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Authority record editor

Overview

All authority records can be viewed using the authority record editor. The editor provides various functions, such as the ability to change the displayed copy of the record in preparation for exporting or printing.

 Note: You can create, replace, or save changes to Canadiana or Library of Congress name records only.

Only libraries participating in the Name Authority Cooperative Program (NACO) can add new records or replace records in the Library of Congress (LC) authority file. The records you work with in Record Manager are sent to the Library of Congress to update the Authority file. If you are not a current NACO participant and would like to join, contact the Library of Congress to be enrolled. After you are approved, contact Order services to be profiled to work in Record Manager. If you are a current NACO participant, contact Order Services to be profiled for Record Manager.

If you need help to create a new account, add roles to an existing account, or add services to an existing account, contact your WorldShare administrator or contact OCLC Order services.

For information about roles and managing accounts, see Authorities roles.

Create authority records

You can create a Canadiana or Library of Congress authority record in MARC 21 using a heading type template.

 Note:

  • Your institution must have a valid MARC organization code to create an authority record.
  • When you create an LC authority record, it gets a lock status of Queued for Contribution. The record can be edited until the lock status changes to In Distribution, which indicates that it has been sent to the Library of Congress for review. Once the record is sent back to OCLC, the lock status is removed and you can edit the record as needed.
  1. In the left navigation, click Create Record.
  2. For Data Type, select Authority Record if it is not already selected.
  3. Select an Authority Type.
    • Canadiana
    • LC Authorities
  4. For MARC Organization Code, select a MARC organization code from the drop-down list.
     Note: The list of available codes is specific to the codes available for your institution.
    • If there is only one organization code, it displays as read-only.
    • If there is no code, you cannot create authority records.
  5. Select a Heading Type.
    • Names
    • Series Title
    • Geographic Name
    • Subject (Canadiana only)
  6. Click Create.
  7. Update the authority record.
     Note:
    • The 040 field is read-only as all subfields are populated automatically.
    • Tags that display as #|| (e.g., 1||) are placeholders and need to be adjusted (e.g., 100, 110, 111).
  8. From the Save drop-down menu, select Add Record to Authority File. A confirmation message will appear once the record has been added to WorldCat.
    Or
    From the Save drop-down menu, select Save In-Progress Authority Record. When a record is successfully saved, the record displays a system-assigned sequential Save File Number, the number of days until the lock expires, and a status of locked.
  9. If there are any errors in the record, an error message will appear. Correct the errors and repeat step 8.

Work with the authority record editor

 Note: You can create, replace, or save changes to Canadiana or Library of Congress name records only.

Authority record editor - Image
Authorities record editor

Print an authority record

  1. Open an existing authority record.
  2. Click Print. The formatted printout opens in a new browser tab.
  3. Click the menu button in your browser or CTRL + p and then click Print.

Edit menu

 Note: When you edit an LC authority record, it gets a lock status of Queued for Contribution. The record can be edited until the lock status changes to In Distribution, which indicates that it has been sent to the Library of Congress for review. Once the record is sent back to OCLC, the lock status is removed and you can edit the record as needed.

Copy and paste an authority record field

  1. Open an existing authority record.
  2. Click the field that you want to copy to make it active.
  3. From the Edit drop-down menu, select Copy from the Field flyout menu.
  4. Place your cursor in the field where you want to paste the information.
  5. From the Edit drop-down menu, select Paste from the Field flyout menu. The information is pasted into the new field.

Insert a diacritic

The library allows you to insert diacritics and special characters into authority records without having to install RLIN21 keyboards.

  1. From the authority record editor, select the field where you want to insert the diacritic.
  2. Place the cursor at the position where you want to insert the diacritic, right-click, then select Insert Diacritic from the Field flyout menu. The Insert Diacritic window opens.
     Note: If text is highlighted in the field, it will be replaced by the inserted diacritic.
  3. Select the diacritic you want to insert from the Insert Diacritic window.
     Note: If you hover over a diacritic character, a tooltip appears with the Unicode code and name for the diacritic.
  4. (Optional). To limit, select a type of diacritic from the Filter By drop-down list:
    • Category - Select a category from the Category Name drop-down list.
    • Diacritic Name* - Select or enter a diacritic name from the Diacritic Name drop-down list.
    • Language* - Select or enter a language from the Language Name drop-down list.
    • Transliteration Language* - Select or enter a transliteration language from the Transliteration Language drop-down list. Filtering by transliteration language helps you find the characters you need for transliterating from a specific non-Latin script into a Latin script.
    • Unicode Number* - Select or enter a Unicode number from the Unicode Number drop-down list.
      *These filters contain an auto-suggest text field. Auto-suggestions for filter-appropriate elements start with the first keystroke in the text field.
  5. Click Close.

