December 2003, revised October 2016
As of December 1, 2003, NACO participants have fewer categories of name authority record (NAR) changes and bibliographic file maintenance (BFM) to report to the Library of Congress (LC), thanks to the greater use of automated reports generated by bibliographic utilities. This means that contributing NACO institutions no longer need to report routine BFM or matching duplicate records directly to LC. The following guidelines and tables detail three categories of BFM:
- Non-reportable BFM: Routine 1XX Heading Changes in NARs/SARs
- Reportable BFM: New NAR/SAR creation for headings in existing bibliographic records
- Duplicate heading reporting
- Special instructions for headings labelled "[from old catalog]"
Undoubtedly, the tables do not cover all cases. NACO contributors are welcome to send questions and additional examples to firstname.lastname@example.org.
In case of doubt, LC will continue to accept and act on manually reported routine BFM and duplicates. Please do submit any BFM or duplicates that you determine may fall outside the realm of routine maintenance to email@example.com.
Software developed by OCLC provides the Library of Congress (LC) with a weekly list of name and series authority records with one-to-one heading changes initiated by NACO contributors. Each listing on the OCLC report details a change to the 1XX heading on an existing NAR/SAR. Thanks to this report, NACO libraries need not report BFM prompted by routine change to the 1XX in an existing NAR/SAR.
Examples of routine heading changes that will appear on the automated list:
|TABLE 1: NON-REPORTABLE, ROUTINE BFM|
| One-to-one changes to the 100 heading within
an existing NAR; LC staff will find and change affected LC bibliographic
|no 8007385||Existing machine-derived NAR lacked diacritic||100 1 $a Valdes, Marta|
|Revised heading includes diacritic and date||100 1 $a Valdés, Marta, $d 1934-|
|n 84203525||Existing heading with open birth date||100 1 $a Bujones, Fernando, $d 1955-|
|Revised heading includes death date||100 1 $a Bujones, Fernando, $d 1955-2005|
|n 2003130567||Existing heading||100 1 $a Davison, Bruce J., $d 1959-|
|Revised heading has corrected surname||100 1 $a Davidson, Bruce J., $d 1959-|
|n 84152935||Existing heading||100 1 $a Cohen, Shirley|
|Revised heading includes birth date||100 1 $a Cohen, Shirley, $d 1937-|
|n 2003014164||Existing heading||110 1 $a Washington County (Or.). $b Clean Water Services|
|Revised heading is direct entry||110 2 $a Clean Water Services (Washington County, Or.)|
|no 2002078317||Existing heading||130 0 $a Aveditionrockets|
|Revised heading to correct typo||130 0 $a Avedition rockets|
|no 2001079703||Existing heading||100 1 $a Verdi, Giuseppe, $d 1813-1901. $t Romances, $m voice, piano $n (1845). $p Ad una stella|
|Revised heading to correct subfields||100 1 $a Verdi, Giuseppe, $d 1813-1901. $t Romanze $n (1845). $p Ad una stella|
2. Reportable BFM: New NAR/SAR creation for headings in existing bibliographic records or authority record deletion
Certain categories of BFM need to be reported directly because
the software is NOT designed to capture information relating to
new or deleted authority records, e.g., a new record created to
remove a listing from an undifferentiated authority record, or,
a new record created to account for a heading already existing in
the bibliographic file but not in the authority file.
|TABLE 2: REPORTABLE BFM|
New NAR using 1XX heading that differs from headings for same entity on existing LC bibliographic records
|no 2003112504||New NAR created. BFM reported for LC bibliographic records using different heading for same entity||
100 1 $a Henriques, Axel, $d 1851- replaces heading in LC bibliographic records:
100 1 $a Henriques, Axel Otto, $d 1851-
|New NAR accompanied by change to x-ref(s) on existing NAR with the need to change headings on LC bibliographic records|
|n 94100596||Existing heading with other name added as 500|| 100 1 $a Wolff, Max Josef, $d 1868-
500 1 $a Daudet, Allemand, $d 1868-
|no 200335145||New NAR for bibliographic record with this usage, and BFM reported as needed||
100 1 $a Daudet, Allemand, $d 1868-
|New NAR for name being removed from undifferentiated personal name NAR with the need to change LC bibliographic records.|
|n 78041646||Existing undifferentiated NAR||100 1 $a Gallagher, Mary|
|nb 2003107737||New NAR created for name removed from undifferentiated NAR, and BFM reported||100 1 $a Gallagher, Mary, $d 1958-|
|Deleted NAR accompanied by Change to x-ref(s) on existing with or without the need to change LC bibliographic records.|
||Existing NAR revised to include 400 for earlier name||
100 1 $a We Langa, W. M. E.
400 1 $a Rice, David L., $d 1947-
|n 79020927||Existing NAR for earlier name needs to be deleted,
and BFM reported as needed
||100 1 $a Rice, David L., $d 1947-|
OCLC also sends to LC an error report identifying duplicate headings in the authority database, allowing LC staff to resolve conflicts and to maintain affected bibliographic records. As of result, exact duplicates do not need to be reported to LC. However, logical duplicates for the same entity that use different 1XX forms do still need to be reported to LC.
|TABLE 3: DUPLICATES|
|Non-Reportable: Duplicate NARs for same entity with identical 100 headings|
|nr 00018986||Existing heading||100 1 $a Iyer, Subramaniam|
|| Duplicate for same entity with identical
heading to be deleted, with no need for BFM
||100 1 $a Iyer, Subramaniam|
|Reportable: Duplicate NARs for same entity with different 100 headings, even if no LC bibliographic records are affected. Please note if BFM is needed.|
|nr 9218404||Existing heading||100 1 $a Day, William Howard, $d -1900|
|nr 9810714||Duplicate NAR with different heading reported to be deleted, and BFM reported as needed||
100 1 $a Day, William, $d -1900
For information on BFM related to headings labelled "[from old catalog]" please see the FAQ on headings found in the LC Online Catalog labelled "[from old catalog]"