What is FAO? n The UN is a federation of specialised agencies all working to the same overall objectives n FAO is one such specialised agency with its.

What is FAO? The UN is a federation of specialised agencies

all working to the same overall objectives FAO is one such specialised agency with its

own independent Governing Bodies 180 Member Countries Mandatory contributions and voting rights A Biennial core budget of US$ 640 million Almost an equal amount of external funding HQs in Rome, Offices in over 80 countries Around 4000 staff World-Wide

What does FAO do? Collects, analyses, interprets and disseminates

information on nutrition, food and agriculture Promotes and recommends national and

international action in: scientific research in agriculture conservation of natural resources and the

adoption of improved methods of production improvement of the processing, marketing and

distribution of food and agricultural products adoption of international policies with respect to

agricultural commodity arrangements Furnishes Technical Assistance and Advice A Neutral Forum for International Cooperation

WWW.FAO.ORG WWW.FAO.ORG is a huge knowledge-base

400,000 HTML files More than 36,000 Documents (PDF and DOC) More than 30,000 dynamic applications (JSP, ASP) About 360,000 images (GIF, JPG, BMP) 400 multimedia resources (AVI, MPG, MOV) Around 100 major databases (Oracle, SQL, ISIS) In English, French, Spanish, Arabic and Chinese! 48 Million hits (7 million 3 years ago) 2 Million Visits (323,000 visits 3 years ago)

How we mange this enormous volume of data:

FAOSTAT

KIMS

INPHO

GEOWEB

InformationSystems

Bibliography

Databases

ExpertProject

Organizations

Databases Databases

Databases

Directories

Specialised Applications

Database Search Engines

Metadata Metadata Metadata

Doc. RetrievalApplications

Map Retrieval Systems

Web+InformationFinder Applications

Core Metadata

Core Metadata

CoreMetadata

Portal Search/Dissemination InterfacePortal Architecture DiagramStandardisation in InformationCollection and Dissemination

AGROVOC

SubjectCategories

DTD

AGROVOC

SubjectCategories

DTD

Web PagesFAO-On-line

Web PagesCOAIM

Workshops

Document Repository

Photos

Maps

DTD

AGROVOC

SubjectCategories

DTD

Data Collection Sheets

Input Sheets

TemplatesGIS+Graphics Documents

Work-Flow Systems

WAICENTResource Finder

Country Profiles

Community Directory Systems (CDS)

Sometimes it really feels like this

“Invest in new technologies, but secure your knowledge-base first”

And now Jim Weinheimer presents a possible framework for unified authority files, using FAO as a case study.

Stephen KatzChief, Information Dissemination Management

A Framework for Unified Authority Files:a Case Study of Corporate Body Names in the

FAO Catalogue

James Weinheimer, Kafkas CaprazliFAO of the UN, Library and Documentation Systems Division, 00100 Rome, [email protected] [email protected]

FAO of the UN

Library and Documentation

Systems Division

ECDL 2003Trondheim, Norway

19 Aug 2003

How does someone know how to find a corporate body in a catalogue?No one can know except by looking in authority files.Why?Because of different rules, or differences in how items arrive to the collection

Russian Catalogue

Организация

Объединенных Нации

United NationsUse: Организация Объединенных Нации

•Consistency: One form of name for all items in the catalogue•Organization point•System of Cross-references from other forms add predictability, and therefore the headings are more findable

Forms are not the same for all

catalogs

Forms are not the same for all

catalogs

Организация Объединенных НацииUse: United Nations

Russian Catalogue

Организация

Объединенных Нации

Russian Catalogue

Организация

Объединенных Нации

US Catalog

UnitedNations

How does someone know how to find a corporate body in a catalogue?No one can know except by looking in authority files.Why?Because of different rules, or differences in how items arrive to the collection

Forms are not the same for all

catalogs

Forms are not the same for all

catalogs

•Consistency: One form of name for all items in the catalogue•Organization point•System of Cross-references from other forms add predictability, and therefore the headings are more findable

What is important is that a single heading is used consistently within a collection, i.e. the authorized form. In this catalogue, items authored by the United Nations, UN, U.N., O.N.U., OON, Forente nasjoner, and so on will have the form Организация Объединенных Нации.The authority record will work in the following way. Someone will search for the other forms and find the cross-reference:

Use: Организация Объединенных Нацииand the user will be able to make the correct search, so long as a single form of the name is used in the catalogue.

Russian Catalogue

Организация

Объединенных Нации

United Nations

------------------------------------------------------------------------------------

UN

------------------------------------------------------------------------------------

U.N.

