POLICY NO. 12
AUTHORITY CONTROL FOR THE UK INSTITUTION GROUP
(NOTIS Policy 1-05-1995; revised for Voyager 2/19/2004)

1. The UK Libraries' Voyager bibliographic database contains one centralized file for all name, uniform title, series, and subject heading authority records. All owning libraries will share the name, uniform title, and series records. The Library of Congress Subject Headings (LCSH) authority records will be shared by those owning libraries using that subject heading system. Similarly, authority records for Medical Subject Headings (MeSH) and any additional heading schemes and thesauri will be shared by those owning libraries that use these subject heading systems.

2. The UK Libraries Electronic Resources Team, which is responsible for producing authority file reports and loading vendor-supplied authority files, will manage the authority records. Catalogers adding and editing Voyager bibliographic records are responsible for creating and using Voyager authority records as specified in the following guidelines:

2.1 Copy cataloging:
2.1.1 Cataloging centers will not be expected to verify names, uniform titles, or LCSH subject headings on member cataloging prior to exporting to Voyager but will be expected to establish series authority records.

2.1.2 Catalogers will verify the series form and treatment.

2.2 Original cataloging:

2.2.1 Cataloging centers will be expected to create and/or export any necessary authority records needed for original cataloging.

2.2.2 Cataloging centers will be expected to use the current form of the appropriate subject heading scheme.

2.2.3 Cataloging centers will be expected to use current cataloging standards for establishing names and series headings. Cross-references and notes to authority records may be added as cataloging centers see fit.

2.2.4 Cataloging centers will be expected to use a valid authority record from OCLC, if available, and may add additional cross-references and notes to authority records as they see fit.

2.2.5 Authority records will be created /established/imported for the following types of headings:

2.2.5.1 All personal names, with the exception of personal name headings ending with
"|e donor"

2.2.5.2 All corporate bodies and subordinate unit combinations

2.2.5.3 Only the main heading of a conference and not each individual conference unless the cataloger feels individual authority records are needed, such as in the case where the year forms part of the conference main heading (e.g., Expo '93)

2.2.5.4 All LCSH topical subject main headings, but only those subject main headings and subdivision combinations found in the LCSH file in OCLC

2.2.5.5 All uniform titles through at least the part and/or version. For serial titles, the bibliographic record itself will serve as an authority record, or the cataloger may choose to put in an authority record, especially if the serial is analyzed or duplicates a series titles.

2.2.5.6 Every series heading and series-like phrase, so that form and tracing decisions will be noted

2.2.5.7 All geographic names

2.2.5.8 If a geographic name is used as a geographic subdivision (|z) and no OCLC authority record exists, a local authority record will be created.

2.2.5.9 If both a name authority record and a subject authority record exist in OCLC, a single merged authority record will be created in Voyager containing both record numbers and all cross-references, notes, etc.

2.2.5.10 At the discretion of a cataloger, other authority records can be created if necessary.

2.2.5.11 Catalogers may add Library of Congress or National Library of Medicine classification numbers to authority records, as appropriate.

3. The Medical Center Library Collection Management Team, in conjunction with the UK Libraries Electronic Resources/Support Unit, will manage the MeSH authority records. Moreover, the MCL CM Team will add information to the authority records for names, uniform titles, and series to reflect decisions in which the National Library of Medicine (NLM) differs from the Library of Congress.

4. Duplicate cross-references among the subject thesauri (e.g., LCSH and MeSH) used in Voyager are permissible.

5. Duplicate authority records should be deleted when they are detected.

6. Duplicated fields that result from merging authority records should be deleted.

7. The Special Collections cataloger will manage the local subject headings used by Special Collections.

8. If there is a need for subject heading schemes or thesauri other than those already mentioned in the policy, the BPPAG should approve their use, and a manager of the subject scheme or thesaurus should be selected.

9. Heading errors identified outside of system-generated reports should be reported to the appropriate person in Electronic Resources by means of email or screen printout.

Other Bibliographic Policies & Procedures

1. Call numbers for non-book materials (7-8-1999)
3. Printing date for materials (9-21-2000)
4. Copy numbers in holdings or item records (12-14-2000)
5. Minimal level cataloging (2-10-2000)
6. MFHD Records for Serials and Non-Serials Materials (rev. & combined with Policy #17, 3/31/04)
Caption Dictionary (11-7-2002)

7. Withdrawals, lost / missing, and deletions (September 2004)
9. Local notes (2-08-2001)
11. Hierarchy for cataloging sources (9-22-2000)
13. Mixed media materials (3-29-1994)
14. "Boundwiths": multiple bibliographic records representing one physical piece (2-08-2001)
15. Bibliographic Control & Processing Policies for Non-book Materials (3-18-2002)
18. Language Used in the Enumeration of Multi-volume Works (12-16-1996)
19. Guidelines for OPAC Display of Internet Resources (10-05-2000)
20. Storage Procedures for Updating the Catalog (6-10-2003)
21. Guidelines for the Cataloging of Internet Resources (4-03-2003)
22. Multiple Versions - Same Title in Different Formats (2-06-2002)
23. Enumeration and Chronology in Item Records (11-19-2003)

This page was last updated 6 October 2004. To comment on this document, send mail to Kate Seago at kseago@email.uky.edu.