Adding an Authority-Controlled Tag

Authority‑controlled tags in bib records contain information from authority records. Many bib records can link to one authority record. This allows the information in authority‑controlled tags to be consistent for all bib records that link to the same authority record. It also maintains consistency in the use of authors’ names, series names, and subjects. When authority tags remain consistent in your database, borrowers can more easily find the information that they need.

You can choose the type of link that Horizon uses when it links bib and authority records. Depending on the type of link, Horizon does one of these things:

If you choose this

Horizon does this

Always Link

Links the bib record to an existing authority record in your database or creates a new authority record when you save the record if one does not exist

Link On Match

Links the bib record to an existing authority record in your database or waits until you create a matching authority record to link

Never Link

Does not link the bib record to an authority record

You change the default authority link type on the General tab of the Customize Editor. (For instructions, see Choosing the Default Authority Link Type.) When you change the default, the new setting applies to any authority-controlled tags added to bib records after you make the change. Any tag already created retains the linking type with which it was created.

Horizon defines any link tags that were created before Horizon version 7.0 and that have not been modified since their creation with a link type of “unknown.”

You can also override the link type setting for individual authority tags within any bib record. (For instructions, see Changing the Authority Link Type for an Individual Tag.)

Since authority‑controlled tags follow a certain format and contain specific information, you should try to link to an existing authority in your database before you create a new one. If Horizon does not create automatic links, you can search for a tag from an existing heading and, if you find one that you want, you can send it to the MARC Editor and link it to the bib record.

You can also use Browse Link to create a link with an existing authority. Browse Link gives you a fast access to authority records in your database by working with search types that your system administrator sets up. Before you can use this feature, you need to choose a Browse Link search flavor in the Profile tab of the Customize Editor after your system administrator creates them. (For more information, see “Setting Up Browse Link” in the Cataloging Setup Guide and Setting a Browse Link Flavor.)

You can link multiple records to one record at the same time. You can also link multiple records to multiple records. (For instructions, see Linking Authority‑Controlled Records to Bib Records.)

To add an authority-controlled tag

1 Open a bib record.
2 Do one of these options:
Click your pointer anywhere in the record.
If you want to position the new tag, click your pointer in the tag just above where you want the new tag to display.

Note: Your library’s settings for tag sorting may affect your new tag’s final position in the record.

3 Do one of these options:
If you want to choose a tag from a list, do these steps:
Choose Edit, Add Tag, or right‑click in the record and click Add Tag on the pop‑up menu.

Horizon opens the Select Tags to Add window.

Double‑click the tag that you want to add.

Horizon inserts the tag and some valid subfields on the line below your insertion pointer.

If you want to add a blank tag, do these steps:
Choose Edit, Insert Tag, or right‑click in the record and click Insert Tag on the pop‑up menu.

Horizon inserts a blank tag just below your insertion pointer. The blank tag displays an underscore three characters wide to designate where you put the tag number and two underscores to designate the tag indicators.

Enter the tag number.

Horizon inserts some valid subfields. (For more information, see Editing Components of a MARC Record and Adding a Subfield to a Tag.)

4 Add subfields as needed. (For instructions, see Adding a Subfield to a Tag.)
5 To check for an existing authority record, do one of these options:

If you have Browse Link set up

If you do not have Browse Link set up

1 Put your insertion pointer in the subfield where you want to create the link.
2 Begin entering the text that you want to use.
3 Choose Edit, Link Options, Browse Link.

Horizon opens a search results window displaying headings that begin with the same text that you entered in the subfield from which you started the search. You can click Show Titles to see a list of titles associated with the entry.

4 Continue with step 6 of this task.
1 Search for the authority you want to use.
2 Do one of these options:
If you find the authority, send it to the MARC Editor and link it to the bib record. (For instructions, see Linking Authority‑Controlled Records to Bib Records.)
If you do not find the authority, return to the MARC Editor and create a new authority. (For instructions, see Creating an Authority Record.)

The task is finished.

If you use browse linking in the MARC Editor, Horizon treats French articles, such as Le and La, that are part of people’s names, like articles. As a result, if you are searching for an author, such as Le Carré, Horizon displays authors that start with the letter “C” instead of displaying authors that start with the letter “L”.

Horizon is designed to use all articles stored in the article table in all searches. However, Horizon does provide the article_exception table for you to enter articles you want Searching to ignore. In the case of Le Carré, you must enter the entire name “Le Carré” (including the diacritic) as an entry in the article_exception table in order for Horizon to display authors that start with the letter “L” rather than “C.”

For more information on the article_exception table, see “Initial Articles” in the System Administration Guide.

6 Do one of these options:
If you find the authority, do these steps:
Highlight the authority heading that you want.
Click Link.

Horizon completes the link between the authority heading and the bib record and enters the appropriate information in the tag or subfield from which you started the search.

If you do not find the authority, do these steps:
Click Cancel to close the Subjects window.
Enter the information in the tag for the new authority record you are about to create.
Do one of these options:
If the tag link type is Always Link, move the pointer out of the field.
If the tag link type is not Always Link, change the link type. (For instructions, see Changing the Authority Link Type for an Individual Tag.)
If the tag link type is not Always Link and you know you want to create a new record, choose Edit, Link Options, Link Tag, Create New Record.

Horizon creates an authority‑controlled tag for the new authority heading, links the records, and shows the link in the bib record by changing the font attributes to match your settings for linked text.

 


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