Workflow (New Authority Records)

Training Status:

1. During the quality review period, new authority records are entered by the cataloger or NACO Coordinator into the bibliographic utility’s Save or Review file. These are full authority records in that they include:

values supplied for the fixed fields for Descriptive Cataloging Rules (008/10), Undifferentiated Personal Name (008/32), Reference Evaluation (008/29), and Level of Establishment (008/33) if warranted, as well as default values for other fixed fields.

the new heading (1XX)

4XX and 5XX fields (if needed)

a 670 field for the work being cataloged

additional 670 field(s) if necessary

other fields (such as 675 or 667) if necessar

2. The NACO Coordinator then reviews all records before sending record numbers to LC. Each NACO Coordinator must develop a system of review for her/his own institution or institutions. A possible workflow for a single university project with several departments participating might look like this:

Records are input using several accounts set up by the bibliographic utility in different departments of the university (Original Cataloging, Serials, Law Library, etc.).

Each cataloger contributing records sends e-mail to NAACO Coordinator, notifying her/him of records input into the Save or Review file. NACO Coordinator prints out all records in Save or Review by accessing each account, and reviews them.

OR

Each cataloger sends printouts to NACO Coordinator through regular intramural mail: NACO Coordinator then reviews them.

NACO Coordinator notifies each cataloger (normally via e-mail) of corrections which need to be made.

After all records are reviewed by the NACO Coordinator, a list of record numbers is sent to the Coop Cat liaison via e-mail, who reviews each record.

Coop Cat liaison notifies NACO Coordinator of any corrections which need to be made.

After all corrections are made, and the Coop Cat liaison gives final approval, records are then put into production by the NACO Coordinator and sent via LSP to the NAF. Records normally appear in one to two days on the bibliographic utilities.

It is also possible for catalogers to fill in worksheets and send them to the NACO Coordinator, who then inputs all records online. It is up to each NACO Coordinator to determine the most efficient system for the project.

3. Remember that for languages requiring surrogates, the institution must mail or fax the relevant pages to the Coop Cat liaison. Please label the photocopies clearly with the record number(s) and where the information is from (e.g.,"t.p.," "colophon," etc.)

4. Records for which there are questions for LC staff are handled in a separate stream. LC is queried via e-mail for resolution of the question(s).

Independent Status:

Independent Status is granted to the project after a formal quality review is conducted by Coop Cat. During the quality review, LC staff members review a set number of new records to determine accuracy. After independent status is granted, records are not reviewed by LC staff before they are put into production. The NACO Coordinator may want to set up a new workflow for the contribution of name authority records. The Coordinator may decide to continue to review and produce all records input by catalogers, or if he feels confident that catalogers have mastered NACO procedures, it may not be necessary to review every record. Again, this is up to the Coordinator. The workflow may look something like this:

Records are input by catalogers using different accounts

NACO Coordinator receives notification of new records input

NACO Coordinator prints out and reviews all records by accessing accounts notifying catalogers of changes or problems

After all corrections are made, NACO Coordinator produces records.

Or, if the quality of authority records has been consistently good, the NACO Coordinator may simply decide to do this:

Records are input directly into production by each cataloger.

Note that libraries may wish to keep copies of individual records or lists of record numbers for internal record keeping purposes.

See also:

Section I - New Authority Records