Cataloging Practices Manual [CPM-350]


Authority Procedures


Library Technologies, Inc. (LTI) is Columbia's vendor for authority control. For a full explanation of authority control and the services offered by LTI go to the company website

On or about the Monday that follows the 15th of each month, records updated from the beginning to the end of the previous month are sent to LTI for automated authorities processing (AUP Level II). Records may be new Precat records or fully cataloged CLIO records or records with any change in the bibliographic record.. Active records with call numbers are considered to be cataloged. Names, uniform titles, series and LC subject headings (1XX, 240, 4XX, 6XX, 7XX, 8XX) are verified against the Library of Congress authority file. LTI supplies CLIO with new and updated authority records and replacement bibliographic records whenever a heading or a subdivision changes.

For this to work, LTI must always have the most up-to-date version of our bibliographic record. To accomplish this, CLIO bibliographic records are automatically resent to LTI every time a change is made in the record. The trigger for this is a new date in the bibliographic record history field.

Certain categories of records are not sent to LTI, e.g., suppressed records, acquisitions records and some categories of vendor records. Codes in the 965 field may prevent output to LTI.

Records that have been processed by LTI have the marker AUTH in a 900 field in the bibliographic record and LTI is automatically coded as an operator with replace actions in the history tab.

LTI processing does not cause records to be automatically resent to OCLC.


Prior to beginning LTI processing, a series of automated alerts described in the following paragraphs are sent to catalogers. While bibliographic records are being processed by LTI they should not be edited at all including minor edits or the addition of statistics fields. When records requiring updates are being processed by LTI, a placeholder record remains in CLIO. When LTI returns the processed records to us, the placeholder records are overlaid with the changed records. Edits on a placeholder record are lost.

Note: Edits may be made to existing cataloged holdings and item records at any time since these records are not sent to LTI.

Automated alerts are sent to all catalogers when LTI processing is taking place.

The first message will say, for example, LTI processing for records that were updated between 05/01/2009 and 05/31/2009 will begin in 1 hour. You will receive another message when the process actually begins.

The second message has the subject LTI PROCESSING HAS BEGUN. The message gives the date range of records out for authority processing. If you are editing a record during this time period, check the HISTORY tab to be sure the record is not in the effected date range.

The monthly LTI processing has now begun for bib records that were updated between 05/01/2009 and 05/31/2009. Please defer updating these records until you receive an email notifying you that LTI processing has finished. We hope to finish the LTI processing within a few hours. Thank you for your cooperation.
The Library Systems Office.

When the records are reloaded, a third message will be sent to your email with the subject LTI PROCESSING HAS FINISHED..

The monthly LTI update processing on bib records that were updated between 05/01/2009 and 05/31/2009 HAS NOW FINISHED. You can now resume updating these records. Thank you for your cooperation!
The Library Systems Office

Once you receive this message, all updates to records may resume.

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Last updated 07/02/09 kmh