Matching Authority Records in Workflows and Validator

The following applies to name and subject authority records only. For series authority records, see series instructions.

When working from the monthly authority reports or the MARCIVE exceptions lists:

1. First, check to see if there is a full authority record in our system. It is possible that the heading in the record shows as unauthorized due to some minor flaw such as a missing diacritic.

2. If you find an authority record or records, go to the bibliographic record(s) with the heading and try to determine why it is showing as unauthorized. Does the heading in the bibliographic record have the correct indicators? Is the MARC tag correct? Is there a spacing error? If you identify an error, correct the heading in the bib record and hit ENTER; then call the record back up and see if the UNAUTHORIZED designation has disappeared. If it has not, highlight the heading and refer it to the authorities librarian.

3. If you find only a brief, locally created authority record with a USMA control number (example below), a full authority record still needs to be exported for the heading. Brief records with USMA control numbers were automatically created by USM's previous automated system and may or may not represent the correct form of the heading. These records will eventually be stripped from the system (with the exception of series authority records, which were not processed by MARCIVE and will remain in the system).

Fixed Fields



MOD_REC : SOURCE :d      

001 USMa10011139

005 199392246166.0

100 10 Abbott, A. O.|q(Allen O.)

NOTE: Brief local authority records that have control numbers beginning with XX
(e.g., XX1554811) have been created since we switched to the Sirsi system and should be considered permanent records, since they are created after authority checking has been done. Do NOT delete these records.

4. If there is no authority record in our system, go to the bibliographic record(s) with the heading and note the subject matter and the publication date.

5. Search the heading in Validator. If you find a record for a matching heading, note the subject matter and date as reflected in the 670 field and compare them to the information from the bibliographic record(s). While authors can write on more than one subject, it is not likely that a Michael Robinson whose works were published in the 1920s and who wrote on English literature is the same as Michael Robinson who writes on environmental pollution in the 1990s. If you are in doubt on whether you have found a match, highlight the heading on the printout and refer it to Kathy.

6. If you believe the authority record is the correct one for the heading, export the record. 
If the form of heading in the authority record differs from the bib record, correct the bib record(s) to match the authority record. Simply exporting an authority record will not result in the bib records being corrected to match; corrections must be made manually.

7. If there is no match in Validator and the bib record for your heading is of recent date (i.e., this year), search OCLC for the authority record and export it if found. Validator is updated quarterly, and it is not uncommon for headings for the newest publications to be absent from the version we're working with.

8. If you do not find a matching authority record in Validator or OCLC, you will need to create a local authority record in WorkFlows (see instructions for record creation).

9. Be sure to keep accurate statistics on how many records you export.

Bib Services AcquisitionsCatalogingAuthority Control Serials