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W.E.B.
Du Bois Library Cataloging Manual
AUTHORITY WORKFLOW FOR CONTRIBUTED
COPY CATALOGING, ORIGINAL CATALOGING, AND RETROSPECTIVE CONVERSION
CONTENTSTop of pageNames and uniform titles
I. Authority record already in appropriate Innopac file
II. Authority record not in appropriate Innopac file
A. Authority record in LC authority file on OCLC
B. Authority record not in LC authority file on OCLC
Subjects
Series (see Series Authority Workflow for Contributed Copy Cataloging, Original Cataloging and Retrospective Conversion)
I. Authority record already in appropriate Innopac fileIf the heading exists in the appropriate Innopac authority file and requires no editing, do no more authority work. If the authority record must be edited, the cataloger should make the changes and indicate that the record has been locally edited. The person editing the record should insert a note in a 667nn field of the authority record saying LOCALLY EDITED in capital letters, followed by a brief description of the change, in parentheses, his or her initials, and the date. If there is more than one field with the same tag, identify the second, e.g., as xxx.2. Each person subsequently editing the record should also add a description of the change, his or her initials, and the date. For example, a note might read, 667nn LOCALLY EDITED (1xx changed) gh 11/4/94; (4xx.2 added) set 11/5/94. If the changes affect any other bibliographic records, i.e., if a changed heading is used in other bibliographic records or a new cross reference conflicts with headings used in other bibliographic records, report the conflict to the Authority Unit.Top of pageIf a later version of the LC authority record differs from the heading on the Innopac authority record, edit the Innopac authority record as necessary (usually only the 1xx field). Do not download the new version from OCLC. It is not necessary to insert the LOCALLY EDITED note in these cases, unless a change from the LC version has been deliberately made. Be sure that the LC control number (010|a) is the same in the Innopac and LC records. This will ensure that when we receive notification of the updated record from BNA, the earlier version of the authority record can be overlaid or easily identified and deleted.
II. Authority record not in appropriate Innopac file
A. Authority record in LC authority file on OCLCIf the record in the LC authority file does not require local editing, do nothing further. BNA will give us the authority record from the monthly extract.If it is crucial to have the authority record immediately, either download it from OCLC, or, if the record already exists in a different Innopac authority file, copy it to the appropriate file (see Innopac User Manual for instructions). Change the ACode2 to 'a' for names and titles, or 'd' for subjects.
If the record requires local editing, edit it in Innopac and mark it as LOCALLY EDITED, following procedures as in section I above. When we receive the record from BNA, the downloaded or copied record will be overlaid or deleted, Locally edited information will be retained.
Note that a downloaded authority record will automatically load and be indexed in Innopac according to its MARC tag. Thus:
100, 110, and 111 authority records will convert to Innopac tag 'a' (name authority)130 authority records will convert to Innopac tag 't' (title authority)
150 and 151 authority records will convert to Innopac tag 'd' (subject authority).
If a different Innopac tag is desired (e.g., to use a name as a subject or a geographical jurisdiction as an author), it is necessary to download the record, copy it to the desired file (see Innopac manual), and delete the downloaded record. Change the ACode2 to 'a' for names and titles, or 'd' for subjects.Top of pageB. Authority record not in LC authority file on OCLC
Top of pageOnly authority records requiring cross references or important notes should be keyed into Innopac. If an authority record is needed, the cataloger should key in a new authority record in Innopac, using MARC tags, or copy a record from a different Innopac authority file if one exists. Change the ACode2 to 'a' for names and titles or `d' for subjects. Include any |w information before the appropriate field in the authority record. For example, if a 510 cross reference is from a later form of the name,110 20 American Widget Makers
510 20 |wb|aNational Widget MakersThe person creating the record should insert a note in a 667nn field of the authority record saying LOCALLY CREATED in capital letters, and add his or her initials and the date following the note. Each person subsequently editing the record should also add his or her initials and the date, with a brief description of the change in parentheses. For example, 667nn LOCALLY CREATED ma 1/24/95; LOCALLY EDITED (4xx added) pb 1/25/95.
Report any conflicts to the Authority Unit.
Subjects
I. Topical subjectsUse LC authorized forms and let BNA provide the authority records. Do not locally edit authority records for topical subjects, because a locally established cross reference may become misleading if LC later establishes a new heading that more closely matches the term from which the local cross reference was made.II. Proper namesFollow the procedures for names and uniform titles, but note that authority records for proper names used as subjects reside in the subject file.
Cataloging Manual Contents Page
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2000 University of Massachusetts, Amherst
For corrections, comments and suggestions contact the Cataloging Manual Committee, W.E.B. DuBois Library
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