SECTION IV

Step-by Step Procedures for Using the Interim Guidelines for Name Verification at College Park

Routine checks on access points which match authority records in the National Authority File (NAF):

• Check MARC tags:
  • The last two digits of the MARC tag in the bibliographic record should agree with the last two digits of the MARC tag of the authorized form in the NAF.
  • For personal (X00), corporate (X10), and conference (X11) names, the 1st indicator of the MARC tag on the bibliographic record should agree with the 1st indicator of the authorized form in the NAF.
  • For uniform titles (X30), the 1st indicator on the bibliographic record should agree with the 2nd indicator of the authorized form in the NAF. (Why? Because those indicators represent the number of non-filing characters present. The NAF X30 2nd indicator is invariably 0.)
• Check qualifiers
  • Geographic names used as qualifiers for corporate authors and conferences should be in their authorized NAF form, e.g., New England Aquarium (Boston, Mass.); Colloque Voltaire $d (1995 : $c Nice, France)
  • Corporate names used in qualifiers for conferences should be in the nominative form cited in the language found in the bibliographic item itself, e.g., Workshop on Ethnic and Religious Conflict in the Middle East $d (1996 : $c UCLA); International Conference on Localisation $d (2000 : $c Imperial College, London)

Verification process for name access points

NoteBefore referring a any authority question or problem, print out the NAR and the bibliographic record, write a note explaing the problem or question, and sign and date it.

• When the name access point on a bibliographic record exactly matches the authorized form of the NAF name authority record, check also the name used in the descriptive portion of the bibliographic record to see if it matches the access point or is different. When a personal name in the descriptive portion is different and the difference appears in the surname or the first element to the right of the comma and there is no cross reference for the difference on the authority record--a cross reference should be added. When a corporate name or a conference name in the descriptive portion is different (e.g. an acronym or some words represented by initials) and there is no cross reference for the variant on the authority record-a cross reference should be added.
  
  • Accept the name access point when no additional cross reference needed.
  • Refer the matter to the proper person in your Production Group when a cross reference should be added to the authority record.
  
  
• When the name access point on a bibliographic record does not exactly match the authorized name form on the NAF name authority record but clearly represents the same person, corporate entity, etc.:
  
  • Change the bibliographic name access point to the NAF authorized form.
  • But if you have doubts or believe a cross reference is needed, refer the matter to the proper person in your Production Group.
  
  
• When a personal name access point on a bibliographic record is an exact match to an authorized form on a NAF Undifferentiated Name authority record:
  
  • Check the 670 source fields on the authority record to see if your person is represented on it (e.g., a person working or writing in the same field as your person)
    • If one of the 670 fields represents your person, accept the name access point.
    • If your person cannot be related to any of the 670 fields on the authority record, refer the matter to the appropriate person in your Production Group.
  
  
• If there is no NAF record and the bibliographic access point is not similar to other name headings, e.g.; Heller Coal Company; Schott, Edna L.:
  
  • Check for conflicts with cross references in the NAF:
    • If a conflict is found, refer the matter to the appropriate person in your Production Group.
    • If there is no conflict, accept the bibliographic access point even though it cannot be authorized.
    
    
  • If there is no NAF authority record, but the bibliographic access point is a very common name, e.g. First National Bank; Doe, Bill:
    
    • Check for conflict with cross references in the NAF.
    • If a conflict is found, refer to the appropriate person in your Production Group for resolution.
    
    
  • Check for conflict with other name access points in catalogusmai.
    
    • If a conflict is found, refer the name to the appropriate person in your Production Group for resolution.
    • If there is no conflict, use Catalogers' judgment:
      • Either accept the bibliographic access point even though it cannot be authorized.
      • Or refer the name to the appropriate person in your Production Group for an "establish for the NAF" decision, especially in the areas of Marylandia and agriculture.
  
  
• UMC Originals for Ph.D and Masters Theses
  

  Note that authors of theses may have written works at other institutions.

  
  
  • Common names are to be checked in the NAF, OCLC, and ALEPH for possible conflict:
    • When no conflict is found, use the name on the thesis as the access point even though it is not authorized.
    • When a conflict is found with a NAF authorized name or cross reference, check for further name conflicts in OCLC and ALEPH, unless you've done so already. Refer these name access points to an appropriate person in your Production Group for resolution. (Resolution may require using College Park's Student Information System (SIS), a restricted database, to obtain biographical information and contribution of an authority record to the NAF.)
    • When no conflict is found, use the name on the thesis as the access point.
    
    
  • Uncommon names are to be checked in ALEPH in case a degree candidate used a slightly different name on a University of Maryland report or paper appearing in catlogusmai.
    
    • When no conflict is found, use the name on the thesis as the access point.
    • When a conflict is found in Aleph, refer it to the proper person in your Production Group for resolution.

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