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