Table of Contents | Index to Authority Section Procedures | Example Level
Authority Record Maintenance Tips
LOCAL INPUT: This category includes minimal and full-level series and name authority records created by Cornell as well as the LC records keyed in by Cornell staff before the implementation of the GTO process. Check:
- Fixed fields: E/L ; NAME ; SUBJ ; SER ; T/EVAL ; RULES
- Variable fields: typo's; incorrect tags, indicators and subfield indicators
If you encounter a full level local authority record which is not in the RLIN Authority Database, review it carefully and edit if necessary for submission to NACO.
UTLAS LOADED: load lates 05/24/88 and 05/25/88 specifically, with 035 |a (CaOTULAS). Check:
- Fixed fields: wrong codes in ROM ; UNIQUE ; S/SYS ; NAME ; SUBJ ; SER ; T/EVAL ; RULES
- Variable fields: invalid |w subfield codes in the 4xx/5xx fields
Examples
Records which were locally "cut and pasted"
- Fixed fields: STAT should be "nn" with an 010 field in the variable fields; heading use codes are sometimes wrong
- Variable fields: spacing is not always corrected where the RLIN wraparound and the NOTIS wraparound don't match
RLIN "GTO'd," OCLC and WLN tapeloads
- Fixed fields: heading usage codes are sometimes wrong
- Variable fields: usually okay
S/SYS: use code "a" for everything but a reference record (reference records have the Kind field coded with "b" or "c" and would require S/SYS code of "n")
RULES: code "n" means the heading in the 1xx field is not valid for main or added entry usage. It should only appear on a subject authority record or in traced reference record which have the Kind field coded with "a" or "c."
- If you edit a field in a bibliographic record, do not alter the order of the subject headings, or added entries - these are assigned by the catalogers based on content.
- If you edit a field in a bibliographic record, use the SAME key to reformat the screen and re-edit the altered field for extra and/or deleted spacing provided by the system.
- If you are correcting a bibliographic entry with more than a few records, remember to re-display your index with the TERM command and make sure you made all the corrections. The system skips over records and you must make sure you have corrected the entire index. Large indexes for corrections should be placed in the GLOB bin for global change or student manual corrections.
- Any changes made to a bibliographic record containing the 035 field with NYCO or NYCV require you to make a printout of the upgraded record, highlight the fields you added or made changes to, and place in the appropriate bin for corrections to the RLIN record[s].
- Remember to look at the authority record for note fields concerning subject usage on geographic entries as well as time periods when you have earlier/later corporate entries. Don't just look at the index and assume the heading usage codes are correct.
- Any change to a bibliographic variable field requires the addition of a |d NIC in the last position of the 040 field or the addition of an 040::|dNIC field if no 040 is present on the record.
- If you are working on a classed together series for a location, keep in mind that the OCLC BATCH MATCH call numbers will have a "z" in the call number and may or may not have the classed together call number. We are not changing call numbers in these cases. HOWEVER, do not alter the existing series treatment on the authority record, new items cataloged here would still need to be classed together.
Subject subdivisions to be routinely removed:
- |x Addresses, essays, lectures
- |x Collected works
- (Collections) [Except for literature category]
Other subject heading changes to watch for:
- Change 651::[Geographic entry] |x Industries
- To: 650::Industries |z [Geographic entry]
- Change 651::[Geographic entry] |x Industries |x Location
- To: 650::Industrial location |z [Geographic entry]
- Change 651::[Geographic entry] |x Industries, Rural
- To: 650::Rural industries |z [Geographic entry]
- Change ... |x Data-bases
- To: ... |x Databases.
- Change ... |x Guide-books
- To: ... |x Guidebooks
- Change 6xx::[name heading (except personal names)] in literature
- To: 6xx::name heading (except personal names)] |x In literature
- ... (Ancient city)
- use ... (Extinct city) [qualifier for Cities]
- ... (Computer program)
- use ... (Computer file) [qualifier for Name headings]
- ... (in numismatics)
- use ... in numismatics [for General topics]
- ... (in religion, folk-lore, etc.)
- use |x Folklore [General topics] or |x Religious aspects [General]
- ... in fiction, drama, poetry, etc.
- use |x In literature [for Persons, Literary and Persons, Non-literary]
- ... in the aged
- use ... in old age [General topics]
- ... in [place]
- use |z [place] [for Classes of persons; Languages]
When you have a question on subject headings, refer to the "Subject Cataloging Manual (it has a great index!), the "Free-floating Subdivisions Manual", or the "Cancelled L.C. Subject Headings", the Red L.C. Subject books, online in the RLIN Subject File, etc.
If making a correction to a geographic entry, be aware that you may also need to look for corrections in imbedded subfields which are not detected by the GLOB process and must be done manually. Example
- If it looks questionable -review it.
- If it has a conflict - fix it. Create and submit an authority record to NACO.
- Look at the authority record for note fields specifying subject and/or time period usage. If the heading isn't valid for subject usage and we used it - correct the bibliographic entries to the correct heading.
- Make sure the heading use codes on the authority record reflect the actual usage in the index. Is the only bibliographic usage on a record that has been coded not to display? (Lost, Withdrawn, or one of the Order Records) If the index display of the tag for the field in which the heading is located is not bolded, you cannot code the heading as used.
- Remember to re-index after you do corrections, the system will skip over records when you move from one bibliographic record to another with the Next function key.
- For personal names with/without dates, initials vs. full names, etc., use the RLIN bibliographic and authority files, NUC or other resources available to distinguish the author[s] Create and submit to NACO if that's what it takes to resolve the conflict. Don't make someone else go through the same research.
- In urging you to research the heading and submit it to NACO, I should also warn you about getting so involved that you "twig" into the next forest! If you heading is "Smith, John C." and you can't distinguish for "Smith, John C., 1946-" and "Smith, John Charles" you are justified in researching further. Just don't get the urge to create authority records for the index search of "Smith, J." through "Smith, Johnny Z." ...
Table of Contents | Index to Authority Section Procedures | Example Level
created 9/6/96 ces
rev. 11/14/96 dih