1. 1 Archival Name Authority in a Library Setting Susan Hamburger, Ph.D. Manuscripts Cataloging Librarian Penn State University Libraries SAA session #707: Making a Contribution: Archives Catalogers ’ Participation in NACO and SACO August 20, 2005

2. 2 Background Archivist and Librarian Catalog archival and manuscript collections Create name authority headings Review and approve other catalogers’ name authority headings Organization Six format-based teams Internal review process

3. 3 Archivist as Reviewer Name authority and standards proponent Experience searching Library of Congress Authority File (LCAF) Natural editor Understand AACR2 rules NACO training Volunteer

4. 4 The Penn State Experience Review from email list of Save File numbers Accept batches of ten names Reviewing workload Shared among several staff Increased as productivity increased More manuscripts cataloged = more NACO headings created

5. 5 The Penn State Experience Maintaining productivity and interest Additional staff trained One-on-one consultation Refresher training Unmatched headings reports Outside vendor (OCLC/MARS) 2 staff (part-time duties) do maintenance

6. 6 The Penn State Experience Workflow to creating name authorities Special Collections staff gives to Manuscripts Cataloger to catalog Finding aids Small, foldered collections Manuscripts Cataloger catalogs from finding aids, boxed collections she processes, and small, foldered collections, and creates authority records Special Collections Cataloging Team catalogs and create authority records

7. 7 The Penn State Experience OCLC Connexion (new) Search in new window while bibliographic record is open Click button “Edit Control Headings Single” Searches LCAF automatically Inserts correct heading OCLC Passport (old) Separate logon to LCAF Search LCAF Cut and paste heading

8. 8 The Penn State Experience Connexion (new) Creating LCAF Put cursor on 1xx Click on Tools – Macros – Manage – OCLC – Generate Authority Record - Run Imports name and title Finish manually Passport (old) Creating LCAF Set up macro to import name and title Finish manually

9. 9 The Penn State Experience Authority records Decision to create Discretion of each cataloger No conflict with established heading Our responsibility for authors we collect and Penn State related names Likelihood of contributing useful name For other Penn State collections For others’ use outside Penn State Decision not to create Obscure, minor, local person Never published anything No conflict with established heading No substantive information about him/her

10. 10 Researching Names General Oxford Dictionary of National Biography American National Biography Biography and Genealogy Master Index (BGMI) Encyclopedia Britannica Who's Who in... Oxford Guide to... Cambridge Guide to... Literary Contemporary Authors Dictionary of Literary Biography

11. 11 Researching Names Musicians New Grove Dictionary of Music Online Artists Union List of Artists’ Names Online http://www.getty.edu/research/conducting_researc h/vocabularies/ulan/ http://www.getty.edu/research/conducting_researc h/vocabularies/ulan/ Dictionary of Art 34 vol. (Gale, 1996) Bénézit’s Dictionnaire Critique et Documentaire des Peintres, Sculpteurs, Dessinateurs & de Tous les Temps et de Tous le Pays 4 th ed. 14 vol. (Paris, 1999) Artist Biographies Master Index (Gale, 1986)

12. 12 Researching Names Architects Brief Biographies of American Architects Who Died Between 1897 and 1947 http://www.sah.org/oldsite06012004/aame/bioint.html http://www.sah.org/oldsite06012004/aame/bioint.html Photographers (from SAA Visual Materials Section Web page )http://www.lib.lsu.edu/SAA/vm_bib.html#hgwpdb Macmillan Biographical Encyclopedia of Photographic Artists & Innovators International Guide to Nineteenth-Century Photographers and Their Works Directory of Civil War Photographers (Vols. 1-3)

13. 13 Researching Names Local files and county histories Internet sources FamilySearch, the Church of Jesus Christ of Latter-day Saints’ online genealogical database http://www.familysearch.org/Eng/Search/frameset_search.asp Google RootsWeb.com http://www.rootsweb.com/ Others’ finding aids (e.g., Columbia University’s )www.columbia.edu/cu/libraries/indiv/rare/guides/Appleton/ index.html Famous Americans http://www.famousamericans.net/ Internet Movie Database http://www.imdb.com/ Political Graveyard http://politicalgraveyard.com/

14. 14 Conclusion Archivists’ relationships with Cataloging One-stop shopping within Special Collections dept. Compartmentalized and specialized Parallel operations between archives and library Archivists and LCAF Archival catalogers Coursework, experience Collaborative work culture Inclusiveness Respect Sharing research