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Authorities Searching

Instruction Level

Retrieving Authority Records by Record ID
Retrieving Authority Records by Heading
• General Information
• Searching by Heading
Retrieving Authority Records Using the Headings List
• Elements of the Headings List
• Retrieving Records from the List
Retrieving Authority Records from the Record Menu

To retrieve an authority record by Record ID:

1. Press ALT-R + I + A. A Retrieve a Record dialog box displays.
2. Key in record ID.
3. Press the Enter key. The authority record will display.

To retrieve an authority record by heading:

1. General Information:
   • Use the Browse or Find setting
   • An authority search completed with the Find radio button selected results in a display of a Headings List.
   • An authority search completed with the Browse radio button selected results in a display of a Browse Headings List.
   • The search results in both the Headings List and the Browse Headings List are alphabetical beginning with the search term.
   • Any 4XXs and 5XXs on retrieved authority records will not display immediately following the authority record in the Headings List or Browse Headings List (the first search result boxes). If 4XXs and 5XXs are in the same alphabetical range, they will display within that order, but there are no terms provided to link the 4XXs and 5XXs to the authorized heading.
2. Searching by Heading:
   • Key in Alt-R + S. A Search dialog box displays.
   • Click on the Non-Keyword tab if it is not on top.
   • Make sure that the Find radio button is highlighted.
   • In the Search by box, highlight the appropriate search type from the scroll down menu:
   • Use the Heading Types Filter to narrow search results.
   • In the Search for box, key in your search.
   • Click on the Do search button or press Enter key. A Headings List displays with several columns, button choices and arrows.

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   Retrieving Authority Records Using the Headings List:

   1. Elements of the Headings List:
      • Status bar -- The lower status bar indicates the number of headings found, the type of search and the search terms.
      • Columns --
        • The first column: lists the relationship of the heading in the Name Headings Heading column to the authority record.
          1. Auth/Ref means that the heading is an authority record and that there is a see also reference (5XX)
          2. Reference indicates that the heading is not the valid heading but is a (4XX) on the authority record.
          3. Authorized indicates that the heading is valid. There may or may not be 4XXs on the authority record.
          4. Note indicates that a scope note is in the authority record.
        • Bibs column: lists the number of bibliographic records in Voyager with that heading on them.
        • Name Headings Heading column: alphabetically lists headings. The screen that displays will begin with the search term.
        • Heading Type column: lists the type of heading, personal names, corporate name, etc.
      • Arrows -- If there are more headings than can display in the box, a scroll bar with up and down arrows will display to the right of the box.
      • Buttons --
        • OK button: When a heading from the list is highlighted, use OK to display the bib records associated with the heading. If there is only one bib record, that record displays. If there is more than one, a Titles Index box displays.
        • Cancel button: Clicking on this button will close the box and other boxes beneath it, leaving the original bibliographic record displayed.
        • Search button: With a heading in the Headings List highlighted, use the Search button to open a Search dialog box. The previous search terms you used will display in the box. To complete another search, you will need to change the search terms.
        • Clear All button: Use this button to de-select any or all of the headings that you highlighted.
        • Copy button: If an authority record is highlighted, use Copy to copy the heading record to the clipboard. With the open bibliographic record to which you want the heading pasted, create a new field or delete the incorrect heading (not the field) and paste the heading from the clipboard to the field.
        • Authority button: Will be highlighted for use only if the kind/relationship of heading is listed in the first column. When an authority record from the list is highlighted, use this button to display additional boxes with heading choices.
   2. Retrieving records from the Headings List:
      • Auth/Ref heading highlighted:
      • Click on the Authority button. A Reference Information box displays listing "Authority Record" and the "see also" valid heading.
      • Highlight "Authority Record" and click Retrieve. A Select one or more authority records box displays. Both the 1XX and 5XX valid headings display.
      1. If you highlight the 1XX and click OK, the authority record for it displays.
      2. If you highlight the 5XX and click OK, the authority record for it displays.
      • Highlight the 1XX. Click OK. The authority record displays.
      1. If you want to return to the Reference Information box at this point, you need to go back to the Headings List box.
      2. Click on the Heading List icon. The Headings List box displays.
      3. Highlight the Auth/Ref line. Click on the Authority button. The Reference Information box displays.
      • Highlight the "see also" heading. The Retrieve button changes to Do Search.
      1. If you click on Do Search, a new Headings List displays with the new search term.
      2. Be aware that any previous Headings list results will not be available from the Headings List icon
      • If you do not want to do a search on the 5XX, go back to the Headings List by clicking on the Cancel button.
      • Reference heading highlighted:
      • Click on the Authority button. A Reference Information box displays with "Authority record" and "see:[the valid heading]".
      1. If you highlight "Authority record" and click on Retrieve, a Select one or more authority records box displays the "Authorized heading", its ID#, and the 4XX tag which indicates that the reference is the 4XX on the authority record. Click OK and the authority record will display.
      2. If you want to return to the Reference Information box, you need to go back to the Headings List box.
      3. Click on the Heading List icon. The Headings List box displays.
      4. Highlight the Reference line. Click on the Authority button. The Reference Information box displays.
      • Highlight the "see reference" in the Reference Information box. The OK button changes to Do Search.
      1. If you click on Do Search, a new Headings List displays with the new search term.
      2. Be aware that any previous Headings list results will not be available from the Headings List icon
      • Go back to the Headings List by clicking on the Cancel button.
      • Authorized heading highlighted:
      • With this heading highlighted, click on the Authority button. A Select one or more authority records box displays with the authority record. Since there are no "see" or "see also cross references" for this record, the Reference Information box does not display.
      • Highlight the heading and click OK. The authority record displays.

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Retrieving Authority Records from the Record menu

• An active bibliographic record needs to be displayed.
• All headings in the record will be automatically matched against authority records in Voyager. You cannot select just one to be retrieved.
• All headings that have authority records in Voyager will be retrieved and displayed in a Select one or more authority records box.
1. Key in Alt-R + I + B. A Retrieve a Record dialog box displays.
2. Key in a search. Click Retrieve.
3. Open the Record menu. Click on Retrieve Authorities. A Select one or more authority records box displays with any valid headings.
4. Select any or all of the valid headings.
5. Click OK. The authority record(s) will display.

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24-apr-02 ILCSO

rev. ilw 02/02/01