Using the AEX Service to Add or Delete Authority Records

Deleting Authority Records

Clients frequently ask LTI for a recommendation about "blind" authority records, i.e., those that were originally provided to the library because of a heading in a bibliographic record that is no longer in its database. In the above case, a locally deleted authority record might be returned as an "updated" record by the Authority Update Processing (AUP) service. Even more problematic, if the heading re-enters the bibliographic database the authority record will not be returned because LTI's history file shows that the authority record was previously extracted for the library. In the past, the only way a library's authority record history file could be in harmony with that maintained by LTI was to request a complete replacement authority file. The Authority Record Delete enhancement to AEX permits the library to keep its authority record files at LTI in synch with local files.

Adding Authority Records

This same service allows the registration of new authority records. A small number of authority records are blocked by LTI because the headings are so short or ambiguous that automated linking is likely to be incorrect. While libraries may download these records from an outside source, such as OCLC, unless the library sets up a new authority file with LTI, the records are not updated via AUP, as LTI is not tracking those authority records in the library's history file. The Authority Record Add enhancement to AEX allows the library to notify LTI if it has added national level authority records locally so that they may be tracked and updated by the AUP service.

How to Send Add or Delete Files

Files of authority record adds and deletes must be sent to LTI via FTP or by using the AEX website interface. Files must be formatted as ASCII text files and contain only nationally distributed authority record control numbers, limited to one control number per line.

A library's local system may be able to generate a list of LCCNs in a text file. Almost any word processor or text editor can be used to create lists of control numbers to be added or deleted, e.g., even "Notepad" in Windows. If created in a word processor, files must be saved as plain text (.txt). The LCCN is found in the 001 or 010 $a of authority records and begins with either "n" or "s". OCLC's "oca" authority record control numbers are not recognized.

Separate files must be sent for "adds" and "deletes." A single file may contain both name-related and subject related authority records.

To add authority records, the AEX filename must begin with the library's 5-character username and end with the filename extension ".ARADD". To delete authority records, the AEX filename must begin with the library's 5-character username and end with the filename extension ".ARDEL". Filenames must be unique. For complete filenaming instructions, see Authority Express File Names.

If your ILS requires a separate copy of a name authority record when used as a subject, on the same line, place " ; SUBJUSE" after the LC recid e.g.: n 89123456; SUBJUSE If there is no "SUBJUSE" with the name record control number, it is presumed that it is used as a name heading. If you need to delete the record in both files, the control number should be sent twice, with and without the SUBJUSE designation.

Files containing one or more improperly constructed LCCNs will not be processed. An ".ERR" report will be provided, listing the offending number(s). If the only error is spacing, entries will be fixed and an "-arnfix.txt" report will be generated. Only files which process successfully will be invoiced. Each processed file will generate a report with the filename extension ".ARAOUT" for additions or ".ARDOUT" for deletions.

Note that, for AUP users, deleting authority records is best done in conjunction with sending a new base bibliographic file for the subsequent AUP run. Otherwise, you will receive the deleted authority records again, as they will be pulled based on the presence of the heading in the bib file used for AUP.

The cost for each file sent and processed will be $10. There is no "per record" charge for this service. This service does not affect the long established option for AUP users to request a full set of authority records or to set up its current authority file as LTI's history file. Both these options remain at the same cost of $500 per incident.