SCIS Authority Files frequently asked questions
Ordering SCIS Authority Files
Who can use the SCIS Authority Files?
SCIS Authority Files are compatible with most library systems. You must consult your library system support for details.
Do I need to subscribe to SCIS Authority Files for each campus/library in a school?
All campuses/libraries of a subscribing school are permitted to use SCIS Authority Files.
What does it cost?
The full subscription price is $85.00 (GST included) for Australian schools. For schools in New Zealand and other countries the full subscription price is A$77.00.
How long is the SCIS Authority Files subscription?
All SCIS subscriptions operate on a calendar year cycle (January 1 - December 31).
Contents of SCIS Authority Files
What does the SCIS Authority Files contain?
SCIS Authority Files offers subscribers the choice of SCIS Full Authority Files and SCIS Reference only Authority Files. Each option contains both the updated subject authority file and names (author) authority file from the SCIS database.
What is the difference between SCIS Full Authority Files and SCIS Reference only Authority Files?
SCIS Full Authority Files contains the entire subject authority file and name authority file from the SCIS database whilst SCIS Reference only Authority Files contains only a subset of the subject and name authority files from the SCIS database.
What is contained in the subject authority file in the SCIS Full Authority Files?
It contains all of the subject headings assigned to SCIS catalogue records and references to and from those subject headings, as well as notes. The headings include topical headings eg Horses and also name headings (as subject of the resource) eg Spain.
What is contained in the name authority file in the SCIS Full Authority Files?
It contains all the names of authors, editors, illustrators, narrators, composers, film directors, agencies and organisations that have been selected by SCIS cataloguers as 'main' or 'added' entry headings when describing those involved in the authorship and production of the resource.
What is contained in the subject authority file in the SCIS Reference Only Authority Files?
It contains only a subset of the subject headings assigned to SCIS catalogue records and references to and from those subject headings, as well as notes. The files only include SCIS headings with references. Many authority records do not contain any references. They simply contain headings which have been authorised for use in SCIS records. These types of headings will not be included in the Reference only Authority Files.
What is contained in the name authority file in the SCIS Reference Only Authority Files?
It contains only a subset of the names of authors, editors, illustrators, narrators, composers, film directors, agencies and organisations that have been selected by SCIS cataloguers as 'main' or 'added' entry headings when describing those involved in the authorship and production of the resource. The files only include SCIS headings with references. Many authority records do not contain any references. They simply contain headings which have been authorised for use in SCIS records. These types of headings will not be included in the Reference only Authority Files.
What are see references?
See references take the user from the non-allowed term to the allowed term. Sometimes see references are displayed in the OPAC eg a SCIS OPAC search on Biking displays see Motorcycling. However, the way this reference is displayed varies between library systems. In some library systems the user is automatically taken to the resource that uses the allowed term.
What are see also references?
See also references take the user from the allowed term to another allowed related term eg Flags see also Heraldry.
What does BT mean?
The SCIS subject authority file contains MARC coding for Broader Terms (headings more general in concept that the heading being searched). In SCIS OPAC this relationship is shown as Broader Term. (eg Space flight Broader term: Astronautics). In other OPACs this relationship may simply be expressed as a see also.
What does RT mean?
The SCIS subject authority file contains MARC coding for Related Terms (headings associated with the search term in some way other than hierarchically). In SCIS OPAC this relationship is shown as see also (eg Space flight See Also: Astronomy). In other OPACs this relationship may simply be expressed as a Related term.
What does NT mean?
The SCIS subject authority file contains MARC coding for Narrower Terms (headings more specific in concept than the search term). In SCIS OPAC this relationship is shown as Narrower Term (eg Space flight Narrower Term: Apollo Project). In other OPACs this relationship may simply be expressed as a 'see also'.
Will the use of SCIS Authority Files delete any of my library data?
Changes will vary with each library system. You must consult your library system support for specific details.
Will the use of SCIS Authority Files add to my library data in any way?
Changes will vary with each library system. You must consult your library system support for specific details.
How large will the SCIS Authority Files references make my existing database?
Changes will vary with each library system. You must consult your library system support for specific details.
If my library system inserts references, how will they be displayed?
The display will vary with each library system. Consult your library system support for further information.
Copying SCIS Authority Files
Can I use SCIS Authority Files on my Mac?
Yes.
What are the minimum hardware requirements?
You must consult your library system support for details.
Do I install the product?
No, you only need to copy the file to an appropriate location designated by your library system.
Can I use my library system whilst I copy SCIS Authority Files?
