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Learner guide: Authority control

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Course overview

This course provides the basic skills needed to work with authority records in WorldShare Record Manager. At the end of this course, learners will be able to find detailed help on the available authority files in Record Manager; set user preferences for authority records and authority control; search and browse the Library of Congress (LC) authority file; use the LC Root/Expanded browse to find authority records having subdivisions; explain the purpose of authority control; control headings in bibliographic records; and export authority records.

 Note:  OCLC strongly recommends watching MARC authority records and reviewing Understanding MARC authority records before taking this course. The video and documentation provide a brief introduction to the MARC authority records.

This learner guide is designed to accompany the  WorldShare Record Manager: Authority control course. If you attended this course or listened to the recording,  please complete our brief evaluation. Your feedback is very important! Thank you! 

About Authority record

Record of the decision of the authoritative form of a: Name (Personal & Corporate), Name /Title, Uniform title or a Subject used as a heading in a bibliographic record.

You can search the authority file to determine if an authoritative heading exists. If an authorized heading exists, it is described in an authority record.

MARC Authority records

Each authority record may contain the established form of the heading, see from references, see also from references, and notes. The record also contains coded data that describes the characteristics of the heading or record. Records have fixed-length fields that contain coded information from the MARC 21 Leader, 005, and 008 fields. Records have variable-length fields that contain coded and textual information. 

Variable fields

Tag    ( (XX = varies depending on type of heading)) Campo 
010 LCCN
1XX Heading
3XX Additional information for names
4XX See from reference
5XX See also reference
6XX Nota
7XX Linking data

Fixed fields (008)

There are 40 character positions in field 008, numbered from 00-39. Learn more at Understanding MARC authority records.

Geo subd (008/06)
blank = Not subdivided geographically
i = Subdivided geographically indirect
n = Not applicable

Subj (008/11)
a - Library of Congress Subject Headings (also 010 (LCCN) prefix: sh)
b - LC subject headings for children's literature (also 010 (LCCN) prefix: sj)
c - Medical Subject Headings
d - National Agricultural Library subject authority file k - Canadian Subject Headings
n - Not applicable
r - Art and Architecture Thesaurus
s - Sears List of Subject Heading v - Répertoire de vedettes-matière z - Other
| - No attempt to code

Available authority files in Record Manager

  • AAT - Art & Architecture Thesaurus
  • BNE - Biblioteca Nacional de España
  • Candiana Names - (Autorités de noms Canadiana en français) and Canadian Subject Headings
  • GND - German Authority File
  • LC - Library of Congress Names and Subjects Authority File
  • MeSH - Medical Subject Headings
  • Māori - New Zealand Subject Headings
  • NTA - Nederlandse Thesaurus van Auteursnamen
  • RVM - Répertoire de vedettes-matière (French Subject Authority file)
  • FAST – Faceted Application of Subject Terminology

Authority control

The procedures by which consistency of form is maintained in the headings (names, uniform titles, series titles, and subjects) used in a library catalog or file of bibliographic records through the application of an authoritative list (called an authority file) to new items as they are added to the collection.

Why Control headings?

  • Link headings in bibliographic records to matching Library of Congress, MeSH (Medical Subject Headings) and/or Canadiana authority records, if available
  • Maintain consistency of form in headings for names, uniform titles, series titles, and subjects
  • Cross-reference from forms of headings that are not used to those that are; or to related headings
  • Disambiguate and/or collocate similar headings
  • Add a hyperlink to a controlled heading within the bibliographic record that opens the authority record in a separate window

User Preferences - Controlled headings  

  • Go to Metadata > Record Manager > User Preferences > Working with Records > Bibliographic Records
  • For Controlled Headings:
    • Enable or disable add equivalent subject headings. By default, this is disabled
      • When enabled, the system checks for uncontrolled headings present in a bibliographic record and tries to control the headings against the appropriate authority files and then attempts to add equivalent subject headings for the controlled headings if the record contains controlled RVM, AAT, LCSH, or MeSH headings. If equivalent subject headings are found, they are controlled to their respective authority file
      • When disabled, the system only checks for uncontrolled headings present in a bibliographic record and tries to control the headings against the appropriate authority files

          Note: Although the system attempts to control all headings when you add or replace a bibliographic record, it will only attempt to add equivalent subject headings when you select Control All Headings from the Record menu in the bibliographic record

    • Enable or disable automatically suggest authority headings for Canadiana Names and Library of Congress Names. By default, auto-suggest is enabled
      • When enabled, auto-suggestions for field-appropriate Canadiana and Library of Congress Names start with the first keystroke in new and existing records whose: Auto-suggested headings are automatically controlled when selected
      • If you are editing an existing field, you must first follow the procedure to remove a link from a controlled heading in a MARC 21 record
        • 040 field subfield $b is identified as French ($b fre) for Canadiana Names
        • 040 field subfield $b is identified as English ($b eng) for Library of Congress Names
        • 100, 110, 111, 130, 700, 710, 711, 730, 800, 810, 811, and/or 830 field is blank

Authority tags and bibliographic tags they control

Heading Authority tag Bibliographic tags
Personal Name 100 100, 600, 700, 800
Corporate Name 110 110, 610, 710, 810
Conference Name 111 111, 611, 711, 811
Uniform Title 130 130, 440, 630, 730, 830
Chronological Term 148 648
Topical Subject 150 650
Geographic Subject 151 651
Genre/Form Subject 155 655
Topical Subdivision 180 6xx $x
Geographic Subdivision 181 6xx $z
Chronological Subdivision 182 6xx $y
Form Subdivision 185 6xx $v

Control all headings

While viewing a bibliographic record in MARC21 editor:

  • Click the Record menu.
  • Select Control All Headings

Control single heading 

Use this option for an unqualified personal name (name without a fuller form of heading, i.e., additional subfields, e.g., dates)

  • Click in the field and then click the Edit menu and select Controlled Heading > Add
    OR
  • Right-click in the heading field and select Controlled Heading > Add
  • If a matching authority record is found, click on the heading to view the authority record to verify that it is the correct record
  • Close the authority record
  • Click Insert Heading

Edit a controlled heading

  • Click in the field and then click the Edit menu and select Controlled Heading > Remove
    OR
  • Right-click in the heading field and select Controlled Heading > Remove
  • Edit the heading (for example, add a subdivision).
  • Click in the field and then click the Edit menu and select Controlled Heading > Remove
    OR
  • Right-click in the heading field and select Controlled Heading > Remove

WorldCat Entities Identifier (URI)

Every WorldCat Entity has a unique identifier known as a Uniform Resource Identifier (URI). For bibliographic records without an identifier in a 100, 110, 600, 610, 647, 651, 700, or 710 field, you can search for a WorldCat Entity of an applicable type and insert a $1 link with an appropriate identifier referencing that entity. Identifiers display in the $1 field as a clickable link, which will open in a new browser tab and take you directly to the reference in WorldCat Entities. Inserting an identifier in a 758 field will populate additional subfields. 

For more information, see WorldCat Entities.

Insert a WorldCat Entity identifier in a bibliographic record 

  1. Click anywhere in a 100, 110, 600, 610, 647, 651, 700, 710, or 758 field to select it.

     Note: For 610, 700, and 710 fields, identifiers should only be inserted for name headings, not titles.

  2. From the Edit drop-down menu, select Insert WorldCat Entity.
    Or
    Right-click the selected field and select Insert WorldCat Entity from the right-click menu.
  3. The text of the field you selected (e.g., author name in the 100 field) is automatically carried into the search term box, and the search is completed in WorldCat Entities.
  4. The Insert WorldCat Entity pop-up displays with a list of search results.
  5. Click the Select Entity button next to a result to insert the identifier for that entity into the bibliographic record.
  6. (Optional) If no search results are found, you can click Create WorldCat Entity. See Create WorldCat entity for more information.

     Note: To use this functionality, you must have an OCLC Meridian subscription and the appropriate role assigned to your WorldShare account.

