►Searches > Titles
►Cataloguing > Names
Names are used in the catalogue module so that when cataloguing a title, details of the person, people or organisation responsible for the title’s creation can be stored. It need not only refer to authors. It could refer to other responsibility types, such as editors, composers, directors, illustrators and artists. These different Responsibility Types are reference data and are assigned when you link name records to a title.
Names are authority control records, each value only being stored once on the database and linked to all the titles by that author, editor etc. For quality control of names headings, there is a Controls page where the status of a new heading is defaulted to To be checked.
When creating a new entry to the names authority file, you specify the Name Type (either Personal, Corporate or Conference). When a name type is chosen, the screen redraws to present the appropriate fields for data entry. However, the method of adding personal, corporate and conference authors to title records is essentially the same. The Responsibility Type also defaults in from Reference Data (Name Types).
To add an author name to the title:
Note: it is worthwhile searching for the name in the format you would expect to create a new record. If a new record has to be created here it takes the data you have entered in a search as the basis for the new record. If you are searching for a common surname you can also filter by Year of Birth or Death.
Note: when Forenames is blank, Initials is used when displaying a list of names.
Additional MARC fields are also supplied in the standard layout: Numeration · Fuller form of name · Filing name · Identification · Title · Dates · Title of a work · Manual Sort
MARC help is available for Personal Names if you require more details about import/export.
When you enter dates these appear next to the author name in the catalogue record. There are a set of rules around entering these dates and you do not have to enter the full date. You can enter just the month and the year, or even just the year.
If you enter just a year, the date that is actually stored will default to 01-JAN-YYYY. Similarly, if you enter just a month and a year, the date that is actually stored will default to 01-MON-YYYY.
You can just enter a 1- or 2-digit year. If you do, the stored date will default to 19YY if the number you enter is 50 or higher, and to 20YY if the number you enter is between 0 and 49.
If you need to enter a year between 1 AD and 9 AD, you should enter it as 000Y. Similarly, to enter a year between 10 AD and 99 AD, you should enter it as 00YY.
Note you cannot enter a date earlier than 01-JAN-0001 in these fields.
To add a corporate author name to the title:
Note: it is worthwhile searching for the corporate body in the format you would expect to create a new record. If a new record has to be created here it takes the data you have entered in a search as the basis for the new record.
Note: Filing Name is the version of the name used for sorting if the name should be filed differently in the database from its original spelling. The Other Names field is used for subordinate bodies, e.g. Shropshire County Council: County Clerk's Department.
Note that the correct punctuation (from MARC) is applied. The comma present between a personal author’s surname and initials is here replaced with a full stop:
Shropshire County Council. County Clerk's Department
The following attributes map to MARC subfields for improved import/export:
Part/section number (new) · Date of Meeting (text field and YYYY moved) · Loc of Meeting (moved) · Title of a Work (new) · Manual Sort
MARC help is available for Corporate Body Names if you require more details about import/export.
To add a conference name to the title:
Note: it is worthwhile searching for the conference name in the format you would expect to create a new record. If a new record has to be created here it takes the data you have entered in a search as the basis for the new record.
Note: Filing Name is the version of the name used for sorting if the name should be filed differently in the database from its original spelling.
These attributes map to MARC subfields for improved import/export:
Subordinate Unit · Sub. Jurisdiction · Filing Name · Part /section number · Loc. Of Meeting · Title of a work · Manual Sort.
MARC help for is available for Conference Names if you require more details.
Conference names display in the hit list according to AACR2 rules:
Conference Name (Number : Dates : Location), e.g.
Catalonian Conference on AI (8th : 2005 : Alghero, Italy)
The system manager can configure an Author input field that uses OLIB's type-ahead feature directly on the Title details layout (Agents (Authors, Editors) field). This can be added to any Titles cataloguing layout using Layout Manager. Add this attribute:
When implemented, this is the workflow on the Title details sheet:
Note: use the comma (,) character to search in the surname and forename fields to increase the relevance of the list, e.g.
ch,s
will retrieve
Chapin, Suzanne H,
Charters, Stephen
and so on.
Bradley, Tony, 1969- (Author)
To add this type-ahead control to the Authors layout more efficiently, use Snippets in Layout Manager.
This is the relationship between the current Title and each of the names associated with it. For example, for a Personal Author name, that person may be the author or they may be the editor.
A default Responsibility Type can be assigned to each Name Type in OLIB. Some default data is provided as standard:
Name Type | Default Responsibility Type |
---|---|
Personal | Author |
Conference or meeting | Conference Author |
Corporate Body | Corporate Author |
These can be viewed in Catalogue Reference Data> Name Types.
When adding a new Name to a Titles record, the Title-Author Relationship page will already contain the Responsibility Type based on the above defaults. This can be changed if required.
The defaults themselves can also be changed in Catalogue Reference Data> Name Types.
The Names domain is also where you can cross-reference one author name to another e.g. for pseudonyms, see also links etc..
Title: Question Time
Author: British Broadcasting Corporation, linked to the above title
British Broadcasting Corporation author is linked to an author “BBC”, with Retrieve See Also = ‘Yes’
A Folio user searches for BBC and finds Question Time
The OLIB fields can be exported and imported. Not all fields are visible on the layout however. To process some responsibility names data correctly, the system manager should add some fields to the Personal Name Details layout using Layout Manager, depending on whether the library uses the data:
Affiliation or address of name (au_affiliation) 100 $u (Author Affiliation)
MARC help is available if you require more details about import/export.
These author identifier fields are included in the standard Names layout:
Name Authority Identifiers | Layout Manager Attributes | Character Length |
---|---|---|
ORCid (Open Researcher and Contributor ID) | ORCid (au_orcid) | VARCHAR2(20) |
VIAF (Virtual International Authority File) | VIAF (au_viaf) | VARCHAR2(30) |
ISNI (International Standard Name Identifier) | ISNI (au_isni) | VARCHAR2(20) |
The Names domain searches include Name Search by Identifier. This search allows you to enter e.g. 16 digit ORCid or other code; OLIB will then retrieve the unique Author record.
Name identifiers can also be imported and exported via:
More information is available in Data import and export.