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SCOPE: The following instruction sheet provides policy and procedure for all types of cataloging and the type and amount of “Authority Control” that is be provided.
Name Authority work is the procedure whereby authors, composers, editors, etc, (personal, corporate or conference) are “controlled”. That is, each heading is “authorized” in form and consistency. The name authority record controls this. In addition, the authority may contain cross-references that will assist the user–leading the user from the “wrong” to the “right” heading. The authority record will also contain “sources found” note field. This field is informative in identifying the work of an author (composer, artist, editor, etc.) when two or more “like” headings are involved.
Preliminaries:First, it needs to be understood, what MARC21 field tags are used in bibliographic records and what field tags are used in authority record and how they are used. Table 1 identifies bibliographic records and Table 2 identifies authority records.
| BIBLIOGRAPHIC RECORDS | |
| Tag | Description |
| 100/700 | Personal name. (Example: 100 1# Twain, Mark, ‡d 1835-1910) |
| 110/710 | Corporate name. (Example: 110 2# Price, Waterhouse (Firm) |
| 111/711 | Conference name. (Example: 111 2# World Academic Conference of the Seoul Olympiad '88 ‡d (1988 : ‡c Seoul, Korea) |
| AUTHORITY RECORD | |
| Tag | Description |
| 100/110/111 | Authorized heading. |
| 400/410/411 | See From Tracing. (Generates the OPAC message "Search under") |
| 500/510/511 | See also Tracing. (Generates the OPAC message "Search also under") |
| 670 | Source found note. |
Example of Name Authority Record from OCLC:
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ARN: 2889517 Rec stat: c Entered: 19910204 ►Type: z Upd status: a Enc lvl: n Source: Roman: Ref status: a Mod rec: Name use: a Govt agn: Auth status: a Subj: a Subj use: a Series: n Auth/ref: a Geo subd: n Ser use: b Ser num: n Name: a Subdiv tp: n Rules: c ¶ ► 1 010 n 91011484 ¶ ► 2 040 DLC ‡c DLC ‡d DLC ¶ ► 3 005 19920702111848.3 ¶ ► 4 100 1 Jackson, P. E. ‡q (Paul E.)¶ ► 5 400 1 Jackson, Paul E. ¶ ► 6 670 The Physics and tech. of laser resonators, c1989: ‡b t.p. (P.E. Jackson, Dept. of Physics, Heriot-Watt Univ., Edinburgh) Brit. CIP (Jackson, P. E. (Paul E.))¶ |
If the user searches under Jackson, Paul E. their search results would look like this:
Jackson, Paul E.As you can see the authority record leads the person from the “wrong” to the “right”.
Please note the following fixed-fields from above:
| Name use:a | 1XX/7XX fields |
| Subj use: a | 6XX fields |
| Ser use: b | 4XX/8XX fields |
The three fixed field values above may have an “a” or “b”. The coding is as follows:
a Appropriate. Code a indicates that the 1XX field contains an established heading.
b Not appropriate. Code b indicates that the 1XX field is not appropriate as an established heading.
In the above example, Paul E. Jackson can be used as a main/added entry (100/700), as a subject heading (600), but not as a series. (440/830)
670 is a “source found note”. The first time an authority record is established, the item which was cataloged and the basis of the heading creation is cited here. Additional 670s are used when cross references need to be generated (if they aren’t already present in the record) or to assist in identification of the uniqueness of the author.
Policy:
Procedure:
Problems:
| Q: | My authority record has a “Search Under” for the heading that is on my OCLC record, what do I do? |
| A: | Change the OCLC record to match the 1XX form of the heading. If the copy cataloging is less than three years old, and the authority record ACODE1 does not have a 0 or 1, search OCLC to see if the authority record has been updated. If so, you will need to overlay the authority record with the newer record. |
| Q: | My author on the title page doesn’t match the 1XX/7XX in the bibliographic record, what do I make of this? |
| A: | There is a good chance that the author has several forms of his/her name used in publications. LC has determined what the correct heading is based on the 80% rule. That is, 80% of the author’s works are published under one predominant form of the name. Check the 670 notes in the authority record for proof of source–that is, subject matter the same that the author has written on before? |
| Q: | How do I transfer a heading that is tagged 151 in the Authority file on OCLC into the “Names” file? |
| A: | You need to inform the system you wish to add it. You will add a 949 tag to the
OCLC MARC record: 949 *atab=anam; |
| Q: | I wish to overlay a record found in the Name Authority file with a new one from OCLC, how shall I do this? |
| A: | Add the 949, specifying which MARC Load table to use, as you did above, and
specifying what authority record you wish to overlay:
949 *atab=anam;ov=.Axxxxxxxx; |
Searching:
The following is a list of OCLC searches that are able to be performed to find authority records.
| Access Point | Using Phrase Index: You must use the "CHO AF" command first) |
Using the Derived Query |
| Personal Name | sca pn twain, mark | [4,3,1 [twai,mar, |
| Corporate Name | sca co price waterhouse firm | [4,3,1 [pric,wat,f |
| Conference Name | sca cn united states japan automotive conference | [4,3,1 [unit,sta,a |
While the above is only the beginning, there is a complete set of searching documentation in the Assistant Cataloger’s Office.
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Created 29 April 2003
Questions or comments: email Jeffrey Trimble