Verify again.  If the heading is verified.  Save the change.

 

            ??   650;  1;  a  Dogs.

            OK  650;  0;  a  Dogs.                If unable to resolve, please contact Patsy Walters.

ENTERING RECORDS

 

At >> type N for new record   <Return>

 

Choose proper number of workform.  You can now enter a title record.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

These are two examples of the four screens.

 

For guidelines for each field see Standards for Entry of Title Data Fields in this manual.

 

Do not leave a field or subfield blank, delete those not used.

 

After you have entered your last field, press Control Z. S for save, V1 for verify.  (See page 18.)  The computer will give DBCN.

 

Use both upper and lower case letters when entering data.  Follow the rules for capitalization as found in appendix A in AACRII.

 

Do NOT use lower case L (l) when typing the numeral 1 - use the numeral "1" key in the top (numeral) row of keys.

 

Do not use brackets ([]) unless required by AACRII rules.

 

Enter abbreviations, initialisms, and acronyms exactly as they appear on the title page.

 

MAKING CORRECTIONS

 

      If you are working within a record and you wish to correct data in one of the fields of that same record, you must use #4 (on key pad) to move forward; #5 to move backward or #1 to move forward in subfield; #2 to move backward in subfield.

 

      The computer will display the current contents of the field.  Arrow over to permit you to enter new data into the field.  To insert data into the field, use #8 insert key.  Press <Return> when finished entering data in a field.

 

      You may type over characters already there.  When finished, press <Return> and the line will be corrected properly.  Press Control Z.  Be sure to Verify (V1) and Save (S) corrected record.

 

      Note:  If you press 0 (zero) or . (dot) on key pad, you will erase the contents of that field or subfield.

 

STORED RECORDS

 

      Title records.

 

      Corrections to an already stored title record should not be made at individual libraries except simple typing errors and deletions from Books Appendix C.  The problem should be reported, however, on a DRA Query Sheet for resolution by the Database Standards Committee.

 

      Correcting errors.

 

      Bring record on screen.  At bottom at double carets (>>), type e (e=editing).  Cursor will go to top, at the beginning of the fixed fields.  Move forward to the line to change.  Make the proper changes.  Be sure to verify and S(ave) the record.

 

C.   Item Records.

 

      Corrections may be made to your own item record at individual libraries.  To correct an item record you must first be in NETCAT.  When the computer has displayed double carets, type or scan bar code # and press <Return>.  The computer will respond with item inventory record.  (See example).

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Item Record

 

 

     

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The cursor will be at bottom of screen with >>.  Type E (editing).

 

      The computer will respond :  With “Which number”.  Type in number.

 

      Cursor will move to the number for correct information.  When finished press <Return> to access another number or return twice to store new information.

 

 

Another helpful point is that double carets >> nearly always signal a place in the process where you can "get your bearings".  If you are not sure where you are, press ? (for query) and the computer will indicate what responses it will accept at that point in the data entry process.

 

If you are unsure about how to enter certain information, or whether to enter it, check with your cataloger, supervisor, or the Data Base Manager.

 

 

 

                        The key pad now has new functions.  See diagram

 

Note: On a PC, in place of the PF keys, use F1 - F2 - F3 - F4.

 

 

            Up arrow (­) will give the last 20 commands used.

 

 

KEYPAD DEFINITIONS

 

The keypad (not the keyboard) is used to move around and edit the MARC record.  Row of numbers on the keyboard are used in editing not for command movements.  With the bibliographic record on your screen enter e for edit to use the following commands:

 

NUM LOCK = Change to a field code:  100, 2445, 650, etc.  Move your cursor to line to edit.  Can be

            anywhere on the line.  Press the Num Lock key.  Type in desired field code and hit enter on the

            keyboard.

 

/  =  Change indicators.  Indicators are two digits, example:  650 0; 245 14; Move cursor to line to edit;

press the / key, then type correct indicators including hitting space par to enter a blank space and enter.                            

 

*  =  Change subfield code.  $a, Sx, etc.  Move cursor to line; with 1 key move forward to subfield to edit.

            Press the * ; type in correct subfield code and enter.

 

7  =  Delete characters.  Move cursor to position where you want to start deleting.  Press the 7 once to

            delete one character and enter.  Press 7 as often as you want to delete several characters and

            then enter.

 

8  =  Insert characters.  Move cursor to exact space to be entering information.  Press 8 and type in

            desired information and then enter.  Other characters will appear to vanish, but reappear after

            you hit enter.

 

9  =  Add a subfield.  Position cursor where you want to add the subfield.  Press 9;  type subfield code

            and enter; then type in the subfield phrase and enter.

 

4  =  Moves down the record line by line.

 

5  =  Moves up the record line by line.

 

6  =  Opens a space to type in an entirely new line.  Type field code, then enter; type indicators then

            enter; type subfield code a, then enter; type in info for that field, then enter.  Continue to do this

            until all subfields are added for that field.

 

1  =  Moves forward one subfield to allow editing that subfield and / or change subfield code using the *.

 

2  =  Moves backward one subfield.

 

0  =  Delete a whole field or line.  Place cursor anywhere on the line to be deleted and press 0 and enter.

 

del  =  Delete a subfield.  Place cursor in subfield to delete and press del and enter.

 

+  =  Will reenter the last field deleted from the record.  If you want to move a field, delete with 0; move

            cursor beneath field where you want it entered; then press =.

 

Control +  =  Will add a deleted subfield.  Move cursor to the position where subfield should be added. 

            Press 9, type subfield code and enter;  now do Control + and enter.  Check to see if this is the

            correct subfield.

 

Arrows  =  The up arrow will retrieve the last 20 commands.  This saves typing in information again.

            Down arrow will go backward to retrieve commands if you go past the command needed.  Other

            arrows move to left and right as indicated.