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This document sets forth Yale University Library policies for creating, updating, and importing NACO name, uniform title, and name-title authority records (NARs). It is intended to supplement, not replace, standard documentation issued by the Library of Congress (LC) and the Program for Cooperative Cataloging (PCC).
Creating New NARs
- Where to create new NARs
- When to create new NARs
- Mandatory Variant Forms in RDA Appendix F
- Authority Records for Works and Expressions
- Conference Names
- Optional fields in new NARs
- When to run ExportQ
- When to import NARs
- How to import NARs
See also: Yale Policies for NACO Series Authority Records
Creating New NARs
Where to create new NARs
- Create all new NARs in the OCLC authority file according to Yale's NACO workflow.
- Do not create new NARs in ORBIS.
When to create new NARs
- As a general rule, create new NARs whenever one or more of the following criteria apply:
- if you determine the name requires cross reference(s) (Cataloger judgment)*
- the name needs to be distinguished from a similar entity
- the name is needed as an authorized access point (AAP) in a BIBCO record
- the name is represented by a local NAR**
*Note: cross references for variant forms are not mandatory under RDA, or under NACO policy. But see the Appendix F discussion below.
**Note: Local NARs lack an 010 field. These records were created in ORBIS, rather than contributed to NACO, in accordance with former Yale policy. The local NAR should be deleted from ORBIS after the NACO record is created.
Use judgment in deciding whether or not to establish an AAP. You may opt not to create a NAR if the name is particularly problematic. Keep in mind that you will not be able to code the bibliographic record as pcc if the access point does not have an authority record in the national authority file. Since all of our original records now follow RDA instructions, the access point must be consistent with RDA (and the LC-PCC policy statements) even if no authority record is made. At the same time, if the name is unproblematic, you are encouraged to create a NAR even if it does not fall into any of the criteria listed above. Any relevant information turned up in the course of establishing the name that would support identification is worth recording permanently in an authority record; in RDA one records information both to differentiate and to identify.
RDA Appendix F. Although RDA does not generally require variant form references, there are mandated references for some of the categories of names in Appendix F for Southeast Asian (Indonesian, Malay, Thai) and Icelandic names. Under our AACR2 workflow, Southeast Asian names were exempted from the requirement to make a NAR for the first time use of a name in our catalogs. The policy continues under RDA and extends to any mandated variant form in Appendix F. Note that the instructions for most variant forms in F usually say to "Record as a variant name a form using a different part of the name as the first element if the name might reasonably be searched by that part."
Preferred titles and Creator/Preferred title combinations for Works and Expressions. Until PCC standards are clarified, our local policy will be as follows:
- Use preferred titles, including conventional collective titles in bibliographic records (240 and 7xx) following RDA and LC practice; generally do not go beyond LC practice even though it may be allowed for PCC libraries
- Do not create NARs for preferred titles or creator/preferred titles, including conventional collective titles, for works and expressions
- If a NAR for a translation has been established with 2 languages or with Polyglot, do not attempt to update it; for your bibliographic record, follow RDA and the policy statements and make at least 2 AAPs for the individual languages in your bibliographic record
- If a NAR for a preferred title or a creator/preferred title exists for a work or expression that is inconsistent with RDA and does not fall into the translation category in the previous bullet, report the situation to NCC for review
- If there is no NAR for your conference name, do not make one
- If a NAR has been created for the name of an ongoing conference, and the AAP is consistent with RDA, use it in your bibliographic record but do not attempt to update the NAR even if it is coded as AACR2 or pre-AACR2
- If a NAR has been created for the name of an ongoing conference, and the AAP is NOT consistent with RDA, update the NAR following NACO guidelines and make also a NAR for the individual conference used as the AAP for your bibliographic record
When to ExportQ
Do not flag your bibliographic record for export to MARS until your NAR has been produced. Otherwise MARS will not send us the NAR.
When to import NARs
As a general rule, do not import NARs into ORBIS from LCDB or the utilities. MARS will send us the NARs as a result of weekly bib record processing. However, you may import a NAR if you need to update it in ORBIS with local information.
How to import NARs
Authority records are imported from LCDB and the utilities in the same way that bib records are imported
Document issued by the NACO Coordinating Committee
Last revised: 19 Dec. 2013