------------------------------------------------------------------------------------

O.N.U.

------------------------------------------------------------------------------------

OON

------------------------------------------------------------------------------------

Forente nasjoner

-------------------------------------------------------------------------------------------

This demands skilled labor

This demands skilled labor

Multiple Catalogues, or Union CataloguesThis method works well so long as the catalogue remains isolated. When catalogues start to interact, differences in culture, language, and tradition become obvious, all of which assures that the reliance on a single form becomes much more complicated.

AACR2 Catalogue

UnitedNations

Russian Catalogue

Организация

Объединенных Нации

Non-AACR2 Catalogue

U.N.

Norwegian Catalogue

Forentenasjoner

French Catalogue

O.N.U.

Use my form!

Use my form!

Use my form!

Use my form!

Use my form!

All except one must change their

forms!

All except one must change their

forms!

To change everything to a single form would take an incredible amount of work, but there is the additional problem of everyone having to agree on the same forms. Since there is little chance that the national libraries will all decide to use the same forms of names, there has been great interest in uniting different authority files.

The two main attempts are from IFLA (the International Federation of Library Associations) and the US Library of Congress.

In this proposal, an international authority (IFLA) would assign a definitive International Standard Authority Data Number (ISADN) for each form. Each authority record would be required to have this number on its record.

000 00862cxm 2200265 45 001 frBN001535123 005 19970410

100 $a 19810211afrey0103 ba 101 $a mul 102 $a II 103 $a 19450626 106 $a 211 152 $b RAMEAU $c 2 210 0 $7 ba $9 14 y $a Nations unies 410 0 $7 ba $8 spa $9 14 y $a Naciones unidas 410 0 $7 ba $9 14 y $a ONU 410 0 $7 ba $9 14 y $a Organisation des Nations unies 410 0 $7 ba $8 eng $9 14 y $a United Nations 510 0| $3 frBN00803649X $5 u $7 ba $9 14 y $a Conférence de Dumbarton Oaks $f 1944 510 0| $3 frBN001638625 $5 u $7 ba $9 14 y $a Société des Nations

French/RAMEAU

000 04811cz 2201189n 450 001 490154 005 20030711064602.0 008 790412i| acannaab| ia ana 010 __ |a n 79021345 |z sh 85139747 035 __ |a (DLC)n 79021345 040 __ |a DLC |c DLC |d DLC |d MoSU-L |d DLC |d InU |d MH |d DLC |d NIC

110 20 |a United Nations 410 20 |a UNO 410 20 |a Naciones Unidas 410 20 |a Nations Unies 410 20 |a ONU 410 20 |a Organisation des Nations Unies 410 20 |a Organizatsiia Ob´´edinennykh Natsii

AACR2/NAF

015 $a NCL/BNC 0011-A-0719

0XX __ |a NCL/BNC 0011-A-0719

In the MARC proposal, each library would add references to all other authorized forms within the system.

001 ea55555008/10 (Cataloging rules): c (AACR2)008/11 (Subject system/thesaurus rules): a (LCSH)040 $b (Language of cataloging): eng (English)100 0# $a Cleopatra, $c Queen of Egypt, $d d. 30 B.C. 400 0# $a Cleopatre, $c Queen of Egypt, $d d. 30 B.C.700 04 $a Cleopatre $b VII $c (reine d'Egypte ; $d 0069-0030 av. J.-C.) $0 fa44444700 04 $a Kleopatra, $c Agypten, Konigin, $b VII $d av69-v30 $0 ga33333700 04 $a <Heading for Cleopatra in Arabic, formulated according to

appropriate convention> $0 aa66666700 06 $a Cleopatre $b VII $c reine d'Egypte, $d 30 av. J.-C.$0 cfa77777

AACR2/NAFRecord Number

Heading

OtherRecord Numbers

Other Headings

OtherRecord Numbers

In the MARC proposal, each library would add references to all other authorized forms within the system.

001 ea55555008/10 (Cataloging rules): c (AACR2)008/11 (Subject system/thesaurus rules): a (LCSH)040 $b (Language of cataloging): eng (English)100 0# $a Cleopatra, $c Queen of Egypt, $d d. 30 B.C. 400 0# $a Cleopatre, $c Queen of Egypt, $d d. 30 B.C.700 04 $a Cleopatre $b VII $c (reine d'Egypte ; $d 0069-0030 av. J.-C.) $0 fa44444700 04 $a Kleopatra, $c Agypten, Konigin, $b VII $d av69-v30 $0 ga33333700 04 $a <Heading for Cleopatra in Arabic, formulated according to

appropriate convention> $0 aa66666700 06 $a Cleopatre $b VII $c reine d'Egypte, $d 30 av. J.-C.$0 cfa77777

