DCM Z1:  008/32 Undifferentiated personal name

General:

When creating an NAR for a family name, assign value "n" in 008/32.

As of November 2013, LC and the PCC have agreed to the following guidelines for persons whose preferred names are identical:

Do not use code "b" in an RDA name authority record; all personal name authority records coded RDA should be differentiated.

Do not add a new identity to an existing personal name authority record coded 008/32 "b."

Instead, apply RDA 9.19.1 to create a unique authorized access point for the person, using suitable additional elements.

Maintenance of existing undifferentiated records:

An existing undifferentiated NAR contains pairs of 670 fields used to group information about each individual covered by the NAR.  The first 670 in the pair is an "identifying" 670 field containing a term descriptive of the person's relationship to the title cited in the second 670 of the pair.  The data in the identifying 670 field is contained in subfield $a and enclosed in square brackets.  The second 670 in the pair is a "citation" 670 that contains the normal data elements in a resource being cataloged citation.

Example:

100  1#  $a Lloyd, Richard

670  ##  $a [Author of Bound and minor words in Baruya]

670  ##  $a Bound and minor words in Baruya, 1989: $b t.p. (Richard Lloyd)

670  ##  $a [Added entry for Alex, the amazing juggler]

670  ##  $a Alex, the amazing juggler, 1981: $b t.p. (Richard Lloyd)

670  ##  $a [Editor of Allen Jones]

670  ##  $a Allen Jones, 1995: $b t.p. (Richard Lloyd)

When information is found to distinguish a person included in an existing undifferentiated name record:

Always create a new name authority record for that person, with distinguishing information, and add an indication that the person was formerly on an undifferentiated record (see 667 notes on records for identities previously on undifferentiated records below).

Transfer the citation 670 pertaining to that person from the undifferentiated name record to the new name authority record and edit as necessary.

If the undifferentiated NAR is not being deleted because multiple identities remain, delete the pair of 670 fields pertaining to the newly created NAR.

If more than one identity remains in the undifferentiated NAR, and there is not sufficient information in the NAR to create new NARs for each name, leave the NAR coded AACR2.

In order to facilitate machine processing of authority records (e.g., matching, linking), when only one identity is left on an undifferentiated personal name authority record (i.e., other identities are being disambiguated and removed), take the following steps:

NACO catalogers:

Assure that the undifferentiated NAR only contains information relevant to the single identity remaining (e.g., 670s).

If a differentiated NAR has not been created for the last identity:

---   Add a 667 field to the undifferentiated NAR:

667  ##  $a Last identity on undifferentiated record; reported for deletion.

---   Report the undifferentiated NAR for deletion to naco@loc.gov.  LC will create a new replacement NAR and delete the old NAR.  In the new NAR, LC will add a 667 note and add the LCCN of the deleted NAR in field 010 subfield $z.

If a differentiated NAR has been created for the last identity:

---   Add that information in the 667 note on the undifferentiated record to assure that a duplicate NAR will not be created:

667  ##  $a Last identity on undifferentiated record; reported for deletion in favor of [LCCN of NAR].

---   Report the undifferentiated NAR for deletion to naco@loc.gov; LC will delete the NAR and add the LCCN of the deleted NAR in field 010 subfield $z of the newly created NAR.

LC catalogers:

Create a new NAR for the remaining single identity.  The authorized access point itself may be differentiated or it may be identical to the authorized access point in the undifferentiated NAR.

Add the LCCN (010) of the NAR that will be deleted in field 010 subfield $z of the newly created NAR(s), then delete the old undifferentiated NAR.

Add a 667 note to the new NAR as indicated below.

Example:

010  ##  $a [LCCN] $z [LCCN of deleted NAR]

100  1#  $a Lloyd, Richard $c (Linguist)

667  ##  $a Formerly on undifferentiated name record: [LCCN of deleted NAR].

670  ##  $a Bound and minor words in Baruya, 1989: $b t.p. (Richard Lloyd)

667 notes on records for identities previously on undifferentiated records:

Always add a 667 note to a new NAR to identify the LCCN of the authority record in which information about that person had been recorded:

667  ##  $a Formerly on undifferentiated name record: [LCCN of undifferentiated name record].

From April 1988-mid-June 1990 LC/NACO policy for undifferentiated personal name authority records (formerly called non-unique name authority records) was to list up to three persons.  If the heading represented four or more persons, the name authority record covered three persons and contained a 667 note "Record covers additional persons."  The subsequent policy was to list each person the heading represents without regard to the number of people using that name.  Although the note "Record covers additional persons" has been discontinued for new records, it should be retained when found on existing records.

