FDLP

Name Authorities: General Field Specific Guidelines

043 - See from Tracing

Include in records for geographic names, which are tagged 151, and reside in the LC NACO file.

1XX and 4XX

Include commas in a series of words except before an ampersand, in order to maintain consistency with pre-existing authorized access points, headings, and references. Include a comma before the final "and" in a series of words. When updating an existing authority record, add commas according to this practice only to records that were created by GPO. Such records will have DGPO in field 040$a.

United States. $b Congress. $b Senate. $b Committee on Agriculture, Nutrition, and Forestry. $b Subcommittee on Livestock, Dairy, Poultry, Marketing, and Agriculture Security

IAGA Workshop on Geomagnetic Observatory Instruments, Data Acquisition, and Processing

4XX – See From Tracing

Although the inclusion of variant access points (4XX see from tracings) became optional with the implementation of RDA (6.2, 9.2, 11.2), GPO includes these whenever these are readily available. Include variant access points that users are likely to search for. However, do not make a variant of a variant. LCRI 26.3 is still appropriate: "Generally, trace a reference from variant forms of entry that apply to the name chosen for the heading. However, do not trace a reference that would normalize to the same form as the heading on the same record or to the same form as a heading on another record. For variant forms of a name, generally, trace only one reference from each variant, normally, constructing it in the form in which it would be constructed if chosen as the heading." LCRI 26.1: "In general, construct a reference in the same form in which it would be constructed if chosen as the heading."

"All elements of hierarchy used in references must also be established ... References made through the parent body must use the established form of the parent body!" (NACO Training for OCLC Libraries, rev. May 2001. Program for Cooperative Cataloging, Library of Congress)

110 Third & Elm Press

410 3rd & Elm Press (different form of the name)

410 Third and Elm Press (different form of the name)

Not: 410 3rd and Elm Press (unless actual usage is found for this form)

110 Hawaii Mapping Research Group

410 Hawaii Institute of Geophysics and Planetology. $b Hawaii Mapping Research Group

Not: 410 University of Hawaii at Manoa. $b Hawaii Institute of Geophysics and Planetology. $b Hawaii Mapping Research Group

670 Hawaii Mapping Research Group web site, Mar. 15, 2006 $b (part of the Hawaii Institute of Geophysics & Planetology, SOEST, University of Hawaii)

Explanation: The reference through the parent body must use the authorized form of the parent body, which is found on NAR no96011029:

110 Hawaii Institute of Geophysics and Planetology

This same record has the variant:

410 University of Hawaii at Manoa. $b Hawaii Institute of Geophysics and Planetology

This is a variant form for "Hawaii Institute of Geophysics and Planetology," and so belongs only on that record. Even though the usage found for "Hawaii Mapping Research Group" is "Hawaii Institute of Geophysics & Planetology, SOEST, University of Hawaii," variants containing parent bodies of "Hawaii Institute of Geophysics and Planetology" belong on the record for "Hawaii Institute of Geophysics and Planetology," not on the record for one of its subordinate bodies.

110 United States. $b National Agricultural Statistics Service. $b California Field Office

Not: 410 United States. $b Department of Agriculture. $b National Agricultural Statistics Service. $b California Field Office

Explanation: the authorized form of the parent body, along with a cross-reference through its parent body, appear on NAR n85343209:

110 United States. $b National Agricultural Statistics Service

410 United States. $b Department of Agriculture. $b National Agricultural Statistics Service

For more explanations, see:

  • "FAQ on Establishing Corporate Names for NACO" on the NACO Web site: "Why can't a cross-reference for a subordinate body ..."
  • LCRI 26.1, 26.3
  • DCM Z1: Introduction, Name Authority Records (NARs) (Note: In Cataloger's Desktop, this subsection of the Introduction does not appear in the left-hand vertical table of contents pane. It can be accessed, however, once the Introduction is opened.)