AACR2/NAFRecord Number

Heading

001 fa44444040 $e (Cataloging rules): ncafnor040 $f (Subject system/thesaurus rules): ram (RAMEAU)040 $b (Language of cataloging): fre (French)100 0# $a Cleopatre $b VII $c (reine d'Egypte ; $d 0069-0030 av. J.-C.)400 0# $a Cleopatra $b VII $c (reine d'Egypte ; $d 0069-0030 av. J.-C.)400 0# $a <Arabic name romanized according to French convention> $b VII $c (reine d'Egypte ; $d 0069-0030 av. J.-C.)700 00 $a Cleopatra, $c Queen of Egypt, $d d. 30 B.C. $0 ea55555700 04 $a Kleopatra, $c Agypten, Konigin, $b VII $d av69-v30 $0 ga33333700 04 $a <Heading for Cleopatra in Arabic, formulated according to appropriate convention> $0 aa66666700 06 $a Cleopatre $b VII $c reine d'Egypte, $d 30 av. J.-C.$0 cfa77777

French/RAMEAU

There are practical problems with both methods. The IFLA proposal presupposes a large organizational structure for assigning ISADNs. Will it be an automatically assigned number, or will it have to go through a process of review?What happens to the millions of headings already in authority files?What happens with record maintenance?

French

Italian

AACR2Russian

Dutch

SpanishGerman

The Library of Congress proposal envisions a tremendous amount of labor as each record in each authority file must have the record numbers and forms of names from the related records in each authority file.In the system below, each record must have and maintain six related record numbers and forms of name in each authority record.

French

Italian

AACR2Russian

Dutch

SpanishGerman

What would happen if a new authority set had to be added?

Everyone would have to add the additional headings and record numbers to their own records. New

System

Even if the systems were implemented, it is still unclear how either one would be used in practice.Besides, at FAO, we want to be able to utilize different cross references, e.g. from the LCNAF, and incorporate them with our forms.Neither system would seem to allow that.

152 $b RAMEAU $c 2 210 0 $7 ba $9 14 y $a Nations unies 410 0 $7 ba $8 spa $9 14 y $a Naciones unidas 410 0 $7 ba $9 14 y $a ONU 410 0 $7 ba $9 14 y $a Organisation des Nations unies 410 0 $7 ba $8 eng $9 14 y $a United Nations 510 0| $3 frBN00803649X $5 u $7 ba $9 14 y $a Conférence de Dumbarton Oaks $f 1944 510 0| $3 frBN001638625 $5 u $7 ba $9 14 y $a Société des Nations

French/RAMEAU

040 __ |a DLC |c DLC |d DLC |d MoSU-L |d DLC |d InU |d MH |d DLC |d NIC110 20 |a United Nations 410 20 |a UNO 410 20 |a Naciones Unidas 410 20 |a Nations Unies 410 20 |a ONU 410 20 |a Organisation des Nations Unies 410 20 |a Organizatsiia Ob´´edinennykh Natsii

AACR2/NAF

How does someone searching here:

Organizatsiia obedinennykh natsii

Find this referencehere?

110 ^a Food and Agriculture Organization of the United Nations410 ^a FAO410 ^a United Nations Food and Agriculture Organization410 ^a Organización de las Naciones Unidas para la Agricultura y la

Alimentación410 ^a Organisation des Nations Unies pour l'alimentation et

l'agriculture410 ^a Forenede nationers organisation for ernæring og landbrug410 ^a Organisatie voor Voedsel en Landbouw410 ^a Organizatsiia Ob´´edinennykh Natsii po voprosam

prodovol´stviia i sel´skogo khoziaistva410 ^a United Nations. ^b Organizatsiia po voprosam prodovol´stviia i

sel´skogo khoziaistva410 ^a Potravinová a zemedelská organisace Spojených národ°u410 ^a United Nations. ^b Potravinová a zemedelská organisace410 ^a Yuen Singnyang Nongop Kigu410 ^a Kukche Yonhap Singnyang Nongop Kigu410 ^a F.A.O.410 ^a Kokuren Shokury¯o N¯ogy¯o Kik¯o410 ^a Organizzazione delle Nazioni Unite per l'alimentazione e

l'agricoltura410 ^a Lien ho kuo liang shih chi nung yeh tsu chih410 ^a United Nations Food and Agriculture Organisation410 ^a Samyukta R¯ashtra Sangha k¯a Kh¯adya va K°rshi Sangathana410 ^a Office and Agriculture Organisation of the United Nations410 ^a Food and Agricultural Organization of the United Nations410 ^a Food and Agricultural Organization410 ^a Tô ch´u´c lu´o´ng nông Liên Hiêp Qu´ôc410 ^a Food and Agricultural Organisation of the United Nations410 ^a Tô ch´u´c lu´o´ng thu´c nông nghiêp cua Liên Hiêp Qu´ôc410 ^a Kokusai Reng¯o Shokury¯o N¯ogy¯o Kikan410 ^a Tô ch´u´c nông nghiêp và lu´o´ng thu´c cua Liên Ho´p Qu´ôc