Records not coded as "undifferentiated" that contain multiple persons:

These instructions apply to an NAR with 008/32 value "a" that contains 670s for different people with the same name.  For instructions on an NAR that contains information about a single person with multiple identities, see the 500 and 663 sections of DCM Z1.

An NAR for a person might contain 670s that actually relate to different people with the same name because a cataloger erroneously concluded they were citations for the same person.  This effectively creates an "undifferentiated" record although the record is not identified as such in the 008/32.  Do NOT change the 008/32 value to "b".  Take the following steps:

NACO catalogers:

Create a new NAR representing only one person, applying the instructions for conflict in new authority records.

Add a 667 field to the new NAR as is done for persons formerly on undifferentiated name records.

Transfer the 670 pertaining to that person from the undifferentiated name record to the new NAR and edit as necessary.

In the undifferentiated NAR, do not change the 008/10 value, and do not add or remove subfield $e "rda" in the 040 field.

If the undifferentiated NAR still contains multiple identities:

---   Add a 667 field to the undifferentiated NAR:

667  ##  $a Record contains multiple identities; reported to LC for resolution, [date].

---   Report the undifferentiated NAR for deletion to naco@loc.gov.  LC will create new NARs for each remaining entity, delete the undifferentiated NAR, and add the LCCN of the deleted NAR in field 010 subfield $z of the last newly created NAR.

If the undifferentiated NAR now contains one identity:

---   Add that information in the 667 note on the undifferentiated record to assure that a duplicate NAR will not be created:

667  ##  $a Last identity on undifferentiated record; reported for deletion.

---   Report the undifferentiated NAR for deletion to naco@loc.gov.  LC will create a new replacement NAR and delete the old NAR.  In the new NAR, LC will add a 667 note and add the LCCN of the deleted NAR in field 010 subfield $z.

LC catalogers:

Create a new NAR representing only one person, applying the instructions for conflict in new authority records.

Add a 667 field to the new NAR as is done for persons formerly on undifferentiated name records.

Transfer the 670 pertaining to that person from the undifferentiated name record to the new NAR and edit as necessary.

In the undifferentiated NAR, do not change the 008/10 value, and do not add or remove subfield $e "rda" in the 040 field.

If the undifferentiated NAR still contains multiple identities:

---   Add a 667 field to the undifferentiated NAR:

667  ##  $a Record contains multiple identities; reported to LC for resolution, [date].

---   Report the undifferentiated NAR for deletion to policy@loc.gov.  PSD will create new NARs for each remaining entity, delete the undifferentiated NAR, and add the LCCN of the deleted NAR in field 010 subfield $z of the last newly created NAR.

If the undifferentiated NAR now contains one identity:

---   Create a new NAR for the remaining single identity.  The authorized access point itself may be differentiated or it may be identical to the authorized access point in the undifferentiated NAR.

---   Add the LCCN (010) of the NAR that will be deleted in 010 subfield $z of the newly created NAR(s), then delete the old undifferentiated NAR.

---   Add a 667 note to the new NAR as indicated below.

Examples:

New NAR for first person removed from undifferentiated record:

010  ##  $a [LCCN]

100  1#  $a Hernandez, Olaf, $d 1970-

667  ##  $a Formerly on undifferentiated name record: [LCCN of deleted NAR].

670  ##  $a Living in hell, 2000: $b t.p. (Olaf Hernandez)

670  ##  $a Email from author, April 2, 2015 (born May 1, 1970; author of Living in hell but not the author of Hell hath no fury)

New NAR for second person removed from undifferentiated record:

010  ##  $a [LCCN] $z [LCCN of deleted NAR]

100  1#  $a Hernandez, Olaf, $d 1960-

667  ##  $a Formerly on undifferentiated name record: [LCCN of deleted NAR].

670  ##  $a Hell hath no fury, 2000: $b t.p. (Olaf Hernandez)

670  ##  $a Email from author, April 2, 2015 $b (born March 20, 1960; author of Hell hath no fury but not the author of Living in hell)

SARs:

LC series practice:  As of June 1, 2006, LC does not create or update SARs.

PCC series practice:  Transcription of the series statement is mandatory if applicable.  Searching for series authority records, tracing the series, and the creation and maintenance of series authority records are optional.

Prior to March 21, 1991, only value "n" was used in this field.  Use value "a" if a new SAR is entered under a personal name authorized access point.  Catalogers may change this field if the value is incorrect when updating the SAR for another reason.

For more information on DCM Z1 Instructions, select:

DCM Z1:  Introduction

DCM Z1