For a former authorized access point: See the "FAQ on creating Personal Name Authority Records (NARs) for NACO" on the NACO Web site: "When should an AACR2 established (1XX) form be included as a variant access point (4XX) when the AACR2 NAR is evaluated and re-coded to RDA?" Make a see reference for the old valid form of heading, with $w nnea, unless the reference itself is a valid RDA variant access point, in which case use $w nne. In case of doubt, use $w nnea. Take into account the rules of NACO normalization.

110 1 United States. $b Department of the Interior

410 1 United States. $b Dept. of the Interior $w nnea

5XX – See Also From Tracings

Consult and follow LC-PCC PS 32.1 and 32.1.1.3. For earlier/later relationships, follow this sentence of the LC Practice: "Make sequential references to connect immediately adjacent bodies only, thus creating a chain leading from one authorized access point to another." When creating a new authority record, or adding a 5XX field to an existing record, use subfield $i in conjunction with $w code "r" for relationship designators, rather than using the earlier/later values in subfield $w. However, pre-existing 5XX references in AACR2 format (i.e., $w values without $i) do not need to be changed to RDA when updating or recoding the record. They are acceptable under PCC standards.

670 – Source Data Found

Consult and follow DCM Z1: Field 670, unless instructed differently below. Also consult the NACO Participants' Manual, Section I. New Authority Records, 670 Field. Always include at least one 670 field. Generally, the first 670 field cites the resource for which the authorized access point is being established. Include, at a minimum, the 670 for this resource.

A 670 field must be used to support information used as part of an access point in 1XX and 4XX. For more information of whether to use a 670 field or a $v in another field, see the section: Name Authorities, RDA, General Policies:"Source of Information: 670 vs. $v in the 046 and 3XX optional fields."

$a: Citing the source of the information found:

When citing an agency or corporate body Web site, etc. do not use pronouns or the possessive form in the $a. Instead, prefer to use the name itself, followed by the date viewed, without the phrase "viewed" or "viewed on." Since Web sites are usually uncataloged, it is not necessary to use the same form of the name that appears in the 1XX field as you would when citing an authorized access point for a work. Instead, you may use the form of the name that appears prominently on the Web site.

670 National Archives at Anchorage Web site, Dec. 3, 2012 $b...

670 United States, National Guard Bureau, Family Program Office Web site, Jan. 15, 2013: $b ...

670 U.S. Dept. of Agriculture, Agriculture and Food Research Initiative (AFRI) honepage, July 26, 2011 : $b ...

670 White House Office of faith-Based and Neighborhood Partnerships Web site, Oct. 31, 2011 : $b ...

670 GAO Web site, July 31, 2044 : $b ...

$b: Citing the location of the information found: It is frequently preferable to use t.p. or title page (abbreviated or spelled out), or page numbers. When the title is taken from the cover, caption, or any source, that location may be given as "title page" or "t.p." In other words, "title page" or "t.p." may be used in a broad sense to describe the location of the preferred source of the title. See RDA 2.2.2. Be more specific when necessary, in order to identify the specific location of the information found. Use the list of examples and follow the instructions in the NACO Participants' Manual, Section I. New Authority Records, 670 Field, VI. Citing Location of Data Found. Use your own location term when needed.

  • p. 4 of cover
  • p. 2
  • HTML header
  • EPA Web site, Sept. 12, 2013
  • masthead
  • preface pref. introduction intro. introd.

Near the bottom of the DCM Z1 section on the 670 field, is a section headed “LC database.” GPO will usually cite the OCLC database, instead. In addition, GPO will substitute the RDA term “access point," for “heading,” when citing OCLC.

670 OCLC database, Oct. 11, 2013 $b (access point: United States. Office of the Assistant Secretary for Fossil Energy; usage: U.S. Department of Energy, Assistant Secretary for Fossil Energy)”

678 - Biographical or Historical Data

Include if information is readily available and does not require significant time to construct.

Remember to use the appropriate code for the first indicator

  • 0 - Biographical sketch
  • 1 - Administrative history

781 - Subdivision Linking Entry-Geographic Subdivision

Include in records for geographic names, which are tagged 151, and reside in the LC NACO file.

 

 

 

Back to Top

GPO Cataloging Guidelines

Introduction
Bibliographic Cataloging
Overview
Authoritative Status of the Catalog of U.S. Government Publications
GPO Records in OCLC and Record Maintenance
Sources
What LSCM Catalogs
Treatment Decisions for Collections and Analytics
Factors to Consider for the Treatment Decision
Separate Record Policy
Background
Procedures
Exceptions
Original Cataloging
Copy Cataloging
Adapting PCC Pre-RDA Records
Adapting Non-PCC Pre-RDA Records
Authenticating Non-PCC Pre-RDA Records as PCC
Replacing and Exporting Records
Cataloging Non-distributed Formats (for C&I)
Authority Records
General MARC Field Policy 490 – Series Statement Field
General MARC Field Policy 856 – Historic URLs
074 GPO Item Number
Multiparts
Item Number Corrections
086 SuDoc Number
Sources to Consult
Background and General Instructions
Multiparts
Serials and Integrating Resources
Microfiche
Current RDA Policies and MARC Fields (February 2015- )
MARC Fields
Overview of Previous Microfiche Policies
Re-Cataloging Microfiche
Congressional Publications
Fixed Fields
Leader/17- Encoding Level
Leader/18 - Descriptive Cataloging Form
008/39 - Cataloging Source
Variable Fields
037 - GPO Sales Stock Number
042 - Authentication Code
050 - LC Call Number
086 - SuDoc Classification Number
088 - Report Number
1xx - Principal Creator
130/240 - Unique Title for Work
245 - Title Statement
250 - Edition Statement
264 - Publication Statement
264 - Distribution Statement
300 - Physical Description
500 - General Notes
504 - Bibliography, etc. Note
505 - Contents Note
Technical Reports
Identification of Technical Reports
Monograph or Serial
Sources of Information
Cataloging Instructions
Fixed Fields
Variable Fields
General Guidance on Special Technical Report Fields
027 – Standard Technical Report Number
513 – Type of Report and Period Covered Note
536 – Funding Information Note
Public and Private Laws
Public Laws
Private Laws
Instructions
Treaties
074 - Item Number
086 - SuDoc Number
490 and 830 - Series
546 and 041- Language
Senate Treaty Document Series (Y 1.1/4:)
Cartographic Materials
Background and Sources Consulted
BLM Surface/Mineral Management Maps
Encoding Level
1XX- Principal Creator
255 - Cartographic Math Data
300 - Physical Description
655 - Genre Term
Audiovisual Resources
Scope of the Format Visual Resources
Definitions of Types of Visual Resources
Bibliographic Treatment in the CGP
Analytics of Videos
Collections of Videos
Analytics of Still Images
Collections of Still Images
MARC Fields for Visual Resources
245
300 - Physical Description
655 - Genre/Form Terms
Continuing Resources
Selective Registration for ISSN Assignments
GPO’s automated submission of continuing resources for ISSN assignments
GPO’s selective registration of continuing resources for ISSN assignments
Inclusion criteria
Exclusion criteria
Serials
Sources to Consult
Policies, Procedures, Practices
Definition of Serial
Monograph vs. Serial and Frequency of Issuance
When Mode of Issuance Is Ambiguous
Replacement of Monograph Records with a Serial Record
Ceased Serials Cataloged for the First Time GPO
Numbering–Exceptions to RDA Principle of Transcription
Notification of Cataloging Updates via WebTech Notes
Notification of OAM for Serials Harvesting
Updating Collections of Serials
MARC Fields
Leader /17 (Encoding Lvl) & 042
010 - LC Control Number
022 - ISSN
050 – LC Call Number
060 – NLM Call Number
070 – NAL Call Number
074 - Item Number
082 - Dewey Decimal Classification Number
086 - SuDoc Number
246- Varying Form of Title
264 - Production, Publication
300 - Physical Description (300|a )
362, 588, and Any Field Where Designation Is Represented
