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AI agent for librarians

Catalog Record Quality Agent

Clean, findable catalog records

Quality controlData cleanupEducation
See how it worksGet access
Catalog Record Quality Agent: what goes in, what the agent does and what you get

What it does

Catalog records decide whether patrons can find an item, and errors pile up from vendor feeds and quick entries. Each week this agent scans new and existing records for missing subject headings, wrong format codes, duplicate records and headings that do not match the authority files. It drafts a fix for each problem and groups fixes by type, so the cataloging librarian can approve them in batches. After fixes are applied, it rescans to confirm the records pass. Records that still fail get new draft fixes or go to manual review. It also reports error rates by source, such as a vendor feed that keeps sending bad records. Edge case: local notes added by staff are never overwritten.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueNo 1 STARTS WHEN Weekly scan 2 USES A TOOL Scan new and existing records 3 DOES Compare headings with the authority file 4 DOES Draft fixes and merge suggestions for duplicates 5 YOU APPROVE Librarian approves fixes 6 CHECKS THE RESULT Do records pass after fixes? If not: draft new fixes for records that still fail.Back to step 4. 7 DOES Summarize patterns by source of record 8 RESULT Quality report
Read the steps as a list
  1. Weekly scan
  2. Scan new and existing records
  3. Compare headings with the authority file
  4. Draft fixes and merge suggestions for duplicates
  5. Librarian approves fixesThe agent waits here for your OK.
  6. Do records pass after fixes?If not: draft new fixes for records that still fail. Back to step 4.
  7. Summarize patterns by source of record
  8. Quality report

How it decides

Rules for required fields and headings.

  • Duplicates merged after review
  • Local notes kept
  • Headings match authority

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Rules
  • Scope
  • Schedule
  • Report

What keeps you in control

It always asks you first

  • Record changes

Hard limits

  • No deletions by agent

It stops when

  • Done: report
  • Stop: none

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensIn the week of June 9, the agent scanned 1,240 records. It found 37 missing subject headings and 5 duplicates. Librarian Paul Green approved the fixes. The re-check found 4 headings still failed the authority file because of a spelling variant. The agent looped back and drafted corrected headings. Paul approved them, and the quality report showed all records passing.

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