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Creation and Revision of Authority Records: Subjects

Contents:

• Establishing and Evaluating Subject Headings
  • Establishing New Subject Headings
  • Evaluating Previously Used Headings
• Creating and Editing Subject Authority Records in the Online File
  • Responsibility for Creation of New Subject Authority Records and Maintenance of the Subject Authority File
  • Creation of Original Authority Records
  • Headings Established in Online Files
  • Headings to be Sent to LC for the National Database
  • Local Mormon Subject Headings
• Training

This policy governs the establishment of Subject headings for use in the online catalog and the subsequent creation of MARC authority records to ensure consistency in the use of these headings, as well as to provide increased access to library users through appropriate references in the catalog.

The policy is designed to identify the aims of subject authority work. It does not prescribe specific procedures for accomplishing these aims, but should be used as a guide for establishing procedure.

For the purposes of this policy, subject headings include:

• Topical subject headings,
• Topical subject headings with subject subdivisions,
• Name headings with subject subdivisions (including personal names, corporate names, meeting names, uniform titles, series, name-title and geographic headings when used as subjects),
• Music subject headings.
• Local Mormon subject headings.

Establishing new subject headings

A topical subject heading with subject subdivisions shall be considered to be established:

• when it has an authority record in the NOTIS database, or
• when the heading has an authority record in the NOTIS database and the subdivision is listed in Free-Floating Subdivisions: An Alphabetical Index and The Subject Cataloging Manual (SCM) as appropriate for use with this subject heading.

Name headings established in accordance with the HBLL Catalog Department name authorities policy may use subject subdivisions listed in Free-Floating Subdivisions: An Alphabetical Index.

All subject headings used in the online catalog should be established in accordance with the rules outlined in SCM, except name, Music and local Mormon subject headings.

• Name headings will all be established in accordance with the HBLL Catalog Department name authorities policy using AACR2 and SCM.
• Music subject headings will be reviewed by the Music Catalogers. Questions on music subject headings should be referred to the Music Team. Because of the extensive number of possible instrumental and/or vocal conditions, authority records will not be created on NOTIS. The bibliographic record will serve as an "authority" until the headings can be submitted to LC through the SACO Music Funnel.
• Local Mormon subject headings will be established by the Mormon Cataloger in consultation with the Subject Authorities Librarian. No local Mormon subject headings will be established if LC provides a suitable term. If no established heading is found in the NOTIS database, the Mormon Cataloger should be contacted. All local Mormon headings when used in a bibliographic record should be placed in 69X: 4: not in the 650: 4: field.

All subject headings to be used in a new bibliographic record should be checked against the NOTIS database for an authority record. If no authority record is found, a new subject authority record should be established in accordance with, and when directed by the SCM. Care should be taken at all times that no new subject heading is established for an entity that has already been established under a different form or that no new subject heading is identical to a heading already established for a different subject or entity.

Catalogers should use at least two sources in establishing a subject heading:

1. the book in hand
2. plus
   1. a reference source (see SCM (H203) for list of sources recommended by the Library of Congress), or
   2. a pattern heading taken from another established heading, or
   3. a rule number from SCM.

Exhaustive research is not necessary and no more time should be spent than is needed to gather information to formulate the heading and its appropriate references. However, a reference source is needed to establish the heading and each of the references.

Evaluating previously used headings

Subject headings that do not appear to be in compliance with the SCM should be researched further and revised as new items are cataloged using these subject headings. Evaluation may result in additional references on the authority record, revision of the heading, or creation of a new authority record where one did not previously exist.

Creating and Editing Subject Authority Records in the Online File

Responsibility for creation of new subject authority records and maintenance of the subject authority file

• Catalogers are responsible for establishing subject headings in all bibliographic records they create and when applicable, for creating the subject authority records necessary to support these headings.
• Catalogers are responsible to help with the maintenance of the subject authority file in their subject areas. If problems in the subject authority file are found the catalogers should fix them or report them to the Subject Authorities Librarian to be fixed.
• The Subject Authorities Librarian is responsible for the maintenance of the subject authority file with the help of the catalogers and will establish, evaluate, create, and/or edit new or exiting subject authority records for books cataloged by the RLIN/NOTIS and the Reclass Units.
• The inputing and online editing of authority records, as well as the reconciliation of headings in the bibliographic file with subject authority records, is the responsibility of the Authorities Team.

Original subject authority record proposals should be submitted to the Subject Authorities Librarian on the E-Mail proposal form. These will then be sent by the Subject Authorities Librarian to the Library of Congress to be established.

Questions on music subject headings should be referred to the Music Team. Local Mormon subject headings will be established in-house and should be sent to the Authorities Team on the in-house proposal form.

Headings established in online files

A subject authority record should be updated for headings that have been used previously, if not in compliance with the SCM or if cross references are needed.

Headings to be sent to LC to be included in the National Database

Local Mormon subject headings

Training