NACO Authority Records: Creating New NACO Records

This document has been adapted from the NACO Training Manual handout “Creating New Records in OCLC” (Day 1, p. 50).  It includes both workflow steps in OCLC and follow-up in our local Voyager system.

The following steps assume a basic scenario in which no prior authority record exists in the LC/NACO authority file in OCLC.  For steps to follow when editing an existing LC/NACO record, see “NACO Authority Records:  Editing Existing NACO Records” [document to be written].

For further details on the content of NACO authority records, see the NACO Participants’ Manual (NPM) and the NACO Training Manual.

Workflow steps

1. Follow workflow steps for verifying and establishing headings:  as described further in “ Authority Work Procedures:  Verifying and Establishing Headings:  Summary of Interim Procedures for Original Cataloguing Authority Work.”

   Make sure to gather information, which will go into 670 Sources Found field(s), to justify your choice of heading and references.  Sources may include your piece, bibliographic files, and other reference sources as applicable.

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2. Key bib record in OCLC.
   • Make sure that the form of heading that you have chosen is used correctly in your bib record.

     The 245 $a and 260 $c information should also be complete and correct, since it will go into the authority record's first 670 field.

   • Save the record.

   • If more than 24 hours have elapsed since you last searched the LC/NACO authority file in OCLC, re-search it, to avoid duplication.

   • Retrieve the bib record from Save file.

     Please note:  You should not do any further editing of the bib record before running the Authorities macro (step 3).  It would block the macro.

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3. Run the OCLC Authority macro based on the bib record.
   • Click on the field with the heading.

   • Click the appropriate macro button on the OCLC Passport toolbar.  The macro is set up on most of our PCs under User tool 4.

   The macro should run, generating a basic NACO authority record, with a 1XX field and the first 670.  It may provide some 4xx fields.  It also fills in some fixed-field codes.

   Alternative possibility:  New authority record workform:  Occasionally, you may need to create a NACO record for a heading that is not in your bib record.  For example, if you include a 5XX related heading reference in your record when there is not yet an LC/NACO authority record for that heading, you will need to create an authority record for the related heading. To call up a workform in OCLC to create an authority record "from scratch," use the command:     wfan [F11] With a new workform, all variable fields and several fixed-field codes will need to be filled in.

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4. Edit NACO record as necessary.
   • Add any 4xx and 5xx references that are still needed.

   • If you have added any 4xx or 5xx references, and the Ref status fixed-field element code is “n”:  Change this code to “a.”

   • 670 field(s):
     • If 670 citation of piece, as created by the macro, lacks a main entry and would be ambiguous without one, add main entry, abbreviating forename initials of personal name heading.  Note:  Adding main entry should be done sparingly, only when necessary for clarity.  Occasionally, the macro will provide the main entry; leave it in when provided.

       E.g.    100 1  Booming, V. Ray

       670      Theatre, 1986: $b t.p. (V. Ray Booming)

       V. Ray Booming is actually the translator of this work: Theatre : a collection of plays to perform from mountaintops / by Karl Kleinestimme.  Because the main entry does not match the authority record 100, and because the title proper is so generic, editing the 670 would be useful in this case:

       670    Kleinestimme, K. Theatre, 1986: $b (V. Ray Booming)

       E.g.    100 1  Grindelsthorpe, H. D. $q (Hermione Daphne)

       670      Plays for peasants, 1904: $b t.p. (H.D. Grindelsthorpe)

       H.D. Grindelsthorpe is actually the editor of the book, which was written by I.M. Snobisch.  Because the title of the book is quite distinctive, adding the main entry in the 670 is less necessary in this case.

     • Confirm that the location of data citation in the first 670, as provided by the macro, is correct.

       E.g.    670      Conference on Ceramics of the Hambledon Hills, 1999: $b t.p. (R. Glazier)

       R. Glazier’s name actually appears on p. iii.

       670 should be edited:

       670 Conference on Ceramics of the Hambledon Hills, 1999: $b p. iii (R. Glazier)

       E.g.    670      Excavations in County Donegal, 1977: $b cover (Nuala FitzGerald)

       This book has a cover title.  According to the NPM (section I, 670 field, VI), a cover or other source being used as the chief source of information should be cited as “t.p.”

       670 should be edited:

       670 Excavations in County Donegal, 1977: $b t.p. (Nuala FitzGerald)

     • Add any additional 670 source information, from the piece or other sources.

       Geographical sources, including GEOnet:

       Listing geographic coordinates:

       coordinate sign	OCLC special character
       degree sign	superscript 0 (zero)
       minutes sign (')	miagkii znak
       seconds sign (")	tverdyi znak

   • 675 field:  Add a 675 including sources that you checked where no information was found.

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5. Validate NACO record

   Command:    val[F11]

   Correct any errors that are reported.

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6. Print out NACO record

   While this step is optional, we recommend it for the most accurate proofreading.

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7. Save NACO record in our institutional authority record save file in OCLC.

   Command:    s[F11]

   Note save number.

   Please note:  To call up record from authority record save file:

   [/<save number>[F11]

   E.g.    [/3472

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8. Review NACO record
   • Straightforward records:  Once graduated from training, you may simply review straightforward records yourself.  Make any needed changes.

     Then go on to step 9.

   • Complex records:  For any records that are more complex than usual, or about which you have a question:
     • First review the record yourself, making any needed changes.
       • Add final 952 with your initials and the date of initial record creation.
       • Include any question(s) in additional 952 field(s).

     • Send the record for in-house review via e-mail message.  Include:
       • Brief request (e.g., “Please review the following NACO record”)
       • Save number(s)
       • E-mail addresses of all original cataloguers, including NACO Coordinator.  (Exception:  Omit addresses for cataloguers who will be away for a period of more than a day.)

     • Once you have received responses from every original cataloguer contacted:
       • If more than 24 hours have elapsed since you last searched the LC/NACO authority file in OCLC, re-search it, to avoid duplication.

       • Review record in light of responses.  Make any changes needed.

       • Delete the 952 field(s) that you had added.

     • Go on to step 9.

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9. Validate NACO record again if any changes have been made since you last validated.

   Command:    val[F11]

   Correct any errors that are reported.

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10. Add record to LC/NACO file

    Command:    add[F11]

    The bib record can be entered into the OCLC database at any time once the authority record is in the LC/NACO file.

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11. Export NACO record from OCLC

    Command:    xpo[F11]

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12. Import NACO record into Voyager

    If more than 24 hours have elapsed since you last searched Voyager authority file, re-search it.

    • No Voyager authority record:  Import record into Voyager, following instructions in “Authority Record Importing from OCLC,” step 3, Voyager import.

    • Voyager authority record found for your heading:  Follow instructions in “Authority Record Importing from OCLC,” step 4, Voyager replace (overlay).

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13. Keep authorities statistics

    Tally 2 statistics per record, on 2 different sheets:

    • NACO record in LC/NACO file in OCLC:  Count on the NACO Statistics Tally sheet.  Mark the “Original” box for the appropriate category of heading (personal name, corporate name, uniform title, geographic, or series).

    • Imported authority record in Voyager:  Count on the TULANET Authority Records sheet in the Name/Title box:
      • New imported record:  Tally under “OCLC-AF Imports.”

      • Replaced (overlaid) record:  Tally under “Import/Replace.”

HTML document last reviewed:  3 September 2004