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BNA Reconciliation Project
Stage One of Non-Match Name Headings (rev. 6/2003)Practices
THE BNA LISTS
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Lists of non-match, non-authorized headings are prepared in ten
page bundles (approximately 18 lines of headings per page). These
lists were prepared several years ago (ca. 1994), so a number of the headings have
since been identified and established by other institutions. These
master lists serve to document and verify the outcome of researched
headings, providing an authoritative source for BNA final actions.
Marking the Lists:
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Established Names: Headings that have been established, either
by Maryland or by another institution, should be marked with a checkmark
in the left margin by the name. All headings that have been established
should also have the LCAF number written next to the name.
Names Not Established: Headings that have not, and will not, be established should be marked with an "X" in the left margin by the name. To the right should be brief note explaining why it cannot be established: e.g., "No usage, not owned," "Piece missing," or simply "can't est."
Completed Page: When a final decision has been made for every name on a page (i.e., every heading has either a checkmark or an "X" next to it) the page is finished. Stamp the date of completion at the top of the page.
Completed Bundle: When every page in a bundle has been completed, write "DONE" and the date in the top left corner with a red marker.
All headings on bibliographic records identified and pulled in the course of the BNA Project are searched in the national authority file. All unauthorized headings on a bibliographic record will either be corrected or established. Though these headings undoubtedly appear elsewhere on the master list, establishing them at first contact eliminates the need to reevaluate the same record or piece later on.
Preliminary Records
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The BNA Project has been granted special permission to create preliminary authority records.
"Preliminary" (Auth status: d) indicates that the authority record was not derived from a
piece in hand, but from usage given in the bibliographic record.
We prefer to cite usage from records generated by DLC (those with LCCNs)
but when necessary, we are citing usage from OCLC member institutions'
records residing in the Catalog. The form of the first 670 is as follows:
- LCCN12-345678: Title, date ^b (hdg.: Surname, Forename; usage: Forename Surname)
- OCLC#12345678: Title, date ^b (hdg.: Surname, Forename; usage: Forename Surname)
Full Level Records
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Some names cannot be established adequately or at all from the bibliographic record and require the retrieval of the actual piece. Authority records based on
the piece in hand are considered "Full Level" records (Auth status: a).
- There is no usage in the statement of responsibility
- Usage appears to be incomplete or incorrect
- The piece offers the possibility of additional information necessary to satisfactorily establish a name
For pieces owned by UMCP, retrieve the item when:
Also, see documentation on circulation procedures for materials retrieved from UMCP collections for the BNA Project.
LCAF revision (Z2)
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Sometimes name headings have existing authority records that are inaccurate or incomplete.
In these cases, an LCAF revision (Z2), adding or modifying the record, is required.
Unless revision is absolutely essential to find or understand the authority record,
accept less-than-full and pre-AACR2 level authority records without revising them.
BIBLIOGRAPHIC FILE MAINTENANCE
BFMs are performed by the cataloger on all records to which they have editing access.
For records not owned by UMCP, and for which UMCP staff does not have permission to edit,
the owning campus must be notified as to the corrections needed in their catalogs.
LC should also be notified for BFM only on "active" records (i.e., DLC DLC / orginew).
Maryland is responsible for replacing OCLC master records created by UMC with headings corrected in this reconciliation process. Maryland is also responsible for correcting headings on the master records for items cataloged in the Goldsmiths-Kress Project (OCLC source code: GKR), as this project was directed by Maryland.
Using the criteria of pursuit and non-pursuit, determine whether the name can be established.
Occasionally, catalogers encounter names that are very difficult to conclusively identify. If contact
information can be found for living individuals or current organizations, the cataloger can contact
them directly for more information. For email queries, BNA staff have developed a letter
to make queries consistent.
In many instances, there are discrepancies between the authorized form of the heading
and that which appears in the Catalog. Incorrect headings in the Catalog should be
changed to reflect those in the authority file.
Procedures
All headings on the lists are searched against the national
authority file. If a name is found to have already been established in the LCAF,
the authorized form is verified against that in the Maryland Catalog.
Records with incorrect forms of the heading are said to require
bibliographic file maintenance (BFM).
Headings without authority records are searched in the Catalog. Latitude should be taken in
search strategies, using both the "browse" and "find" options to find all name variations.
Headings should also be searched as both "personal names" and "authors."
All bibliographic records containing name headings that need to be controlled and that can be established are printed. Records should be
printed in MARC format. Additionally, each record should be annotated with the record owner,
location, and call number to facilitate decision making and retrieval of the piece.
BNA staff have prepared a workform to guide the research process. All
names are checked in the Library of Congress Catalog, NUC pre-56, and
the Biography and Genealogy Master Index (BGMI). These
sources can only provide so much information and the cataloger should employ creativity in using print and
electronic resources to find needed information.
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Categories of Name Headings Pursued for NACO:
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Categories of Name Headings Not Pursued for NACO:
