NACO Workflow

These workflows include steps for both our student research assistant and a NACO trained cataloger to create new name authority records for adding into the Library of Congress Name Authority File. The instructions refer to the names and columns in the project's Google sheet which is only available to project partners.

Student research assistant workflow

1. Search the name in Library of Congress Authorities to see if the name already has a record. You may need to search a few times using different forms of the name.
   1. If you find a potential match, look at the other info in the authority record to determine if it is the correct person.
   2. If you are 100% sure that it is the same person, then copy the LCCN into column C of the spreadsheet and move on to the next name. If the name in the LC record is different than the name in WNAF, make a note of the LC version in column D. No more work is needed for names that match LC.
   3. If you think it is a correct match but you aren’t 100% sure, copy the LCCN into column C, leave a note in column D saying why you think it is a good match, and move on to the next name.
   4. If you can’t find a match in LC, move on to step 2.
2. Search for the name in our digital library to find objects that have the name in the creator or contributor field. For a preview check the collections row and see if there are any URL’s that match the collections.lib.utah.edu.
   1. Add a link in column F to an item with the name.
   2. If the form of the name that you find is different than the name in column B, enter this data into the spreadsheet in column G.
   3. You may need to search a few different forms of the name to identify all possible records. If there are records with different forms of the name, enter links to each item in column F and all forms in column G.
   4. If you can’t find this name in Solphal, leave a note in Column D.
3. Search for the name in ArchivesWest to identify finding aids that have this name.
   1. Add a link to only UU Marriott Library finding aids in column H to an item with the name.
   2. If the form of the name that you find is different than the name in column B, enter this data into the spreadsheet in column I.
   3. You may need to search a few different forms of the name to identify all possible records. If there are records with different forms of the name, enter links to each item in column H and all forms in column I.
   4. If you can’t find this name in Solphal, leave a note in Column D.
4. Search for the person in Find a Grave.
   1. There is a good possibility that you will find multiple matches, so make sure that you review the names to find the correct person. Compare the years the person was alive with the dates from items in the digital library or finding aids to make sure it was possible that this person would have created those items. Also look at the places of birth and death to make sure they are the correct people.
   2. When you find a good match, enter the link to the Find a Grave record in column J.
   3. Enter the birth date (YYYY-MM-DD) in column K and the death date in column L.
5. Search for the name in DUP Pioneer Index (if applicable), Wikipedia, Google, and other sites to find additional info about the person.
   1. Enter links to these pages in column M.
   2. Enter any additional info you may learn about this person in column N.

