Table of Contents | Index to Authority Section Procedures

CUL Technical Services Manual

Authority Section Procedures/Duplicate Headings

ERROR 01 - Duplicate Established Headings
Procedures for Student workers

Duplicate authority records are deliberately created during tape loads when the existing NOTIS version contains an 040 field |d NIC which indicates the addition of local information. The newly loaded record does not overlay these older versions, creating a duplicate Established Heading display in the index. A paper report is generated for the Authorities Section to review the local information and determine if it meets the current requirements for NACO contribution and should be added to the newer version. A large portion of these duplicates can be processed by student employees, with the problematic records being passed on to regular Authorities staff.

Students should NOT process the following types of duplicates:

  1. those records which contain the addition of local cross references (4xx and 5xx fields) with supporting 670/675 fields on the older record and which are not found on the newer record.
  2. those series records which indicate other than classed separate treatment (matching LC's classed separate treatment in variable fields 644: : f ; 645: : t ; 646: : s ) on the older record or those series records which contain an 022 field which is not on the newer version of the record.
  3. those records which indicate Reference Record status (the index display tells you it is a reference record - fixed field KIND coded other than a )
  4. those records which indicate local blending of LC name and subject records (the 690 would contain the SAFL id number, cross references could contain |w subfields of |w na ; |w nb or |w g)

Students should process the following duplicates:

  1. those records for personal names with only difference of 093 field (local classification number)
  2. those personal and corporate name records which do not contain a difference in reference (4xx/5xx) or note (67x) fields (Unknown reasons for 040 |d NIC)
  3. those personal and corporate name records which do contain a difference in references but no additional 67x note fields (usually contain 690 field notation of "NUTAF"; 4xx/5xx fields will often end in |5 NIC or |9 NIC)
  4. those classed separate series which correspond to LC's treatment in variable fields 644: : f ; 645: : t ; 646: : s ) and do not contain a difference in the number of reference (4xx/5xx) or note (67x) fields (there should be a 690 field notation of "SAF" and the possible addition of 4xx/5xx fields which have no supporting 670/675 fields)

Direct questions to Student Supervisor.

Table of Contents | Index to Authority Section Procedures

created 11/5/1996 ces
rev. 11/14/96 dih