Delete/Undelete an Authority Record

If you have the required permissions, you can delete or undelete an authority record from the Authority Record workform in Leap. You can also delete an authority record when you delete a bibliographic record that is the last record linked to that authority record.

The following Cataloging Administration permissions, parameters, and profiles that control authority record deletion in the staff client also apply when deleting/undeleting authority records in Leap:

• Permission
  • Authority records: Delete/Undelete

• Profile
  • Retain deleted authority records

See also:

• Delete an Authority Record
• Retain Deleted Authority Records Profile Setting
• Undelete a Deleted Authority Record

Delete an Authority Record

To delete an authority record in Leap:

1. Open the authority record in the Authority Record workform.
2. Select Actions | Delete.
3. Click Continue to delete the authority record.

• If the authority record belongs to a record set or has other breakable links, the Authority Record Links (Breakable) dialog box appears.

• When you click CONTINUE DELETING, one of the following messages appears, depending on whether your library retains deleted authority records or deletes them immediately:
  • The authority record will be marked for deletion. Do you want to continue?
  • The authority record will be permanently deleted. Do you want to continue?

• If you click CONTINUE DELETING and the authority record is linked to other bibliographic or authority records, the Authority Record Heading Deletion Options dialog box appears. The left side of the dialog box lists the options for linked bibliographic records, and the right side of the dialog box lists options for the linked authority records.

For linked bibliographic records, select one of the following options:

• Unlink headings - Breaks links to any bibliographic headings linked to this authority record
• Delete linked headings - Deletes the heading and tag in linked bibliographic records

For linked authority records, select one of the following options:

• Unlink headings - Breaks links to any authority records
• Flip linked headings - Converts the 5xx tag (See also from reference) in the linked records to a 4xx (See reference). This option is available only when an authority record is linked to the authority record you are deleting.
• Delete linked headings - Deletes the linked authority headings

2. Click CONTINUE DELETING to delete the authority record.

The authority record is either marked for deletion and retained, or it is permanently deleted from the database, depending on the Cataloging profile setting. See Retain Deleted Authority Records Profile Setting.

Retain Deleted Authority Records Profile Setting

When you delete an authority record, the record is marked for deletion and retained or permanently deleted from the database according to the setting in the Cataloging profile, Retain deleted authority records (Yes/No):

• If your library retains deleted authority records, the following occurs:

  • The authority record is marked for deletion, its status is Deleted, and LDR position 05 (Record Status) is set to 'd' for deleted.

  • The Display in PAC box is unchecked.
  • The authority record is unindexed, and only searchable by Record status, Deleted or Control number.
  • An authority record marked for deletion transaction (3026) is logged.
  • Any links to authority record sets are removed.
  • The headings are unlinked
• If your library does not retain deleted authority records, the following occurs:
  • The authority record is permanently deleted.

  • An authority record deleted transaction (3004) is logged.

  • Any links to authority record sets are removed.

Undelete a Deleted Authority Record

You can undelete authority records with a Deleted record status.

1. Open the deleted authority record in the Authority Record workform.
2. Select ACTIONS | Undelete.

The authority record is updated as follows:

• The record Status is set to Final.
• The Modifier displays the Username.
• The Modification Date reflects the undelete date.
• The record is reindexed.
• The Record Status (LDR position 05) is set to c (corrected or revised).
• An Authority record undeleted transaction (3029) is logged.

A message confirms that the record status was changed to final and reminds you to re-establish links that were broken when the record was deleted.

3. Click OK to close the message box.