Section II - General Information

General Information (Additions and Changes to Authority Records)

Almost as common as the need to create a new authority record is the need to alter a record already in the file. New information can be received in various ways (e.g., new cataloging, investigation in response to a query) and may be significant enough to add to the permanent authority record.

Normally a new reference or a change in heading must be justified by the addition on new information to the authority record. Many other types of data can be added to the authority record when judged useful for proper identification.

Change an authority record when errors in headings or cross references are discovered. When the published work for an item cataloged through the CIP program shows a change in the form of name of a person, corporate body, or uniform title, change the authority record; add the published source after the CIP source in the 670 field to document the change. Changes in the imprint date, choice of main entry, and changes in title proper do not require changes to authority records created for CIP items.

Notify Coop Cat about BFM needed when changing the 1XX heading.

Not all authority records in the NAF have been coded c (AACR2) or d (AACR2 compatible) in Descriptive Cataloging Rules 008/10. These headings must be coded for AACR2 at the first instance of use. Refer authority records for headings that are totally invalid under AACR2 to Coop Cat.

PLEASE NOTE: Generally, do not add or take away any information (including dates--see RI 22.17) to authority headings (1XX) coded AACR2 or AACR2 compatible (Descriptive cataloging rules fixed field 008/10 will be coded c or d) unless there is a documentable error or it is specified in the rules, for example if birth dates become available for a heading with "flourished" dates (cf. RI 22.1, page 2). Keep in mind that while it may not be possible to add the information to the 1XX, it is possible to add it in a new 670 field. (Example: LC has a fully established, AACR2 authority record for Smith, John Henry, 1911- in the file, and the NACO participant knows his death date. Do not add the death date to the heading (cf. RI 22.17, p. 2), but the death date can be added as information in a 670 citation.) See the section on Additions and Changes to Authority Records -- Pre-AACR2 Headings in the NAF for policy on additions to pre-AACR2 headings.

Additions and changes are governed by the same guidelines used for creating original authority records, i.e., AACR2, the LCRIs, and the DCM.