UCLA Film & Television Archive Cataloging Procedure Manual--Voyager

SECTION 8
ACCESS POINTS--AUTHORITY WORK

8.1, Voyager AUTHORITY FILES:

When you use a heading new to our catalog, please import the appropriate authority record using the import feature in OCLC Connexion. Make the following changes to all imported records:

• If necessary, add or remove spaces from the number in the 010 field so that name authority records have numbers with no spaces (e.g. n79023323) and subject authority records have numbers with a space between the 'sh' and the number.
• Add a period at the end of the heading unless it ends in parentheses or an open date. See also 3.7, PUNCTUATION.
• Add a 667 field with a note similar to the following: "Input February 14, 2007, my."
• If possible, add a 680 note, subfield i, giving some identification information; for example, "Japanese director, producer and writer."

In addition, make authority records for all headings that have been established only locally; see 8.9, LOCAL ESTABLISHMENT.

Voyager provides a verification service for headings added to bibliographic records; the following table interprets the messages it gives you about headings when you try to save your bibliographic record:

8.1.1, NOTES IN AUTHORITY RECORDS

It is not necessary to bring in 670 citation notes found on name authority records in the national name authority file. However, it is useful to include a 670 for the title cataloged at the Archive that led to the initial establishment of an authority record, or to the addition of a cross reference to an authority record in the national name authority file. See also 8.9, LOCAL ESTABLISHMENT for notes on locally established headings. Change notes on LC authority records to tag those that should be displayed to the public (680) and those that are useful only to catalogers and would be confusing to the public (670 for citations and 667 for all others).

670 fields should include the following information:

• work cataloged
• date
• function performed by person whose name is being established; give function as it appears on the item cataloged

667 fields should include the following information:

• initials of cataloger
• date cataloged
• information about foreign films entered under U.S. titles
• flags (all cap's) to catalogers, such as 'LOCAL HEADING' or 'NON-UNIQUE IN NAF'

EXAMPLES OF NOTES IN LOCAL AUTHORITY RECORDS:

• 667 _ _ $aInput July 8, 2000, my.
• 667 _ _ $aSpanish film entered under English title. Input July 27, 2000, my.
• 667 _ _ $aItalian and Spanish co-production entered under English title. Rev. Aug. 4, 2000, my.
• 667 _ _ $aNON-UNIQUE IN NAF. Input December 12, 1995, my; rev. August 23, 2001, my.
• 667 _ _ $aLOCAL HEADING. Input May 15, 1992, my; rev. January 30, 2001, my.
• 667 _ _ $aDO NOT USE. Input July 15, 1994, my; rev. October 27, 2001, my. [Add this note to 150/260 combination authority records.]

• 680 _ _ $i Boxer.
• 680 _ _ $i Italian film director, b. 1921.
• 680 _ _ $i Dancer and choreographer.
• 680 _ _ $i Not same as: [name]
• 680 _ _ $i Graphic designer.
• 680 _ _ $i Ventriloquist.
• 680 _ _ $i Original release title in Spain: Todo sobre mi madre.
• 680 _ _ $i Original release title in Italy: I cento cavalieri. Original release title in Spain: Los cien caballeros.
• 680 _ _ $i Listed under ___ in Internet movie database, as viewed on February 26, 2009.
• 680 _ _ $i SUBJECT USAGE: This heading is not valid for use as a subject. Works about this place are entered under Congo (Democratic Republic).
• 680 _ _ $i NUC 1968-1972 (University of Texas became University of Texas at Austin in 1967)

EXAMPLES OF 667 NOTES IN NACO RECORDS

667 _ _ $a Dancer and choreographer

667 _ _ $a Not same as: [name]

667 _ _ $a Graphic designer

667 _ _ $a Ventriloquist

EXAMPLES OF 670 NOTES IN NACO RECORDS

670 _ _ $a Broken strings [MP] 1940: $b credits (the players, Sybil Lewis)

670 _ _ $a OCLC, Feb. 7, 1997 $b (hdg.: Cotlow, Lewis N.; Cotlow, Lewis Nathaniel, 1898-; usage: Lewis Cotlow

670 _ _ $a Her Three phases of Eve, 1985: $b t.p. (Eve Arden) p. 26 (real name, Eunice Quedens)

670 _ _ $a Shore, D. Reminiscing with Dinah Shore [SR] 1949: $b label (conducted in part by Nathan van Cleave)

670 _ _ $a Cont. aut., vol. 33R $b (Hershey Burnet; b. 1896 d. 1971; Romanian-born Amer. journalist, dramatist, screenwriter, biographer, editor, and author of books on modern history)

