INTRODUCTION

• As a member of the CJK NACO Project, we contribute new CJK name authority records to LC Name Authority Files.
• The project is conducted at the OSUL’s Non-Roman Cataloging Section.
• Sherab Chen is the CJK NACO Project liaison for OSU.

We are currently under review process, and our reviewer is Sarah S. Elman at C.V. Starr East Asian Library, Columbia University. OCLC symbol: zcu (previously East Asian Lib at Yale Univ. symbol yus)

CJK NACO REVIEW PROCEDURES

For guidelines for the CJK NACO funnel members to achieve independence, please refer to NACO CJK Project webpage here. The following are locally specified procedures compiled by Sherab Chen (revised on 5/21/2008 and 8/3/2011)

~SUMMARY~

Account set-up — Create new / Modify existing records — Review process (Submit to reviewer — Make changes based on reviewer’s comments — Ask reviewer for confirmation) — Contribute the new records at reviewer’s approval — NACO CJK and Local Name Authority statistics — Other responsibilities

~PROCEDURES IN DETAIL~

• Account set-up

MARC Organization Code: OhCoUCJK [this is to be entered in the 040 field on the record as follows]
040 OhCoUCJK ǂb eng ǂc OhCoUCJK

Log in Authorization: 100-324-898 Password [kept separately] Name “naco-cjk”

Reviewer’s OCLC symbol (institution code): zcu [to be entered at time of submitting]

• Create new / modify existing records

Search LC Names and Subjects via Connexion.

If the name form is NOT found, a name authority record may be created.

In order to eastablish a name authority, the entity on which the name appears has to be cataloged first, and a bibliographic record has to be created in WorldCat.

Usually we generate a new authority record based on a bibliographic record.

We can use the “Generate Authority Record” MACRO on Connexion (see below for instructions on how to set up the MACRO).

Detailed guidelines for creating new and modifying existing name authority files will be discussed separately.

Save the new record online

HOW TO SET UP “GENERATE AUTHORITY RECORD” MACRO

• On Connexion, set up a User Tool shortcut button for “MACRO OCLC Generate Authority Record.” To do so,

Menu Tools — User Tools — Assign

• With the bib record opened, place the cursor in the author name field, and click on the shortcut button.
• (At time when no shortcut button available, use Tools – Macros – Manage…)
• This will generate an authority record with all necessary fields info derived from the bib record.
• Proofread the content; make changes or add additional information as needed (Beaware that, sometimes, the information brought in by the macro may not be accurate).

• Submit to reviewer

Prepare surrogates of source information for reviewer: As for remote reviewer, we provide surrogate using shared online album. We will provide scans or screen-shoots of title page as well as other pages that contain additional information for the authority record (e.g. colophon/CIP, cover flap, added title pages, AND Internet sources, if necessary) – Upload images to the online album on Flickr for sharing with reviewer.

On Connexion, first save the new record to online file, then Submit for Review (under menu Action). The reviewer institution symbol is zcu.

Correspond with reviewer to receive comments and make modifications.

• Contribute the new records at reviewer’s approval

Once the reviewer signals OK, we can contribute the new record to the LC Authority File database

Note: Always search for the name again before contributing in order to avoid duplicates during the review process.

To contribute the new record, on Connextion, menu Actions — Add to Authority File

Report to the local Name Authority Maintainanence team

• Keeping Authority work statistics

For the NACO CJK program, our MARC organization code in 040 should serve the statistics purpose.

Keep a statistic and tell the Authority Control and Database Maintainence Section.

• Other responsibilities

If a date is added to the name authority record, and if the bib record has not done so, update that bib.

If a new form of cross-reference for an institute is added in a name authority record, also update the authority record for the institute. For examples, on ARN8037857, the Chinese name of the Russian university is used in 670. As a consequence, we added this Chinese name as a cross-reference on the university’s authority record.

— For instructions on creating and editing CJK name authority records, see NACO CJK Workbook