Open MARC 21 field help for an authority record

  1. Open an existing authority record.
  2. From the Edit drop-down menu, select MARC Field Help from the Field Help flyout menu. The MARC field help opens in a new window.

Open RDA Toolkit field help for an authority record

  1. Open an existing authority record.
  2. From the Edit drop-down list, select RDA Toolkit from the Field Help flyout menu. The RDA Toolkit opens in a new window.

Link authority records

You can link authority records in order to

  • visualize relations between records within or across authority files.
  • establish navigation between authority records.

 Note: See Also and See Equivalency links are only possible between corresponding record types (i.e., You cannot link a Canadiana subject as a see-also link to a Canadiana names record).

Add a See Also link (5xx fields)

Add a See Also link to link records within the same authority file.

  1. From the left navigation, search for an authority record.
  2. Click the name of the matching item to view the authority file record.
  3. Click Copy Authority Data.
  4. From the Record Manager interface, search for the authority record in which you want to insert a See Also link.
     Note: The record in which you want to insert a See Also link must be from the same authority file as the record from which you copied data.
  5. Click the name of the of the matching item to view the authority file record.
  6. From the Edit drop-down menu, select Insert See Also Link. A new 5xx field is added to the record and the heading appears as a link.
  7. (Optional). Click the link to view the linked record in a pop-up window.
Add a See Equivalency link (7xx fields)

Add a See Equivalency link to link records across different authority files to express their equivalency.

 Note: See Equivalency links are currently only supported for Canadiana and LC authority records.

  1. From the left navigation, search for an authority record.
  2. Click the name of the matching item to view the authority file record.
  3. From the Record Manager interface, search for an authority record in a different authority file that you want to link as equivalent.
  4. Click the name of the matching item to view the authority file record.
  5. Click Copy Authority Data.
  6. From the left navigation, click the view record tab for the authority record from which you copied data.
  7. From the Edit drop-down menu, select Insert Equivalency Link. A 751 field is added to the record and the heading appears as a link.
  8. (Optional). Click the link to open the equivalent authority record.

Record menu

Delete and supersede Canadiana authority records

 Note: Only users with Canadiana authority roles can delete Canadian records.

Delete a Canadiana authority record
  1. From the left navigation, search a Canadiana record.
  2. Click the name of the matching item to view the authority file record.
  3. From the Record drop-down menu, select Delete.
  4. From the Delete Authority Record (Canadiana) dialog, select your MARC organization code from the drop-down list.
     Note: The list of available codes is specific to the codes available for your institution.
    • If there is only one organization code, it displays as read-only.
    • If there is no code, you cannot create authority records.
  5. Click Delete. The authority record will be deleted and added to the Canadiana History File.
Delete and supersede a Canadiana authority record

When you discover a duplicate record and want to remove it, you can delete the duplicate record and supersede it with the correct record.

  1. From the left navigation, search for a Canadiana record.
  2. Click the name of the matching item to view the authority file record.
  3. From the Record drop-down menu, select Mark for Deletion from the Supersede flyout menu. The record is added to the delete buffer.
     Note: If a record has been marked for deletion in error, select Remove Mark for Deletion from the Supersede flyout menu.
  4. From the Record Manager interface, search for the Canadiana record you want to supersede the record in the delete buffer.
  5. Click the name of the matching item to view the authority file record.
  6. From the Record drop-down menu, select Retain from the Supersede flyout menu.
  7. From the Delete and Supersede Authority Record (Canadiana) dialog, select your MARC organization code from the drop-down list.
     Note: The list of available codes is specific to the codes available for your institution.
    • If there is only one organization code, it displays as read-only.
    • If there is no code, you cannot create authority records.
  8. Click Delete and Supersede. The record in the delete buffer will be deleted and added to the Canadiana History File. The deleted file will have a 682 field added containing the 001 of the record that superseded it. You can search for superseded control numbers in the Canadiana History File using the Superseded By Control Number (xs:) index.

Derive authority records

You can derive a Canadiana or Library of Congress authority record. When you derive an authority record, you are creating a new authority record from an existing record that describes an item that resembles or is related to the item you are cataloging. By deriving the record, you are using some information from a similar existing record rather than entering information into a blank form. Because you reuse applicable content, this procedure enables you to be more efficient and reduce errors.