500 - Distribution Note
515 - Numbering Peculiarities
538 - System Details Note
588 - DBO/Source of Title Proper Note
Verbiage for “Description Based on” Note
Print Version Record Used As Basis of Description for Online Version
76X--78X– Linking Entry Fields
776 – Additional Physical Form
Cessation of print version, continuation online version
Cessation of serial due to format and title change
Microform serials and GPO practices for linkages
Former, discontinued practice for linking microform serials to other manifestations
Current practice for linking microform serials to other manifestations
Other Considerations for Linking Entry Fields
Parallel formats
Works linked but not described in bibliographic records
856 – Electronic Location & Access
Single- vs. Separate-Record Approach and PURLs
Appendix A: Bibliographic File Maintenance: Deletion of Records from the CONSER Database
Appendix B: Where to Find Certain CONSER Procedures
Integrating Resources
086 - SuDoc Number
130 - Authorized Access Point for Work
245 - Title
Other Title Information ($b)
Statement of Responsibility ($c)
300 - Physical Description
5XX - Notes
Order of 5xx Notes
588 - DBO/Source of title proper note
580/760-787 - Linking Relationships
Computer Files
Procedures to Convert Type "M" to Type "A" Records
Name Authorities
Background
Instructions to Consult
Policy Overview
Personal Names
Congressional Publications
Other Publications
Corporate/Conference Names
Variant Names
Conference Authority Records
Programs and Projects
Corporate Names for Parks, Forests, Preserves, etc.
Works and Expressions
Multipart (Collective) Titles
Series
Series-Like Phrases
Places (Jurisdictional Geographic Names)
General Procedures
Optional Fields
Research in OCLC
How Much Research Should Be Performed . . . ?
When to Consult Additional Sources
Tips for Contacting Agencies
General Field Specific Guidelines
043 - See from Tracing
1xx and 4xx
4XX - See from Tracing
5XX - See Also from Tracing
670 - Source Data Found
678 - Biographical or Historical Data
781 - Subdivision Linking Entry - Geographic Subdivision
RDA
General Policies
Hybrid Records in RDA Name Authority Records
When to Recode an Existing NAR to RDA
How to Recode an Existing NAR from AACR2 to RDA
Field Specific Guidelines
$u and $v in the 046 and 3XX Optional Fields
Source of Information: 670 vs. $v in the 046 and 3XX Optional Fields
046 – Special Coded Dates
$2 – Source of Term
$s (start date or period) $t (end date or period)
336 - Content Type
368 - Other Attributes of Person or Corporate Body
370 - Associated Place
371 – Address
372 – Field of Activity
373 – Association Group
377 – Associated Language
4XX – See from Tracing
5XX – See Also from Tracings
670 – Source Data Found
678 – Biographical or Historical Data
Personal Names
Procedure for ECIP
Procedure for CRS Reports
General Instructions
046 – Special Coded Dates (RDA 9.3)
$s and $t in the 046 and 3XX Optional Fields
100 – Authorized Access Point
$q – Fuller Form of Name
$d – Birth and/or Death Date
$c – Titles and Other Words (Professions) Associated with a Name
368 - Other Attributes of Person or Corporate Body
370 - Associated Place (RDA 9.8-9.11)
371 - Address (RDA 9.12)
372 – Field of Activity (RDA 9.15)
373 – Associated Group (RDA 9.13: Affiliation)
374 – Profession or Occupation (RDA 9.16)
375 - Gender (RDA 9.7)
377 - Language (RDA 9.14)
378 – Fuller Form of Name (RDA 9.5)
400 - See from Tracing-Personal Name
510 - Related Corporate Body
678 - Biographical or Historical Data (RDA 9.17)
Corporate Names
Notes
Sources to Consult
Before You Begin
MARC Fields
110 - Corporate Name
Places Associated with the Corporate Body
Associated Institution