670 _ _ $a Film daily yrbk., 1939: $b p. 165 (Sam Bischoff)

670 _ _ $a Halliwell's filmgoer's comp., 1993 $b (De Laurentiis, Dino; b. 1919; Italian producer)

670 _ _ $a Internet movie database WWW site, February 14, 2007 $b (b. 1969)

8.1.2, LIBRARY OF CONGRESS CONTROL NUMBERS IN AUTHORITY RECORDS

A local practice has crept in of inputting name authority control numbers (in the 010 field) differently from subject authority control numbers. We input a space between letters and numbers on the latter, but not on the former. In order to maintain consistency for possible indexing or possible uploading and overlaying of records in the future, we will continue to follow the same pattern until such time as we have global updating capability.

EXAMPLES:

• 010 _ _ $ash 92004368
• 010 _ _ $an78095332

8.2, AUTHORITY WORK ON PERSONAL NAMES:

[See also SECTION 6.1, NAME ADDED ENTRIES.]

1. Use a Staff Name Headings search on the Non-Keyword tab to determine if the name has been established. If the name has been established at the Archive, use that form. If the name is recorded in the authority file, check codes in the 008 to ensure it has been sent to NACO. If a heading present in Voyager is different in form from the form being used in the National Name Authority File (NAF), report the difference to the Cataloging Supervisor and do not import the authority record from Connexion.

2. If the name has not been established at the Archive, check the National Name Authorities File (NAF) on Connexion (OCLC).

   If the name has been established in that file, use that form. Import the authority record from Connexion.

3. If the name has not been established in NAF, do full authority work on the name for submission to NACO; problem headings should be submitted via the AV Funnel NACO Coordinator:

   • a) Check the NAF.

   • b) If there is no conflict with the NAF, submit the name to NACO.

   • c) If there is a conflict, check the following reference books, in the following order of preference, as necessary to determine birth and death dates:

     1. Internet movie database.

     2. International film necrology (Stewart) [IFN]-- definitive for dates

     3. Halliwell's Filmgoer's companion [Hal., [date]]--often has real names

     4. Biography and genealogy master index (BGMI) or Performing arts biography master index [PABMI]

     5. International motion picture [or television] almanacs [IMPA, ITV]

     6. Biographical sources on campus

   • d) It is permissible to decide not to submit a name to NACO if 1) it is impossible to resolve a conflict with a name already in NAF; or 2) the name does not appear on the item cataloged, i.e. is supplied from a reference work; or 3) LC's new practice of establishing every different form of name as a separate bibliographic identity (LCRI 22.2) creates difficulties for NACO submission. See 8.9, LOCAL ESTABLISHMENT

See also 8.1.1, Notes in authority records and 8.9, Local establishment.

If the person has performed more than one function in his or her career, create a 680 note to indicate these.

8.3, AUTHORITY WORK ON CORPORATE NAMES:

[NOTE: Input bib. records on Voyager with names in the 710 fields in the form they appear on the item cataloged. Update these after any necessary authority work has been done.]

1. Use the Staff Name Headings search on the Non-Keyword tab to determine if the name has been established. If the name has been established at the Archive, use that form.

2. If the name has not been established at the Archive, check the National Name Authorities File (NAF) on CATME (OCLC) if diacritics are involved, or at:

   LC authority file.

   If the name has been established in that file, use that form. Record LCCN and fixed field code for cataloging rules for inclusion in the authority record if cross references are present. Create an authority record in the authority file. Do a Staff Name Headings search on the Non-Keyword tab to ensure all bib. records are given the correct form of name (including those which may have been entered since you did your initial searching).

3. If the name has not been established in NAF, and it is not known to have a complex history, submit it to NAF. However, if it does have any history of name changes, and the like, do not submit it to NACO. See 8.9, Local establishment. Search Voyager using both a Staff Name Headings search on the Non-Keyword tab and a FATA Credits search on the Builder tab to ensure all bib. records are given the correct form of name (including those which may have been added subsequently to the record which led to your establishing the name).

See also 8.1.1, Notes in authority records and 8.9, Local establishment.

Create uniform title authority records for any motion picture or television series or episode that has been released or broadcast under more than one title.

Routinely do a left-anchored Title search and a Staff Title Headings search on every title added to the database (main or added entry, heading or cross reference) to see if it conflicts with titles already in the database, such that qualifiers are necessary to distinguish two works with the same title. Do not create authority records when qualifiers must be added to uniform titles for motion pictures and television series to distinguish two different works with the same title, unless further cross references are needed to a particular title. Do not create authority records for television episode titles that need access under variant titles (e.g. Two wise girls and 2 wise girls); use 246 fields to provide this type of variant title access. Do create an authority record for an episode that has actually been broadcast under two different titles, however.

