Scope: Overview of what ISNI is and how to use the ISNI web interface
Creator: Mary Jane Cuneo, Karen Carlson Young
Draft
What is INSI?
International Standard Name Identifier—an ISO (International Standards Organization) standard developed as a global identification system of Public Identities of Parties. It identifies millions of contributors to creative works and those active in their distribution, incl. writers, artists, creators, researchers, publishers, and more.
ISNI is not an authority file!
ISNI is a significantly different approach than that used for authority control in which we establish and maintain consistent forms of terms—names, subjects, titles—to be used as headings in the bib records of the library catalog. There, headings must not only be consistent, they must also be unique. The bibliographic information is organized using a single distinct spelling of a heading—which is “authorized” or established in one particular form and applied consistently.
Creating an ISNI is quite a different experience from what we are familiar with as catalogers. Generally when creating a local or NACO authority we are basing the authority on a resource in hand, but that is not necessarily true when creating an ISNI. We might not have anything in hand and in many cases the names we are working with are primarily outside the library silo, in term of the material we work on.
Another difference is the milieu (peer sources)—ISNI contributors are not only other libraries but also property rights organization, publishers, information aggregators, etc.) so we are placed in a much larger/global environment.
It is important to remember that because ISNI is not an authority file, we are not trying to create a unique access point but an identity so different forms of name are gathered together under a single record for the appropriate identity, including multiple forms of the same preferred name and/or variants.
What is an ISNI?
ISNI identifies public identities of parties:
- Party: a person, fictional character, or a legal entity (party can have more than one Public Identity)
- Public Identity: the name by which a Party is publicly known. Each Public Identity for a separate Party shall have a separate ISNI.
- An author who publishes under several different names:an ISNI will be created for each name or party: example: Ruth Rendell/Barbara Vine
Note that ISNIs identify the Public Identities of Parties such as author, composers, cartographers, performers, academic/scientific authors, publishers, etc. ISNI does not include works/expressions, subjects.
ISNI=16 digit number (including check digit)
How do you get an ISNI?
There are two levels of records:
- Provisional/Suspect
- Assigned
Whether the ISNI receives Assigned status or not depends in large part on a complex algorithm that takes into account the:
- Richness of the data
- Uniqueness of the data
- Source of the data
See also ISNI Data Quality Policy.
The more information you can add the more likely you are to get an assigned ISNI!
Note that the majority of records in the ISNI production database have a status of provisional, most commonly because there are no matches with records from other sources, or there may be too many matches. Potential matches need to be reviewed (manually) before upgraded to Assigned status.
Where does the ISNI data come from?
ISNI data comes primarily from the VIAF (Virtual International Authority File) database. VIAF contains name authority work carried out by agencies worldwide, many of which are national libraries (over 40), but there are non-VIAF contributors to ISNI as well.
Databases
Within ISNI there are 3 primary views or databases:
- Public view=(www.isni.org) no need for a user ID; includes only records with status “Assigned”
- Member view=as a member, the entire database is available. Members have maintenance capability via the web interface
- QT view=access to a higher level of maintenance (via web interface and WinIBW client)
***Need to talk about accept vs production.
ISNI Web Interface
See How to use the ISNI web portal. For more detailed information, continue below:
Logging on
Name: XXXX
PW: XXXXXXXX (to be provided by Harvard)
First time use: brings you to a screen that most likely will present with browser security warning. This can be ignored. Go to Advanced/make exception in browser settings (you should only have to do this once)
What you’ll see
The first screen is a Search screen. Notice also other tabs for Results (of your search)
Advanced (shows other search options with filters for different combinations of search terms—note drop-down menus under each)
Help: offers detailed information about the search options and how best to use them. Also offers explanation of the search terms in the drop-down menu (APH, CN, etc.)
Searching
See How to use the ISNI web portal. For more detailed information, continue below:
Search terms
It can be helpful to experiment with the searching options on your own to get an idea of different results based on different search terms/combinations. See also ISNI Search: Guidelines and Examples: http://www.isni.org/filedepot_download/139/470
- Use search term APH (any phrase): to search by forename or surname or by ISNI number.
- Use search term NA: to search for a person: enter surname forename (comma is optional); to search for an organization, enter name (or name of parent organization, child organization)
Search results are sorted by relevance; for example: Results for John Huston:
- APH: 8 (direct)
- APH: 14 (surname, forename) and (surname forename –no comma)
- NA: 1 (direct)
- NA: 14 (surname, forename) BUT surname forename – no comma=0)
Note: Results display 10 per screen/click on next to see remaining results in the search
More information
- Tab: Shortlist-takes you back to the Search results list (or use back arrow)
- On left: Show Hints or Hide hints
For additional information about the names in the list go to the Filter box: Click on the + and see:
- Type of id: person;
- Status:
- if assigned: 16 digit ISNI number
- if provisional: Record no. (click on either one to see the results)
- Creation class (similar to RDA content type)
- Creation role (clicking on any one of the links takes you to the record that is coded for that class or role)
Click on a name: the record displays with Labels. Also look at:
- Tab: Sources Data (PICA data format)
- Tab: Marc21 format
Of interest
ISNI is designed to uniquely identify, it is not intended to provide access to comprehensive information about a public identity. It can provide links to sources where detailed information is held, and provides a link for occurrences of the public identity across databases on the web.