Insert WorldCat Entity identifier into a controlled field 

The system will automatically attempt to add WorldCat Entities uniform resource identifiers (URIs) to WorldCat records when a candidate heading or headings are controlled. Candidate headings include those in the following fields: 100, 700 (name only), and FAST headings tagged 600, 647, and 651. If no $1 link is added for a candidate heading, please search for the entity and manually add the identifier if found. If a $1 link you believe to be incorrect has been automatically inserted into a candidate heading, please contact bibchange@oclc.org with details.

  1. Expand a controlled field by clicking on the arrow (Screenshot of the Record Manager arrow button) directly to the left of the field.
  2. Open the Subfield drop-down menu and select Real World Object URI ($1).
  3. In the Value field, copy or type in the WorldCat Entity identifier (URI).
  4. Click Done.

Authority searching/browsing

User Preferences - Search and browse authority records

Click User Preferences in the left navigation, then click Searching – Basic

Searching - Basic accordion: Authority Records tab - Image

Basic searching - Authority records

  1. Click the Authority Records tab.
  2. For One Search Result Only, enable Open record for editing to bypass the results list and go directly to the record editor when a search returns one result.
  3. For Diacritics, enable Enter search terms with diacritics to enter diacritic characters when performing a basic or expert search.

     Note: When diacritics are enabled, the LC - Root/Expanded Browse search scope becomes unavailable for selection.

  4. For Authority References, enable Show See references in search results, Show See Also references in search results, and/or Show Heading Linking Entries in search results to view See references, See Also references, and/or 7xx links in authority record search result lists if present in the records.
  5. For Search Scope(s) for Authority Records:
    1. Select which search scopes appear in the Scope drop-down list. By default, all search scopes are selected.
      • To disable a search scope, deselect it in the Display column.
    2. Select the default search scope by enabling the Default radio button for the search scope. By default, GND Authorities is selected.
    3. Determine the order in which the search scopes appear in the Scope drop-down list.
      • Click the up arrow to move a search scope up and the down arrow to move a search scope down in the list.
  6. For the first enabled search scope, click the search scope name and then select the following:
    1. Selezionare gli indici da visualizzare nell'elenco a discesa Indice. Per impostazione predefinita, sono selezionati tutti gli indici.
      • Per disattivare un indice, deselezionarlo nella colonna Visualizzazione.
      • See Record Manager Authorities Guide for a list of available authority files and indexes.
    2. Select the default index by enabling the Default radio button for the index. By default, the following indexes are selected:
      • GND Authorities: Keyword
      • GND Authorities - Browse: Corporate/Conference Name
      • LC: Agency Control Number
      • LC - Browse: Corporate/Conference Name Phrase
      • Maori Subject Headings: Cataloging Source
      • MeSH Authorities: Control Number
      • MeSH Authorities - Browse: Geographics Phrase
      • NTA Names: Control Number
      • NTA Names - Browse: Established Heading Linking Entry Phrase: Personal Name
    3. Determine the order in which the indexes appear in the Index drop-down list.
      • Click the up arrow to move an index up and the down arrow to move an index down in the list.
    4. Click Back to Search Scopes and repeat steps a-c for the remaining search scope(s).
  7. Fare clic su Salva.

Search for an authority record

For a list of available authority files and indexes, see Record Manager: Authorities Guide.

  1. From the Data Type drop-down list, select Authority Records.
  2. From the Scope drop-drop-down list, select an authority file.
  3. Dall'elenco a discesa Indice, selezionare un indice.
  4. In the Term(s) text field, enter your search terms. The text field will expand to fit your search terms if needed.
  5. Click Search. The Search results page appears with the matching authorities results listed in a table with this information:
    • Name - The name of the authority and its associated See (4xx) and See Also (5xx) references.
       Note: See and See Also references are displayed as links if they lead to an authority record. Click the link to open the authority record in the MARC editor.
    • Field - The field in which the authority appears.
    • Description - Lists information about personal, corporate/conference, or geographic names.
  6. Click the name of the matching item to view the authority file record.

