Creating an Original Record

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

Issue the "Create Authority" command.

First screen:

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

Auto screen:

1. Format: Select from pull down menu or key in. (See table of formats)
2. Authorization level: Always pick "provisional." ("Provisional" does not mean that the record is provisional, it only allows the authority unit to get a report of records going into the system. This will help us with training, NACO, SACO, and statistics. Hopefully we will get this field set as a default soon.)
3. Source: Will always be "UPB" (this will also be set as default soon).
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. Format: Check to be sure it contains the correct format.
6. Authorization level: Should be "Provisional."
7. Source: Should be "UPB."

Fixed Fields

1. Complete as usual. Defaults will be set as soon as possible. For help, see the conversion sheet and use the MARC Authority Format Manual.

Entries

1. Complete the variable fields as appropriate. (Note: In Unicorn Workflows, fields are arranged in the order in which they are added to the screen, NOT in numerical order).
2. Be sure to add the 690 field with your initials, 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. If the format and 1XX do not match and you click "OK" the 1XX field will return to **Required field** and the record will be created without a 1XX field.)
2. Click on "OK."
3. Click on "Close."
4. Return to "Authority Browse" and search for the record. (This step is important to make sure that the record is established. If the record is not retrievable, go to "Display1 Authorities" and in "Authority ID," type the number you wrote down earlier. Check the 1XX field for mistakes. If you do not see a mistake, retype the 1XX field. I have had some that I have not been able to find the mistake but retyping seems to solve the problem.)
5. 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.