Using the Authority Loader

The Authority Loader works as part of the regular record import process. It lets you specify the rules Horizon uses to normalize text strings so that Horizon can make better matches during record import. It lets you choose whether to completely replace (overlay) an existing record, or to merge newly imported and existing records so that you can keep information in the existing records. It also lets you set rules that specify how Horizon handles imported authority records.

When you import, save, or search for authority records, Horizon normalizes the text string in the headings based on normalization rules. Normalization makes text more uniform so that records can match more closely. This can help Horizon create fewer duplicate authority records. When you use normalization rules, Horizon deletes special characters or punctuation, or converts them to standard symbols so that the text string comparison of match points is more accurate. You can set your own normalization rules or use standard rules. You can also set import rules that determine whether each incoming authority record is added to the database, overlays an existing record, merges with an existing record, or is deleted.

During authority record import, Horizon looks at the leader (byte 05) to find the status of each record as you import it. Some vendors’ authority imports work by deleting existing records before replacing them. If an import tries to delete an existing record, Horizon does not delete the record. Instead, Horizon temporarily retains the record in case the information in the record is needed by an item record imported later in the same batch. Horizon removes from the temporary retention list any records that are later replaced with an imported record.

If Horizon finds no match for the new record in the database, Horizon adds the new record. If Horizon does find a match for the new record in the database, Horizon overlays or merges the records, depending on the import rules you set up. You can choose to log any overlay or merge that involves a tag or subfield that you identify.

In an overlay, the incoming record completely replaces the existing record. Unique fields are not preserved. The new record keeps the system-generated record number of the original record, and all links connect to the new record.

In a merge, you can choose to keep the information in some tags or subfields of the existing record while overlaying others. You identify the tags and subfields you want to keep in the Authority Import Control view before you import the new records. (For example, you can choose to keep all call number [050] fields, or any 4xx, 5xx, or 6xx fields if the field contains a subfield 5.) Additionally, a merge handles use codes depending on the valid/invalid settings you make before importing. (A use code indicates whether the record is valid for use as a certain authority type.)

When you use the Authority Loader, you first choose the normalization rules you want to use. You set up any authority tag and fields that you want to preserve. Then you set up the import source parameters for each source from which you plan to load authorities. (For more information on import sources, see Setting Up Import Source Parameters.)

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