FDLP

Name Authorities: RDA, Personal Names

Use this section in conjunction with the following sources:

Procedure for ECIP

The NACO liaison will work with ECIP catalogers toward the goal of NACO independence for personal names. Personal name authority records generated by ECIP, will be reviewed by the NACO liaison (or assignee) on a three-day turnaround. Submit draft of record, OCLC save file number, and ECIP data (printout or access to) to the special ECIP review box.

Procedure for CRS Reports

The NACO liaison will work with catalogers of CRS reports toward the goal of NACO independence for personal names. Personal name authority records generated by CRS reports will be reviewed by the NACO liaison (or assignee) on a two-day turnaround. Submit draft of record, OCLC save file number, and a link to the CRS report to either the special CRS reports review box or via email directly to your assigned reviewer. Only include data elements that are readily available in the resource cataloged, unless the element is needed to break a conflict.

General Instructions

In general, when a particular element is included in the authorized access point (100 field), also include that same element in the appropriate attribute field 046 or 3XX. The form of that element in the 046 or 3XX field may differ from that in the 100 field. For example, the profession “Astronomer” may appear in the 100 field, while “Astronomers $2 lcsh” may appear in the 374 field.

046 – Special Coded Dates (RDA 9.3)

$f, $g, $s, $t

Include if readily available in the resource cataloged, or if needed to break a conflict. See RDA in NACO Training, Module 2 for more information.

The best source of information for the 046 field is: DCM Z1 instruction sheet 046, Special Coded Dates. Additional information on the edtf format is found in LC-PCC PS 9.3.1.3, and at the end of: MARC 21 encoding to accommodate new RDA elements 046 and 3XX in NARs and SARs.

$s and $t in the 046 and 3XX optional fields

For ECIP: Do not include $s and $t in any fields other than 046.

Although $s and $t may be entered in the 046 field to identify a general period of activity, these subfields may be added to other fields to specify dates for specific associations. When adding a start and end date to other fields, consider: is there a change in function/scope/activity, etc. which needs to be expressed? If so, and the information is readily available, please include the dates. The following fields are for a personal name, when the work cataloged contained biographical information in a curriculum vita (resume) format.

373 Peace Corps (U.S.) $2 naf $s 1983 $t 1985

373 Hastings College of the Law $2 naf $t 1989

373 United States. Department of State $2 naf $s 1991 $t 20120912

373 National War College (U.S.) $2 naf $t 2010

374 Diplomats $s 1991 $2 lcsh $t 20120912

374 Ambassadors $2 lcsh $s 20120522 $t 20120912

100 – Authorized Access Point

For recording the preferred name, consult RDA 9.2.1 and 9.2.2. Then, consult RDA 9.19.1.1, and “Make additions to the name as instructed at 9.19.1.2—9.19.1.8 as applicable.”

For order of subfields: Consult and follow:

  • RDA chapter 9 examples, RDA and LC-PCC PS 9.19, RDA 9.2.2.9.5,
  • DCM Z1: Field 100  
  • Question 22 (What is the correct order of subfields in the MARC 21 Authority 100 field) of “FAQ on creating Personal Name Authority Records (NARs) for NACO ,” on the NACO Web site.
  • MARC 21 Format for Authority Data: Field 100, examples

$q – Fuller Form of Name

Follow RDA 9.19.1.4, and especially, LC-PCC PS 9.19.1.4. For existing authority records follow the practice: “Unless otherwise changing an existing heading (e.g., conflict), do not change an existing AACR2 or RDA heading merely to add or remove a fuller form of name.”

$d – Birth and/or Death Date

Follow LC-PCC PS 9.19.1.3. Only add dates if readily found in the resource cataloged or in additional sources, or if needed to break a conflict. Consult additional sources in cases of conflict or when the name is used as a subject. Follow the guidance in: Name Authorities, General Procedures. See RDA in NACO Training, Module 2 for more information.

$c - Titles and Other Words (Professions) Associated with a Name

Consult RDA 9.19.1.6. LC-PCC PS 9.19.1.6: “When adding a profession or occupation term to an access point in 100 subfield $c, use a singular form of the term. See Policy Statement 9.16.1.3 for instructions on recording profession or occupation as an element.”

100 1_ Smith, Christopher A. ǂc (Government executive)  
374 Government executives ǂa Engineers ǂ2 lcsh

368 - Other Attributes of Person or Corporate Body

Do not include or revise, unless one of the situations in 9.6 applies.

370 - Associated Place (RDA 9.8-9.11)

Only include this field if readily available in the resource cataloged. Do not belabor. Do not include if the only subfield is $c. Must include subfield a, b, e, or f.

371 - Address (RDA 9.12)

Do not include.

372 – Field of Activity (RDA 9.15)

Include if readily available and helpful. Do not include when it involves too much deliberation.

Follow the general guidance in the section: Name Authorities, RDA, General Policies. For persons, record a field of endeavor, area of expertise, etc., in which the person is or was engaged. Use discipline words instead of full sentences. Single, general terms are sufficient.

