1 Prepared by Cooperative Programs Section & Associates NACO Training for OCLC Libraries

2 Authority Workflow : Use, Change, or Create a NAR DCM Z1 Introduction– Additions and changes & LCRI 26; LCRI 26.1; LCRI 26.3B-C

Basic Principle NARs must follow current practices for the 1XX heading and references (008/10 Descriptive Rules, c = AACR2) One exception: AACR2-compatible records which need no changes (008/10 d = AACR2 compatible)

4 Checklist for Authority Work Bibliographic record needs an access point SEARCH!!! Search multiple forms of the name Search both bib and authority databases Sometimes research is needed to clarify relationships Remember the 24-hour rule Don’t overdo it!

5 Search Results Govern Workflow Three situations: 1. Find a NAR and use it 2. Find a NAR that needs updating 3. Create a new NAR OCLC Connexion has an authority macro

Situation 1 : Find NAR, Use It If the 1XX heading is AACR2 and no other changes are needed… Use the 1XX on a bibliographic record and make no changes to the NAR

Situation 2 : Find NAR, Update Typical changes: Change 1XX heading Add variant form of name (4XX) or see also ref (5XX), justified in 67X Add new information in 670 field Change 4XX to resolve conflict Consolidate duplicate NARs

88 Situation 2 : Checklist for Updates Search the 1XX and any 4XXs for conflict Need to change the 1XX? Reevaluate according to AACR2 Need to add or change a 4XX/5XX? Reevaluate all references according to AACR2 Need to add a 670 or 675? LCRI 26 & LCRI 26.3B-C

9 Situation 2 : Checklist for Updates cont. Check the 008 fields: 008/10 for Desc. Cat. Rules 008/29 for Reference Evaluation 008/32 for Undifferentiated Personal Name 008/33 for Level of Establishment Add 040 $d if the last field is $c or $d of another library, if not system-generated Search for BFM if 1XX is changed

10 Situation 2 : Checklist for Updates cont.

Situation 2 : Adding a Variant Name Before After

Situation 2 : Checklist for Duplicates If NARs have different 1XX, keep the better and properly formulated 1XX If NARs have same 1XX, keep the NAR with more complete references and 670s If NAR to be deleted has valuable data that is not present on the record to be kept, transfer valuable data Transferred data should add new or important information to the NAR Review 008 fields Search for BFM

13 Situation 2 : BFM for Duplicates When NARs have different 1XX forms for the same entity, search for BFM NACO catalogers transfer any valuable data to record to be kept Report the duplicate authority record for deletion Report the BFM in the LC database to LC liaison while under review, or, when independent, to

Situation 2 : Consequences Any NAR with a 1XX change will affect related NARs Change all affected NARs, such as Name/Title uniform titles Parent/Subordinate bodies Name/Title series Search for and report LC BFM

15 Situation 2 : Updates Have Consequences!

16 Exercises Make appropriate changes to established NARs

OCLC AUTHORITY CHANGE EXERCISE 1 ARN n Rec stat n Entered [system supplied] TypezUpd statusaEnc lvlnSource Roman  Ref status aMod rec Name usea Govt agn  Auth statusaSubjaSubj usea Seriesn Auth/ref aGeo subdn Ser useb Ser numnNameaSubd typeRulesc 040 DLC $b eng $c DLC _Korbin, Frances Cruger, $d _Cruger, Frances, $d _ _Ethnic factor in family structure, 1979: $b t.p. (Frances Cruger Korbin) p. 1 (b ; married Samuel Korbin, ; daughter of Henry Cruger) NEW 670 _ _Ethnicity and the new family economy, 1989: $b t.p. (Frances Goldscheider) p. 4. (Frances Cruger Korbin married William Goldscheider Nov. 12, 1980) Goldscheider, Frances, $d Korbin, Frances Cruger, $d 1942-$w nne Report BFM if necessary $d MARC AACR2 22.2C & LCRI 26

OCLC AUTHORITY CHANGE EXERCISE 2 ARN n Rec stat n Entered [system supplied] TypezUpd statusaEnc lvlnSource Roman  Ref status nMod rec Name usea Govt agn  Auth statusaSubjaSubj usea Seriesn Auth/ref aGeo subdn Ser useb Ser numnNamenSubd typeRulesc 040 DLC $b eng $c DLC _Australian Historical Association 670 _ _Bibliography of the history of women in France, 1990: $b t.p. (Australian Historical Association (Melbourne)) NEW 670 _ _Bibliography of Australian women’s history, c1990: $b t.p. verso (Australian Historical Association; A.H.A. bibliographies in women’s history) _ A.H.A _AHA LCRI & AACR2 26.3A4 a $d MARC

