Authorities Manual Introduction

Why do we do authority work?

We create authority records to:

Keep track of established headings.

The authority file is a listing of headings used in the local bibliographic records, in the exact form it is entered. In this way, the library can standardize the use of the heading, so that the same search will retrieve all occurences of the heading.

List alternate forms of the heading.

All of the different ways that a heading may be constructed, and all of the different versions found, are included in an authority record as "see" references. They are used to direct a searcher from an alternative heading to the heading which has actually been used. They are also included to show that the different forms of the heading actually refer to the same thing.

Link related headings.

The authority file is also used to chain together related headings. These headings, which are often referred to as "see also" references, or "broader", "narrower" and "related" headings, can be used to direct a searcher from one established heading to another related term.

Record information to help distinguish headings.

The file is used to keep track of any additional information on a heading which may help to uniquely identify the heading. This may include personal information, subject orientation, location, history, or any other information which may serve in a particular case.

Detail special treatment.

Any special treatment of the heading is recorded. For example, a note might indicate that the heading was not to be used as a subject.

In short, any information that can help you find and use the heading is recorded in a single location. Particular emphasis is given to any information that can help our patrons manage to find the information they need in the catalogue.

Why Not Just Use Keyword?

The question is often asked as to why we bother with authorities work when keyword access will find any word in the record. There are several reasons why.

To Provide a Structure Which can be Used to Locate Related Information

A keyword search will only locate information based on names and terms with which the patron is already familiar. A search for "trade unions" will not bring up material using the term "labor (or labour) unions" unless the record contains both sets of terms. Similarly, a patron who makes a very specific search and retrieves nothing, may be assisted by learning that there is material under a related but more general topic.

Keyword searching has the advantage that the patron can search using the language he or she is most familiar with. A "jargon" term that is used by specialists is often more likely to be retrieved by a keyword search. In many ways, it utilizes "natural language", or the way in which people speak. It has the disadvantage that different terms are used at different times, and the words used now may not be the terms used six months or a year ago. Unless the patron is familiar with and employs both sets of terms a keyword search may produce crippled results.

To Improve the Relevancy of Keyword Searching

Using name and subject authorities means that access points are added to the bibliographic record using predictable terminology. This means that the same words are likely to appear on bibliographic records for similar topics whether or not these words are used by the author or the publisher. A keyword search on these terms will therefore produce a more comprehensive list.

The usefulness of a keyword search depends on having the relevant information available within the record to be searched. If the record contains no relevant terminology, it will be ignored in a search. "Garbage in, garbage out" is as relevant now as it was with the very first computers. Ensuring that formatted access points are added to a bibliographic record based on accepted standards improves the likelihood that it will be retrieved.

The best situation results from having a sophisticated keyword search engine and a database containing authority controlled information. The two search methods compliment each other.

This manual is intended to provide a record of procedures and examples for the training of staff at Queen's, and for reference purposes.