Because we have chosen as a local option to prefer U.S. forms of title, we need a method to exchange the U.S. form of title with the FIAF (international) form of title, if we distribute our authority records. When dealing with a case of this nature, place the U.S. form of title in the 130 field, and the FIAF form (original release title in the country of origin) in the first 430 field. Also add a 667 note to explain that this is a foreign title entered under the U.S. or English form (see SECTION 8.1.1, NOTES IN AUTHORITY RECORDS).

When the original release title in the country of origin is in Chinese, Japanese, Korean, Cyrillic, Arabic, Hebrew or another nonroman language, make sure the authority record provides access under both the vernacular form and the transliterated form, if they can be determined, with the vernacular form first (as the preferred form for flipping on distribution).

8.5, AUTHORITY WORK ON SERIES:

For cataloging records: Search series titles in NAF to see if they have been established by LC. Follow AACR2 rules for serial title changes in determining whether or not a series title has changed, and when necessary create see also references between earlier and later titles. Take into account only other cataloging records in this process. Ignore series statements on inventory records. Make authority records for all series established, even those without cross references.

For inventory records: Do not do authority work on series titles included on inventory records. These may be added to inventory records (in 4XX fields) from reference works, without regard to established forms.

1. Use the Staff Subject Headings search on Voyager to see if the subject has already been established at the Archive. If it has, use that form.

2. The old practice in both the UCLA Library and FATA was to create one 110 authority record for a jurisdiction which has been used in a bib. record as X10, and a second 151 authority record for the same name when it has been used in a bib. record as X51. We should no longer follow this practice. When such duplicate authority records are encountered, edit them to reflect the current practice of creating only the 151 authority record. 151 authority records can be retrieved on both the Staff Name Headings search and the Staff Subject Headings search.

   Tagging of geographic names in bibliographic records should be in accordance with LC policy, as set forth in Cataloging Service Bulletin 42 (Fall, 1988), as follows:

   MEANING	AUTHORITY RECORD TAG	BIB. RECORD MAIN ENTRY TAG	BIB. RECORD ADDED ENRY TAG	BIB. RECORD SUBJECT HEADING TAG
   Jurisdiction alone	151	110	710	651
   Jurisdiction + place in city (references only)	451	-	-	-
   Jurisdiction alone + title	110	110	710	610
   Jurisdiction alone + subject subdivision	151	-	-	651
   Jurisdiction + corporate subheading	110	110	710	610
   Jurisdiction + corporate subheading + title	110	110	710	610
   Jurisdiction + corporate subheading + subject subdivision	110	-	-	610
   Geographic heading alone (not a jurisdiction)	151	-	-	651
   Geographic heading (not a jurisdiction) + subject subdivision	151	-	-	651

   All jurisdictional geographic name headings (151 authority records), should be coded 008/14 a, and 008/15 a (valid for use as main/added entry, valid for use as subject).

3. If the subject has not been established at the Archive, check LCSH and use an appropriate LCSH form. If cross references are present, create an authority record. If the heading being used has a subdivision, and the heading without subdivision has cross references in LCSH, create an authority record for the heading without subdivision, even if we have not yet used it. Include RT and BT references in the record, even when they are to headings we have not yet used, but do not create separate authority records for such headings. Add a 667 field with cataloger's initials and date (see SECTION 8.1.1, NOTES IN AUTHORITY RECORDS).

4. See 8.9.3, Locally written scope notes for cases in which it may be necessary to write a local scope note.

5. Do not input authority records for multiple-type headings, e.g., Folk dancing, Argentine, [French, etc.]

6. "See also" notes in subject authority records properly belong in the 360 field. Since ORION1 and TAOS did not display this field in the OPAC, it was necessary to move the data in the 360 field into the 680 field. We did not use subfield i in the 680 field. These 360 fields should be recreated as encountered. (see also SECTION 8.1.1, NOTES IN AUTHORITY RECORDS).

   EXAMPLE:

   • 680 _ _ $aSEARCH ALSO UNDER headings beginning with the phrase Oil well.

7. When an unused heading with a 260 field is input, add the phrase 'SEARCH UNDER' to the 260 field, and the phrase 'DO NOT USE.' to the 667 field.

