Authority Record Creation: Personal, Corporate, and Conference Names

Click on Create Authority (the pencil point icon). On the set properties tab in WorkFlows, the format should be PERSONAL for personal names, CORPORATE for corporate headings, and MEETING for conference names. Authorization level should be AUTHORIZED, and source MUS.

Fixed fields:

REC_TP record type. z= authority data.

ENC_LVL encoding level. n =complete authority record

STATUS n =new

ENTRD date entered. Enter the date you created the record. Use the format YYMMDD; July 16, 2003 would be entered 030716.

DIR/IND direct or indirect geographic subdivision. This applies to subject headings only.

ROMAN romanization scheme; leave blank

AUTHTYP kind of record
                a= established heading
                f = established heading and subdivision

RULES descriptive cataloging rules
                c =AACR2

SYS/THE subject heading thesaurus
                a =LCSH (use if heading is a subject or a name coded for use as a subject)

SER_TP type of series
                n =n/a

SER_NUM numbered or unnumbered series
                n =n/a

NAM_US heading use—main or added entry
                a =appropriate
                b =not appropriate (use if AUTHTYP code is f )

SUBJ_US heading use—subject added entry
                a =appropriate (this means the name could be used as a subject, not necessarily that it is 
                 used as a subject in our catalog)

SER_USE heading use—series added entry
                b= not appropriate

SUBDIV type of subject subdivision (used for authority records for subdivisions)
                n =not applicable

GOVT_A type of government agency (leave blank)

REF_EVA reference evaluation. Indicates whether 4xx/5xx references were formulated by same rules used to formulate the 1xx.
                a- references created by rules used to formulate 1xx
                n- n/a (there are no cross references)

UPD_PRO record update in process 
                a =record can be used

UNIQNAM type of name heading
                a =differentiated name (this will apply to most personal names)
                b =undifferentiated name (e.g., A concerned citizen. If you need to create a record for a
             phrase like this used in place of a name, please see your project supervisor.) Also used for
             records that are for multiple authors with the same name.
                n =not a personal name heading; use for corporate or conference names.

LEV_ES level of establishment (extent to which heading conforms to the conventions used to establish it)
                a= fully established

MOD_REC modified record
                blank =not modified

SOURCE cataloging source
                d= other (used for locally created records)

Variable fields:

040 Cataloging source. Always use MUS|cMUS. We use the MARC21 code MsHaU only for NACO records.

100 1 Personal name heading. (First indicator for personal names is always 1. A family name, such as
          Jones family, would have a first indicator of 3. The second indicator is always blank.) This field
          does not end with a period. Use the form of heading found on the printout, with the following
           1. Drop titles of address, such as “Mr.” or “Mrs.,” that appear in |c. These terms are 
            no longer used in cataloging unless no forenames are available for the person. Remove 
            the terms from the heading in the bib record. Do not drop honorary titles (such as “Sir ”) that 
            appear in |c. 
           2. Drop terms that show the function the person performed with regard to the work, such as 
              |e ill. Or |4prf. They should remain in the bib records, but not be added to the
             authority record. 
           3. Some older headings show a married woman's maiden name in parentheses, e.g. Smith, Emma
             (McBride). Remove the parentheses when creating the authority record, and correct the
             corresponding bib record(s). 
         4. If the heading has an open 19th century birth date such as 1890-, change the date to b. 1890 
     when you create the authority record.  Be sure to correct the bib record(s) also. (Note:
authority records in Validator with open 19th century dates will not be changed.)

110 Corporate name heading. 
         First indicator: 1 if heading consists of a jurisdiction plus subordinate bodies, e.g.
                   Mississippi.|bDept. of Transportation
         First indicator: 2 if the corporate name is in direct order, e.g.
                   Mississippi Library Commission

111 Conference name heading. First indicator 2.

4xx (400, 410, 411, 430) “See” reference. Refers the catalog user from an invalid form of the name to
        the authorized form. Examples of names that need cross references:

         Hyphenated surnames

         100 1 Jones-Smith, Anna
         400 1 Smith, Anna Jones-

         Compound surnames

         100 1 Hernández Borjas, Raúl
         400 1 Borjas, Raúl Hernández

Surnames with prefixes

         100 1 Normand, Michel de,|d1926-
         400 1 De Normand, Michel,|d1926-

Names with first name represented by an initial when the full name is known

         100 1 Butler , R. D.|q(Robert Dean),|d1945-
         400 1 Butler , Robert Dean,|d1945-  

Do not create cross references without consulting a librarian.

5xx (500, 510, 511, 530) “See also” reference. Refers the catalog user from one valid heading 
      related to the form in the 1xx) to another. Do not create see also references without consulting a

667 Nonpublic general note. We will use this note field for the initials of the person who created the 
      authority record and  the date the record was created. If you are working from a monthly authority 
      report, just put your initials and the date. If you are working on MARCIVE cleanup, add the word
      MARCIVE, a slash, your initials, and the date, e.g. MARCIVE/kw 2/27/03.

670 Source of data. There are no indicators. Give the title of the work containing the heading in our bib
      file, followed by the date of publication. (We do not include the title page citation because we do
      not have the book in hand when creating these records.) If the bibliographic record is for a format
      with a GMD (e.g. microform, videorecording, sound recording) in the 245 field, add an abbreviation
      for the format in brackets before the date in the 670 field, for example:

                  670 Stolen goods, or, The gains of oppression [MF], 1850.

                  Abbreviations to be used: [VR] Videorecording; [SR] Sound recording; [MF] microform; [ER]
               electronic resource. Kit and Realia should be spelled out.

Example of completed personal name authority record in WorkFlows:

Fixed Fields


040 MUS|cMUS
100 1 McNally, Joan C.
667 kw 2/28/08
670 Guidelines for oncology nursing practice, 1991.

kw rev 3/08  

Bib Services AcquisitionsCatalogingAuthority Control Serials