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Subject heading assignment and MARC verification

by MASTER

Assign authorized subject headings and correct MARC fields for newly acquired items so they display correctly in discovery. Run this when new records arrive from vendors or when imported records show missing or inconsistent subject data.

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What's inside

Subject heading assignment and MARC verification

Assign authorized subject headings and correct MARC fields for newly acquired items so they display correctly in discovery. Run this when new records arrive from vendors or when imported records show missing or inconsistent subject data.

⏱ 30 min ★ Medium
Target

New bibliographic records in the ILS lack authorized subject headings and have incomplete or inconsistent MARC 650/651 fields.

Obstacle

Many incoming records use variant or non-authorized wording and vendor MARC patterns differ, so searches against the authority file return multiple close matches and some records require reformatting of indicators and subfields.

Expectation

Each new record will have authorized subject headings entered in the MARC 650/651 fields with correct indicators and subfields, including authority URIs when available, and will display correctly in the public catalog.

Tools
  • • Integrated Library System (ILS) or cataloging client — 1
  • • MARC editor — 1
  • • Subject heading authority file (LCSH/FAST/authority service) — 1
Steps
  1. 01
    Retrieve and batch records
    Filter the ILS for newly received or 'new' status records, count the batch, and open the first set of records in the MARC editor for review.
    ⏱ 5 min
  2. 02
    Determine authorized headings
    For each record, read the title/summary and search the authority file to select the exact authorized heading(s); copy the authorized heading string and any identifier or URI for $0.
    ⏱ 10 min
  3. 03
    Insert and format MARC 6XX fields
    Add or replace MARC 650/651 (and 600/655 if applicable) using correct indicators and subfields ($a, $v/$x/$y/$z as needed), include $0 with the authority URI when available, and remove duplicate or malformed fields.
    ⏱ 10 min
  4. 04
    Validate, preview, and save
    Run MARC validation, preview the public display to confirm headings render correctly, log any records needing follow-up, save changes, and update record status to cataloged.
    ⏱ 5 min