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Authority Work

General

  1. All bibliographic headings should ideally be supported by an authority record in BISON.
    1. Search OCLC for an authority record if one is not in BISON.
      1. If found, Export.
      2. If not found, identify heading as a NACO candidate by highlighting heading on printout, and place piece with printout in it on NACO shelf.
  2. When authority records are exported from OCLC into BISON all 5XX headings must be searched in BISON.
    1. If 5XX heading is not present in any bibliographic record(s) in BISON then suppress that cross reference.
      1. Set the 4th byte of subfield w to a in 5XX field. If there is not a subfield w already present in 5XX field, add one and code it as:
        |w nnna
    2. If subfield w is already present with one or more of the bytes already coded, fill it out to 4 places.
      3. Example: |w bnna
      • This applies to all types of authority records, including subject.
  3. If local project GL authority records (690 that says "Team [no.]") are encountered, treat the heading as though it does NOT have an authority record in BISON yet. See example at: auth BHT4804
  4. Edit bibliographic records to match established series form if necessary. Print out any bibliographic records from other processing units that need to be edited. Also print out any provisional authority records that need to be deleted. This may be shown best by printing the index screen(s). Give to Head of Cataloging.

Series Authority Work -- With Existing Record

  1. Search for the series title as it appears on the piece.
  2. If there is no established heading for the series in BISON or OCLC, create one referring to Section III of this procedure, Series Authority Work -- Without Existing Record.
  3. If there is an established heading (E/L is coded "n" and record appears complete) check the following fields:
    4. 690 :   : initials (LL); date [(LL) means someone from Law has checked the record; all you need to do is verify that you have the correct form of the title for your bib. record and the correct numbering]
    130 :   : This is the established form of the heading.
    642 :   : This is an example of how series numbering should be set up [i.e., ser. 2, no. 5] (may be more than one 642 field for different kinds of numbering)
    643 :   : The place and publisher/issuing body (like a 260 field without punctuation)
    644 :   : f [fully analyzed--each title in the series is given a full bibliographic record]
    645 :   : t [series is traced--established form of the series title is added to each bib. record and can be searched]
    646 :   : s [all volumes are classed separately--each gets its own class number]
    Some series are classed together (not many in Law); for those that are, the 646 field would be "c" and there would be either an 050 or 090 with the classification number to use for the book in hand.
    If the 644, 645, and 646 fields are not coded f, t, s and the series doesn't appear to be classed together, you may need to make some changes.
  4. Look at the fixed field NUM, this will tell you whether the series is numbered all of the time, sometimes, or never.
    5. NUM   a [it is numbered]
    NUM    b [it is not numbered]
    NUM    c [sometimes it's numbered, sometimes it's not]
  5. Check fixed fields NAME SUBJ SER
    6. For all series these should be:
    NAME   a   SUBJ     a   SER c
    [this means the heading is used as a series, but not used as a Name or Subject heading]
  6. Add a 670 field using title of piece in hand.
    7. 670:  :Author/Main Entry. Title, date.
    Note: If there is only one 670 with "Work cat. [BISON number]", update it from work in hand, as above.
  7. If the authority record you are checking is an LL record make any necessary changes and add your own initals in a 690 field:
    8. 690:  : [your initials] (LL); [mon./year]
  8. If the authority record is not an LL record and no one from Law has added a 690, print the record, make any necessary changes, add a 690 field with your initials and place in the Head of Cataloging's basket. Or you may copy the record and paste it into an e-mail message to Head of Cataloging, making note of what changes or additions it needs.

Series Authority Work -- Without Existing Record

  1. Search for the series title as it appears on the piece.
  2. If there is an established authority record for the series in BISON or OCLC, refer to the Series Authority Work -- With Existing Record procedure.
  3. If there is no established authority record for the series in BISON or OCLC, an established authority record must be created in BISON. The simplest way to do this is to find a similar established authority record and derive from it (command = deri). This saves typing, but it is important to make sure that all traces of the record derived from are erased or replaced completely.
  4. It is important to choose an already established, similar record to derive from based on the type of record you need to establish for the title in hand. Here are some types to choose from, along with the BISON record number for that example:
    • Unnumbered series, no cross references (BHJ6944)
    • Unnumbered series, with corporate body cross reference (BHJ6953)
    • Unnumbered series, with cross reference justified by other use of series (BHJ6952)
    • Numbered series, with date as number (BHR5169)
    • Numbered series, with cross reference (BHJ7277)
    • Numbered series, with corporate body cross reference/generic series title (BHK3553)
    • Numbered series, foreign language, with cross reference (BJH1632)
    • Numbered series, classified with same call number (BGF2019/not an original record)
  5. Check fixed fields    NAME    SUBJ    SER
    6. For all series these should be:
    NAME = a    SUBJ = a    SER = c
    [indicating the heading is used as a series, but not used as a Name or Subject heading]
  6. Other fixed fields
    7. SRC = d
    LANG = eng (language of title), or blank or ???
    ROM = ? (fill character)
    NUM: a = numbered
    b = unnumbered
    c = some numbered/some unnumbered
    KIND = a
    H/ESTAB = a (fully established heading)
    T/EVAL: a = cross reference exists and has been evaluated
    n = no cross references
    IP = a (record can be used)
    RULES = c (AACR2)
  7. Variable fields
    • 010 delete
    • 035 delete
    • 040:    :   NBuU-L |c NBuU-L
    • 130:0 :  [series title/established form]
    • 4XX:    :   [cross reference from form not used]
    • 5XX:    :   [cross reference for related established series form]
    • 642:    :   Designator and number (if applicable)*
    • 643:    :   Place |b publisher
    • 644:    :   Change to |5 NBuU-L
    • 645:    :   Change to |5 NBuU-L
    • 646:    :   Change to |5 NBuU-L
    • 670:    :   Citation to title in hand, from which this series authority record is being established
    • 690:    :   [operator's initials] (LL); [month/year]
    * Fuller explanations for some of the fields above:
    642 :    :    This is an example of how series numbering should be set up [i.e., ser. 2, no. 5] (may be more than one 642 field for different kinds of numbering)
    643 :    :    The place and publisher/issuing body (like a 260 field without punctuation)
    644 :    :    f    [fully analyzed--each title in the series is given a full bibliographic record]
    645 :    :    t    [series is traced--established form of the series title is added to each bib. record and can be searched]
    646 :    :    s    [all volumes are classed separately--each gets its own class number]
    Some series are classed together (not many in Law); for those that are, the 646 field would be "c" and there would be either an 050 or 090 with the classification number to use for the title in hand.
    690 :    :   [cataloger's initials] (LL); [month/year]
Content last updated: 3/06
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