Duplicate Authority Records


Search the UNICORN Authority File using the "Browse Authority" command.

(Records should only be duplicated if you are creating a new record from an existing record. An example: We have the record: "United States |x History" and we need a record for "United States |x History |v Juvenile literature")

Issue the "Duplicate Authority" command.

First screen:

  1. New authority ID: select "AUTO."
  2. Click "OK."


Auto screen:

  1. Format: select from pull down menu or key in. (See Format Table)
  2. Authorization level: Always pick "provisional."
  3. Source: Will always be "UPB.".
  4. Options: Leave as is.
  5. Click on "OK."


Basic info:

  1. New authority ID: Leave as is. Write the number down; you may need it later.
  2. Created by: Fill in your initials.
  3. Modified by: Leave as is.
  4. Date authorized: "Today."
  5. Check that Format is correct, Authorization level is "Provisional." and Source is "UPB."


Fixed Fields

  1. The Fixed Fields will not show up (this is a UNICORN problem that will be fixed in the next version) later in the instruction you will be instructed on how to handle fixed fields.

Entries

  1. Change the variable fields as appropriate. All unused fields must be deleted. You can type over the current tags and they will change when you enter the record. Example: 450 field can be changed to a 670 field.
  2. Be sure to add the 690 field with your initials, the date, and any other information needed.


Finishing steps

  1. Look over your authority record and check for any errors. (Be sure to check that the 1XX field matches the format.)
  2. Click on "OK."
  3. Click "Edit Authority" to edit the fixed fields.
  4. Edit the fixed fields.
  5. Click on "OK."
  6. Click on "Close" to close "Edit Authority."
  7. Click on "Close" to close "Duplicate Authority."
  8. Return to "Authority Browse" and search for the record. (This step is important to make sure that the record is established.
  9. Check the heading on the bibliographic record to be sure "unauthorized" has disappeared from the field. (For "unauthorized" to disappear from the bibliographic record, it must be taken off the field and you must click on "OK.")


Good luck, please ask questions of Shannon Hoffman or Rachel Wadham.