   EXAMPLE:

   Reference Evaluation: n

   Kind of Record: b

   Direct/Indirect Geog Subd: n

   Heading Use: Subject: b

   151 _ _ $aMesopotamia.

   260 _ _ $aSEARCH UNDER the name heading for the current jurisdiction Iraq [..., etc.]

   667 _ _ $aDO NOT USE. Input April 2, 2002, my.

8. In general, do not attempt to link terms from the genre list with LCSH terms, except to add an LCSH term which is a variant of the genre term 155 to the genre term authority record as a 455. Where moving image genre terms appear as references on LCSH authority records, and these genre terms are not authorized terms from Moving image materials : genre terms, delete the reference on the authority record for the topic. If the deleted term is a variant form of an authorized term from the genre list, add it as a 455 to the genre term's authority record, if it is not already there. Keep a running list of these terms for possible additions to the genre list.

9. Where it is known that LC is changing a certain type of heading as it is encountered, check such a heading against the LC authority file each time the heading is used on a bibliographic record, even if an authority record for the heading has already been made. Do not change a heading to the new form until LC does so.

   EXAMPLE:

   • Worcester (Hereford and Worcester)
   • changed to:
   • Worcester (England)

   8.7, CROSS REFERENCES:

   Cross references should be designed to support both keyword-in-heading and left-justified searching. Make all cross references deemed useful in either kind of search.

   See also references from headings not yet used: Include these as 5XX fields in the authority record for the heading which is being used, but do not make a separate authority record for a heading which has not yet been used.

   If vernacular form(s) of name are known for a creator who creates in Chinese, Japanese, Korean, Arabic, Hebrew, Cyrillic or other nonroman script, make see reference(s) (400) from the vernacular form(s). If a see reference is not yet in NAF, indicate this in a 667 note.

   If a uniform title for a film is not the original release title in the country of origin, make sure the first 430 is for the original release title in the country of origin, in the vernacular if that country uses a nonroman script.

   8.8, NACO REPORTING:

   Report only personal and corporate names. Do not report complex corporate names until we have enough films or programs cataloged to give a clear picture.

   If you submit a heading to NAF that we had previously just established locally for an inventory record, please edit the authority record accordingly, giving a citation to the title cataloged, adding an 010 field for the authority record number assigned in NAF, and changing the fixed field codes to indicate that the heading has been submitted as a cooperative cataloging project heading. There is no need to edit records already in our file for NAF forms of heading imported for inventory records.

   Relevant documents:

   • USMARC authorities, including insert pages
   • NACO participants' manual
   • LCRIs
   • AACR2

   ABBREVIATIONS FOR COMMON REFERENCE WORKS FOR 670 FIELD CITATIONS, AUTHORITY RECORDS
   
   

   • Actors' telev. credits, 1973

   • AFI cat.: $b Features 1911-1920, index, 1988

   • AFI cat.: $b Features 1921-1930, index, 1971

   • AFI cat.: $b Features 1931-1940, index, 1993

   • AFI cat.: $b Features 1941-1950, index, 1999

   • AFI cat.: $b Features 1961-1970, index, 1976

   • ASCAP, 4th ed. [use for 1980 ed.]

   • Baseball encyc., 1993

   • Biog. and genealogy master index, 1980

   • Cat. of copyright entries: motion pictures, 1912-1939

   • Claghorn, C.E. Biog. dict. of Amer. music, 1973

   • Complete dir. to prime time TV stars, 1987

   • Complete encyc. of pop. music and jazz, 1974

   • Cont. aut., vol. 33R

   • Film daily yrbk., [year]

   • Film encyc., 1979

   • Film encyc., 1994

   • Filmlexicon degli autori e delle opere, 1958-1967

   • Forty years of screen credits, 1970

   • Halliwell's filmgoer's comp., 1993

   • Int. film necrology, 1981

   • Int. mo. pic. alm., [year]

   • Int. TV alm., [year]

   • Int. ww in mus., 11th ed. [use for 1988 ed.]

   • Les Brown's encyc. of TV, 1982

   • Letter from Gloria Stuart, 1-30-89 $b (operator of private press is same as actress)

   • Motion picture guide, 1985

   • New Grove dict. of Amer. mus.

   • Notable names in the Amer. theatre, 1976

   • NUC pre-56 $b (hdg.: )

   • Pecchia, D. Cinematographers, production designers, costume designers and film editors, 1991

   • Perf. arts biog. master index, 1981

   • Phone call to A. Leigh, 6-3-92

   • Singer, M. Film directors, 1995

   • Twentieth-cent. author biog. master index, 1984

   • 20 yrs. of silents, 1971

   • U.S. copyr. cat., motion pictures, 1951: $b p. [no.]

