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When to bring in an Authority Record

Any Name Heading, Series Title, or Subject Heading (or any controlled headings, for music-related items) that appear as unauthorized in Sirsi should be added to our database.

Create an Authority Record file for Export

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In OCLC Connexion, to search for an authority you can either use SHIFT-F2 or by clicking can click on .

Where you search for an authority record, you will the see an image like similar to this below:

 

Here are the equivalent MARC codes and the corresponding equivalent Authority NamesTypes:

MARC Codes	Authority Names Type
130, 240, 440, 490 830	Titles
110, 610, 651, 710	Corporate Names
100, 700	Personal Names
650	Subjects

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An ARN number can also be called an OCoLC number on the Library of Congress Authority website (usually listed by the 035 code).

1. Export the selected record
   1. Click on F5 or the Image Added icon.
2. Print the selected record
   1. You will need to look at the information on the record one day after you export the record to Sirsi.

After you have exported all the records, open Sirsi and go to the MARC Import section. The Source section is where you keep your dat file from OCLC. The destination section is what you call your export file for your reports.

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Load the Authority Records

1. Open and Log on to Sirsi
2. Click on the Utilities wizard
3. Under the Common Tasks list, choose MARC Import
   1. File type: Marc
   2. Source: your .dat file (type in the filename or use the diamond icon to browse to your file (many people use prism.dat as their filename))
   3. Destination: your personal report filename(example: 00jdm)
      Image Added
4. Click the import button
5. You will be asked if the diskette is ready. Click

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1. Yes. <-- This annoyance is gone in the next version of Sirsi!
2. You will then be asked if there are any more files to upload. Click

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1. No.
   1. The report log will then display
2. Click on the Reports wizard
3. Under the Common Tasks list, click on Schedule New Reports
4. Under the Authority tab, select Load Authority Records and double-click it

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1. or click on the Setup & Schedule button

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2. Choose the Authority Data File tab

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1. 1. Authority file: this is your personal report filename (example: 00jdm)
   2. Mode: Create (or Create and Update)
   3. Date cataloged: today's date
   4. Check for subfield 5 on overlay?: unchecked
2. Click the Run Now button.
3. Click on the Display Finished Reports button or navigate to the Finished Reports window (Reports > Finished Reports)
   1. If you do not see your Load Authority Records report, click on the Refresh Report List button (located at the top of the page) until it appears on the list
      Image Added
      #Verify the results of the Load Authority Records report
   2. Double-click on the Load Authority Records report or click on the View button
   3. The Finished Reports: View Finished Reports dialog window will pop up
      1. View log: checked
      2. View result: checked
      3. Format report: checked

Load Authority Reports that you just loaded shows up on the list. Then click on the view button to view the current Load Authority Reports. This will show you if you any of the authority records that you exported did not load correctly. If one did not load correctly, you will see something similar to this in the view report

**Entry ID not found in formatEntry number: 46; format CORPORATE
** DOCUMENT BOUNDARY **
FORM=CORPORATE

with the authority record printed right after it. The error records will also be listed before this information

  178 line(s) read.
  1 authority record(s) read.
  0 authority record(s) in error.
  0 authority record(s) loaded.
  1 authority record(s) replaced.

Concerning the authority record that would not load, get the title of the authority record and the ARN number and send that information to Mang Sun. He will update Sirsi to accept the record, and you can export that record again the day after you receive the email from Mang stating such.