2.2 Creating and Revising Subject Authority Records

I. OBJECTIVE

This policy governs the establishment of Subject headings for use in the online catalog and the subsequent creation of MARC authority records to ensure consistency in the use of these headings, as well as to provide increased access to library users through appropriate references in the catalog.

The policy is designed to identify the aims of subject authority work. It does not prescribe specific procedures for accomplishing these aims, but should be used as a guide for establishing procedure.

For the purposes of this policy, subject headings include:

• Topical subject headings
• Topical subject headings with subject subdivisions
• Name headings with subject subdivisions (including personal names, corporate names, family names, meeting names, work and expression access points, series, and geographic headings when used as subjects)

II. ESTABLISHING AND EVALUATING SUBJECT HEADINGS

A. Establishing new subject headings

A topical subject heading shall be considered to be established when it has an authority record in LCSH.

A topical subject heading with subject subdivisions shall be considered to be established when it has an authority record in the authority file in WorkFlows.

Name headings established in accordance with the HBLL Catalog Department name authorities policy may use subject subdivisions listed in Free-Floating Subdivisions: An Alphabetical Index.

All subject headings used in the online catalog should be established in accordance with the rules outlined in the Subject Heading Manual (SHM).

Name headings will all be established in accordance with the HBLL Catalog Department name authorities policy using RDA and SHM.

Music subject headings will be reviewed by the Music Catalogers.

No local Mormon subject headings will be established if LCSH provides a suitable term. If no established heading is found in the national authority file, the Mormon Cataloger should be contacted to submit a new heading to SACO.

All subject headings to be used in a new bibliographic record should be checked against the authority file for an authority record. If no authority record is found, a new subject authority record should be established in accordance with, and when directed by the SHM. Care should be taken at all times that no new subject heading is established for an entity that has already been established under a different form or that no new subject heading is identical to a heading already established for a different subject or entity.

When a free-floating subdivision is used in accordance with the rules outlined in SHM no authority record need be created. WorkFlows has been set to cascade these subdivisions, and so will not display “Unauthorized”.

Catalogers should use at least two sources in establishing a subject heading; however in some cases the SHM requires more then two sources.

Maintained by: Elizabeth Tobiasson