It will depend on the library system, however it is possible that you will not be able to perform other functions whilst copying. Check with your library system support for details.
How do I copy SCIS Authority Files?
Instructions to copy the file/s are provided online.
How do I know whether I should select the ASCII or USMARC file format?
You will be advised on a screen page or by your library system support.
What if I accidentally copy the wrong file format?
- We recommend that you first delete the incorrect file through Windows Explorer. Contact SCIS Customer Support if additional support is required.
- Go through the copy process again to select the correct file format.
Before the initial use of SCIS Authority Files in your library system
What must I do before utilising SCIS Authority Files?
You must seek advice from your library system support. We advise you strictly adhere to their instructions.
What is the next step after I have copied SCIS Authority Files onto my computer?
You follow the instructions provided by your library system support to use the file.
How do I find the file I have just copied onto my computer?
Your library system will locate the file when you activate the function to utilise SCIS Authority Files. You must consult your library system support for details.
How do I open the file I have just copied onto my computer?
We recommend that you do not open the file. You will receive a confirmation message to state that the file has been copied successfully.
When I activate the function in my library system that utilises SCIS Authority Files am I able to continue using the library system for other functions?
Consult your library system support for details.
Will SCIS Authority Files clean up my school library database?
No. Some inconsistencies in the display of variant forms of subject headings (eg Bugerigars instead of Budgerigars) in your library system may need to be addressed by library staff. Follow recommendations from your library system support regarding maintenance procedures.
Do all library systems use the file in the same way?
Each library system will respond differently to the SCIS Authority Files product. Some systems may not be able to use the product at all.
- In the library OPAC it may display only see references or it may display both see and see also references for subject headings.
- When library staff catalogue locally generated resources it may be utilised as a look-up tool of allowed subject headings.
Who do I contact if there are any technical issues when using SCIS Authority Files in my library system?
Contact SCIS Customer Support.
Queries after initial use of SCIS Authority Files
After having activated the function in my library system that utilises SCIS Authority Files, can I retrieve my original authority file if needed?
If you have performed system maintenance and backup procedures as advised by your library system support prior to utilising SCIS Authority Files, you may be able to use the backup tape to reinstate your original authority file.
Why wasn't a reference created to or from a subject heading that I know exists in my database?
The library system may use various combinations of criteria to match a SCIS Authority Files heading with your database heading. 'Such criteria might include the MARC tag, indicators, heading text and thesaurus code (eg scisshl).Consult your library system support to resolve.
Why has a SCIS generated subject heading not matched after utilising SCIS Authority Files?
It could be a subject heading from an older edition of the SCIS Subject Headings that has been replaced with the appropriate new subject headings (eg Aborigines to Aboriginal peoples). If library staff have not yet removed all occurrences of a superseded heading such as Aborigines, and there are entries in the catalogue under both Aborigines and Aboriginal peoples (the new term), the insertion into the catalogue of a see reference: Aborigines See Aboriginal peoples may lead the user away from the older entries in the catalogue.
You have two alternatives:
- If a global change process is available, use it to convert the old headings to the new replaced headings.
- Create a see also reference to connect the old and new headings.
SCISWeb subscribers can perform a subject search in SCIS OPAC to check on allowed headings and their associated references. Library staff may also contact SCIS customer support for additional assistance.
When the library system utilises SCIS Authority Files, will it create references for non-standard SCIS subject headings?
No. This is a complex issue.
- If the non-standard subject heading does not match with a SCIS subject heading in SCIS Authority Files it will not create references for that heading.
- If a superseded SCIS subject heading does match with a SCIS subject heading in SCIS Authority Files there is no guarantee that references will be created. The creation of the references is totally dependent on the functionality of the various library systems. Check with your library system support for details.
Is it possible to have references created for only some selected subject headings?
This would only be possible if your library system allows you to set parameters to select specific subject headings. We would recommend that references be added for all subject headings.
Will my system display the notes that are included in SCIS Authority Files?
Check with your library system support for details.
Subsequent use of SCIS Authority Files in your library system
What happens when a school imports more SCIS records into their library system?
Subject headings that are currently present in their system will automatically inherit the see and see also references if the function using SCIS Authority Files has been run previously. However, if there are any new SCIS subject headings within the records that are being imported, the function using SCIS Authority Files will need to be run again in order to attach the appropriate references.
How often should I run the function that utilises SCIS Authority Files?
You would need to consider the demands on your library system hence you should consult your library system support for advice.
How will I be kept up to date if there any issues arising from the use of SCIS Authority Files?
If there are any issues, your library system support will communicate directly with you. |