   • Variety film reviews, 1983, vol. _, [date of review]

   • Variety television reviews, 1989, vol. _, [date of review]

   • W was w in the theatre, 1912-1976, 1978

   • W was w on screen, 1983

   • Ww in Hollywood, 1992

   • Www in Amer., v. _

   8.9, LOCAL ESTABLISHMENT:

   8.9.1, LOCAL ESTABLISHMENT OF HEADINGS:

   It is permissible to decide not to submit a personal name to NACO if 1) it is impossible to resolve a conflict with a name already in NAF; or 2) the name does not appear on the item cataloged, i.e. is supplied from a reference work. Make an authority record for any name heading not sent to NACO, even if it does not require cross references or notes. Also make an authority record for any name heading established for an inventory record, even if it does not require cross references or notes; among other things, this prevents confusion about the amount of authority work done on a heading that occurs only on inventory records and not on full cataloging records.

   For corporate names established locally (because of a history of name changes and the like), search the International motion picture [or television] almanacs (IMPA, ITV), Film daily yearbooks (FDY), and The American film industry (Slide) and record in the authority record any information you can find about the date the corporate body was established, its location, and its principal officer, as well as the history of any name changes that may have occurred. If name variants are found, make cross references from them.

   670s should be created for all locally established name authority records. In addition, on locally established name authority records, be sure to cite all reference works consulted, so that the research does not have to be redone at the time we submit the heading to the national name authority file in the future. 670 notes in locally established name headings should include the following information:

   • reason for not submitting to NACO, if applicable
   • if the heading has not yet been submitted to NACO, record all of the research you did and anything useful you found, including sources of dates, other forms of name, etc.

   Example of note in local authority record for locally established heading:

   670 _ _ $aBlame it on Rio. MP. 1983. music supervised by Ken Wannberg. Conflict in NAF with no date. PABMI: 0.

   Also, make an authority record for any subject heading established locally, so we have a record of whether or not it was an LC form of name. Initial date and label any local notes to differentiate them from LC's. Note that when establishing a subject heading locally, you will need to add local RT and BT references to established LCSH terms where appropriate. See examples below. In ORION1, locally established subject headings were identified by means of a second indicator value of 9. These second indicators migrated to TAOS and thence to Voyager, but are not standard and have no useful function. Convert such records as encountered to change the second indicators to blanks, and add 'LOCAL HEADING' to the 667 field to clearly signal to all inputters that the heading belongs in a 690 field in the bibliographic record, not a 650 field.

   EXAMPLES OF LOCALLY ESTABLISHED SUBJECT HEADINGS

   
   
   • 150 _ _ $aThree Bears (Fictitious characters)
   • 450 _ _ $a3 Bears (Fictitious characters)
   • 667 _ _ $aLOCAL HEADING. Input May 15, 1992, my; rev. January 30, 2001, my.

   • 100 1 _ $aHearst, William Randolph, $d1863-1951 $xExpulsion from France, 1930.
   • 400 1 _ $aHearst, William Randolph, $d1863-1951 $xDeportation from France, 1930
   • 500 1 _ $aHearst, William Randolph, $d1863-1951 $xJourneys $zEurope
   • 500 1 _ $aHearst, William Randolph, $d1863-1951 $xPublic opinion
   • 667 _ _ $aLOCAL HEADING. Input October 2, 1989, jdm; rev. January 25, 2001, my.
   • 670 _ _ $aHearst Metrotone news. Vol. 1, no. 302, 1930-09-20 (asked to leave France); NY times index, 1930 (expelled from France; exclusion from France; expulsion from France); Readers' guide, 1929-1932 (French revenge on Hearst; ousting of Hearst from France); World Almanac, 1930: p. 114 (expelled from France); Literary digest 106 (9/13/30): p. 9; Outlook 156 (9/17/30), p. 97.
   • 680 _ _ $aShortly after entering France from the Italian Lakes, William Randolph Hearst was expelled by order of the French government, largely because of his publication in 1928 of information pertaining to a secret Anglo-French naval pact ("the Horan Affair"), but probably also because of his opposition to U.S. entry into the League of Nations and his urging of France to repay debts owed to the U.S.
     
     

   8.9.2, LOCAL ESTABLISHMENT OF REFERENCES:

   We do not enter official statements by government officials, such as governors or presidents, under their corporate names. Everything in the collection by or pertaining to a governor or a president should be under the appropriate personal name heading. Make a local 410 see reference from the corporate name, e.g.:

   • 410 1 _ $aTexas. Governor (1990- : Richards)
   • 667 _ _ $aSee also reference locally converted to see reference: Texas. Governor (1990- : Richards). March 13, 2001, my.