Library of Congress Authority File Record

HeadingReferences Good for Reference Librarians

Good for Cataloguers/Metadata CreatorsGood for Public

Good for Reference LibrariansGood for Cataloguers/Metadata CreatorsGood for Public

GREAT

RESOURCES

210 0 $7 ba $9 14 y $a Organisation des Nations unies pour l'alimentation et l'agriculture

410 0 $7 ba $9 14 y $a FAO

410 0 $7 ba $9 14 y $a Food and agricultural organization of the united Nations

510 0| $3 frBN004994797 $5 u $7 ba $9 14 y $a Institut international d'agriculture

550 $3 frBN002180020 $5 g $7 ba $9 12 y $a Agriculture $x Coopération internationale

French/RAMEAU Authority Record

FAO does not want to change all of their headings to those used in any one of the authority files.We want the references.

FAO does not want to change all of their headings to those used in any one of the authority files.We want the references.

FAO’s Forms of Names GREAT

RESOURCES

FAO’s forms of names are based on the rules of the AGRIS/CARIS network, an international information system for the agricultural sciences and technology.

According to the cataloguing rules used in this system, the name for FAO is: FAO, Rome (Italy)

Also, there is currently no system of cross-references in the catalogue at FAO. We would like to take advantage of the efforts of others before us, but we don’t want to be forced to change every form of name in our catalogue.

110 ^σ LCNAF ^λ all ^a Food and Agriculture Organization of the United Nations110 ^σ FAONAF ^λ all ^a FAO, Rome (Italy) 410 ^σ LCNAF ^λ all ^a United Nations Food and Agriculture Organization410 ^σ LCNAF ^λ all ^a Organización de las Naciones Unidas para la Agricultura y la

Alimentación410 ^σ LCNAF ^λ all ^a Organisation des Nations Unies pour l'alimentation et

l'agriculture410 ^σ LCNAF ^λ all ^a Forenede nationers organisation for ernæring og landbrug410 ^σ LCNAF ^λ all ^a Organisatie voor Voedsel en Landbouw410 ^σ LCNAF ^λ all ^a Organizatsiia Ob´´edinennykh Natsii po voprosam

prodovol´stviia i sel´skogo khoziaistva410 ^σ LCNAF ^λ all ^a United Nations. ^b Organizatsiia po voprosam prodovol´stviia i

sel´skogo khoziaistva410 ^σ LCNAF ^λ all ^a Potravinová a zemedelská organisace Spojených národ°u...

How to do this:Creation of the Unified Authority File Record

Addition of two new subfields to every field:^ σ Source authority file^ λ Language, or “all”

Addition of two new subfields to every field:^ σ Source authority file^ λ Language, or “all”

Headings can repeatHeadings can display distinctlyHeadings can search separatelyAll references can interoperateCan be done automatically

Headings can repeatHeadings can display distinctlyHeadings can search separatelyAll references can interoperateCan be done automatically

Form used at FAO

Form used in AACR2 catalogues

Public Displays

Search: Organizacija Ujedinjenih Nacija za ishranu i poljoprivredu

Use:

FAONAF (All): FAO, Rome (Italy) [Search the FAO Catalogue]

Other preferred forms:

LCNAF (All): Food and Agriculture Organization of the United Nations [Search associated catalogues]

FAO Catalog

Search: FAO, Rome (Italy)

Use:

LCNAF (All): Food and Agriculture Organization of the United Nations [Search associated catalogues]

Other preferred forms:

FAONAF (All): FAO, Rome (Italy) [Search the FAO Catalogue]

AACR2 Catalog

110 ^σ LCNAF ^λ all ^a Food and Agriculture Organization of the United Nations110 ^σ FAONAF ^λ all ^a FAO, Rome (Italy)

Customizable for each catalog. Easy searching.

