Searching OCLC Authority File for Hughes Project 12 Nov 2010 Vicki Sipe.
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Transcript of Searching OCLC Authority File for Hughes Project 12 Nov 2010 Vicki Sipe.
Searching OCLC Authority File for Hughes Project
12 Nov 2010Vicki Sipe
Hughes project
If names appear in the Caption information, we are turning them into metadata in the Location and Subject Names fields.
These fields use Controlled Vocabulary.
The names must appear in the CONTENTdm list or
The names must appear in the OCLC Authority fileor
The names must be created
Name fields using Controlled Vocabulary
Location This is a geographic location displayed as a hierarchical string to the level known
Country – State – City – NeighborhoodUnited State – Maryland – Baltimore – Fells Point
If not known, supply United States
Subject Names This can be the name of a Company, Person or a Place.
This record includes information on what could be a Place Name
Begin typing in the Subject Names field
Controlled vocabulary window will open, take you to alphabetical place in the list.No Lake Montebello.
Try Montebello, Lake
There it is. Double click on name in Controlled Vocabulary window,and name will be filled in.
Lake Montebello is located in Baltimore.Supply location.
Place cursor in Location field.This opens Controlled Vocabulary window.Double click on appropriate location.
This image is of Woodlawn Cemetery.
PS Don’t forget to correct the spelling of cemetery.
Begin typing Woodlawn Cemetery in the Subject Names field.
It is not here.Go out to OCLC to search the Authority file
OCLC Authority searches
This search box
This icon opens
Woodlawn cemetery is a corporate name.
Begin typing in a search box set for Corporate/Conference Names
Hit OK
Results of search
Our Woodlawn Cemetery is here. Double click to open the record.
Corporate name authority record
Our Woodlawn Cemetery is here. Double click to open the record.
Copy the 110 field
Highlight the 110 fieldCopy
Take it over to CONTENTdm Paste into Subject Names field.
This record contains a Personal Name
We assume that this is a portrait of A. D. Broyles
Begin typing Broyles in the Subject Names field.
Last Name, First Name orLast Name, Initials
He is not here.Go out to OCLC to search the Authority file
OCLC Authority searches
With a Personal Name, you might want to use a Browse search.
This Browse search box
Enter the name in the box
Choose Personal Names from the drop down menu
Hit OK
This icon opens
Results of search
There is no Broyles, A. D. hereReturn to CONTENTdm
Finish entering the name in the Subject Names field
With personal names, put a space between the initials.
If you had a company name beginning with someone’s initials, you would not put a space between the initials.
See Hughes Collection Scope of Work for more information on how to enter names.
Names that are not contained in the list
After you save the record, a warning sign will appear by the Subject Names field.
This means that the name has not been added to the controlled vocabulary.You can save, close and send the record for approval with this warning.
The name will be reviewed in approval for proper format, corrected if needed, and added to the controlled vocabulary.
Then if we have another picture of A. D. Broyles, his name will be in the Controlled vocabulary and all you need do is double click to enter it into the record.
See Hughes Collection Scope of Work for more information on how to enter names.
Corporate name exercise
This record contains a corporate name that is not in the Controlled Vocabulary. Look it up in OCLC Authority file.
A & P
You might end up with a name you didn’t expect
A & P becomes Great Atlantic & Pacific Tea Company