   If subject cross references have been added locally to an LCSH heading, add a 667 (for a note for cataloging staff only) to indicate this.

   EXAMPLES OF FULL RECORDS CONTAINING LOCAL CROSS REFERENCES:

   • 150 _ _ $aStunt flying
   • 450 _ _ $aFormation flying
   • 667 _ _ $aCross reference locally added: Formation flying. Nov. 11, 1996, jdm.

   • 150 _ _ $aWomen
   • 450 _ _ $aGirls (Hearst index term)
   • 667 _ _ $aCross reference locally added: Girls (Hearst index term). Dec. 12, 1986, jdm.

   • 110 1 _ $aUnited States. $bCongress. $bSenate $xElections.
   • 450 _ _ $aLegislators $zUnited States $xElecction
   • 450 _ _ $aSenatorial campaigns
   • 450 _ _ $aCampaigns, Senatorial
   • 667 _ _ $aCross references locally added: Legislators--United States--Election; Senatorial campaigns; Campaigns, Senatorial. Input June 17, 1991, jdm; rev. January 25, 2001, my. Qualified by date, e.g. United States. Congress. Senate--Elections, 1960.
   • 670 _ _ $aU.S. Senator John F. Kennedy story, 1958.

   8.9.3, LOCALLY WRITTEN SCOPE NOTES:

   If more than one nearly synonymous subject heading applies and LC scope notes are insufficient to differentiate the two, write a local scope note based on definitions supplied in reference sources (see also SECTION 8.1.1, NOTES IN AUTHORITY RECORDS). If necessary, provide instructions to other catalogers to prefer one term (the broader one, if applicable) over the other when both apply.

   When an LCSH scope note does not apply to moving image materials, add a local note at the end of LC's scope note to describe Archive practice.

   A locally written scope note may also be used to record equivalent Hearst index file headings if they are not self-evident.

   EXAMPLES:

   680 _ _ $aWhen the terms Wrestling and Wrestlers both apply, prefer Wrestling. Assign the heading Wrestlers 1) to footage of wrestlers who are not wrestling; 2) in those cases where it is appropriate to assign one of the free-floating subdivisions used under classes of persons; or 3) when double-indexing under the generic topical term, e.g., after having assigned a 600 for an individual wrestler--local scope note composed by jdm, [date].

   680 _ _ $aWorks dealing with the lives, etc. of generals of a particular nationality are entered here and also under the name of the country in question with subheading Army--Biography, e.g. United States. Army-- Biography. (The UCLA Archive does not also enter under the country name with subheading and subdivision--local scope note composed by jj, [date].)

   680 _ _ $aIn the Hearst index file, footage of or about Aircraft accidents may be found under the heading PLANE CRASH, subdivided by year, e.g., PLANE CRASH: 1929; or under the heading DISASTER STORY--local scope note composed by jj, [date].

   8.10, COPYING THE LIBRARIES' RECORDS INTO OUR AUTHORITY FILES:

   1. Click the 'Remote' button in the lower right on the Cataloging Client's search form.
   2. Highlight UCLA Collections and click 'Add' so it appears in the 'Selected locations' column; then click 'Connect' [NOTE: Ignore 'Fake' and don't try to use it; there is a bug that causes the 'Remote' button not to appear unless there's a public Z39.50 definition.]
   3. Now your index list contains UCLA Cataloging Center's indexes. Search headings and find the one you want, click 'Authority', select the heading and click 'OK.'
   4. Now you have a window with 'Imported remote Auth ####;' save to FATA database and edit as necessary.
   5. When you want to go back to your collection, click Remote again, and delete the connection; click Connect to make it official

   NOTE: Authority work in the UCLA Libraries is triggered by print-outs of headings on incoming records which do not match headings already in Voyager. If authority records with cross references are available on OCLC, they are copied into Voyager as part of MARS processing through OCLC. Records based on LC authority records can be recognized by an LC number in the 010 field. There is no way for us to tell which headings may have already been sent to NACO by URL catalogers; however, monographic original catalogers send them only selectively; serials catalogers send all newly established names.

   8.11, FIXED FIELD CODES FOR AUTHORITY RECORDS (LEADER AND 008 FIELDS):

   Name in TAOS Cataloging Client	Position in MARC 21	Codes	Meaning	Coding instructions
   Record Status	leader/05	-	Record status	-
   -	-	a	Increase in encoding level	-
   -	-	c	Corrected or revised record	-
   -	-	d	Record deleted	-
   -	-	n	New record	-
   -	-	s	Record deleted because heading has been split into 2 or more headings	-
   -	-	x	Record deleted because heading is replaced by another heading	-
   Type of Record	leader/06	-	Type of record	-
   -	-	z	Authority data	-
   Encoding Level	leader/17	-	Encoding level	-
   -	-	n	Complete authority record	Authority record contains necessary authority data including applicable tracings. Reference records are coded value 'n'.
   -	-	o	Incomplete authority record	Authority record does not contain complete authority data, e.g. applicable tracings.
   Date Entered	008/00-05	-	Date entered on file	Six numeric characters for the month and day the record was entered into the system; we do not use this to store the date the record entered our system. Do retain the date from the LCSH record as evidence of when the record entered LCSH.
   Direct/Indirect Geog Subd	008/06	-	Direct or indirect geographic subdivision code	-
   -	-	_	Not subdivided geographically	-
   -	-	d	Subdivided geographically-- direct	-
   -	-	i	Subdivided geographically-- indirect	-
   -	-	n	Not applicable (i.e., heading that cannot be subdivided geographically)	Use code n for an X51 geographic authority record or any name or title heading.
   Romanization Scheme	008/07	-	Romanization scheme	-
   -	-	a	International standard	-
   -	-	b	National standard	-
   -	-	c	National library association standard	-
   -	-	d	National library or bibliographic agency standard	-
   -	-	e	Local standard	-
   -	-	f	Standard of unknown origin	-
   -	-	g	Conventional romanization or conventional form of name in language of cataloging agency	-
   -	-	n	Not applicable (i.e., neither heading nor tracing romanized)	-
   Kind of Record	008/09	-	Authority reference record code	-
   -	-	a	Authority record	-
   -	-	b	Reference record (untraced reference)	-
   -	-	c	Reference record (traced reference)	-
   Descriptive Cat Rules	008/10	-	Descriptive cataloging rules	-
   -	-	a	Earlier rules	-
   -	-	b	AACR1	-
   -	-	c	AACR2	Use code c for geographic headings, whether established by LC or locally (unless an LC record still has the code for earlier rules and the heading is in an earlier form).
   -	-	d	AACR2 compatible	-
   -	-	n	Not applicable (i.e., heading is not a name)	-
   -	-	z	Other	-
   Subject Heading System	008/11	-	Subject heading system/thesaurus code	-
   -	-	a	Library of Congress Subject Headings (LCSH)	Use this code for all name (personal and corporate), title and geographic headings, as well as topical subject headings.
   -	-	z	Other	Code mim genre headings and local subject headings (650 _4) as other.
   -	-	n	Not applicable (i.e., not a subject heading)	-
   Type of Series	008/12	-	Type of series code	-
   -	-	a	Monographic series	-
   -	-	b	Multipart item	-
   -	-	c	Series-like phrase not to be considered a series	-
   -	-	z	Other	-
   -	-	n	Not applicable	-
   Number/Unnumber Series	008/13	-	Numbered or unnumbered series code	-
   -	-	a	Numbered series	-
   -	-	b	Unnumbered series	-
   -	-	c	Series numbering varies between numbered and unnumbered	-
   -	-	n	Not applicable (i.e., not a series heading)	-
   Heading Use: Main/Added	008/14	-	Heading use--Main or added entry	-
   -	-	a	Heading is appropriate for use as main or added entry	Code series and geographic headings as a.
   -	-	b	Heading is not appropriate for use as main or added entry	-
   Heading Use: Subject	008/15	-	Heading use--Subject added entry	-
   -	-	a	Heading is appropriate for use as subject added entry	Use this code for all name (personal and corporate), title, and geographic headings, as well as all subject headings
   -	-	b	Heading is not appropriate for use as subject added entry	-
   Heading Use: Series	008/16	-	Heading use--Series added entry	-
   -	-	a	Heading is appropriate for use as series added entry	-
   -	-	b	Heading is not appropriate for use as series added entry	-
   Type of Subject Subdiv	008/17	-	Type of subject subdivision	-
   -	-	a	Topical	-
   -	-	b	Form	-
   -	-	c	Chronological	-
   -	-	d	Geographic	-
   -	-	e	Language	-
   -	-	n	Not applicable	-
   Type of Government Agency	008/28	-	Type of government agency code	-
   -	-	_	Not a government agency	-
   -	-	a	Autonomous or semi-autonomous component of the Soviet Union, the Yugoslav Republic or Malaysia	-
   -	-	c	Multilocal (i.e., regional combination of jurisdictions below the state level)	-
   -	-	f	Federal/national (i.e., sovereign nation, such as Canada	-
   -	-	i	International intergovernmental body	-
   -	-	l	Local jurisdiction (i.e., county, city, town, etc.)	-
   -	-	m	Multistate (i.e., regional combi- nation of jurisdictions at the state, provincial, territorial, etc., level)	-
   -	-	o	Government agency--level undetermined	-
   -	-	s	State, provincial, territorial, dependent, etc., jurisdiction	-
   -	-	u	Unknown if heading is government agency	-
   -	-	z	Government agency--level other than can be specified by other code values	-
   Reference Evaluation	008/29	-	Reference evaluation code	-
   -	-	a	Tracings have been evaluated and are consistent with the heading	-
   -	-	b	Tracings have not been evaluated and are not necessarily consistent with the heading (=UNEVAL)	-
   -	-	n	Not applicable (i.e., the heading has no associated tracings)	-
   Record Update in Process	008/31	-	Record update in process code	-
   -	-	a	Record can be used	-
   -	-	b	Record is being updated and should therefore not be used until updating is complete	-
   Undifferentiated Name	008/32	-	Undifferentiated personal name code	-
   -	-	a	Differentiated personal name	-
   -	-	b	Undifferentiated personal name	-
   -	-	n	Not applicable (not a personal name heading)	-
   Level of Establishment	008/33	-	Status of authority heading code	-
   -	-	a	Fully established heading that has been used on a bibliographic record	-
   -	-	b	Memorandum (i.e., heading has been used on a bibliographic record)	-
   -	-	c	Provisional (i.e., heading cannot be established definitively due to inadequate information; when the heading is next used, it should be reconsidered in the light of any additional information)	-
   -	-	d	Preliminary (i.e., heading is established in connection with the cataloging of a bibliographic item that is not available at the time the heading is established; the heading will be reconsidered when an appropriate item is available)	-
   -	-	n	Not applicable (i.e., the record is a reference record, not an authority record, and, therefore, the 1XX field does not contain a valid heading)	-
   Modified Record	008/38	-	Modified record code	-
   -	-	_	Record is not modified	-
   -	-	s	Record is shortened because record length exceeds maxi- mum allowable length	-
   -	-	x	Record contains characters that can not be input because they are not in the character set (e.g. nonroman characters)	-
   Cataloging Source	008/39	--	Cataloging source code	-
   -	-	_	Library of Congress	MARC 21 defines as 'National bibliographic agency.'
   -	-	a	National Agricultural Library	Obsolete practice; not in MARC 21.
   -	-	b	National Library of Medicine	Obsolete practice; not in MARC 21.
   -	-	c	Cooperative cataloging program	Code here Library of Congress Cooperative Cataloging Program (PCC); include those we have reported to NACO.
   -	-	d	Other	Code here all locally established headings.
   -	-	u	Unknown	-

