The University of Arizona
 

Adding Authority Records

You must be authorized to add/create or import authority records to the database. See the Library Cataloger for these permissions.

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Import from Library of Congress

To import authority records from the Library of Congress, go to Library of Congress AuthoritiesOpens in a new window. Click on Search Authorities.

LC Authority page

In the Search Text box, enter the name, subject, title, or name/title whose authority record you are seeking. In the Search Type box highlight the appropriate type. Click on Begin Search

LC Authority Search

A browse list will appear matching your closest terms. Click on the red Authorized Heading button to bring up the authority record. 

LC authority list

One or more links may be displayed. Click on the appropriate link in Select a Link to View the Authority Record. 

LC auth link

A MARC display screen will appear. In the Save, Print, Email box (bottom of screen), select the MARC (Unicode/UTF-8) download format.  On the right side of the box, click on Press to SAVE or PRINT button.

LC auth save

The record will be shown as a continuous string of numbers and letters.

LC auth record string

On the File menu of your browser, click on Save As. In the Save dialogue box that comes up, your settings should be set to save in the C://Voyager/Catalog folder. In the File name box, change the name from its default xxx_cgi to a short form of the term you are importing, ie. bob_cgi.  Keeping the cgi extension on your new term will distinguish it from other text files that may be in your folder, but it is not required.  In the Save as type drop down, select Text File (.txt). Leave the encoding level at its default Western European (Windows). Click on Save. The authority record is now saved on your local computer in the Catalog folder.

LC auth text save

The first time you import a record you may have to define your import path as C://Voyager/Catalog. 

Open the Catalog module. For logon instructions, see the Logon and Options section.  

Make sure the Option>Preferences>Mapping is set to MARC21 UTF-8.

Go to menu Record>Import>From new file

LC auth 8

The Select Import File dialog box will open.  Highlight your file from the list and click Open

LC auth open text

Your file will be highlighted, click OK.

LC auth rec

Your record will appear in MARC format.

LC auth Marc rec

Make all necessary modifications before pressing Save to DB. Typical changes for authority records are as follows:

  • Delete all 9xx tags (highlight the 9xx field and use the keyboard's delete key)
  • Indicator 2 in the name and title tags 100, 400, 110, 410, 510 should be blank

Click Save to DB .  If the record is new it will save to the database.  If we already have this authority record in the database a message will ask if you want to replace it.  Usually you will not need to replace the existing record, but you can merge authority records if you want to add additional information from a new authority record to an older record. If you have any questions, see the Library Cataloger.

Periodically cleanup/delete unused files in your C://Voyager/Catalog folder.

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Create Original Authority Records

Only authorized catalogers are permitted to create new authority records in the database.

Always check the catalog and the Library of Congress AuthoritiesOpens in a new window before adding an authority record to the database.

Open the Catalog module. For logon instructions, see the Logon and Options section.

Click on the New icon and select Authority.  A blank authority record appears.  The authority record is easily recognizable because it has a yellow star in its blue title bar.

Confirm that the leader information reads:

Record status:  n: New

Encoding level:  n: Complete authority record

Confirm that the 008 MARC field information is correct.

For most authority entries you will leave the defaults as set in the 008 MARC field, except for the last entry, which should read:

Cataloging source:  d: Other sources

Enter the following appropriate 1xx MARC field in subfield $a depending on the entry/term you are creating an authority for:

100 Personal name

First indicator = 0 forename; 1= surname; 3= family name.

Second indictor = blank.

In subfield $a enter the last name, first name, (and middle initial, if applicable). 

Other common subfields (in addition to the $a subfield) that can be used in the 100 MARC field include: $c titles and $q fuller form of name.

110 Corporate name

First indicator = 0 inverted name; 1= jurisdiction name; 2= name in direct order.

Second indicator = blank.

In subfield $a enter the corporate or jurisdictional name.

Other common subfields (in addition to the $a subfield) that can be used in the 110 MARC field include $b subordinate unit.

130 Uniform title

First indicator = blank.

Second indicator = 0-9 count the non-filing characters.

In subfield $a enter the uniform title. 

Other common subfields that can be used in the 130 MARC field include $d date of work.

150 Subject term

First indicator = blank.

Second indicator = blank.

In subfield $a enter the topical term.

151 Geographic term

First indicator = blank.

Second indicator = blank.

In subfield $a enter the geographic term.

Tracing fields lead directly from one heading to another heading.  The 4xx MARC field leads from an unauthorized heading to an authorized heading.  The 5xx MARC field leads from one authorized heading to another authorized heading.  The 4xx and 5xx MARC fields are the heading referred from and the 1xx MARC fields are the heading referred to.

Enter the following tracing fields in 4xx MARC field depending on the 1xx MARC field information.

400 See From Tracing – Personal Name

First indicator = 0 forename; 1= surname; 3= family name.

Second indictor = blank.

In separate 400 MARC fields, in subfield $a enter all the possible unauthorized versions of the name.

Other common subfields used in the 400 MARC field are: $q fuller form of name, $w control information, $t title of work

410 See From Tracing – Corporate Name

First indicator = 0 inverted name; 1= jurisdiction name; 2= name in direct order.

Second indicator = blank.

In subfield $a enter all the possible corporate or jurisdictional names that could be used as unauthorized versions of the name.

Other common subfields in the 410 MARC field are:  $b subordinate unit, $x control information.

 

The 5xx MARC field leads from one authorized heading to another authorized heading. These fields are used infrequently and mostly for jurisdictional names that have changed from earlier forms.

500 See Also From Tracing – Personal Name

First indicator = 0 forename; 1= surname; 3= family name.

Second indictor = blank.

In subfield $a enter a related established heading that the entry in the 100 MARC field is referred from as a "see also."

510 See Also From tracing – Corporate Name

First indicator = 0 inverted name; 1= jurisdiction name; 2= name in direct order.

Second indicator = blank.

In subfield $a enter the related established heading for the corporate or jurisdictional name in the 110 field that is referred as a "see also." 

Common subfields used in the 510 field are: $b subordinate unit, $w control information.

667 Name Change Note

This note explains the name change.  In the bib record add the 110/710 MARC fields for both names.

670 Source of Data Found

First indicator = blank.

Second indicator = blank.

A citation for a consulted source in which information is found about the field headings.

Common subfields used in the 670 MARC field are:  $a source citation, $b information found (i.e.: t.p.), $u URL.  When including information from the item in subfield $b, put the information in parenthesis. 

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