SmartPORT for Authorities
Match and Load


Use SmartPORT "Match and Load" to add an authority record to the Unicorn Authority File

  1. First search the Unicorn Authority File to be sure the record is not in the file. (If you find a record and it needs to be updated see instructions for "Overlaying a Record")
  2. Search the RLIN, OCLC or LC Authority File (all of these files are essentially the same.) (If no record is found then see instructions for Creating an Authority Record)
  3. Write down the LCCN number or the RLIN ID number.
  4. Go to SmartPORT (see WorkFlows Cataloging Procedures)
  5. Pick one of two authority databases (Both files have the same information, however LC Authority does not charge for the records)
    1. LC_AUTHORITIES Library of Congress Authorities
      1. The LC Authority file is searched by the LCCN number.
        1. To formulate the LCCN number from the RLIN ID number
          1. First change alpha portion to one of the following:
            1. NAFL = "n"
            2. NAFO = "no"
            3. NAFR = "nr"
            4. SAFL = sh
          2. Then change the numeric portion to an 8 character number:
            1. The first two numbers are for the year the heading was established, followed by 6 numbers. You may need to add zeros after the first two numbers to make up the 8 characters.
          3. So RLIN ID NAFL98145 = "n" 98000145.
    2. ZEPHER_ AUTHORITI RLIN Zepher Authorities
      1. Searched by RLIN ID number or
      2. Searched by LCCN
  6. NOTE: You have been trained to SmartPORT a bibliographical records. The searching is the same for both Bibliographical records and Authority records so I will not repeat the information about searching.
  7. With you record in the View Screen, check the record to be sure it is the record you want to SmartPORT
  8. Capture the record by clicking on the Camera Icon.
  1. In the "Load Authority Record Options" box, the "Match and Load" button should be marked.
  2. Be sure that the match points is cn



  1. Click on OK or press enter.

NOTE: If the following screen displays you already have a record in the Unicorn Authority file. Click on OK on the warning message then in the "Loading Authority Record" Click Close without changing anything on the record. Search you record again for the record. If you need to update the record go to the directions for "Overlaying a Record."



  1. If no warning message continue.
  2. In the "Loading Authority record" change the Authorization Level to Provisional and check that Format and the 1xx field match. At this point fields may be edited or added.
  3. Click OK. The display of the imported Record is reformatted. You will need to put your initials in the Created by field and change date authorized to TODAY
  4. Click OK to save these changes.
  5. Browse the authority file and find your record. Check the record to be sure all fields were imported Correctly. If additional revisions are necessary, initiate an Edit Item command.

Overlaying a Record.

  1. First find the record you want to overlay in the Unicorn Authority File (it needs to be on the "Browse Authority" screen and should be the only screen open.
  2. Follow steps 2 through 8 in the "Match and Load" instructions.
  3. In the "Load Authority Record Options" box, the "Replace Current Record" Button should be marked.



  1. Click on OK or press enter.
  2. Check the number on the Question Screen number to be sure the it is the right record. If it is the correct record Click Replace.





  1. Click OK on the following screen.



  1. In the "Loading Authority record" change the Authorization Level to Provisional and check that Format and the 1xx field match. At this point fields may be edited or added.
  2. Click OK. The display of the imported Record is reformatted. You will need to put your initials in the Created by field and change date authorized to TODAY
  3. Click OK to save these changes.
  4. Browse the authority file and find your record. Check the record to be sure all fields were imported Correctly. If additional revisions are necessary, initiate an Edit Item command.