OCLC AUTHORITY CHANGE EXERCISE 3 ARN n Rec stat n Entered [system supplied] TypezUpd statusaEnc lvlnSource Roman  Ref status nMod rec Name usea Govt agn  Auth statusaSubjaSubj usea Seriesn Auth/ref aGeo subdn Ser useb Ser numnNameaSubd typeRulesc 040 DLC $b eng $c DLC _Mitchell, Henry 670 _ _Essential earthman, c1981: $b t.p. (Henry Mitchell) NEW 670 _ _Essential earthman, c1993: $b p. vii (Henry Mitchell, b. 1923, d. 1993) $d MARC DCM Z1 Introduction-- Addition & changes to authority records

OCLC AUTHORITY CHANGES EXERCISE 4a ARN n Rec stat n Entered [system supplied] TypezUpd statusaEnc lvlnSourcec Roman  Ref status nMod rec Name usea Govt agn  Auth statusaSubjaSubj usea Seriesn Auth/ref aGeo subdn Ser useb Ser numnNamenSubd typeRulesc 040 DLC $b eng $c DLC _Miller Company 670 _ _Miller lighting fixtures, c1981: $b t.p. (Miller Company; Meriden Conn.) The name Miller Company conflict with the 410 on the authority record for Eric Miller Company (see NAR on the following page). No change to NAR necessary

OCLC AUTHORITY CHANGE EXERCISE 4b ARN n Rec stat n Entered [system supplied] TypezUpd statusaEnc lvlnSource Roman  Ref status aMod rec Name usea Govt agn  Auth statusaSubjaSubj usea Seriesn Auth/ref aGeo subdn Ser useb Ser numnNamenSubd typeRulesc 040 DLC $b eng $c DLC _Eric Miller Company _Miller Company 670 _ _Body mechanics and lifting, c1984: $b t.p. (Eric Miller Company) cover (Narberth, Pa.) (Narberth, Pa.) 410 is qualified, LCRI 26.3A3 (note: will need to establish Narberth, Pa if not already established) $d MARC LCRI 26.1; LCRI 26.3A3

OCLC AUTHORITY CHANGE EXERCISE 5 ARN n Rec stat n Entered [system supplied] TypezUpd statusaEnc lvlnSourcec Roman  Ref status nMod rec Name usea Govt agn  Auth statusaSubjaSubj usea Seriesn Auth/ref aGeo subdn Ser useb Ser numnNameaSubd typeRulesc 010n DLC $b eng $c DLC _Hoadley, Steve 670 _ _Improving New Zealand’s national health care policy, 1986: $b t.p. (Steve Hoadley) LCRI 26 & DCM Z1 4XX _Hoadley, J. Stephen$w nne a $d MARC 670Making New Zealand a healthy democracy, 1979: $b t.p. (J. Stephen Hoadley) NEW $z no

OCLC AUTHORITY CHANGE EXERCISE 5b ARN n Rec stat n Entered [system supplied] TypezUpd statusaEnc lvlnSourcec Roman  Ref status nMod rec Name usea Govt agn  Auth statusaSubjaSubj usea Seriesn Auth/ref aGeo subdn Ser useb Ser numnNameaSubd typeRulesc 040 DLC $b eng $c DLC _Hoadley, J. Stephen 670 _ _Making New Zealand a healthy democracy, 1979: $b t.p. (J. Stephen Hoadley) 675 _ _WW in NZ, 1978 CANCEL THIS AUTH

Situation 3 : Nothing Found, Create NAR What fields are absolutely required? What information must be included?

25 Situation 3 : NAR Checklist Personal Names Choice of name Entry element Additions to name Cross-references Corporate Bodies Choice of Name Government or Non- government body Direct entry or subordinate entry Direct or indirect subheading Qualifiers Cross-references

26 Situation 3 : NAR Checklist Geographic Names Choice of name Assume conflict and research Qualifiers Cross-references Uniform Titles Choice of title Entry element – name or title NAR needed? Cross-references

27 NAR heading is highlighted

28 Fixed fields, 040, 1XX, 4XX, 670 fields input automatically

29 Corporate Name Template

Don’t Agonize! The file is dynamic; any cataloger with more information may improve the NAR in the future Be confident! You’re the expert, with the item in hand

Thank you! Cooperation by all partners improves the authority and bibliographic databases!