Music Cataloging at
Authority control and NACO
Elements of name authority records
For fixed field elements of name authority records,
field for name authority records
For elements of the series authority records, see
found in the series authority record
|| References (4XX/5XX
fields) || Sources
found (670 field) ||
Sources not found (675 field)
|| Non-public notes
(667 field) || 663
AACR2-compatible: Denotes the coding
on a name authority record (NAR) that was in the database before AACR2 rules
came into effect, but was judged to be similar enough to accept in the online
catalog without being converted to AACR2 rules. Fixed field: Rules (008/10)
code is d.
Conflict: A condition in which certain
cross-references match an established name authority record (NAR) heading,
jeopardizing its uniqueness within the database. Conflicts are to be avoided
or resolved wherever possible.
Justification: The practice of giving
a citation in the 670 field in an authority record for the forms of a name
used as the main heading and for cross-references.
Non-unique name: A NAR with a 1XX heading
that represents more than one person with the same name because there is
insufficient information to make a unique NAR for each. Also referred to
as a consolidated NAR. Synonymous with Undifferentiated personal name. Fixed
field: Name (008/32) codes are a (unique) or b (non-unique)
Normalization: The automated process
by which headings are compared for uniqueness to prevent duplicate headings
and conflicts between records. Under the rules of normalization, all diacritics
and punctuation marks (except for the first comma) are removed, all letters
are converted to uppercase, and modified letters are converted to their
unmodified forms. Subfield delimiters (but not subfield codes) are retained.
Headings that differ only in diacritics, marks of punctuation (except the
first comma), or special characters normalize to the same form and are thus
considered in conflict. Such headings need to be further differentiated.
Preliminary records: Authority records
created without an item in-hand, usually created as part of a retrospective
conversion project. Fixed field: Auth status (008/33) code is d.
Provisional records: Authority records
created when there is not enough information to establish a full record (for
example, the cataloger does not have the language expertise to establish
the record in full or a subordinate body name is available only in a language
that is different from the language of the parent body). Fixed field: Auth
status (008/33) code is c.
Qualifier: An addition to a heading or
cross-reference to further clarify its identify or to make it unique in the
Usage: The form of name usually found
in a statement of responsibility in the item-at-hand. Variant usages may
also appear in other parts of the item, such as in the title proper or in
a quoted note.
Variant: A form of the name not chosen
as the authorized heading; generally appears in the NAR as a cross-reference.
References are added to the authority record, including tags, subfields,
delimiters, and diacritics formulated according to AACR and the LCRIs, i.e.,
in the form in which they would be constructed if chosen as the heading.
See references (4XX field)
4XXs should be justified by citation in the 670 field or as required by AACR
and the LCRIs.
Search all cross-references to insure they do not conflict with established
headings (1XXs). Do not include a 4XX see reference that would normalize
to the same form as the 1XX or 5XX in another authority record. 4XX references
may conflict with 4XX in other records [except for name/title headings)
Includes a reference from each variant that affects the primary elements
of the name (LCRI 26.2). Generally, this means variations in all elements
to the left of the comma and in the first element to the right of the
• make one reference from each possible entry element of the name chosen
as the heading.
• make only one reference from each variant. Do not trace a reference that
would normalize to the same form as the heading on the same record or to
the same form as the heading on another record.
See also references (5XX field)
Make a see also reference when:
• a contemporary author uses one or more pseudonyms. Create name authority
records for each name and link them with 500 see also references.
• the name of a performing or artistic group contains the name of one or
more of its members. Make a see also reference from the heading for each
person to the heading for the group and from that group heading to the heading
for each individual. (LCRI 26.2C)
5XX see also references will normalize to the same form as the established
heading in another authority record.
Sources found (670 field)
A 670 is required to justify all elements of a heading and references. The
first 670 in the record is normally for the work being cataloged.
It is not necessary to add 670 fields to justify references in the following
• References justified by rules or rule interpretations only, usually because
the reference is derived from inverting, shortening, etc., the heading or
giving a substitute form in the heading.
• References made on the basis of the cataloger's awareness of different
romanizations or orthographies.
• Name/title cross references derived from the work being cataloged, from
other works cataloged under the same heading, or from information in standard
Elements of the 670 field:
a • main entry of the work being
cataloged (not required by PCC) in abbreviated form
• title proper of the work being cataloged
It is only necessary to cite the title proper; in most cases, other title
information need not be given.
If the title is relatively brief, cite it in full. If the title is long,
shorten it by abbreviating words or by using the 3 dot mark of omission after
the first four or five words.
• date of publication or edition of the work
The date in the authority record does not include brackets even when they
are used on the bibliographic record.
The following should also be included when citing the date:
• symbols used, including the copyright "c" or phonogram copyright "p," question
marks, and hyphens
• multiple dates, if the bibliographic record has them
b • the specific location(s)
of the information found when the work cited is other than a reference
• examples: t.p., jkt., cover, label, colophon, p. 3 of cover, back cover,
• the information found (enclosed in parentheses)
• necessary only when information is being provided in support of the formulation
and/or identification of the 1XX, 4XX and sometimes the 5XX fields.
• b immediately follows the
date in a
Sources not found (675 field)
The 675 field a reasonable source where information about where the heading
is not found. It is not necessary to include in the 675 for every reference
source consulted or in every authority record.
Nonpublic general note (667 field)
The 667 field is used to give:
• information of permanent value and general interest to catalogers
• instructions on the subject usage of the heading
Complex see also referencename (663
The 663 field is used to give:
• See also references prepared by the cataloger when the reference
is more complex than can be conveyed solely through the contents of one or
more 5XX fields
Mickey Koth Yale University Music
University Library Last revised June 23 2011.