- Expected: Fields in the Sources/Marc21 formats are arranged in numeric order
- Unexpected: there is no 1XX field because there is no “authorized form” as we are know it and are used to seeing in the NAR. Instead, the “Name” appears in the 7XX field, and there can be multiple 7XX fields.
- Each form of the name in the 7XX field is followed by a code for the source.
- The 4XX fields (which precede the 7XX fields) are the “alternate names” as determined by the institution that contributed the data. It also doesn’t matter if the forms repeat, or if the same form appears in both the 7XX and 4XX field…what is important is the source of the data (who says so and how many) In the end, all of the forms of the name in this record are linked to this one specific ISNI
- name variants are fine: spellings, middle name, with and without birth and death dates
Creating a new record
See How to use the ISNI web portal. For more detailed information, continue below:
Avoid duplicates
Do a thorough search to avoid creating a duplicate. Perform the search several ways.
Note! fairly extensive searching may be part of the process: Google search, IMDb, or other resources depending on where the name is coming from
- Search by Name:
- Search Browse Index to double check
- If you find no matches, select the WebCat tab at the top of the search screen.
Creation
Option to add an identity for an organization or for a person/fictional character. Select Person template
- This is pre-populated with Identifier type which is a code for the contributing institution: XXXX
- Identifier (number): leave blank
Name: enter the name you are creating
- Name is required! (even when editing and the name is the same as the name already supplied by another source)
- This from of name will appear as the 700 field in the record
- Forename surname as found in the source, plus other information that you have
Names should be as complete as possible where information is available (forenames preferred over initials). If you have a pseudonym, enter that in the Surname box.
Note:
- Filled in fields will be assigned a $$2 source code associated with the sign on of the user
- Fields with a + sign are repeatable.
- Where there are codes for an element these are indicated by a pull down box (Creation role) or b the “i” Information icon next to a field that includes contains information about the data that can be entered.
Heading:
Creation Class (defines the repertoire such as musical, a-v, textural similar to RDA’s content type. Some examples are given if you hover over the “i” information icon, but according to the ISNI data element values document creation class is not yet defined; the default is “cre” BUT it is an optional field and most of us are choosing not to enter any value in this field.)
Creation Role (such as author, performer, publisher, illustrator): use the drop-down menu which is fairly comprehensive, for the HFA project there are numerous options in addition to director, such as film director, film producer, etc.
Work: Titles of works created by person (as found in the source):
Name Variant: Additional names as found in source
- This form will appear as a 400 in the record
Related person: co-authors, co-performers, real names, collaborators, etc.
Relation: is related
Relationship type: choose from drop-down list
Related organization: if person is affiliated or member of or otherwise related
Language, Gender, Nationality: optional
External Information and Notes: You can add outside sources such as a website in the Information Box, with an indication of the source such as Wikipedia and the URL to the source providing a link to more detailed information about the Public Identity.
General note: messages for the ISNI quality team, such as information that should be deleted from a record, records that should be merged or separated: i.e. challenge the algorithm….
When completed, click SAVE Changes. (Not necessary to Save after adding information in each tab)
Results:
- When a new name is entered, the ISNI algorithm checks the database for possible duplicates. If a possible duplicate is found a record with status provisional is entered and presented on the screen with its possible dup. If you are able to resolve the duplicate you will get an assigned ISNI (16 digits).
- If there is no potential duplicate identified, the ISNI server checks for completeness, so if data required for assignment is missing, the status of the record is set to Provisional. Instead of an ISNI number, the record will present with its Record no.
And you have created a record!
Enhancing a record
See How to use the ISNI web portal. For more detailed information, continue below:
What is enhancing a record:
- To change record status from provisional to assigned (i.e. establish the identity);
- To provide additional info about the identity that will help to distinguish it from other identities.
How to enhance another institution's record
- Find existing record created by other source
- Check record status: provisional/assigned
- Add source (XXXX) and the Name; Save
- Add its web page as additional information, for example
How to enhance your institution's record
- Find existing XXXX-created record
- Add a Relationship (Related; Relationship Type); Save
How to create links between records
- Find existing record > (Related; Relationship)
- Add relationship
- search; compare/choose; add see also or colleague/collaborator relationship; link); Save
Identify and report problems and duplicates
There are four ways possible duplicates can arise:
- Your search results list contains a possible duplicate in ISNI, and ISNI has flagged it for comparison
- Your search results list contains an obvious duplicate in ISNI, but ISNI has not flagged it
- make a General Note on the External Info & Notes tab of the duplicate record: "Please merge with [isni #]," which generates an email message to the ISNIQT
- Your search results list may contain a duplicate but you’re not sure
- make a General Note on the External Info & Notes tab of the duplicate record: "Please merge with [isni #]," which generates an email message to the ISNIQT
- When you create a new record, the ISNI algorithm sees a possible duplicate and presents it to you
- click Compare, and decide, as per earlier example and instructions in Guide (***Amy find link)
Also make a General note when you have found a mixed identity (names of different persons in one ISNI record), or another error you wish to see corrected.
See also & documentation
- How to use the ISNI web portal
- ISNI field documentation
- British Library's WinIBW manual (1-3 in particular)
- Q & A Between Harvard and the ISNIQT/OCLC