   
   
   
   

   8.12, CONTROL SUBFIELD W CODES FOR AUTHORITY RECORDS :

   Code	Meaning
   a	Earlier heading
   b	Later heading
   d	Acronym
   f	Musical composition
   g	Broader term
   h	Narrower term
   i	Reference instruction phrase in subfield
   n	Not applicable
   t	Immediate parent body

   
   
   
   

   8.13, TAOS/OCLC MAPPING, FIXED FIELDS, AUTHORITY RECORDS :

   TAOS	OCLC
   Record Status	Rec stat:
   Type of Record	Type:
   Encoding Level	Enc lvl:
   Direct/Indirect Geog Subd	Geo subd
   Romanization scheme	Roman:
   Kind of record	Auth/Ref:
   Descriptive Cat Rules	Rules:
   Subject Heading System	Subj:
   Type of Series	Series:
   Number/Unnumber Series	Ser num:
   Heading Use: Main/Added	Name use:
   Heading Use: Subject	Subj use:
   Heading Use: Series	Ser use:
   Type of Subject Subdiv	Subd type:
   Type of Government Agency	Govt agn:
   Reference evaluation	Ref status:
   Record Update in Process	Upd status:
   Undifferentiated name	Name:
   Level of Establishment	Auth status:
   Modified Record	Mod rec:
   Cataloging Source	Source:

8.14, URLS IN AUTHORITY RECORDS:

Follow this pattern:

856 4 _ $u http://www.volunteermatch.org/results/org_detail.jsp?orgid=6995 $y description

Last modified: February 16, 2012