Metadata Librarian workflow

Part A - Review Student’s Work

1. After the student has several records completed, start this workflow in the Records to create tab
2. Search the name in Library of Congress Authorities to make sure the record hasn’t been recently created or that it wasn’t missed in the first review.
   1. If the record exists, copy the LCCN and move on to the next record.
3. Identify any missing links from our digital library or ArchivesWest
   1. Column R = 670$u link to ArchivesWest (e.g. http://archiveswest.orbiscascade.org/ark:/80444/xv72692)
   2. Column U = 670$u link to digital item (e.g. https://collections.lib.utah.edu/details?id=925104&q=Hooper%2C+John+D.+%28John+Douglass%29%2C+1873-1963)
4. Add the information about person for links in ArchivesWest
   1. Column P = 670$a ArchivesWest Collection name (e.g. Mary Hooper Blood Linford papers, 1873-1972)
   2. Column Q = 670$b info from ArchivesWest (e.g. Smith, Lucy Emily Woodruff, 1869-1937; died 5 November 1937, Salt Lake City; born 10 January 1869, St. Thomas, Arizona; attended University of Utah; member of LDS church)
5. Add information about person from digital library item(s)
   1. Column S = 670$a digital collection item title (e.g. Letter dated 16 August 1934 from John D. Hooper to May Linford)
   2. Column T = 670$b info from digital item (e.g. John D. Hooper; LDS; John Douglass Hooper (1873-1963), was the son of John Wilkie Hooper (brother of Jane, Mary Linford's mother).)
6. If link to Find A Grave is included, add information as necessary
   1. Column V = 670$a Find a grave (e.g. Find a grave, website viewed 18 April 2018)
   2. Column W = 670$b info from Find a grave (e.g. John Douglass Hooper; born 10 Nov 1873, Hooper, Weber County, Utah; died 18 Oct 1963, Ogden, Weber County, Utah)
7. If other links are included in column AA, add information as necessary
   1. Column Y = 670$a other source title(e.g. John D. Hooper mission diaries)
   2. Column Z = 670$b info from other source(e.g. Hooper, John D. (John Douglass), 1873-1963)
8. All of the data in the following steps needs to be documented in some way in the information from steps 3-7
9. Make sure only one 400 is in each of columns E/F/G. Split if necessary
   1. Columns E/F/G = 400$a - alternate form of name
   2. Make sure that none of the 400 alternate forms are used in other records as a 100
10. If the authorized form of the name includes parenthetical information (e.g. Hooper, John D. (John Douglass), 1873-1963), add that info to column G preceded by 378$q
    1. e.g. 378$qJohn Douglass
11. Add or verify birth and death dates
    1. Column H = 046$f birth date (yyyy-mm-dd)
    2. Column I = 046$g death date (yyyy-mm-dd)
12. Add birthplace, death place, and place of residence
    1. Column J = 370$a birthplace (LCNAF form)
    2. Column K = 370$b death place (LCNAF form)
    3. If LCNAF record doesn’t exist, make a note at the end of the placename (e.g. St. Thomas (Ariz.) -- NOT IN LCNAF)
13. Add associated groups using the LCNAF form
    1. Column L = 373$a associated group
    2. Separate multiple values with a semicolon space (e.g. Church of Jesus Christ of Latter-day Saints; University of Utah)
14. Add occupations using the LCSH form
    1. Column M = 374$a occupation
    2. Separate multiple values with a semicolon space (e.g. Politicians; Businessmen; Inventors)
15. Add gender (if known) using terms from LCDGT
    1. Column N = 375$a gender (e.g. Males, Females, Gender minorities, etc.)
16. Add language they used in their publications using code from MARC Code List for Languages
    1. Column O = 377$a lang (e.g. eng)
17. Verify that all information in columns B and E-O is documented in columns P-AA
18. If you decide that the authorized form of the name should be different than what the WNAF data shows, change the form used in column B and add the old form in column E, F, or G
    1. Make a note in column E of the URIs tab (e.g. new record - Hooper, John D. (John Douglass), 1873-1963)
19. Enter “Ready to submit” into column A

Part B - Create MARC Authority Records and Submit

1. Copy the first row from Formatted for NACO record creation tab into Notepad++
2. Copy all rows you want to convert to MARC from Formatted for NACO record creation tab into Notepad++
3. Save as tab delimited text file
4. In MarcEdit under the Add-ins menu, choose “Delimited Text Translator”
5. Choose your source file and create an output file
   1. All other options on this page should remain the same
6. In the Arguments section, hit “Auto Generate”
7. Hit Finish and OK
8. In the MARC Editor of MarcEdit, open the *.mrk file you created
9. If you haven’t previously loaded the TASK file, go to Tools => Manage Tasks => Import Task -- and then import WNAF-NACO-cleanup.task
   1. This task list will do the following:
      1. Updates leader
         1. Old = nam 2200000Ia 45e0
         2. New = nz a2200217n 4500
      2. Updates 008
         1. Old = s9999\\\\xx\\\\\\\\\\\\000\0\und\d
         2. New = n|\azannaabn\\\\\\\\\\|n\aaa\\\\\c
      3. Adds 040 \\ $aUUML$beng$erda$cUUML
      4. Delete 373 if only contains $a$2naf
      5. Delete 374 if only contains $a$2lcsh
      6. Delete 670 if only contains $a$b()
      7. Delete 999
      8. Removes blank lines
10. Run Tools => Assigned Tasks => Currently Available Tasks => WNAF NACO Update
11. Save this as a new *.mrk file
12. File => Compile File into MARC
13. Import the *.mrc file into the OCLC authority online save file
14. Validate the records in Connexion
15. Do a final review before submitting to LC
    1. If there are 4xx fields, the Ref Status should change from n to a
    2. If a 400 starts with 378$q, change the field to a 378 with the data in $q
16. Add to Authority File (Ctrl-Alt-A)
17. Enter the new LCCN in column C of sheet 1