Name authority records

Summary: Instructions for original catalogers updating or creating NACO name authority records (NARs).

This page is in progress as of January 2025. Information is incomplete and in draft form.

1 Local review process
2 Reference & resources
3 Reminders and tips

Local review process

In general, new or updated NACO records require review from Joshua Barton or Tim Kiser (geographic names) before submission to Library of Congress. Follow these steps to submit your record for review.

Add a 690 to the completed record with MiEM:[yourinitials]
If your new or updated record will prompt bibliographic file maintenance in OCLC:
1. Locate all English-language records with AAPs that would need updating
2. Put OCLC record numbers for these records in your 690
Save the record to the online save file, noting the save file number
Email Joshua or Tim the save file number to let them know your record is ready for review

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Reference & resources

Learning to consult and interpret the official documentation is essential for authority work. See below for

General documentation

NACO Participants' Manual
DCM Z1
MARC Authorities Format
Original RDA
- for identifying and recording AAPs
- Official RDA (new version) being adopted TBD; until then, use Original
LC PCC PSs
- incorporated into Original RDA
- take precedence over RDA guidelines!
- Interim Policy Updates (added after Original RDA was frozen and before Official gets adopted)

More technical guidelines:

Normalization rules (for diacritics, spaces, punctation, etc.)
024 Best Practices (identifiers and URIs)
$w NACO values

Documentation for specific elements

ELEMENT	DOCUMENTATION	RELATED REFERENCE SOURCES	NOTES

ELEMENT	DOCUMENTATION	RELATED REFERENCE SOURCES	NOTES
Personal names	RDA Chapters 8 & 9 Pseudonym FAQs		Core elements (always record if known) Preferred name Title DoB / DoD Other designation Profession/occupation Identifier Core if needed for disambiguation Title Fuller form of name Profession/occupation Period of activity for the person
Corporate bodies	RDA Chapters 8 & 11 RDA 11.2.2.14.1 for subordinate entries SHM H 405		Core elements Preferred name for the corporate body Location of conference, etc. Date of conference, etc. Associated institution (core in certain cases) Number of conference, etc. Other designation (if body’s name does not convey the idea of a corporate body) Identifier Core if Other place associated with the corporate body Date of establishment Date of termination Period of activity of the corporate body Associated institution Other designation associated with the corporate body
Geographic names	RDA Chapter 16, plus 8 & 11 SHM H 405 SHM H 835 LC PCC PS for RDA 16.2.2.2	GNIS – US names GNS – International names except UK, Canada, Australia, & New Zealand BIA Indian entities	Must determine if entity belongs in the Name Authority File or the LCSH – use SHM H 405 "Division of the World" for guidance

Misc. cheat sheets & resources

Joshua's checklist for personal NARs
Connexion constant data example
MARC authority fixed field values
Authority Toolkit demo webinar recording (2024)
NACO training slides
- Originally developed by LC in 2020, updated by Bob Maxwell in 2024

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Reminders and tips

These are highlights, not comprehensive guidance. Consult documentation above for full instructions.

Only certain non-Latin scripts can be used in MARC authority data

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Policies

Name authority records are not required for all name entries in catalog records.
When creating new name authority records (personal, corporate, or conference), CMS catalogers will enter the records into OCLC following NACO procedures and policies.

Contact	Joshua Barton or Tim Kiser
Team	CMS
Updated	January 2025
Created	April 2018