In general, when adding a geographic scope as part of the field of activity, the geographic scope should reflect the entire potential coverage of the activity, rather than simply the location of the person.

373 – Associated Group (RDA 9.13: Affiliation)

$a = Associated Group

In almost all cases, record corporate bodies that are associated with the person in the 373 field, not in the 510 field. Even if the relationship can be described using one of the relationship designators in RDA Appendix K.4.1, still use the 373 field. The only exception made at this time is for Founder; in these rare cases, the corporate body that the person founded may be recorded in the 510 field. 

374 – Profession or Occupation (RDA 9.16)

Note: According to Webster’s and the Oxford American College dictionary, the definition of “term” begins with “a word or phrase.” Therefore, “term” will be used in this section to mean “a word or phrase.”

Include when required as a core element; see beginning of 9.16 for Core Element statement. Otherwise, include if readily available and helpful. Do not include when it involves too much deliberation. Justify the term(s) input in 374$a by either providing the source in 374$v, or by providing the source and brief information found in the 670 field.

Consult and follow DCM Z1: Field 374. Prefer terms from a controlled vocabulary. When using multiple terms from the same vocabulary, repeat $a rather than the field.

374 Lawyer $a Judge $2 dot  
374 Diplomats $2 lcsh

Use a term that names a profession or occupation. Do not use a term that names a field, such as “Public relations.” Prefer to use a singular term to a plural one. The examples under RDA 9.16.1.3 (Recording Profession or Occupation) are all singular. In terms of linked data, which makes more sense:

Mead, Margaret, ǂd 1901-1978 has profession/occupation Anthropologist OR 
Mead, Margaret, ǂd 1901-1978 has profession/occupation Anthropologists ?

Finally, when including this same element, profession or occupation, as part of an authorized access point, RDA 9.19.1.6 uses the singular in all examples. LC-PCC PS 9.19.1.6: “When adding a profession or occupation term to an access point in 100 subfield $c, use a singular form of the term.” GPO therefore prefers to use terms from the Dictionary of Occupational Titles or the International Labour Organization Thesaurus, because these use singular terms. In addition, these vocabularies are specific to profession/occupation.

1. Prefer terms from the Dictionary of Occupational Titles. Code a term from this thesaurus as follows:

374 Geologist $2 dot

2. If an appropriate term cannot be found in the Dictionary of Occupational Titles, check the International Labour Organization Thesaurus. Code a term from this thesaurus as follows:

374 Accountant $2 ilot

3. If an appropriate term cannot be found in either of the two sources above, check LCSH, Library of Congress Demographic Group Terms (LCDGT), or do not add a 374 field.

Library of Congress Subject Headings (LCSH)
374 Epidemiologists $2 lcsh

Library of Congress Demographic Group Terms (LCDGT)
374 Administrative law judges $2 lcdgt

LCDGT may be searched in either of three locations:

A. In the Subject Heading Proposal Menu in Classification Web, under “Demographic Group Terms,” select Browse and Propose a Change to an Existing Record.

B. At: http://id.loc.gov/index.html, select LC Demographic Group Terms from the pulldown menu, and enter search term(s) in search box.

C. In both of the following approved lists: Demographic Group Terms--Part I and Demographic Group Terms--Part II 

375 – Gender (RDA 9.7)

Always include a term from Library of Congress Demographic Group Terms1 (LCDGT) when gender is known.

375 Males $2 lcdgt

375 Females $2 lcdgt

Do not change 375 $a terms in existing records.

—————————————————————

1See the bottom of the 374 section directly above for three locations of LCDGT.

377 - Language (RDA 9.14)

Always include when known.

378 – Fuller Form of Name (RDA 9.5)

Record the same data that would be included in the $q of the 100 field, even if it is redundant. Essentially, copy the $q from the 100 field and insert it in the 378 field, but without parentheses.

100 1_ Burr, Kimberley S. $q (Kimberley Sherri), $d 1970-

378 $q Kimberley Sherri

A fuller form of name may be included in the 378 field, but not in the 100 field. See RDA in NACO Training, Module 2 for more information.

400 - See From Tracing-Personal Name

For a former authorized access point: See the “FAQ on creating Personal Name Authority Records (NARs) for NACO” on the NACO Web site, question 13: “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.” Be sure to take the NACO Normalization rules into account.

510 - Related Corporate Body

See Field 373. The only time the 510 field may be used is for Founder; in these rare cases, the corporate body that the person founded may be recorded in the 510 field.

1001 Gates, Bill, ǂd 1955-

5102 ǂi Founded corporate body: ǂa Microsoft Corporation ǂw r

678 - Biographical or Historical Data (RDA 9.17)

For ECIP: Do not include.

Optional: May be included if biographical data is readily available and does not require significant time to construct. However, since this information does require justification (i.e., the source of the data), it is usually more expedient to provide this data along with its source in a single 670 field. The first indicator will usually be coded “blank,” since a biographical sketch is usually too time-consuming to construct.

 

 

 

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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

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