1. Searching OCLC Authority File for Hughes Project 12 Nov 2010 Vicki Sipe

2. Hughes project If names appear in the Caption information, we are turning them into metadata in the Location and Subject Names fields. These fields use Controlled Vocabulary. The names must appear in the CONTENTdm list or The names must appear in the OCLC Authority file or The names must be created

3. Name fields using Controlled Vocabulary Location This is a geographic location displayed as a hierarchical string to the level known Country – State – City – Neighborhood United State – Maryland – Baltimore – Fells Point If not known, supply United States Subject Names This can be the name of a Company, Person or a Place.

4. This record includes information on what could be a Place Name

5. Begin typing in the Subject Names field Controlled vocabulary window will open, take you to alphabetical place in the list. No Lake Montebello.

6. Try Montebello, Lake There it is. Double click on name in Controlled Vocabulary window, and name will be filled in.

7. Lake Montebello is located in Baltimore. Supply location. Place cursor in Location field. This opens Controlled Vocabulary window. Double click on appropriate location.

8. This image is of Woodlawn Cemetery. PS Don’t forget to correct the spelling of cemetery.

9. Begin typing Woodlawn Cemetery in the Subject Names field. It is not here. Go out to OCLC to search the Authority file

10. OCLC Authority searches This search box This icon opens Woodlawn cemetery is a corporate name. Begin typing in a search box set for Corporate/Conference Names Hit OK

11. Results of search Our Woodlawn Cemetery is here. Double click to open the record.

12. Corporate name authority record Our Woodlawn Cemetery is here. Double click to open the record.

13. Copy the 110 field Highlight the 110 field Copy Take it over to CONTENTdm Paste into Subject Names field.

14. This record contains a Personal Name We assume that this is a portrait of A. D. Broyles

15. Begin typing Broyles in the Subject Names field. Last Name, First Name or Last Name, Initials He is not here. Go out to OCLC to search the Authority file

16. OCLC Authority searches With a Personal Name, you might want to use a Browse search. This Browse search box Enter the name in the box Choose Personal Names from the drop down menu Hit OK This icon opens

17. Results of search There is no Broyles, A. D. here Return to CONTENTdm

18. Finish entering the name in the Subject Names field With personal names, put a space between the initials. If you had a company name beginning with someone’s initials, you would not put a space between the initials. See Hughes Collection Scope of Work for more information on how to enter names.

19. Names that are not contained in the list After you save the record, a warning sign will appear by the Subject Names field. This means that the name has not been added to the controlled vocabulary. You can save, close and send the record for approval with this warning. The name will be reviewed in approval for proper format, corrected if needed, and added to the controlled vocabulary. Then if we have another picture of A. D. Broyles, his name will be in the Controlled vocabulary and all you need do is double click to enter it into the record. See Hughes Collection Scope of Work for more information on how to enter names.

20. Corporate name exercise This record contains a corporate name that is not in the Controlled Vocabulary. Look it up in OCLC Authority file. A & P

21. You might end up with a name you didn’t expect A & P becomes Great Atlantic & Pacific Tea Company