Including Additional Authority Files

110 2_ ^σ FAONAF ^λ all ^a FAO, Rome (Italy)

110 2_ ^σ LCNAF ^λ all ^a Food and Agriculture Organization of the United Nations

110 2_ ^σ RAMEAU ^λ all ^a Organisation des Nations unies pour l'alimentation et l'agriculture

110 2_ ^σ GKD ^λ all ^a Food and Agriculture Organization

UAF Record

Search: Organizacija Ujedinjenih Nacija za ishranu i poljoprivredu

Use:

FAONAF (All): FAO, Rome (Italy) [Search the FAO Catalogue]

Other preferred forms:

LCNAF (All): Food and Agriculture Organization of the United Nations [Search associated catalogues]

RAMEAU (All): Organisation des Nations unies pour l'alimentation et l'agriculture [Search associated

catalogues]

GKD (All): Food and Agriculture Organization [Search associated catalogues]

Public Display for FAO patrons With the addition of Web Services, everything could be

searched with one click.The searches would be

corrrect in every catalogue.

With the addition of Web Services, everything could be

searched with one click.The searches would be

corrrect in every catalogue.

can go on indefinitely

Productivity Benefits

Currently, each time FAO library staff find an item catalogued in OCLC Worldcat, they must search the local authority file for every heading and change each heading in each record.When the Unified Authority File record is created, they need to do this only once.

LC Record245 00 ^a Somalia : ^b a country study / ^c Federal Research Division, Library of Congress ; edited by Helen Chapin Metz.250 __ ^a 4th ed.260 __ ^a Washington, D.C. : ^b The Division : ^b For sale by the Supt. of Docs., U.S. G.P.O., ^c 1993.300 __ ^a xxxvii, 282 p. ; ^b ill., maps ^c 24 cm.710 2_ ^a Library of Congress. ^b Federal Research Division.

29 Metz, H.C.^b(ed.) 31 ^eLibrary of Congress, Washington, DC (USA). Federal Research Div. 34 ^eSomalia: a country study 51 4. ed. 52 Washington, DC (USA) 54 1993 56 ^a282 p.^billus.

FAO Record

Productivity Benefits

Unified Authority File Record

110 2_ ^σ LCNAF ^λ all ^a Library of Congress. ^b Federal Research Division.

CHANGE TO:110 2_ ^σ FAONAF ^λ all ^a Library of Congress, Washington, DC (USA). Federal Research Div.

AACR2 Record

FAO Record

True sharing of records could take place without a loss of standards or quality

Currently, each time FAO library staff find an item catalogued in OCLC Worldcat, they must search the local authority file for every heading and change each heading in each record.Once the Unified Authority File record is created, they need to do this only once.

Productivity Benefits

110 2_ ^σ FAONAF ^λ all ^a Library of Congress, Washington, DC (USA). Federal Research Div.

CHANGE TO:110 2_ ^σ LCNAF ^λ all ^a Library of Congress. ^b Federal Research Division.

FAO Record

AACR2 Record

True sharing of records could take place without a loss of standards or quality

Unified Authority File Record

Currently, each time FAO library staff find an item catalogued in OCLC Worldcat, they must search the local authority file for every heading and change each heading in each record.Once the Unified Authority File record is created, they need to do this only once.

Other Bibliographic Entities

This presentation provides only an overview of the basic uses of the Unified Authority File as applied to corporate bodies. With a few additions, the same structure could be used for all types of authorized forms, such as personal and geographic names, and even subjects.

Some bibliographic entities are more complex than corporate bodies, e.g. personal names have different cataloguing treatments in different rules, when names change or there are pseudonyms, and especially subjects, with multiple and divers relationships between them.

Difficult conceptual problems would then dominate, e.g. the Library of Congress Subject Heading: Forest thinning is the same as the AGROVOC descriptors: THINNING ; FORESTRY OPERATIONS None of these terms exist in the others’ thesauri.Can this be accomplished too? Along with far more complex relationships?

We think yes, but a discussion of this is for another paper.

AACR2 Catalogue

UnitedNations

Russian Catalogue

Организация Объединенны

х Нации

Non-AACR2 Catalogue

U.N.

Norwegian Catalogue

Forentenasjoner

French Catalogue

O.N.U.

Unified Authority File

Form used in Russian Catalogue (Search Associated Catalogues)Form used in AACR2 Catalogue (Search Associated Catalogues)Form used in non-AACR2 Catalogue (Search Associated Catalogues)Form used Norwegian Catalogue (Search Associated Catalogues)Form used in French Catalogue (Search Associated Catalogues)

Unified Authority File No one needs to change their formsAll we have to do match forms and share

Generations before us have collected a vast amount of information that is of critical importance for resource discovery and sharing.

By building on their efforts, our generation now has the task of bringing this information together.