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Notes for E-Matrix Organization Name Authority (ONA) Tool

Purpose: To normalize organization names within E-Matrix. These names are picked up by E-Matrix via the MARC 260 field, the Symphony vendor data, are input with license data, and had been harvested from SFX data.  The SFX provider data was not removed when NCSU switched to Serials Solutions’ knowledgebase.

We are concerned with establishing authorized names for the entity responsible for the intellectual content of the resource, not necessarily for the entity who provided it, or distributed it.   Statement of Responsibility for the content takes precedence over distribution or manufacture.

  • Ex. Cambridge University Press for the Society of [AQD:blahdeblah] (Authorize under Society name.)

We are also concerned that multiple versions of an entity's name will cause reporting and searching inaccuracies, so, we make every effort to reduce the number of variations.  However, since we cannot predict which form of the name may be most useful to a staff member who is managing resources in E-Matrix, non-authorized variations of names remain in the ERMS to facilitate discovery.

  • Ex.  Elsevier has over 100 variations in spelling and punctuation in the E-Matrix data, these have been "merged" together under one authorized form of the name.
Strategies to Identify an Authorized Form of an Organization's Name:
  1. Use these methods to determine a best choice of authorized name for NCSU.   The strategies listed below are in preferred order of use – use the fewest possible to make a decision:
  2. Search LC Name Authority File (LCNAF) using keyword first.  If an authorized form is available, consider whether or not the authorized form works for NCSU.  Note the 4XX and 5XX entries, and search E-Matrix to see if those versions exist in E-Matrix data.  Normalize as appropriate.
  3. Google the publisher/provider name – pay attention to matching logos.
    1. Ex. Elesevier’s logo on Elsevier Maisson (Decision to associate the latter with Elsevier based on info in logo)
  4. Consult Wikipedia for history of organization, former names, etc.
  5.  Search for a home page for the organization, sometimes company history is listed.
  6. If you cannot find anything in the above, open another instance of E-Matrix, search by the organization you are authorizing, click the related Resources Tab to find what titles are associated with the organization.  Search the online journal to investigate logo, pub info, etc.

For more information on background and policy making decisions, see:

Blake, K., & Samples, J. (2009). Creating organization name authority within an electronic resources management system. Library Resources & Technical Services, 53(2), 94-107.  Access this article via NCSU's SPA repository here.

To Associate Alternate Forms of a Name with an Authorized Form:
  1. Open 2 instances of E-Matrix (one searching, one for the Organization Authority Tool)
  2. In E-Matrix, go the Tools/Organization Authority
  3. Select and copy a name from the list or spreadsheet from which you are working
  4. In E-matrix, search name in the keyword box at the right
    1. Key symbol = authorized version of a name
    2. No key symbol = unauthorized version, BUT it is associated with an authorized form (see reference)
    3. Caution symbol = name not reviewed
  5. Employ search strategies discussed above for un-reviewed names
  6. If there are no resources listed under the Related Resources tab, take the name as found (if no egregious typo is apparent) because we have not received or ordered anything else with which to compare versions of a name. 
  7. Go back to the Organization Authority Tool, Select the appropriate titles to work.
  8. Scroll down to the bottom of the list continue process of creating authorized and see reference version of a name.
    1. Review the list of names that have been selected for accurate selections
    2. Click Next Step
  9. If possible, choose a name from the top drop-down (labeled “Organization”). Click Select.
  10. If the authorized version of the name does not yet exist in E-Matrix (it’s not in the top drop-down), go to the other instance of E-Matrix that was opened for quick searching (not the Tool version) and use the Create organization feature under Manage Organizations to add the name. Go back into the ONA Tool, re-search the organization, make the appropriate selections on the screen, and proceed to authorize the desired name.
  1. E-Matrix ONA “reports” are for resource management, used for project planning and next steps.  Lists of authoritative resources and related resources (found under Reports – Organization Authority – Resources by Organization) are used by Collection Management.
  2. If an LC NAF form of the organization's name is used, open Edit Organization under Manage Organizations, and add the LCNAF (the entire 010) into the appropriate text box.  "n 80083764" 
  1. Do not merge names if they are historically legitimate distinct entities.  The goal of ONA is to normalize different versions of names that are used concurrently.*  Ex. John Wiley & Sons should not now be merged with Wiley-Blackwell.  A provider name does not necessarily equal a publisher name in any given situation.  John Wiley could have been the publisher of a resource at a point in time, but the resource may now be provided to us by Wiley-Blackwell.  These organization name do not represent the same entity.
  • Ex. Lyrasis and Solinet are two versions of the same organization.  It’s OK in this case to set Lyrasis as the authorized form of the name, since this is a name change situation.  Both versions still represent the same entity.

Current Status and Plans for Future Work Flows and Projects

Organizations that have been identified by Acquisitions and/or Collection Management Librarians as being high-priority for being authorized first were identified and processed/authorized as described above.  These entities were considered high-priority for a variety of reasons, high-volume of publications, high-cost of publications, need for license processing, or the need to add administrative information to the organization within E-Matrix.  As of early November 2010, all of these high-priority organizations have been processed via ONA. 

Requests for authorizing high-priority names are reported to CER via Remedy, email, and spreadsheets from the requesting departments.  A spreadsheet with High- and Medium-priority requests is on the G:drive (G:\e-matrix\Data Quality Subgroup\Organizations needing to be Reviewed for Contact Record Project.xlsx).

Medium priority organizations identified on the above spreadsheet are in the process of being normalized as of 7 December 2010.

Reports created in E-Matrix for Organization Authority (Reports => Organization Authority)

  • "One Resource Organizations" -- Plans for this report were to quickly review the names for obvious errors in the names, clean them up, and then create a method with IT's input to code/tag/identify these names as the authorized version of the entity.  Concrete methodology has yet to be worked out, but this project would mean that most of our organization names would have an authorized version.
  • "Unverified authorities" is mis-named, it should be "Unverified organization names" because these are what this report is for.  The idea here was that once the majority of the organization names were authorized, this report would be used for maintenance purposes.  CER staff would review the file on a regular basis, perhaps monthly, and work through the names as in the instructions above

Known Clean Up Projects in Need of Planning

  • "s.n.", "The Society", and other non-unique terms used in MARC 260 $b create false associations between resources because these terms as seen as being a single publisher.  It is not advisable to authorize any non-unique, cataloger supplied terms such as these, given that resources will be related to each other based on inaccurate data.  The bibliographic record should be updated in the cases where terms such as "The Society" were used, so that unique society names will ensure that inaccurate associations are reduced in number.
  • Non-Roman scripts are used in some cases, care should be taken to use the transliterated forms of these entities in making ONA decisions.
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