Names Containing the Word "Services"
111- Meeting Names
368 - Other Attributes of Corporate Body, $a Type of Corporate Body
370 - Associated Place
372 - Field of Activity
373 - Associated Group (11.5)
410/411 - See from Tracing
Initialism or Acronyms in Capital Letters
Variants for Names Containing Ampersands
410 - See from Tracing - Corporate Name
Variant Names Entered Subordinately
Place Names As Jurisdictions vs. Locations
Variant Names Entered Directly
Variants for Names Containing the Term “Inc.” or “Incorporated”
411 - See from Tracing - Meeting Name
Additional Identifying Element(s) for Initialisms/Acronyms in Variants for Meeting Names
510/511 – See Also from Tracing
Relationships and Relationship Designators
Mergers
510 - See Also from Tracing - Corporate Name
Hierarchical Superior Relationship
667 - Nonpublic Gen Note
678 - Biographical or Historical Data (11.11)
Works and Expressions
046 – Special Coded Dates (RDA 6.4 and 6.10)
130 – Authorized Access Point
336 – Content Type (RDA 6.9)
370 – Associated Place (RDA 6.5)
377 – Associated Language (RDA 6.11)
380 – Form of Work (RDA 6.3)
410/430 – Variant Authorized Access Points
667 – Nonpublic General Note
670 – Source Data Found
EXEMPLARS
Places
043 - Geographic Area Code
451 - See From Tracing
670 - Source Data Found
781 - Subdivision Linking Entry-Geographic Subdivision
AACR2
General Policies
Hybrid Records in RDA NARs
When to Recode an Existing NAR to RDA
How to Recode an Existing NAR from AACR2 to RDA
Field Specific Guidelines
5XX - See Also from Tracings
Personal Names
100 – Authorized Access Point
$q - Fuller Form of Name
400 – See from Tracing-Personal Name
678 – Biographical or Historical Data (RDA 9.17)
Corporate Bodies
Auth Status - 008/33
110 - Corporate Name
111 – Meeting Name
410/411 – Variant Name
5XX – See Also from Tracings
670 - Source Data Found
Places
043 - Geographic Area Code
451 - See from Tracing
670 – Source Data Found
781 - Subdivision Linking Entry-Geographic Subdivision
Subject Cataloging
General Policies
LC Subject Headings
NASA Thesaurus Terms As Subject Headings
MESH, NAL, and Other Non-LC Subject Headings
LC Genre/Form Terms for Library and Archival Materials
Adding General LCGFT to Bibliographic Records
Background Resources for LCGFT
Adding LCGFT to Cartographic Records
Adding LCGFT to Audiovisual Records
Subject Heading Proposals, Background, and Tips
Tips and Instructions
Internet Research
Subject Headings Manual
Searching Minaret
Add'l Minaret (Class Web) Tips
Scope Notes
Use of the Dictionary
Use of Wikipedia
Use of LSCH As a Thesaurus
References
Class Web or Minaret
SACO Resources
Subject Headings Manual
Print Resources
Resources for Geographic Proposals
Geographic Print Resources
Examples of GPO Subject Proposals
Subject Heading Proposals, Workflow
Submitting SACO Proposals for Internal Review
Producing Associated Bib Records; Exporting Subject Authority Records
Submitting SACO Proposals to the Library of Congress
Updating Aleph Authority File
Name vs Subject Authority File
Overview
Instructions
Name Headings As Subjects
Special Topics, Materials, Subdivisions, Etc.
Environmental Impact Statements
Legal Topics
Research
Other Metadata Schemes
Dublin Core
ONIX
Glossary
Initialisms and Acronyms
List of Major Changes to the Cataloging Guidelines

Download PDF

PDF download

Please Note: The online guidelines are updated frequently. Superseded text is replaced by new text or deleted. The PDF version is published semiannually.

yellow question mark flat

Questions on the GPO-specific practices outlined in the guidelines should be submitted via askGPO. Please indicate "Cataloging: Policies & Practices" in the subject area.