2.4.1 Displaying and Modifying Authority Records

In WorkFlows, the authority file and the bibliographic file are separate. The authority file itself has also been divided into several indexes. Those used most often are the NAME, SUBJECT and GENRE indexes.

The NAME index contains all authority records with the following tags:

  • 100 – Persons and Families, Works and Expressions with authorized access points in the form Name. Title (including some series)
  • 110 – Corporate Bodies
  • 111 – Meetings
  • 130 – Works and Expressions with authorized access points not including a creator (including some series)
  • 151 – Places

The SUBJECT index contains authority records with the following tags:

  • 150 –┬áTopical term
  • 180 – General subdivision
  • 181 – Geographic subdivision
  • 182 – Chronological subdivision
  • 185 – Form subdivision

The GENRE index contains authority records with the following tag:

  • 155 – Genre/Form term

4XX (see) references will post to the authority indexes. 5XX (see also) references do not post in the authority indexes. They only post in bibliographic/public searches.

Displaying an Authority Record

You can use the Display Authority wizard in WorkFlows to display an authority record. You cannot make any edits to an existing authority record when using this option.

  1. Within the Authorities group of wizards, click the Display Authority button .
  2. If necessary, use the drop down list to select the index you want to search.
  3. Type your search term in the Search for box and click Search. A browse list displays in the hit list area. The selected heading will display in the lower portion of the window with the Control Tab, Description Tab, and Extended Information Tab.
  4. Select the authority term you want to view.

When performing an authority browse search, established authority headings in 1xx fields are preceded by an authority icon indicating that an authority record is associated with that heading. References in 4xx fields are preceded by a cross-reference icon . In the Subject index, subdivision records (18X tags) have no icon in the display list.

Modifying an Authority Record

Use the Modify Authority wizard in WorkFlows to edit or view authority records that are already in the authority file. If you want to copy an access point (1XX field) to use in a bibliographic record, use this option.

  1. Within the Authorities group of wizards, click the Modify Authority button.
  2. If necessary, use the drop down list to select the index you want to search.
  3. Type your search term in the Search for box and click Search. A browse list displays in the hit list area. The selected heading will display in the lower portion of the window with the Control Tab, Description Tab, and Extended Information Tab.
  4. Select the authority record you want to edit or view, then click Modify.
  5. To modify the authority record, click the Control or Authority tab.
  6. After an authority record has been modified, click Save to save your changes.

When performing an authority browse search, established authority headings in 1xx fields are preceded by an authority icon indicating that an authority record is associated with that heading. References in 4xx fields are preceded by a cross-reference icon . In the Subject index, subdivision records (18X tags) have no icon in the display list.

Maintained by: Elizabeth Tobiasson

Location / Hours

The Catalog Department is located on Level 6 of the Harold B. Lee Library. The Department is open from 8 a.m. to 5 p.m. Monday through Friday.