Browse authority files using an index

  1. From the Data Type drop-down list, select Authority Records.
  2. From the Scope drop-down list, select the authority file you wish to browse (e.g., LC - Browse).
  3. From the Index drop-down list, select an index. For a list of all indexes, see Record Manager: Authorities Guide.
  4. Based on the index you selected, enter your search terms in the Term(s) text field. The text field will expand to fit your search terms, if needed.
  5. Click Search. In the search results, you will not only see the specific terms for which you searched (Search match icon), but also the surrounding terms. Click an index term to view the associated records.

LC - Root/Expanded Browse

 Note: This type of browse is useful for name-title headings, and subject headings with subdivision(s).

  1. Select Authority Data
  2. Select Scope – LC Root/Expanded Browse to browse the LC file
  3. Select Index to browse
  4. Enter terms
  5. Enter the Expanded Term(s)
  6. Click Search

Export authority records

You can export an authority record:

  • Using a TCP/IP connection (export immediately when viewing an authority record or export records in a list)
  • Downloading the file through your browser (export records in a list)

Your export lists are viewable by other users in your institution unless the My List feature has been enabled. Any export lists that have not been modified in the last 30 days are automatically deleted to clean up expired lists.   

User Preferences - Export authority records

  • Click User Preferences in the left navigation, then click Export – Authority Records
  • The Exporting - Authority Records accordion opens with three available tabs: General (default), International, and TCP/IP
  • See Export Preferences for specific details on each tab

Work with authority record export lists

See Export Authority Records to discover how to create an authority record export list, add an authority record to a new or existing authority record export list, delete authority records from an authority record list, and more.

Test your knowledge

  1. What is the purpose of authority control?
     
  2. Using Record Manager, search for the bibliographic record with this OCLC number: 214309412. Then add ǂz Hawaii to this subject heading: 650 0 Seismology ǂx Statistical methods ǂv Congresses and control the new heading. (Do not replace the record!) What steps do you need to take?

     
  3. Using Record Manager, browse the authority file for the subject heading Digital photography. What is the established form of this heading?
     
  4. Using the LC Root/Expanded Browse scope in Record Manager, find an authority record for Shakespeare, William, 1564-1616. Taming of the shrew. What is the authority record number?
     
  5. Using the LC Root/Expanded Browse scope in Record Manager, find an authority record for the topical subject heading: Law--interpretation and construction. What is the authority record number?

 

Answer key
  1. Some possible answers might be:
    • To maintain consistency of form in headings for names, uniform titles, series titles, and subjects
    • To provide cross-references from forms that are not used to those that are; or to related headings
    • To disambiguate and/or collocate similar headings
       
  2. Step 1: Uncontrol the heading: Click in the field > right-click > select Controlled Heading > Remove 
    Step 2: Add the $z Hawaii
    Step 3:     Control the heading again: Click in the field > right-click > select Controlled Heading > Add.
    Result: The system will correctly move the geographic subdivision to appear right after Seismology, even if you have added it to the end. New field would read: Seismology $z Hawaii $x Statistical methods $v Congresses and will link each subfield in the multi-part heading to its respective authority record.
     
  3. The ARN is 2755164, and the established form of this heading in the 150 field is Photography $x Digital techniques. Use search Data Type: Authority Records, Scope: LC-Browse, Index: Subject Phrase, Terms: Digital Photography, select the browse result and see the established form. 
     
  4. The ARN for Shakespeare, William, 1564-1616. Taming of the shrew is 1578794. Use search Data Type: Authority Records, Scope: LC-Root/Browse, Index: Personal Name, Terms: Shakespeare, William, Expanded Term: Taminig of the Shrew,  select the browse result and see the established form and the 001 field. 
     
  5. The ARN for Law--Interpretation and construction is 2159632. Use search Data Type: Authority Records, Scope: LC-Root/Browse, Index: Topical, Terms: Law, Expanded Term: Interpretation and construction,  select the browse result and see the established form and the 001 field. 

Supplemental information

Additional questions?  Contact OCLC Support.