Authority work is performed to achieve consistency of headings in catalog
records. Authority records also explain the use of headings in a catalog
record, and they provide the reference structure which guides users
to the desired bibliographic information. In the Yale University Libraries,
authority records are created for headings that meet criteria
outlined in Authority
Control Workflow for Yale Catalog Librarians.
Generally, Yale's criteria specify that an authority record is created
when necessary to break a conflict, for headings that require cross
references, or in cases when research on the heading should be documented
in the authority record.
In addition, the Manuscript Unit will always create an authority record
for a name used as the main entry for a collection of personal papers.
be documented only to justify the form of the heading and the necessity
of any cross references. Further research on biography or historical
context should be documented in the biographical/historical note in
the bibliographic record.
Smith, Jane, |d 1897-1973. Dates needed to distinguish from an already existing heading:
Salsbury, Nathan, |d 1846-1902. Cross references:
Salsbury, Nate, |d 1846-1902
Salsbury, N. |q (Nathan), |d 1846-1902
Research justifying dates, cross references, and verifying identity:
Nathan Salsbury papers, 1860-1965 |b (Nathan Salsbury; b. 1846; d.
RLIN, Jan 17, 2003 |b (hdg.: Salsbury, Nate, 1846-1902; usage: Nate
Salsbury; N. Salsbury)
Nat. cycl. of Amer. biog.: |b v. 8, p. 166 (Salsbury, Nathan; actor
and manager; b. Feb. 28, 1846; d. Dec. 24, 1902)
Yale participates in the Name Authority Cooperative Project (NACO)
and Subject Authority Cooperative Project (SACO). Only those catalogers
who have been trained in NACO are authorized to create name authority
records. This section is meant to serve
as a guide to the use of established names and subjects in catalog records,
and to the information needed in creating or amending authority records.
route a proposed heading to an authorized cataloger, see the Cataloging
Coordinator. For further information see the Authority
Control at Yale website.
Searching and Using Headings
When looking at an established authority record in Orbis, check the
Descriptive Cataloging Rules code in the 008 field for code c
or d. These codes mean the record is AACR2 or AACR2 compatible
and the heading may be used.
If there is no authority record, review any bibliographic records retrieved.
Check the Cataloging Form code in the Leader for code a. This
code means the record is an AACR2 record and the heading may be used.
If you find no AACR2 record, or no records at all, search LCDB the
When an authority record is required and none can be found in Orbis
or LCDB, gather the materials to create one, according to the instructions
on the page below.
Gathering Information for Creating Authority Records
In gathering information for an authority record, search the following
(in order) as appropriate:
The Orbis database (Local Database)
LC Resource File (LCDB)
The National Union Catalog
Print out or photocopy the following types of information from the
item in hand and the sources listed above, and pass all information
on to the Cataloging Coodinator or another NACO-authorized cataloger:
Elements for the 100 field (Heading, Personal Name), including as needed:
|a Personal name
|c Titles and other words associated with the name
|d Dates associated with a name
|q Fuller form of name
Elements for the 110 field (Heading, Corporate Name), including as needed:
|a Corporate name or jurisdiction name as entry element
|b Subordinate unit
|c Location of meeting
|d Date of meeting or treaty signing
Elements for the 111 field (Heading, Meeting Name), including as needed:
|a Meeting name or jurisdiction name as entry element
|c Location of meeting
|d Date of meeting
|e Subordinate unit
|q Name of meeting following jurisdiction name entry element
Information for the 151 field (Heading, Geographic Name)
|a Geographic name
For all headings:Any variations on these names for "See" tracings (400, 410,
411) constructed the same way as their 1XX counterparts. Any "See Also" tracings for those names (500, 510, 511) constructed
the same way as their 1XX counterparts. Every 5XX reference must also
be separately established as a 1XX heading.
Information on the collection or item in hand on which the heading
is based for the 670 field (Source Data Found), and as necessary, variant
forms of the heading found in the collection or item in hand. Multiple
670 fields may be created if the form of heading varies in
other manuscript, published, or reference sources. This information
usually includes the title, and date or date span of the source from
which the heading is drawn. For
each source, give the exact form of the name as it is found in that
source. For published sources, give the page number on which
the name appears ( t.p. for title page).
Copyright 1997. Beinecke Rare Book and Manuscript Library
All rights reserved.