 Note: Before deriving a record, verify that no one has previously added a record for the item you want to add. This practice prevents duplicate records from being created.

Derive an authority record after opening an existing record
  1. From the left navigation, search for the existing record.
  2. Click Edit.
  3. From the Record drop-down menu, select Derive Authority Record.
  4. Update the authority record with your institution's information.
  5. From the Save drop-down menu, select Add Record to Authority File. A confirmation message will appear.
  6. If a record was unable to be derived, an error message will appear. Correct any errors and repeat step 5.
  7. (Optional). Select Save In-Progress Authority Record from the Save drop-down menu to finish editing later.
Derive an authority record before opening an existing record
  1. From the left navigation, search for the existing record.
  2. Click Derive.
  3. Update the authority record with your institution's information.
  4. From the Save drop-down menu, select Add Record to Authority File. A confirmation message will appear.
  5. If a record was unable to be derived, an error message will appear. Correct any errors and repeat step 4.
  6. (Optional). Select Save In-Progress Authority Record from the Save drop-down menu to finish editing later.
Derive an authority record from a saved in-progress record
  1. From the left navigation, search for a Saved - In Progress record.
  2. Click Derive.
  3. From the Derive Authority Record dialog, select an Authority Type.
    • Canadiana
    • LC
  4. For MARC Organization Code, select a MARC organization code from the drop-down list.
     Note: The list of available codes is specific to the codes available for your institution.
    • If there is only one organization code, it displays as read-only.
    • If there is no code, you cannot create authority records.
  5. Click Derive.
  6. Update the authority record with your institution's information.
  7. From the Save drop-down menu, select Add Record to Authority File. A confirmation message will appear.
  8. If a record was unable to be derived, an error message will appear. Correct any errors and repeat step 7.
  9. (Optional). Select Save In-Progress Authority Record from the Save drop-down menu to finish editing later.

Reformat an authority record

When you manually reformat an authority record, you direct the system to automatically resort the variable fields in correct numeric order and correct minor errors.

  1. From the authority record editor, select Reformat from the Record drop-down menu. The system redisplays the record and a confirmation message which states that the record was reformatted.

Validate an authority record

For authority records:

  • Automatic validation occurs after you take certain actions on authority records.
  • Manual validation occurs when you select Validate from the Record drop-down menu. Manual validation checks the quality of authority records and prevents records with errors from being added to or replaced in WorldCat. You should validate an authority record manually after you edit it.
     Note: After you validate a record manually, you cannot undo your changes.
  1. From the authority record editor, select Validate from the Record drop-down menu.
    • If the record contains invalid elements (e.g., tags, indicators, or subfield codes) or invalid data (e.g., fixed-field codes), the system lists any error messages that identify the problems. Messages appear directly above the fields/elements to which they refer.
    • If the record contains an invalid character, the character will be highlighted to more easily identify it. If the record contains multiple invalid characters, only the first invalid character will be highlighted. After you remove the first invalid character and revalidate, the next invalid character will be highlighted.
    • A confirmation message appears that the record has been validated if no errors are present
  2. If there are multiple invalid character errors in a field, correct the first in the field and repeat step one. If the record is a saved - in progress record, Validate is checked in the Action Status.

Export authority records

See Export authority records.

Send an authority record change request

Request a record correction
  1. From the authority record editor, select Send Record Change Request from the Record drop-down menu.
  2. Select Correct Record from the Requested Change drop-down list.
  3. Fill out the following fields:
    • Description - Enter information that will assist OCLC staff in determining why the record needs to be corrected.
    • Contact Name - Enter your full name.
    • Contact Email - Enter the email address that we can use to contact you with questions about the record correction.
  4. Click Send.
Report a duplicate record
  1. From the authority record editor, select Send Record Change Request from the Record drop-down menu.
  2. Select Remove Duplicate Record from the Requested Change drop-down list.
  3. Fill out the following fields:
    • Retain this Record - Enter the OCLC control number of the record that you want to retain in WorldCat.
    • Remove this Duplicate Record - Enter the OCLC control number(s) of the record(s) that you want to remove from WorldCat.
       Note: When entering multiple control numbers, separate each number with a comma.
    • Description - Enter information that will assist OCLC staff in determining why the record needs to be corrected.
    • Contact Name - Enter your full name.
    • Contact Email - Enter the email address that we can use to contact you with questions about the record correction.
  4. Click Send.
Provide feedback on a record
  1. From the authority record editor, select Send Record Change Request from the Record ddrop-down menu.
  2. Select Other from the Requested Change drop-down list.
  3. Fill out the following fields:
    • Description - Enter information that will assist OCLC staff in determining why the record needs to be corrected.
    • Contact Name - Enter your full name.
    • Contact Email - Enter the email address that we can use to contact you with questions about the record correction.
  4. Click Send.

Copy Authority Data

Click Copy Authority Data to copy the appropriate field information from the authority file.

Save menu

When creating a new authority record or editing and existing one, you can save the work that you have done before adding or updating the record in the authority file. After you have saved the record, another user at your institution can search for the saved record and update it using either Record Manager or Connexion (Library of Congress authority records only).

In Record Manager, the maximum number of records in an online save file is 9,999. The system prevents you from saving a record that would exceed the limit.

Delete a saved authority record
  1. From the left navigation, search or browse for a Saved - In Progress record.
  2. Click the name of the matching item to view the authority file record.
  3. From the Record drop-down menu, select Delete In-Progress Authority Record.
Release a lock on an authority record

When you release a lock on an authority record, the record remains in the save file and other users can edit it again. Release a lock if you do not want to replace the record with the changes you have made.

  1. From the left navigation, search or browse for a Saved - In Progress record.
  2. Click the name of the matching item to view the authority file record.
  3. From the Record drop-down menu, select Release Lock on Authority Record.
Save and lock an authority record

You can save an authority record as in-progress and lock it at the same time. The lock expires in 14 days unless you reset it. To reset the lock, resave the record.

  1. From the authority record editor, select Save and Lock Authority Record from the Save drop-down menu.
  2. Select a status from the Workflow Status drop-down list.
  3. (Optional). Enter a value in the My Status field.
  4. Click Save. A confirmation message appears which states that the record has been saved and locked. The record then displays a system-assigned sequential Save File Number, the number of days until the lock expires, and a status of locked.
Save work in progress
  1. From the authority record editor, update the authority record.
  2. From the Save drop-down menu, select Save In-Progress Authority Record. When a record is successfully saved, the record displays a system-assigned sequential Save File Number, the number of days until the lock expires, and a status of locked.
Search for a saved authority record
  1. From the Data Type drop-down list, select Authority Records.
  2. From the Scope drop-down list, select Saved - In Progress.
  3. From the Index drop-down list, select an index.
    • Control Number - searches by the control number that was assigned to the save file.
    • LCCN - searches by LCCN that was assigned to the save file.
    • My Status - searches by the user-defined status that was entered for the save file.
    • Save File Number - searches by the number that was assigned to the save file.
    • Source File - searches by the selected authority file.
    • Submitted for Review by My Institution - searches for save files submitted for review by your institution.
    • Submitted for Review from Institution - searches for save files submitted for review from an institution.
    • Submitted for Review to My Institution - searches for save files submitted for review to your institution.
    • Workflow Status - searches by the selected workflow status.
  4. If applicable, select an option from the Options drop-down list.
  5. If applicable, enter your search terms in the Term(s) text field. The text field will expand to fit your search terms, if needed.
     Note: You can also enter an asterisk (*), which is a wildcard character that searches for any record.
  6. Click Search.
Update an in-progress saved authority record
  1. From the authority record editor, update the authority record.
  2. (Optional). Update the Workflow Status or My Status to indicate in what stage of the workflow the record exists.
  3. Save the record.
    • If you want to continue to save the record as in-progress, select Save In-Progress  Authority Record from the Save drop-down menu.
    • If you want to add the new record to the authority file, select Add Record to Authority File from the Save drop-down menu.
    • If you want to replace an existing record, select Replace Authority Record from the Save drop-down menu.
Submit an authority record for review

You can ask other institutions to review an authority record.

  1. From the left navigation, search for a Saved - In Progress record.
  2. Click the name of the matching item to view the authority file record.
  3. From the Record drop-down menu, select Submit for Review.
  4. From the Submit for Review dialog, enter the institution symbol for the institution you want to review the authority record.
     Note: You can enter multiple institution symbols, separated by commas, in the Institution Symbol(s) text field.
  5. Click Submit.

You can cancel a review request by selecting Recall Review Submittal from the Record drop-down menu.

 

Authority record action reports

The following reports list actions taken on authority records: